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Informal Solicitation for Meeting Facilitation Services City Council Strategic Planning Retreat

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Informal Solicitation for Meeting Facilitation Services City Council Strategic Planning Retreat Informal Solicitation for Meeting Facilitation Services City Council Strategic Planning Retreat Summary The City is requesting proposals from firms to provide meeting facilitation services to support the City Council annual strategic planning retreat, which will take place on one of the following dates: • Friday/Saturday March 5-6, 2021 • Friday/Saturday March 12-13, 2021 Background The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live. Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens. The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens. The City of Raleigh is a municipal corporation organized under the laws of the State of North Carolina and operating under the council/manager form of government. The City Council is composed of a directly elected mayor and seven (7) council members, two of which are elected At Large with the remainder elected from one of five (5) council districts. Each year, the City Council holds a strategic planning retreat during which the Council synthesize their Municipal Building | 222 West Hargett Street | Raleigh, North Carolina 27601 City of Raleigh (mailing address) | Post Office Box 590 | Raleigh, North Carolina 27602-0590 individual ideas with staff recommendations in order to arrive upon a broad consensus that serves as a framework for Council action in the coming year. The City hires a professional meeting facilitator to organize and facilitate the Council’s strategic planning retreat in order to maximize the productivity of this meeting and to allow the Council to move through multiple discussions of complicated topics over the course of the retreat. Attached as Appendix A to this solicitation is the 1. meeting agenda, and 2. meeting summary, both from the 2020 City Council strategic planning retreat. Historically, the retreat has been comprised of one- or two-day sessions with all council members in attendance and varying combinations of professional staff. The meetings are open to the public and are planned with the expectation that members of the public will be on hand. This year, due to the ongoing public health crisis associated with the Covid-19 pandemic, the retreat will take place at the Raleigh Convention Center, with appropriate health precautions observed at all times, to include face coverings and social distancing in compliance with all current guidelines of the Centers for Disease Control and the State of North Carolina. In the event that the pandemic precludes in-person sessions, the City requests that responses to this solicitation outline a proposal for both in-person and remote electronic sessions to include cost variance, if any. Scope of Work The selected facilitator will be responsible for working with staff to develop a detailed agenda for the 2021 City Council Strategic Planning Retreat, and for planning and facilitating meetings among staff and elected officials in order to deliver a dynamic experience that results in a clear strategic planning direction for City in the coming year. As indicated above, in the event that the pandemic precludes in-person sessions, responses to this solicitation are requested to outline a proposal for both in-person and remote electronic sessions to include cost variance, if any. Specific activities include: • Agenda Planning Work with the City Manager and staff to design a detailed agenda for the retreat, including clear delineation of timing, as well as space, equipment, food, logistics and other inputs necessary for a successful meeting. • Pre-Meeting Research Meet with the mayor, individual council members and staff in order to develop the facilitator’s understanding of key issues, interpersonal dynamics, and other factors that should inform the group discussions at the Strategic Planning Retreat. This may be accomplished by phone or video call. • Meeting Facilitation Facilitate the retreat between/among staff and the City Council in order to create a pleasant, dynamic, and productive retreat experience for participants. Methods to streamline the synthesis of multiple viewpoints into a coherent strategic plan is encouraged. Municipal Building | 222 West Hargett Street | Raleigh, North Carolina 27601 City of Raleigh (mailing address) | Post Office Box 590 | Raleigh, North Carolina 27602-0590 • Meeting Summary In consultation with staff, produce a written document that summarizes the Council’s deliberations, including an overview document that lists City Council priorities in a summary format. The on-site meeting will be scheduled for one of the two options identified; the selected facilitator(s) will be expected to be available on-site for this meeting (if in person) and to have the final written work product complete on or before April 1, 2021. Proposal Requirements Submittals presented in response to this solicitation must include the following components, except as noted. Each component should include section headings clearly delineating the requirement to which each component is responding. Brevity is appreciated. 1. Organizational Information a. Summary of the company’s qualifications and relevant experience. b. Names and resumes of staff who would work on this engagement. c. List of at least three public sector references for similar work. d. Optional: provide a link to a video of your firm in action or link to other relevant materials you feel would help the City evaluate your work. 2. Approach to the Scope of Work (1 page maximum) a. Your firm’s definition of a productive meeting: What are the elements of success? b. Your firm’s approach to facilitating productive meetings. c. Special challenges that occur in a municipal setting and how your firm addresses them. d. Optional: Describe any strategies, technological tools, or other innovations you use to streamline meetings. 3. Contracting a. The selected firm will be required to execute a standard City of Raleigh contract. A copy of the standard contract template will be provided upon request. b. Provide your firm’s proposed price for the above-referenced scope of services. All prices must be on a project basis. Time and materials/hourly rate proposals will not be accepted. Municipal Building | 222 West Hargett Street | Raleigh, North Carolina 27601 City of Raleigh (mailing address) | Post Office Box 590 | Raleigh, North Carolina 27602-0590 Submittal Procedure Clarifications The City will respond to requests for clarification to this solicitation via email response, as needed. Inquiries should be directed by email only to [email protected] no later than Noon, Thursday, February 4. No verbal requests for clarification will be accepted. Responses to all questions submitted will be provided via email on Friday, February 5. Submittal Process Submit an emailed copy of your proposal to [email protected] no later than 5:00 p.m. on Wednesday, February 10, 2021. Faxed or mailed submittals will NOT be accepted. Any submittals received after the deadline will not be considered. Selection Process Responses to this solicitation will be evaluated based on the firm’s experience, qualifications, price, fit with the City’s organizational culture, and demonstrated understanding of the Scope of Work. General The City will not reimburse costs incurred in the preparation of responses to this solicitation. Submitted materials become the property of the City of Raleigh. Submittals become public record. The City reserves the right to reject any or all proposals. Attachment – Appendix A Municipal Building | 222 West Hargett Street | Raleigh, North Carolina 27601 City of Raleigh (mailing address) | Post Office Box 590 | Raleigh, North Carolina 27602-0590 City of Raleigh City Council Retreat Preparation APPENDIX A Agenda Day One – 8:30 AM to 5:00 PM (Breakfast available at 8:00) Introductions • Welcome and Introductions • Agenda Review • Norms and Expectations for the Retreat Why I Run • Each member of the Council will be asked to speak for 5 minutes about why they choose public office Legislative Relations • Panel discussion with North Carolina Legislators Budget and Finance Outlook • Overview of upcoming budget process and key financial issues Organizational Update • The City Manager will provide an update on the organization Governing Together • Explore a series of questions on what it means to govern well, together TOUR OF DOWNTOWN SOUTH and PATHWAY CENTER RECEPTION
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