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024-87 Ordinance ~ . / RECORD OF ORDINANCES National Graphics Corp., Cols., O. ~ Form No. 2806-A Ordinance No. _24-_8]____ Passed ---------------- mm19I AN ORDINANCE TO ACCEPT A QUOTATION FOR CONSULTING SERVICES TO CONDUCT A COMMUNITY PLANNING WORKSHOP AND TO PREPARE AND CONDUCT A COMMUNITY SURVEY AND TO DECLARE AN EMERGENCY. WHEREAS, Council has requested that a Master Planning process be under- taken; and WHEREAS, Community involvement is a very critical and ongoing part of the planning process; NOW, THEREFORE, BE IT ORDAINED by the Council of the Village of Dublin, State of Ohio, 7 of the elected members concurring: Section 1. That the quotation of Organizational Resources Group, in the amount not to exceed $29,170.00 for said services be, and hereby is, accepted. Section 2. That the Acting Village Manager be, and hereby is, authorized and directed to enter into a contract with Organizational Resources Group, Inc. Section 3. That there is hereby appropriated from the unappropriated balance in the General Fund to account A01-04-4A-2350 for Professional Services the sum of $29,170.00 to cover the cost of said services. Section 4. In order to preserve the health, safety and welfare of the citizens of Dublin, that this Ordinance be declared an emergency and shall take effect and be in force immediately upon its passage. Passed this 16th day of February , 1987. ~ It/! MaYO~~'preSiding ~fficer Attest: /) ~i: Ie- -Y"/tI2JUtCJ Y'J7. i I/~ . <"-ft./ Clerk of Cou~cil Planning Director ' hereby certify that copies of this O~dina"ce/Resoluti?n Sponsor: were posted in the \'i:!3ge Gf f),U:1 Ifl accordance with Section 731.25 of t~:e 0:;:0 :(:\';2':d C'.'t'c. /) ~ t0ft c/ '- J 1&/2?' -I t<:l ';/1. . "t.. ~ /r Clerk of Council . . Organizational Resources Group 506 Lambourne Drive Worthington. Ohio 43085 (614) 846-2938 February 6, 1987 Patrik Bowman, Director Planning Department Village of Dublin 6665 Coffman Road Dublin, Ohio 43217 Dear Pat: Enclosed is the promised proposal for Organizational Resources Group's services to the Village's planning process. As you know, we're enthusiastic about what is going on with regard to planning and about the Village's commitment to seeking community input. This Proposal incorporates our recommendations as to how best to achieve that objective as well as overall coordination assistance to you during the process. You'll note with regard to Phase Two, the community survey, we propose a sub-contract relationship with the Clark Jones, Inc. survey research firm. Our Principals have been involved with Clark-Jones, Inc. in other engagements. I have every confidence that the use of their professional market research competencies will add measurably to the quality of the final products of the planning process. We are moving ahead with the preparations for the February 21st community in-put session in anticipation of Village Council's acceptance of this Proposal. Please advise me if there is additional information we can offer to assist in interpreting the Proposal. Sincerely, ~ Martin D. Jenkins, Senior Associate C03:20 . PROPOSAL FOR PROFESSIONAL ASSISTANCE TO THE VILLAGE OF DUBLIN PLANNING PROCESS INTRODUCfION Organizational Resources Group proposes to provide assistance to the Village of Dublin and specifically to the Director of Planning in the design and coordination of the planning process approved by Village Council in January 1987. Having worked with Council and the members of the senior staff of the Village, Organizational Resources Group personnel are keenly aware of the significance of this process to decision-making in the Village and to the evolution of a well-planned community - an often affirmed goal of both Council and the Staff. A goal of this Proposal is to assist the Village in achieving three objectives: 1) to create an effective long-range planning process; 2) to generate widespread awareness that such a process is going on; and 3) to assure inclusion of input from the entire community. PHASE ONE COMMUNITY INPUT Organizational Resources Group personnel will work with Director Bowman to design, coordinate and facilitate a community-wide meeting to secure input to the planning process. An open community meeting, to be held on February 21, 1987, will provide the Village's Planning Team with the insights of citizen participants into two critical aspects of the planning process. First, the participants will be asked to surface the attributes, characteristics or qualities they would like to see built or maintained in Dublin by the end of the planning period. Secondly, participants will be asked to identify the issues they feel are critical to Dublin's future and which, therefore, should be addressed in the planning process. Output from this session will be a listing, by planning element, of the consensus attributes and issues. This output will, in turn, become input to the Second Phase of the process - a community survey in which the views of the participants in the community meeting are submitted to the total community (using accepted statistical sampling methodology). I PROCESS I Organizational Resources Group through Martin D. Jenkins, Senior Associate, will work with Director Bowman on the preliminary aspects of the meeting. The focus of this effort will be to assure that as wide a distribution as possible is achieved of information about the meeting and that all significant interests in the Village are represented. On the day of the meeting, trained ORG facilitators will conduct the small group sessions administering a structured process intended to encourage participation and assure focus on the topics under consideration. Following the community meeting, the worksheets from each small group session will be turned over to Director Bowman for processing with the expectation that a typed list of the consensus conclusions of each group will be available for insertion into Phase Two on the schedule outlined in Figure 1. . Page 2 PHASE TWO COMMUNITY SURVEY In Phase Two of this Proposal Organizational Resources Group will conduct a survey of Dublin citizens to quantitatively measure the overal community's opinions about the attributes, characteristics and qualities which emerge from the community meeting. The survey will provide input from the wider community, and help assure that the planning process is founded on a good understanding of the opinions of Dublin residents in general. The survey will also help measure opinions on a variety of other issues critical to the overall planning process. I PROCESS f Following completion of the community in-put meeting, Organizational Resources Group Professional Associate Michael Lorz will prepare a written summary of the results, and use that summary as the basis for development of an appropriate questionnarie to be used in the survey. Organizational Resources Group will subcontract with Clark Jones, Inc., a respected market research firm, to design and conduct a telephone survey of eight hundred (800) persons, analyze the data, and prepare draft and final reports of their analysis. Clark Jones, Inc. will also suggest topics for four issue papers, and prepare draft and final versions of those issue papers. These issue papers will be useful in providing both a solid background and a sense of direction for dealing with the various major concerns in the Village's long-range planning process. Organizational Resources Group will provide overall coordination of this survey project, and will serve as liaison between the Village of Dublin, an advisory committee (should one develop), and the market research firm. We will work with Village officials and others to review drafts of the survey questionnaire, the issue papers and the final report. We'll help incorporate all comments and suggestions into the most useful final documents possible. We will also help keep this project on schedule (See Figure 1), so useful results can be obtained in a timely manner. Figure 1 Suggested Phase Two Timetable DATE EVENT Feb. 21 Conduct community in-put session (Phase One) Feb. 23 Results of community session delivered to ORG Feb. 24 Edited results to Clark Jones, Inc. Feb. 27 Draft questionnaire to Director Bowman for review Mar. 4 All comments about draft questionnaire due Mar. 5 Merged comments on draft delivered to Clark Jones, Inc. Mar. 6 Questionnaire finalized by Clark Jones, Inc. Mar. 7 Interviewing started Mar. 31 Interviewing completed April 14 Key entry and data analysis completed April 22 Clark Jones, Inc. delivers draft report and recommended topics for issue papers April 28 Comments and feedback on draft report and recommended issue paper topics to Clark Jones, Inc. May 6 Final report and issue papers delivered to Director Bowman i/IIIiIi" . Page 3 PHASE THREE ASSISTANCE TO PROCESS COORDINATION Organizational Resource Group personnel will be available to Director Bowman to assist in coordination of the various components of the planning process and of internal and external communications critical to the success of the process. This would include, but not be limited to, the design, coordination and facilitation of public meetings to share planning process preliminary reports. Subject to the direction of Mr. Bowman, Organizational Resources Group personnel would be available for up to eight hours per month during the eight month projected duration of the planning process for assistance under this phase. Additional assistance would be available on a per hour basis with the mutual agreement of the parties. 2/6/87 X: 19 -, .. Page 4 I PROPOSAL BUDGET I PHASE ONE COMMUNITY INPUT Professional services under this Phase would be billed at Three Thousand Five Hundred Dollars ($3,500) billed at the conclusion of the Community Input Meeting and payable within twenty days. PHASE TWO COMMUNITY SURVEY Professional services under this Phase would be billed at Twenty Thousand Eight Hundred Seventy Dollars ($20,870) of which amount Sixteen Thousand Nine Hundred Seventy Dollars ($16,970) represents the cost for an 800n survey and up to four issue reports. Additional issue reports based on the survey results can be requested of our subcontractor through us for Three Hundred Dollars ($300) per report. Payment for this Phase will be graduated in relation to the flow of work as follows: Payment Schedule $6557 Payable with signed contract for initiation of project 6557 Payable upon completion of interviewing 3928 Payable upon delivery of draft report 3828 Payable upon delivery of final report PHASE THREE ASSISTANCE TO PROCESS COORDINATION Professional services under this Phase will be billed periodically at the monthly rate of Six Hundred Dollars ($600) for each of the eight months. Additional hours will be billed on an actual time basis at Seventy-five Dollars ($75.00) per hour. TOTAL PROPOSAL BUDGET: $29,170 Submitted by: Martin D. Jenkins Senior Associate Organizational Resources Group 506 Lambourne Drive Worthington, Ohio (614) 846-2938 X: 19 2/6/87