HomeMy WebLinkAbout541166 REVOLUTION ADVISORS LLC - CONTRACT - RFP - 7642 JOB ANALYSIS, PERFORMANCE & LEARNING COMPETEN (4)Agreement Amendment 2
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Amendment #02 to the Services Agreement
between The City of Fort Collins
and Revolution Advisors LLC
This Second Amendment (Amendment #02) is entered into by and between Revolution Advisors LLC
(the “Service Provider”) and the City of Fort Collins, Colorado (the “City”).
WHEREAS, the Service Provider and the City have mutually entered into a Services
Agreement dated August 25, 2014 (the “Agreement”); and
WHEREAS, the Service Provider and City amended the Agreement on February 27, 2015 to
initiate an organizational assessment of the Finance Area (“Amendment #01); and
WHEREAS, the work under Amendment #01 is in-process and the City desires the Service
Provider to complete additional services not contemplated by Amendment #01; and
WHEREAS, Service Provider agrees to perform additional work pursuant to the Agreement
terms and new Scope of Services;
NOW, THEREFORE, in consideration of the foregoing recitals and the mutual promises
herein contained, the parties agree as follows:
1. Scope of Services. A new Exhibit “A”, Scope of Services is added per the attached document
consisting of four (4) pages for work under Amendment #02.
2. Contract Sum. The City agrees to pay the Service Provider a fixed fee of One-Hundred and
Thirty-Seventy Thousand ($137,000) for the work under Amendment #02 in accordance with
the milestone payment schedule in Exhibit “B” consisting of one (1) page attached hereto.
Each milestone payment shall be subject to the City’s review and approval of the deliverables
required to be successfully completed for each milestone.
Except as expressly amended by this Amendment, all other terms and conditions of the Agreement
shall remain in full force and effect.
DocuSign Envelope ID: CEEAE6D3-CB63-4948-B558-94EF6168F08D
Agreement Amendment 2
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IN WITNESS WHEREOF, the parties have executed this Agreement the day and year shown.
THE CITY OF FORT COLLINS, COLORADO
By: _________________________________
Gerry Paul
Director of Purchasing & Risk Management
Date: ______________________________
ATTEST:
_________________________________
City Clerk
APPROVED AS TO FORM:
_______________________________
Assistant City Attorney
REVOLUTION ADVISORS LLC
By: __________________________________
Brian E. Wilkerson
Managing Director
Date: _______________________________
DocuSign Envelope ID: CEEAE6D3-CB63-4948-B558-94EF6168F08D
3/16/2015
3/17/2015
Agreement Amendment 2
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EXHIBIT A
Scope of Services
Objectives
To update the existing Performance Management process to include clear definition of Performance
Planning, Assessment, and Monitoring and Reward activities for managers and employees. Based on the
results of this improved design, the City would like to achieve the following objectives:
Timely and meaningful feedback and less focus on the annual appraisal process.
Simplified performance evaluation process.
Developing managers into better managers.
Establish a clear line of sight through metrics on key processes that helps employees see how
they contribute to the success of the City.
Reinforce the line of sight through a culture of transparency and shared responsibility for
organization and citizen outcomes.
Focus on Team Accountability, especially since much of the organization is focused on serving
citizens as a team.
Integrated development planning as part of ongoing performance management with associated
accountability.
Bring feedback from multiple perspectives (rather than just direct supervisor) into the process.
Foster service to the community through measurable attainable goals that link to strategic
priorities.
Clear linkage between performance management and 2016 Interim Base Pay Process for Merit
and Skill positions.
Scope
Service Provider shall be responsible for providing the following services.
Partnering with City staff to design, develop and deploy a performance management process that shall meet
the objectives above, while aligning with the City’s vision and mission. The activities are broken into 4 areas
of work:
1) Definition & Planning: Clear definition of program and change management activities including
objectives, roles, timelines and operating agreements.
2) Design Future State Process: Review and confirmation of process recommendations including:
a. Alignment with Citywide metrics for cascade
b. Further design of process elements
o Manager Reviews Service Area / Department Team Performance
o Manager Holds Performance Discussion with Employee
o Manager Assigns Rating to Employee
o Manager Documents Key Outputs of the Discussion
c. Design clear process link to compensation including:
o Definition of new interim base pay increase program for 2016 based upon elements
that tie directly to the performance management program (i.e. annual increases)
o Budget strategy
o Impact analysis of new compensation program
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3) Develop Future State Deliverables: Development of process guides and tools based upon
approved design including:
a. Process guides, job aids and training for managers and employees
b. Creation of interim 2016 annual increase base pay elements, and calendar of events to
integrate new performance management program into the 2016 annual increases
c. Update of any City policies as required to align to the new process
4) Deploy: Support the implementation of the new process to all city-wide employees.
a. Prepare the organization for the new process launch
b. Support training delivery
c. Develop measures to monitor the process ongoing
The key activities associated with each of the phases appear in the table below:
Definition & Planning
Key Activity Timing
Project Planning & Change Management Planning Week 1
Kickoff Meeting Week 2
Finalize Project Charter, Team Operating Approach, Project Plan Week 3
Update Change Management Plan & Begin Execution
- Change Management Strategy
- Communication Plan
- Stakeholder & Sponsor Management Plan
Week 4 – 6
Design
Key Activity Timing
Confirm City-Wide Goals and Metrics for Cascade Week 6 – 7
Begin Performance Management Design & Review Sessions Week 6 – 9
Link Compensation to Performance Management Design Week 9 -12
Determine Interim Base Pay Elements Week 9 -12
Review Current Policies & Tools Week 9 -12
Analyze and Document As-Is Base Pay Process Week 9 -12
Approval on Performance Management Design & Training Plan Week 12 – 14
Develop Training Plan Week 13 -16
Develop
Key Activity Timing
Develop Performance Management Process Guide & Tools Week 15 -20
Determine Budget Strategy Week 15 -20
Conduct Impact Analysis of New Comp Program Week 15 -20
Update Policies Week 15 -20
Develop Training Materials Week 15 -20
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Deploy
Key Activity Timing
Support Training Delivery Week 21 – 28
Lessons Learned, Continuous Improvement Plan, Celebrate Success Week 26 - 28
Throughout each phase, there shall be an ongoing focus on communications and change
management to keep stakeholders informed of project focus and progress. Service Provider shall
work with the City to minimize any disruption associated with this through effective
communications.
The deliverables (“Deliverables”) for this project shall include:
Deliverable (Projected Date) Description
Project Plan & Charter
(April 3, 2015)
Project Plan
Project Controls – Status, Issues, Risks
Change Management Plan
(April 3, 2015)
Change Strategy
Stakeholder Management Plan
Communication Plan
Sponsor Plan
Performance Management
Process
(May 30, 2015)
Process Guides and Procedures to support
Manager Reviews Service Area / Department Team
Performance
Manager Holds Performance Discussion with
Employee
Manager Assigns Rating to Employee
Manager Documents Key Outputs of the Discussion
Base Pay Process
(May 30, 2015)
Base Pay Element Description & Listing
As-Is Base Pay Process & Policy Updates
2016 Interim Base Pay Process Presentation
Impact Analysis of new compensation program
timing and elements
2016 Base Pay Calendar of events to align to new
interim process
Training Plan & Materials
(June 30, 2015)
Job Aids
Training Content
Project Timing and Assumptions
The overall project timeline is anticipated to be 28 weeks from project launch. Project launch would be
targeted for March 3, 2015 - August 14, 2015. The project timing would be subject to the following
assumptions:
Service Provider shall have timely access to key leaders for the purpose of making required
decisions, and those decisions shall be made without significant delay.
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The City will assign a Project Manager to this project that will be the primary day-to-day point
of contact for the Service Provider’s project team, and will be responsible for helping to
ensure that the project stays on schedule. This includes assignment of other City resources
including: Performance Management Process Owner, Change Management &
Communications Lead and Training Lead.
The City will lead the training delivery of the new process. Service Provider shall
provide support through material development and train the trainer sessions as
defined by the plan.
The City will provide administrative support for scheduling interviews and meetings,
including appropriate meeting facilities.
Should any of these assumptions prove not to be true, the project timeline and/or fees
may be impacted subject to the party’s mutual agreement and subsequent amendment to
the Scope of Services.
DocuSign Envelope ID: CEEAE6D3-CB63-4948-B558-94EF6168F08D
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EXHIBIT B
Contract Sum
Milestone Payments
Phase & Deliverables Estimated Timing Costs
Definition & Planning, Preliminary Design
Project Plan
Change Management Plan
April 3, 2015 $25,100
Design & Development
Performance Management
Base Pay Process
Training Plan
May 30, 2015 $77,800
Deployment
Training Materials
Training Delivery
August 14, 2015 $34,100
TOTAL $137,000
NOTE:
Each of the above Milestone Payments shall be payable upon successful completion of the Key
Activities and Deliverables required to be completed under each Phase. All Deliverables are
subject to the City’s review and approval prior to payment.
DocuSign Envelope ID: CEEAE6D3-CB63-4948-B558-94EF6168F08D