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HomeMy WebLinkAboutWORK ORDER - RFP - P1029 MARKET RESEARCH (7)WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND R. W. Beck, Inc. DATED: July 15, 2009 Work Order Number: Purchase Order Number: gQsyq I X Project Title: Stakeholder Communications & Engagement Support Commencement Date: July 15, 2009 Completion Date: December 31, 2009 Maximum Fee: (time and reimbursable direct costs): $58,400 Project Description: Design and implementation of stakeholder engagement program to support 21s' Century Utility initiative. Scope of Services: The following scope provides an overview of activities which could be provided as part of this effort. Because of the evolving nature of the opportunities, we anticipate calibrating the specific activities to your precise needs frequently during the course of the work, based on an initial scope refinement task. An overview of the suite of services is presented in the diagram to the right. This scope specifically focuses on the Communications & Stakeholder Engagement component as a natural follow-on both to the ongoing market sustainability initiative. research and key accounts work, as well as the We have generally tried to anticipate the likely needs related to this project; however, given the evolving nature of the opportunities, we will certainly tailor the scope and deliverables to meet your needs. Communications & Stakeholder Engagement An integrated communications program and stakeholder engagement strategy is essential to successful implementation. Establishing a framework for an ongoing stakeholder engagement process will make your programs stronger while demonstrating your organization's commitment r I to transparency and collaboration, two hallmarks of sustainability. In coordination with the existing communications functions of the Utilities/City, we proposed to assist as described below and/or as requested during the course of this project. This work will integrate the following 'components, among others, always mindful of alignment with your Sustainability Purpose Statement: ■ Existing Communications Direction including Education and Outreach ■ Corporate Communications and Identity Plan ■ Positive Energy Messaging ■ Market Research Findings Furthermore, this work will consider the following groups, as well as your general customer base: ■ Existing Water and Electric Advisory Boards ■ Sustainability Advisory Panel ■ Mass Market Customers ■ Key Accounts ■ Small Commercial ■ Platte River Power Authority and Members Fort Collins Utilities has considered and entered into various partnerships and collaborations over the years; this approach also aligns with the guidelines for Federal grant funding. In that regard, this work may support those partnerships as well. Kick-off Meeting & Tactical Planning In order to get started in a direction that is consistent with your overall direction, the first task is a three- hour kick-off meeting to create an action plan for near -term needs, as well as outline longer term needs. Participants in the kick-off meeting would be key communications team staff and others as you select. One element of this meeting will be a discussion of the goals of this work. We anticipate a two- to three-hour meeting which will be documented in a written action plan. Communications & Outreach Support As with sustainability program development, several options for customer outreach and stakeholder engagement are important considerations. R. W. Beck can provide an array of services from continued work with your Advisory Panel and Boards to customer focus groups and beyond to activities such as online methodologies. Again, your annual Sustainability Report is one foundational element that you already have established in this regard. Due to the quickly evolving and variable nature of the public and political pressures facing the utility industry, we propose establishing the framework for an ongoing stakeholder engagement process, which can be used going forward. The tools and techniques used will reinforce an expectation already set by the Utilities regarding broad engagement and transparency. City Staff Business ,- { SUSTAIN46 ' ~; Citizens Industry` �� 1GgALS 'Et Customers i T' As already established with the Advisory Non-Governmentat Panel, the stakeholder process needs to Organizations Et Conservation Groups include, but also move beyond, the traditional audiences. The process will create an essential mechanism for building mutual understanding and trust with constituents and forging support for the sustainability strategy. This inclusive process will provide an ongoing forum for participants to merge their requirements and interests resulting in alignment between the Utilities and its stakeholders. To varying degrees, we will deploy well -established and practiced techniques to engage internal and external stakeholders in the following methods. ■ Working Groups/Advisory Panels ■ Web -based Tools ■ Workshops and Forums in May include Focus Groups ■ Various Marketing Communication Strategies ■ Not included in this scope but noted for alignment purposes In fact, the best stakeholder engagement programs feature a mix of methodologies in order to. connect with the various demographics within a community. The proposed engagement process recognizes that this direction will need to dovetail with and build on existing approaches. One of the first steps would be build from existing stakeholder outreach methodologies in coordination with Utilities' staff. This initial work will result in a framework for ongoing stakeholder involvement, as well as select initial implementation steps. There are four external stakeholder engagement methodologies outlined for further discussion during the action plan development step. First, we propose continuation of the Advisory Panel meetings. The Utilities' experience shows that engaging a cross-section of external stakeholders in a robust dialog yields rewards in terms of input to the process while creating ambassadors back out to the community. The team members engaged during the development process have expressed enough buy -in to seek continued involvement and become increasingly active advocates in the community. We are now at a point to build on that foundation with the Advisory Panel and take it to the next level of engagement. R.W. Beck would provide agenda and facilitation of those sessions, facilitation of three two-hour sessions are included in this scope. The second element of the external stakeholder engagement process will include a technology application for disseminating information and engaging customer input through a dedicated web - based portal. R. W. Beck recently used this method with Arizona Public Service and Commonwealth Edison; view a sample at www.comedamifuture.com. The use of web -based tools can reduce stakeholder engagement costs, as compared to other methodologies such as focus groups, while creating of a permanent record of input. The third public engagement methodology involves the use of public forums and focus groups. This scope includes design and facilitation of a series of eight such sessions. The details of this approach will be developed with the Utilities project manager/team during the project, kick off session. Note that for public meetings/focus groups, the cost per session is approximately $3800 for two consulting staff including preparation and platform time. We can discuss other staffing options for this aspect. This work includes briefing Utilities management team at two points during the process; first to solicit input and alignment with the overall direction and then to brief them on the plan and progress. Finally, we will integrate and align stakeholder communication/engagement efforts with City staff and direction, potentially to include activities such as the following: ■ Presentingibriefing Strategic Issues Team ■ Briefing City Council ■ Collaborating/dovetailing with city-wide initiatives At this point, we have not included City -level briefings in the cost estimate. . Deliverables: ■ Development of an action plan for ongoing stakeholder engagement ■ Detailed agenda and schedule for Advisory Pan_ el meetings . ■ Facilitation of three two-hour sessions ■ Structure for an aligned web -based application . . ■ Design and facilitation of a series of eight public forums/focus groups; precise format to be determined based on further discussions and project kick-off ■ Two Utilities Management Team briefings on the direction Schedule for Completion The above scope of work and project is anticipated as an ongoing effort closely calibrated to Fort Collins Utilities' needs. We are prepared to begin work immediately upon notice -to -proceed and contract signing. Cost Estimate R. W. Beck proposes to conduct this scope on a time and materials basis with a budget not to exceed $58,400. Note that most of the cost differential between this and the previous draft scope relate to the public forums as outlined above. If/when we approach this contract amount, we will notify you in writing. Note that for public meetings/focus groups, the per session cost is approximately $3800 for two consulting staff including preparation, platform and follow-up time; this can be calibrated as we discuss further. Given the evolving nature of this work and level of support required, we will leverage the dollars well and notify you of any budget concerns if they arise. Services under this proposal will be provided on a time and materials basis. Non -labor expenses are billed at -cost with no markup, and may include costs for items such as travel, printing, and telecommunications. Any required sub -consultants (not included at this point in the scope above) will be billed at a cost plus 10 percent mark-up to cover R. W. Beck's administrative costs. En -route travel time incurred for the benefit of the project shall be considered as billable labor hours. As noted above, this scope includes tasks which are "to be determined" in regard to level of consulting support desired, so are not included in the cost estimate at this point. This proposal will remain valid for 90 days as of June 17, 2009. Project Team R. W. Beck's proposed primary Project Team for this assignment is listed below. Other R. W. Beck personnel may be called upon as needed to conduct the project in a timely and efficient manner. These rates are effective June 17, 2009 and subject to annual salary adjustments. Person Role Billing Rates Lynn Adams Project Manager $275 Rebecca Shiflea Project Support $185 Sabine Bendenoun Analysis & Support $155 Tony Geor is Technical Support $165 Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of Exhibits _, _ consisting of (_): pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. cc: Purchasing Professional: �v By: Jeff Schulz, Vice President Date: 7/15/09 City of Fort Collins: Submitted by: Project Manager Date: Reviewed b Y Senior Utility Engineer Date: �`s_!� G% Approved by: Utilities General Manager Date: Approved by: - Uqirecor of urchasing & Risk Management r $30, 00) Date: % LA