HomeMy WebLinkAboutAgenda - 02-07-2023; 6-a - Approval of a Professional Services Contract with Berry, Dunn, McNeil & Parker, LLC to Create a Countywide Strategic Plan, and Approval of Budget Amendment #5-C 1
ORD-2023-006
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 7, 2023
Action Agenda
Item No. 6-a
SUBJECT: Approval of a Professional Services Contract with Berry, Dunn, McNeil &
Parker, LLC to Create a Countywide Strategic Plan, and Approval of Budget
Amendment #5-C
DEPARTMENT: County Manager
ATTACHMENT(S): INFORMATION CONTACT:
1. BerryDunn Response to Request Travis Myren, Deputy County Manager,
for Proposal 919-245-2308
UNDER SEPARATE COVER
Only Available Electronically at:
https://www.orangecountync.gov/
DocumentCenter/View/22850/6-a-
1---BerryDunn-Response-to-
Request-for-Proposal
2. Year-to-Date Budget Summary
PURPOSE: To consider the approval of a professional services contract with Berry, Dunn, McNeil
& Parker, LLC to create a Countywide Strategic Plan, and approve Budget Amendment #5-C.
BACKGROUND: During the Board of Commissioners 2022 Retreat, the Board authorized staff
to solicit proposals from vendors to assist in the creation of a comprehensive, Countywide
Strategic Plan. A Request for Proposals was released in late September 2022. The scope of
work includes a data driven strategic planning process that is grounded in the principles of equity,
responsive to the concerns and priorities of the community, positions the County to address the
challenges of the future, and is fiscally sustainable.
The outcome of this process will be a comprehensive strategic plan that presents:
• a clear planning process and approach
• a community engagement process
• relevant data and analysis of trends
• identification of opportunities and strategies
• a process to prioritize and focus County programs and services, and
• an implementation plan with performance measures that track progress on achieving the
goals of the plan.
The project is anticipated to take nine to twelve months.
An evaluation review committee consisting of the BOCC Chair Jamezetta Bedford,
Commissioners Amy Fowler and Anna Richards, the Deputy County Manager, the Chief Equity
and Human Rights Officer, the Budget Director, and the Planning & Inspections Director evaluated
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all proposals, interviewed two finalists, and unanimously selected the team of Berry, Dunn, McNeil
& Parker, LLC to perform this work.
The project will be performed and billed over five phases as detailed in the following table:
Phases and .
Phase 1. Project Initiation and Planning
D01. Project Work Plan and Schedule $3,480
D02. Biweekly Status Meetings $5,250
Phase 1 Sub-Total $8,730
Phase 2. Stakeholder Engagement
D03. Environmental Scan and Community Needs Assessment $17,100
Phase 2 Sub-Total $17,100
Phase 3. Strategic Plan Development and Approval
D04. Initial Orange County Strategic Plan $14,190
D05. Final Orange County Strategic Plan $3,640
Phase 3 Sub-Total $17,830
Phase 4. Implementation Recommendations and Budget
D06. Recommendations Report and Project Closeout Activities $9,870
Phase 4 Sub-Total $9,870
Phase 5. Performance Monitoring and Continuing Engagement
D07. Progress Reports $18,900
Phase 5 Sub-Total $18,900
Statistically Valid Survey Sub-Total $24,500
Travel Expense Sub-Total $8,373
Project Total $105,303
The total cost of the strategic plan is $105,303. This price includes a statistically valid community
survey to be performed by the ETC Institute for $22,000 plus an in person presentation of the
survey and analysis for $2,500. The stakeholder engagement phase includes eighty-six hours of
community engagement work.
The BerryDunn team is scheduled to make a presentation to the Board at its February 24, 2023
Retreat to address any questions about the firm's approach, begin initial visioning with the Board,
and discuss stakeholder and community engagement. If the amount of engagement exceeds the
current contract amount, staff will create an addendum to accommodate the Board's desired level
of engagement.
FINANCIAL IMPACT: The consulting service fee to create a Countywide Strategic Plan is
$105,303.
The consulting service fees are recommended to be funded with approval of Budget Amendment
#5-C which would utilize $105,303 of the County Capital Reserve Fund authorized in Budget
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Amendment#5-A, and would transfer those funds to the County Capital Fund. This will create the
following Capital Ordinance:
Orange County Strategic Plan ($105,303) -Project# 10085
Revenues for this project:
Current FY 2022-23 FY 2022-23
FY 2022-23 Amendment Revised
Transfer from General Fund $0 $105,303 $105,303
Total Project Funding $0 $105,303 $105,303
Appropriated for this project:
Current FY 2022-23 FY 2022-23
FY 2022-23 Amendment Revised
Project Expenditures $0 $105,303 $105,303
Total Costs $0 $105,303 $105,303
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are applicable
to this item:
• GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND
INEQUITY
The fair treatment and meaningful involvement of all people regardless of race or color;
religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic
background; age; military service; disability; and familial, residential or economic status.
• GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY
The creation and preservation of infrastructure, policies, programs and funding necessary
for residents to provide shelter, food, clothing and medical care for themselves and their
dependents.
• GOAL: CREATE A SAFE COMMUNITY
The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang
activity, substance abuse and domestic violence.
• GOAL: ESTABLISH SUSTAINABLE AND EQUITABLE LAND-USE AND
ENVIRONMENTAL POLICIES
The fair treatment and meaningful involvement of people of all races, cultures, incomes
and educational levels with respect to the development and enforcement of environmental
laws, regulations, policies, and decisions. Fair treatment means that no group of people
should bear a disproportionate share of the negative environmental consequences
resulting from industrial, governmental and commercial operations or policies.
• GOAL: ENABLE FULL CIVIC PARTICIPATION
Ensure that Orange County residents are able to engage government through voting and
volunteering by eliminating disparities in participation and barriers to participation.
ENVIRONMENTAL IMPACT: The following Orange County Environmental Responsibility Goal
impacts are applicable to this item:
• ENERGY EFFICIENCY AND WASTE REDUCTION
Initiate policies and programs that: 1) conserve energy; 2) reduce resource consumption; 3)
increase the use of recycled and renewable resources; and 4) minimize waste stream impacts
on the environment.
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• CLEAN OR AVOIDED TRANSPORTATION
Implement programs that monitor and improve local and regional air quality by: 1) promoting
public transportation options; 2) decreasing dependence on single-occupancy vehicles, and 3)
otherwise minimizing the need for travel.
RECOMMENDATION(S): The Manager recommends that the Board:
1) Approve and authorize the County Manager to sign the contract with Berry, Dunn, McNeil
& Parker, LLC to create a Countywide strategic plan at a cost of $105,303;
2) Authorize the County Manager to approve amendments to the agreement with Berry, Dunn,
McNeil & Parker, LLC up to the budgeted amount; and
3) Approve Budget Amendment #5-C as detailed above.
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Year-To-Date Budget Summary
Fiscal Year 2022-23
Fund Budget Summary County
Capital
Original Budget Revenue $10,612,009
Interfund Transfer Revenue
Fund Balance Appropiation
Total Original Budget $10,612,009
Additional Revenue Received Through
Budget Amendment#5-C (February 7, 2023)
Grant Funds $336,177
Non Grant Funds $296,098
Additional Interfund Transfer Revenue $623,979
Additional Fund Balance Appropriation
Total Amended Budget $11,868,263
Dollar Change in 2022-23 Approved Budget $1,256,254
% Change in 2022-23 Approved Budget 11.84%
Authorized Full Time Equivalent Positions
Original Approved Full Time Equivalent Positions
(includes Permanent and Time Limited) 0.000
Changes to Full Time Equivalent Positions
Amended Approved General Fund Full Time
Equivalent Positions 0.000
Total Approved Full-Time-Equivalent Positions
for Fiscal Year 2022-23 0.000