PROJECT PLAN: Five-Year Citywide Strategic Plan
Timeline Project Element Action Items/Deliverables Cost
PROJECT PLANNING
May/June Kick-off planning
meeting with
project team
• Initial planning meeting with project team
o Review and discuss project objectives, desired timeline, and general approach
o Outline key stakeholders to involve in the strategic
planning process
o Identify project team, working
arrangement/tools/systems, and schedule for project
check-in meetings
Deliverable: produce a project plan back to client with schedule for key project events, timeline for deliverables, and estimated project completion date
$2,240
May/June Review of
organizational
materials and
resources
• In-depth review of key organizational materials and
resources:
o Previous strategic plan
o Planning documents and policies outlined in RFP
o Organization/department charts
o Agreements, mandates, reports
o Other relevant organizational data (e.g., survey data) $3,840
Ongoing Ongoing project
management
meetings
• Regular planning/check-in meetings with project sponsors to support project management, scheduling, event
coordination, and report development
o Biweekly virtual meetings
o Written status reports as requested by project team
$8,320
STRATEGIC PLANNING PROCESS
Jul/Aug Interviews with
City Council
Members and City
Staff
• Interviews with City Council members and City staff to establish rapport, solicit input regarding strategic priorities, and support design of City Council Session #1
o (5) Virtual, 60-minute interviews with City Council
Members and Mayor
o (7) Virtual, 60-minute interviews with City Manager and Executive Staff
o (15) Virtual, 60-minute interviews with Department
Heads
$12,400
Jul/Aug/Sep Stakeholder
Outreach
• Meeting with City’s JEDI Council
• Meetings with community stakeholder groups
• Engagement with additional special project stakeholders as needed
$8,000
Sep Public Workshops/
Community
Engagement
• Public workshops or “pláticas” with community members to solicit input regarding strategic priorities
o Four workshops (one in each district) with bilingual
facilitation (English/Spanish) and live Spanish
translation services
Additional community meetings can be added to the scope for an additional cost: $3,315
$13,245
Sep Community Survey • Community survey in multiple languages (including English, Spanish, and Filipino) to further solicit input from the community regarding strategic priorities
o To include translation services for survey and analysis of qualitative data in Spanish and Filipino
Please note the survey budget is based on a maximum of two open- ended questions
$10,215
early Oct City Council
Workshop #1
• Facilitated, in-person session with City Council
o Review of community/stakeholder data and themes
o Review of Mission, Vision, and Values Statements
o SWOT analysis
o Strategic goal setting/prioritization
Outcome: establish strategic framework for 5-year plan
$7,955
Oct/Nov Staff Working
Sessions
• A series of virtual working sessions with key staff to develop strategic objectives and implementation plans to support the Council’s Strategic Framework
o Approximately 15-20 working sessions
o The Centre will work with project sponsors to identify relevant working groups (including SMEs, stakeholders,
committee members, leaders, etc.) and schedule
sessions
o Leads will be established for each strategic goal to
support the successful development of the initial 2-year implementation plan (with timelines, performance
measures/outcomes, and implications for the budget)
for each strategic goal outlined in the strategic
framework
o An emphasis will be placed on integrating existing
planning documents and policies into the
implementation plans and to create clear linkages
within the final report
o The Centre will work with project sponsors to identify an effective “Strategic Planning Cycle” including
timeline, process, and template for assessing the City’s overall performance within the areas outlined in the
strategic plan
$11,200
Dec/Jan Interviews with
City Council
Members
• Interviews with City Council members to establish rapport with new City Council members, solicit input regarding
strategic priorities, and support design of City Council Session #2
o (5) Virtual, 60-minute interviews with City Council
Members and Mayor
$3,600
Late Jan City Council
Workshop #2
• Facilitated, in-person session with City Council
o Review of strategic objectives and implementation
strategies to support Strategic Framework developed by
the City Council Members
o Review of proposed timeline, process, and template for assessing the City’s overall performance within the
areas outlined in the strategic plan
o Input from City Council Members on plan elements
Outcome: approval of 5-year Plan
$7,315
REPORT DEVELOPMENT
February Develop Draft
Strategic Plan
• Development of the Strategic Plan in alignment with the input and direction provided by the City Council. The plan is envisioned to include the following elements:
o Executive Summary
o Mission, Vision and Values Statements
o Strengths, Weaknesses, Opportunities and Threats
(SWOT) Analysis
o 5 Year Strategic Plan
▪ City Council Goals and Objectives
▪ Strategies to Achieve the Goals and
Objectives
▪ Implementation Timeline
▪ Initial Two-year Implementation Plan and
Resourcing Strategy (to be developed in
partnership with City staff, including the
identification of lead department(s), and
sources and uses of funds)
o Performance Measures
o Ongoing Strategic Planning Cycle
o Annual Report Template
Deliverable: develop draft plan to be submitted to the City for review $8,000
March Finalize and
Submit Strategic
Plan
• Finalize City’s 5 Year Strategic Plan
o Refine plan to incorporate feedback
Deliverable: submit final plan (as a PDF and Microsoft Word document that can be edited in the future)
$1,980
Travel • Estimated mileage costs (per IRS 2023 rates) $2,000
Miscellaneous
Expenses
• Printed materials for meetings
• Food, is requested, for project events
• Additional translation services
• Miscellaneous additional consulting services
$2,500
TOTAL $102,810