HomeMy WebLinkAbout1994-04-19; City Council; 12673; CONTRACT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF CARLSBAD AND SYSTEMICSr
z
F 2
d
z
0
0
3 0 0
‘I ’! 3 CITWF CARLSBAD - AGENqBlLL
AB # )2; 109 3 TITLE: DEP‘
MTG. 4-19-94 CONTRACT FOR PROFESSIONAL SERVICES BmEN CITY
DEPT. HR THE CITY OF CARLSBAD AND SYSTEMICS CITY
RECOMMENDED ACTION:
Adopt Resolution No. %’--//$ approving a contract for professional
services between the City of Carlsbad and Systemics.
ITEM EXPLANATION:
Staff is recommending that the City sponsor skills training for
approximately 500 employees over the course of the next 18 months. The
proposed program is a fitness model focused on maintaining and
maximizing both employee and organizational health during a time of
continued change and economic uncertainty.
During the past three years the City has experienced significant budget
reductions. As a result, employees and the organization have been asked
to do more with less while maintaining quality service to the community,
while continuing to look at ways to do things differently. These factors
clearly create personal and organizational stress for both people and
exis ti ng systems,
The Organizational Excellence Committee (OEC) was tasked by the City
Manager with the responsibility of developing recommendations which
address the needs of employees and the organization. The committee,
composed of a “diagonal slice” of employees working at various levels ai
in various departments throughout the City, is representative of the
organization as a whole. in the course of developing its recommendation
to the City Manager, the Committee conducted as many as twenty-two (r
focus group meetings within the organization soliciting input from
employees and department heads. Approximately two hundred seventy-
five (275) employees attended the focus group meetings and provided
input to the Organizational Excellence Committee.
Based on the information obtained through the focus group process and
additional research and analysis conducted by the OEC training
subcommittee, it was determined that there is a clear need for practicz
skills training to assist people and the organization in better
understanding and managing change processes. It was further determinc
that problem solving skills could be developed to enable jobs to be done
1 e 0 7
PAGE 2 OF AB # /2 (0’77 I
more efficiently and effectively, and that training would build people
skills, improve communications, and reduce conflict.
The recommendation of the Organizational Excellence Committee to the
City Manager was that a program be developed covering four critical
content areas to be delivered in a series of four half-day training modu
The content areas include: 1) Vision, Values, and Change;
2) Communication Skills for Effective Teamwork; 3) Positive Conflict
Management Skills; and 4) Creative Problem Solving.
The task of training 500 employees is a significant undertaking which
requires the dedication of both staff time and resources. Although the
City staff is able to take on a portion of this project, the services of
professional trainers is required to properly implement the program.
Staff prepared a request for proposal which was distributed to four
consulting firms specializing in these types of programs. After
conducting in depth interviews with each firm, staff is recommending
that the Council authorize the hiring of Systemics to help develop this
program.
The contract with Systemics would be divided into two phases, the de:
phase, and the implementation phase. The design phase includes
development of the curriculum over a series of weeks during which the
input of staff members at all levels of the organization is gathered anc
reviewed. The basic design of the program will be presented to the
department heads during the month of April as a test group. Following
initial presentation of the material the program will be modified as
necessary, with the final product being ready for delivery in the fall o
1994. A separate contract for implementation of the training program
will be presented to the Council when the program is ready for deliver]
The design and initial testing phase of this program will cost $32,750.
Staff is recommending that Council adopt the attached resolution whic
will allow the development of this Important training program.
I e 0 7
PAGE 3 OF AB # /+g 6 33
FISCAL IMPACT:
The City requested proposals for the development and implementation of
this program from four companies.
although all were capable of providing the service, the Systemics
approach came closest to meeting the City’s needs on this project. The
cost of these proposals is summarized below:
The resulting proposals show that
0 Tamayo & Associates: $98,500
I) Betsy Jacobson & Associates: $78,000
e Zenger-Miller: $1 10,000 - $1 20,000
e Systemics: Design - $32,750; implementation of the training
program - $4,000 per group of approximately 32 employees for two
days of training.
The Systemics proposal is broken into two pieces to allow the City
Council to move forward with development of the program design and
testing of the program, with implementation to be accomplished at the
Council’s direction in the future.
The cost per employee trained during the implementation phase of this
four module program is about $32 per module, or $125 per employee.
Staff is recommending that Council fund this program through a transfer
of funds from the General Fund Reserves to the Human Resources
Department training account.
- EXHIBITS:
I. Resolution NO. C~LI- I l-2-
2. Contract
1 1
1
2
3
4
5
6
7
8
9
10
11
I'
13
14
15
16
17
18
19
20
21
22
23
. 24
z5
26
27
28
e 0 EXHIBIT 1
RESOLUTION NO. 94-112
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING AN AGREEMENT
FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF
CARLSBAD AND SYSTEMICS.
WHEREAS, the City Council has determined that it is desirable
to contract for the professional services of a training consultant tc
provide the necessary services for development and delivery of a
series of training sessions; and
WHEREAS, the consultant possesses the necessary skills and
qualifications to provide the services required by the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the City Council approves an agreement authorizin
Systemics to provide the necessary services for development and
delivery of a series of training sessions.
3. That the amount of $32,750 shall be transferred from '
General Fund Reserves to the Human Resources Department trainin
account to support this program.
/I/
//I
1 1
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
. 24
25
26
27
28
0 0
PASSED, APPROVED, AND ADOPTED at a regular meeting of the
19th day City Council of the City of Carlsbad, California, on the
of APRIL , 1994, by the following vote, to wit:
AYES:
NOES: Council Members Kulchin, Finnila
ABSENT: None
Council Members Lewis, Stanton, Nygaard
ATTEST:
-- LL4LYALB --_.--- - -
ALETHA L. RAUTENKRANZ, City Clerk
(SEAL)
I e 0 I
AGREEMENT EXH I BI:
THIS AGREEMENT, made and entered into as of the 3rd day of JUNE
, 1994 by and between the CITY OF CARLSBAD, a municipal corporati
hereinafter referred to as "City", and Systemics, hereinafter referred to as "Consultar
RECITALS
City requires the services of a Training consultant to provide the necesi
services for development and delivery of a series of training sessions as outlined in
attached Request for Proposal; and Consultant possesses the necessary skills
qualifications to provide the services required by the City;
NOW, THEREFORE, in consideration of these recitals and the mutual coven
contained herein, City and Consultant agree as follows:
1. CONSULTANT'S OBLIGATIONS
Consultant shall develop and deliver a training program as described in
attached Request for Proposal dated December 9, 1993, and further definec
Consultant's proposal dated December 29, 1993 and March 15, 1994. The tra
program developed under this agreement shall be delivered to sixteen (16) groul
employees (approximately 32 employees per group) as discussed in the prop
Additional groups may be trained in the future as may be required by the City.
additional services would be provided under a separate agreement.
2. CITY OBLIGATIONS
City shall:
a) Allow Consultant to have access to those key staff members as Consultar
systernics-agrl.4/13/94
w
deem necessary to assist in the development of the training program.
b) Make available facilities as may be mutually deemed necessary to holc
meetings, training sessions, or other gatherings related to development or delivery of the
training program.
c) Assign staff, as necessary, to accomplish tasks such as, but not limited to,
scheduling of facilities and participants, employee relations and public relations.
d) Produce copies of training material for each training session as may be mutually
deemed necessary from original camera ready copy provided by Consultant.
3. PROGRESS AND COMPLETION
The work under this agreement will begin immediately and shall be completed on
a schedule mutually agreed to by City and Consultant. All work shall be completed no
later than eighteen (1 8) months from the date of this agreement. Extensions of time may
be granted if requested by the Consultant and agreed to in writing bly the City.
4. FEES TO BE PAID TO CONSULTANT
The total fee for services provided under this agreement shall not exceed the fee
payable according to Paragraph 6, "Payment of Fees." In no event Shidl fees for services
described herein exceed $32,750. No other compensation for services will be allowed
except those items covered by supplemental agreements per Paragraph 7, "Changes in
Work."
5. DURATION OF CONTRACT
This agreement shall extend for a period of eighteen (18) months from date of this
agreement. The agreement may be extended for one (1) additional year or part thereof,
based upon satisfactory performance and the City's needs.
systemics-agrl.4/13/94 2
I 3 0 0
6. PAYMENT OF FEES
a) Consultant shall bill the City on a monthly basis for development of the train
program an amount up to but not to exceed $32,750 for all development work.
b) City shall promptly review all billings and, upon approval by the City Hun
Resources Director, process said billings for payment within twenty-one (21 ) calen
days of receipt.
7. CHANGES IN WORK
If, in the course of the agreement, changes seem merited by the Consultant or
City, and informal consultations with the other party indicate that a change in
conditions of the agreement is warranted, the Consultant or the City may reque
change in agreement. Such changes shall be processed by the City in the folloi
manner: A letter outlining the required changes shall be forwarded to the CiO
Consultant to inform them of the proposed changes along with a statement of estim
changes in charges or time schedule. A supplemental agreement shall be prepare
the City and approved by the City according to the procedures described in Carl!
Municipal Code Section 3.28.1 72. Such supplemental agreement shall not re
ineffective or invalidate unaffected portions of the agreement. Minor changc
scheduling, content, method of delivery or other incidental issues not affecting the ti
or cost of this engagement may be addressed through mutual consent without reqi
supplement agreements in writing.
8. COVENANTS AGAINST CONTINGENT FEES
The Consultant warrants that their firm has not employed or retained any corr
or person, other a bona fide employee working for the Consultant, to solicit or secur
systemics-agrl.4/13/94 3
W e
agreement, and that Consultant has not paid or agreed to pay any company or person
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift
or any other consideration contingent upon, or resulting from, the award or making of thi:
agreement. For breach or violation of this warranty, the City shall have the right to annu
this agreement without liability, or, in its discretion, to deduct from the agreement pricr
or consideration, or otherwise recover, the full amount of such fee, commission
percentage, brokerage fees, gift, or contingent fee.
9. NONDISCRIMINATION CLAUSE
The Consultant shall comply with the state and federal laws regardins
nondiscrimination.
10. TERMINATION OF CONTRACT
In the event of the Consultant's failure to prosecute, deliver, oi' perform the work
as provided for in this contract, the City may terminate this contract for nonperformance
by notifying the Consultant by certified mail of the termination of the Consultant. The
Consultant, thereupon, has five (5) working days to deliver any docurrients owned by the
City and all work in progress as described in Paragraph 14 to the City Human Resources
Director. The City Human Resources Director shall make a determination of fact based
upon the documents delivered to City of the percentage of work which the Consultant
has performed which is usable and of worth to the City in having the contract completed.
Based upon that finding as reported to the City Manager, the Manager shall determine
the final payment of the contract.
dl. DISPUTES
If a dispute should arise regarding the performance of work under this agreement,
systemics-agrl.4/13/94 4
I I 0 e
the following procedure shall be used to resolve any question of fact or interpretation I
otherwise settled by agreement between parties. Such questions, if they beco
identified as a part of a dispute among persons operating under the provisions of '
contract, shall be reduced to writing by the principal of the Consultant or the City Hur
Resources Director. A copy of such documented dispute shall be forwarded to t
parties involved along with recommended methods of resolution which would bt
benefit to both parties. The City Human Resources Director shall reply to the letter a1
with a recommended method of resolution within fifteen (15) working days. If
resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining
dispute shall be forwarded to the City Council for their resolution through the Office o
City Manager. The City Council may then opt to consider the directed solution tc
problem. In such cases, the action of the City Council shall be binding upon the pz
involved, although nothing in this procedure shall prohibit the parties seeking remt
available to them at law.
12. SUSPENSION OR TERMINATION OF SERVICES
This agreement may be terminated by either party upon tendering thirty
calendar days written notice to the other party. In the event of such suspensic
termination, upon request of the City, the Consultant shall assemble the work produc
deliver said product to City. In the event of termination, the Consultant shall be pa
work performed to the termination date; however, the total shall not exceed the luml
fee payable under paragraph 4. The City shall make the final determination as
portions of tasks completed and the compensation to be made.
Ill
systemics-agrl.4J13194 5
w e
13. STATUS OF THE CONSULTANT
The Consultant shall perform the services provided for herein in Consultant’s own
way as an independent contractor and in pursuit of Consultant’s independent calling, and
not as an employee of the City. Consultant shall be under control of the City only as tc
the result to be accomplished, but shall consult with the City as provided for in the
request for proposal.
The Consultant is an independent contractor of the City. The payment made to the
Consultant pursuant to the contract shall be the full and complete compensation to whict-
the Consultant is entitled. The City shall not make any federal or state tax withholdings
on behalf of the Consultant. The City shall not be required to pay any workers’
compensation insurance on behalf of the Consultant. The Consultant agrees to indemnify
the City for any tax, retirement contribution, social security, overtime payment, or workers’
compensation payment which the City may be required to make on behalf of the
Consultant or any employee of the Consultant for work done under this agreement.
The Consultant shall be aware of the requirements of the Immigration Reform and
Control Act of 1986 and shall comply with those requirements, including, but not limited
to, verifying the eligibility for employment of all agents, employees, siubcontractors and
consultants that are included in this agreement.
14. OWNERSHIP OF DOCUMENTS
a) All documents, reports, artwork or other written or printed rnaterial developed
by Consultant under this agreement shall be the property of Consultant. However,
Consultant hereby grants to City an unlimited, nonexclusive, royalty-free, perpetual license
for the use of said material. City shall have the right to copy, distribute both internally and
systernics-agrl.4/13/94 6
I * 0 0
to other parties, and use this material in any manner.
b) All documents, reports, artwork or other written or printed material develop
by City under this agreement shall be the property of City. However, City hereby gra
to Consultant an unlimited, nonexclusive, royalty-free, perpetual license for the use of s
material. Consultant shall have the right to copy, distribute both internally and to ot
parties, and use this material in any manner.
15. REPRODUCTION RIGHTS
All copyrights for original material which arise from creation of the work pursi
to this contract shall be vested in City and Consultant as described in Paragraph 1
16. HOLD HARMLESS AGREEMENT
The City, its officers, and employees shall not be liable for any claims, liabii
penalties, fines, or any damage to goods, properties, or effects of any person whatc
nor for personal injuries or death caused by, or resulting from, any intentional or negli
acts, errors or omissions of Consultant or Consultant’s agents, employee5
representatives. Consultant agrees to defend, indemnify, and save free and harmles
City and its officers and employees against any of the foregoing claims, liabi
penalties or fines, including liabilities or claims by reason of alleged defects in any
and specifications, and any cost, expense or attorney’s fees which are incurred k
City on account of any of the foregoing.
17. ASSIGNMENT OF CONTRACT
The Consultant shall not assign this contract or any part thereof or any monk
thereunder without the prior written consent of the City.
///
systemics-agrl AI1 3/94 7
w a
18. SUBCONTRACTING
If the Consultant shall subcontract any of the work to be performed under thi
agreement by the Consultant, Consultant shall be fully responsible to the City for the act
and omissions of Consultant’s subcontractor and of the persons either directly c
indirectly employed by the subcontractor, as Consultant is for the acts and omissions o
persons directly employed by consultant. Nothing contained in this agreement sha
create any contractual relationship between any subcontractor of Consultant and the City
The Consultant shai: ind every subcontractor and every subcontractor of i
subcontractor by the terms of this spement applicable to Consultant’s work unles!
specifically noted to the contrary in the subcontract in question approved in writing by thc
City.
19. PROHIBITED INTEREST
No official of the City who is authorized in such capacity on behalf of the City tc
negotiate, make, accept, or approve, or take part in negotiating, making, accepting, 01
approving of this agreement, shall become directly or indirectly interested personally ir
this agreement or in any part thereof. No officer or employee of the City who is
authorized in such capacity and on behalf of the City to exercise any executive,
supervisory, or similar functions in connection with the performance of this agreement
shall become directly or indirectly interested personally in this agreement or any part
thereof.
20. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of the
City, either before, during or after the execution of this agreement, shall affect or modify
systernics-agrl.4/13/94 8
I t e 0
any of the terms or obligations herein contained nor entitle the Consultant to i
additional payment whatsoever under the terms of this agreement.
21. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 16, "Hold Harmless Agreement," all ter
conditions, and provisions hereof shall insure to and shall bind each of the parties her
and each of their respective heirs, executors, administrators, successors, and assic
22. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written ab1
The City has determined, using the guidelines of the Political Reform Act anc
City's conflict of interest code, that the Consultant will not be required to file a confli
interest statement as a requirement of this agreement. However, Consultant he
acknowledges that Consultant has the legal responsibility for complying with the Pol
Reform Act and nothing in this agreement releases Consultant from this responsib
23. INSURANCE
Due to the nature of the services provided by Consultant under this agreement
hereby waives its standard insurance requirement. However, Consultant shall ma
all insurance coverage that may be required by State law including but not limit1
workers compensation and auto liability policies.
111
111
Ill
If/
Ill
systemics-agrl.4/13/94 9
Furnrshed by -
ORANGE COAST TITLE COMPANY 3F FAPi 31EGC @T ALL PURPOSE
ACKNOWLEDGEMENT 3 .' STATEOF i & - L,-&/U - A
COUNTY OF
-, 49 On -3 ' ~3
- L IUM
-.
0 ' Proved to me On the bas1sof satisfactoryevldence to be theperson(s1 whose name(s)
@are subscribed to twlthln Instrument and acknowledged to me thaWshe/they
executed the same @Wer/thelr authorized capacity(les), and that b Is her/therr "gnature(s) on the instrument the personfs) or the entity upon behalf o whlch the Personfs) acted, executed the Instrument
- - -
- 4c * before me, the undersigned Notary Public, personally appeared
f: ' - -
Personally known to me - OR -
v
/- WITNESS my hand and ca ,
, <&& ,2M>> - --
Y
Capacity Claimed By Signer
u Incllvldual
0 Colwrate Officerfs)
Tit/e(s)
K Paflner(s) Limlted/General
0 Attorney-In-Fact
0 Subscribing Witness
a Public Agency
signer Is R~~~~~~~~~~~
\,,
L -. ,
I 0 0
The City shall be named as an additional insured on these policies, with t
exception of the worker's compensation policy. The Consultant shall furnish certificai
of insurance to the City within thirty (30) days from the date of this agreement.
Executed by Consultant this 26th day of MAY , 1s
CONSULTANT: CITY OF CARLSBAD, a municipal
5y5 1ThtL'C 52
(name of Consultant)
By: 5% (I&/?
sig ere) ATTEST:
Gki 1 L'li1 &&%
/,$tL& A &LtUC 5
(print name here)
4
(title and organization of signatory) City Clerk
systemics-agrl 411 3194 10
w 0
(Proper notarial acknowledgment of execution by CONSULTANT must be attached.)
(President or vice-president and secretary or assistant secretary must sign for
corporations. If only one officer signs, the corporation must attach a resolution certified
by the secretary or assistant secretary under corporate seal empowering that officer to
bind the corporation.)
APPROVED AS TO FORM:
BY &Q L.
RONALD R. BALL City Attorney 6/2f%.
11
I 0 e ’ .. -
SYSTEMICS Mernorandui
.. To: Ann Jenson,
Personal 6 Organizational Fitness Project Manager
City of Carlsbad
From: Gary Winters
Subject: Revised costs, Phase I
Date: March 15,1994
In our proposal regarding the Organizational & Personal Fitness training, we said the
following:
”SYSTEMICS is proposing to deliver the following services and products:
A ”get acquainted” meeting with the City Manager and key officials an
all three trainers
1 - 2 meetings with the Training Committee prior to launching the first
Program to be sure our designs meet the specific needs of the organiza
Training designs tailored to meet the specific needs of the City of Carls
Creation of four participant workbooks and miscellaneous handouts
0 Training delivery - two trainers per session
0 Summaries of participant recommendations from Module I: Vision,
Values and Change regarding how the City of Carlsbad can move clos
creating the Ideal Organization
Collection and summaries of participant evaluations
A closure meeting with the City Manager and/or the Training
Committee”
0
The total fee for this project was $80,000, based on the scope of services described a1
Of that amount, $64,000 was budgeted for the actual delivery of training; the remaii
$16,000 was budgeted for preparation and administration.
I
k e 0
Since that time, we have all begun to consider the project as having two distinct parts
Phase One: Preparation (and administration), and Phase Two: Delivery. We have
agreed that Phase One is more complex than what was described in the proposal. For
instance, SYSTEMICS has agreed to conduct focus groups, meet from time to time with
the Organizational Effectiveness Committee, and conduct two retreats with the top
managers of the organization. ..
Because of this, we’ve been asked to resubmit a fee structure that more accurately
reflects the services that SYSTEMICS will provide to the City of Carlsbad during Phase
One of the project.
For background information, the first table below shows how we derived the
preparation and administrative costs in our original proposal. The second table
delineates what we now believe preparation and administration (Phase One) tasks to
and our best estimate of what it will take to complete them. New items are shown in
italics. Costs are figured at the rate of $1,000 per day per consultant, as was our origi
proposal.
Original Proposal
Task Time cost
A ”get acquainted” meeting with the City Manager 1 day (3 trainers $1,000
and key officials and all three trainers
Training designs tailored to meet the specific needs
of the City of Carlsbad
for =: 3 hours)
8 days total
(involving all
trainers)
$8,00C
1 - 2 meetings with the Training Committee prior to 2 days (perhaps $2,00(
launching the first Program to be sure our designs
meet the specific needs of the organization
two half-day
meetings with two
lead trainers)
Summaries of participant recommendations from 2 days (one hour $2,00(
Module I: Vision, Values and Change regarding
how the City of Carlsbad can move closer to creating
the Ideal Organization
Collection and summaries of participant evaluations
per training
group)
2 days (one hour
per training
group)
A closure meeting with the City Manager and/or the 1 day (3 trainers
for =: 3 hours)
$2,00
$LOC
Training Committee
Original Total for Preparation and Administration $16,0C
1
'I
& 0 0 I.
Revised Proposal
Task Time cost
Work already performed (meetings with Training 5 & 1/4 days $5,250
committee, OEC, etc.) and previously invoiced .-
Phase One meetings with Training Committee or Project
Leader
Initial training module design to pilot at manager's
retreat:
I 3 days $3,000
6 days $6,000
- Create designs
- Create workbooks /materials/ handouts
Design and prepare fop retreats (actiaities other than the
actual training)
Conduct retreats (one 2-day retreat, one I-day retreat) 6 days (2 trainers) $6,000
Design questions and prepare for focus grotips 1/2day . $500
Conduct focus gYoups 2 days (2 trainers) $2,000
3 days $3,000
Complete final training design 2 days $2,00C
Summaries of participant recommendations from 2 days (one hour $2,OOC
Module I: Vision, Values and Change regarding
the Ideal Organization
Collection and summaries of participant evaluations
per training
how the City of Carlsbad can move closer to creating group)
2 days (one hour
per training
$2,001
group)
A closure meeting with the City Manager and/or the 1 day (3 trainers
for =: 3 hours)
32 and 3/4 days
$l,OOC
Training Committee
Revised Total for Preparation and Administration
(Phase One)
The revised cost for the total project changes from $80,000 to $96,750.
(Phase One - $32,750, and Phase Two - $64,000).
$32,75
e 0 . I v9, *
SYSTEMICS
December 31,1993
..
Mr. Robin Reid
Reid-Moomaugh & Associates
18238 Verano Drive
Rancho Bernardo, CA 92128
Dear Robin,
SYSTEMICS is pleased to submit a proposal in response to the RFP from the City of
Carlsbad. We have organized the document as follows:
I. The "Big Picture"
11.
III. Qualifications and references
IV.
Content overview of each module
Scope of Services and Fees
A sample of a workbook we recently created for a client is enclosed as a sample of tk
materials we would design for the City of Carlsbad.
We look forward to discussing this proposal in person.
Warm regards,
(5; Li//&- &Le L ld
Gary Winters and Ann Marie Spraul
7159 NavajoRoadSfe. 2€0+SanDie~o,CA92119~~619)469-~~48or6735560
0 .I .’
.- A Proposal to the
Robin Reid
and the
City of Carlsbad
Regarding Employee Training in 1994
Respectfully submitted,
December 29,1993
Gary Winters and Ann Marie Spraul
SYSTEMICS
t e a
The Big Picture
Overviewrr ..
The City of Carlsbad wants to sponsor training for approximately 500 employees du
a twelve month period beginning in February, 1994, covering five content areas, in a
series of -20 refer to all the modules treated as a whole, and the word -@Q
refer to a specific half-day training event.
ee or four half-day sessions. In this document, we will use the word
Global Program Recommendations
1. We propose that the employee population be divided into
Approximately 32 employees should be assigned to each -goup LL, (not 11
than 30, nor more than 34)
I-_ --- -h -- .,*,--x&.% *r3i; Each group should be a;&agond __.,_. p wi
employees from different functions and at different levels included in
groups. This will mean that each group will be a microcosm of the ex-
organization.
..“.T-tlv7v .,-. <..- . x..- .?. ’-.& -.
z . -.**&,%I, - , e.--- . - *-,- 0 represent their relativs
fifteen percent of the v
t, than 4-6 participant
each group should be supervisors or managers.
0
2. We propose that the Program consist of four half-day Modules, as follcnvs:
0
0
.-”x, ~~~.~~,~-~~~~~~-~~,--,*~ - - .Positive-Co-nfl!ct MaIagement SI&-
0 Creative Problem Solving -- ”? -* I-- lL % . _\,-_ ....*. ~
SYSTEMICS Proposal
e 0 IN,
3. The rationale for these four Modules is as follows:
0
#.
same session.
We’re calling the next Modul
0
devalued by the model.
4. Wesugges n the following ways:
.,-qs55:7P 3 AWP- The Modules will be presented in the&ne p@eT-ea.h.tle.
“B
0 All training ct That is, participants stay with
0 -J Pax
assigned groups except for illness or job-related ernergenczes
the learnings bet
sessions
SYSTEMICS Proposal
0 0 *z, 3
Scheduling
Plan One --
would attend i
The City of Carlsbad could choose the best months to conduc
option of skipping potentially difficult months such as August and December). The
schedule would look like this:
Week One Week Two Week Three Week Four
AM Group A A-2 A-3 A-4
PM Group B B-2 B-3 B-4
Module 1
Module 1
SYSTEMICS Proposal
e 0 2'1
Plan Two
Week1 Week2 Week3 Week4 Week5 Week6 Week7 Wee
AM GroupA GroupC A-2 C-2 A -3 c -3 A4 C-2
PM GroupB GroupD B-2 D-2 B-3 D-3 B-4 D-
Module 1 Module 1
Module 1 Module 1
With either plan, SYSTEMICS is willing to deliver the training on different days in
different months, to fit the needs of the City of Carlsbad. For instance, in March,
Mondays might be the best choice, but in July, Tuesdays work better Upon accept2
of this proposal, we will work with the Training Committee to "lock-in" acceptable
dates throughout the year.
SYSTEMICS Proposal
0 e .I1
Content Overview of Each Module
I. Viiion, Values and Change
Objecf ives
To familiarize participants with the concepts and importance of vision
shared values, by
-
- -ExpIoring-thS VisiTdf?ofthe City-of Cdrlsb'ZZl-?
To explore the experience and dynamics of change
To understand and apply a model of transition to the organization
T~e~~~~id sharing per6onal %GoXsijf eGellence"
Models and Theory
0: B
'!
Current State / Desired State /Creative Tension (Robert Fritz)
The Seven Dynamics of Change
Transition Model (William Bridges)
Design Process
In this module, participants will use their personal experience as a metaphoi
the organization. They will be introduced to Fritz' concepts of the current st
the desired state and creative tension. ;They will create arid share personal k
;d~i~sand~~a~~ffirmati~n.~echniques~~-o~ achieve their: goaJs,.
In small groups, they will explore the Vision and Values for the City of Carl
and the benefits of having shared organizational values as guidelines for da
day behavior.
Creating the "Ideal Organization" means initiating, facilit
to change. W-orking with partners, participants will expe
-1 .I -
SYSTEMICS Proposal
e e -'I1
that demonstrates seven
..--
in small groups to diagnose their sense of their own organization in relation
the model and create suggestions/recommendations to help the City move
toward it's desired state. These recornrnendafions will be collected and summarii
SYSTEMICS to present to the senior management team at the City.
In this Module, a City official will kick off the program, learning partners w
selected, and the guidelines for choosing an application project will be revic
SYSTEMICS Proposal
0 0 ..I I,.>
11. Communication Skills for Effective Teamwork
'Elbbreaiveses*-
To understand a model of communication, including the concepts-of
To learn and practice four
q&Tmygfl-q&jjsa-ai
Moiielswnd ThZHp-5".
61, with these underlying assumptions:
-
- One cannot not communicate
-
-
The success of your communication is in the response you get
There is always noise, but good communicators can reduce it
The non-verbal component of a message is what is believed
-
0 <-Ac$ive'klisteners are skilled at:
- Encouraging
- Reflecting
- Paraphrasing
- Summarizing
0 Effectixe feedb$-@& in!
1
2
3
State the purpose of the discussion
Describe specifically what you have observed
Describe your reactions to what you have observed
SYSTEMICS Proposal
0 0 ,. . I* ‘
4
5
Offer helpful ideas when appropriate
Summarize and show your support
Design ~rdcess
ter a presentation o asic communication mo
e -- n es.
e ~ice~~l~~~~~~~~ides” of the model: as a receiver (ac
listening)
-andxts.smder (offering feedback)
SYSTEMICS Proposal
0 0 t tt b
III. Positive^ KESk*d
Objecfives c
. -. To explore-- XS#ilR%L
+To-derstamf?i? wh
x@lic tXvA
1
To learn/practice the DESO model (which outlines a positive process f
handling interpersonal conflict
To understand the concept-
* Tounderstand impa~o€..EiZS~3l’5?%6A*
Models avid Theory
e The Pinch Model
- Manage conflict wh2n you feel pinched; don’t wait ‘till the
”crunch”
0 The DESO application process:
- Describe,the situation
- Express how you feel about the situation
- Specify what new or different behavior would be helpful
- describe a positive Outc hould the behavior change
The concept of 100% respon
- If everyone were to choose to act as though he or she were 10 - eF--
0 Triangulatiofi:’
- Talking with someone kbhzif someohe else
SYSTEMICS Proposal
0 0 .. '.C 3
Design Process
In this module, participants will begin by reflecting and sharing their reaction1
--
They will explore t hich helps frame why it is so important t
Next, they will work with the concepts
DES0 steps to resolve a work-related conflict in their workplace.
~&TX-~I~&%R&~ They will conclude the module with action plans to use the
SYSTEMICS Proposal
0 0 . = !,5 t
IV. 01iii-h
Objectives -
0 To explore a model that combines the rational and intuitive components
problem-solving
0
To practice using tools and techniques which help employees look for,
play with, evaluate and implement ideas to resolve issues and problems
Models and Theory
Four-step problem-solving model:
- Understand what problem you’re trying to solve (cla - ‘L -
- Analyze the data and produce potential solutions
expading)
Choose the best solution (narrowing and chaosing) -
- Implement the solution (act
Four roles of the creative problem-solver (van Oechs):
-
-
Explorer (who looks for ideas to help identify the problem)
Artist (who plays with ideas to understand the cause[s] of the
problem and generate solutions
Judge (who uses a rational process to evaluate the wisdom of a
potential solution)
Warrior (who executes the plan)
-
-
Design Process
In this module, participants will explore the utility of a four-step process for
problem-solving that embraces rational and insightful thought. They will el
in a powerful exercise, Speed Juggling, which demonstrates the power of w
SYSTEMICS Proposal
0 a
<f . .. calleth&t%%W~ .'
roles of the creative problem-solving process, and get dozens of tips and
suggestions on how to enhance their effectiveness at each step.
They will work in small groups to solve problems in the workshop and appl
process to a back-home situation.
Finally, participants will complete Action Plans to sustain their learning
momentum following the Program.
qp They will learn the four steps and associate
~-
SYSTEMICS Proposal
0 0
Qualifications and References
About SYSTEMICS -.
SYSTEMICS is the San Diego-based consulting partnership of Ann Marie Spraul an(
Winters dedicated t We Are organization
We propose using three trainers for this project. Given the size of the groups, two
trainers will conduct each module, on a rotating basis Biographical information
regarding the three trainers follo~s:
Ann Marie Spraul
Ann Marie has sixteen years experience as an internal and external consultant in k
resources and organization development She has expertise in leadership and
management development, quality of work life and employee involveinen. effort:
building and group dynamics facilitation, training design and delivery, organizat
assessment and values-based change management Ann Marie has served on the
of directors for San Diego’s chapter of ASTD and is former President of the
Organization Development Network of San Diego
Gary Winters
Gary has specialized in management and employee training and organization
development for a dozen years His unique blend of line management experience
education and consulting experience bring added value to his projects Gary is a
president of the Organization Development Network of San Diego and a director
Diego State University’s Management Development Center. He has served as ma
SYSTEMICS Proposal
0 0 7
Cathleen Hulse
Cathleen Hulse is the managing partner of Organization Performance Group whic
speci?lizes in helping organizations sustain high performance in today’s rapidly
changing business environment. Her experience includes serving as corporate dirc
of organization effectiveness at Sharp Heal thCare, a 10,000 employee organization
also consulted with University Associates, focusing on applied strategic planning,
survey-guided feedback, human resource development and organizational change
Cathleen is a member of the OD Network and has served on various boards. She l-
extensive experience in the development and delivery of seminars and workshops.
Partial Client List
Brooktree Corpora tion
Buck Knives
City of San Diego
Community Care Network
El Cajon Municipal Court
General Dynamics Space Magnetics Division
General Dynamics Space Systems Division
Hexfet America
IVAC Corporation
Kelco
Naval Personnel Research & Development Center
NCR
Northern Telecom
PacTel Corporation
PacTel Teletrac
Puritan Bennett
San Diego City Schools
Sorrento Electronics
U.S. Marine Corps
University of California San Diego
University of San Diego
SYSTEMICS Proposal
0 0
Scope of Services and Fees
SYSTEMICS is proposing to deliver the following services and products:
A ”get acquainted” meeting with the City Manager and key officials a
all three trainers
1 - 2 meetings with the Training Committee prior to launching the firs
Program to be sure our designs meet the specific needs of the organiz,
Training designs tailored to meet the specific needs of the City of Carl:
Creation of four participant workbooks and miscellaneous handouts
Training delivery - two trainers per session
Summaries of participant recommendations from Module 1: Vision,
Values and Change regarding how the City of Carlsbad can move clos,
creating the Ideal Organization
Collection and summaries of participant evaluations
A closure meeting with the City Manager and/or the Training Commi
and duplication of
participant workbooks and materials will be paid by the City of Carlsbad.
SYSTEMICS Proposal
_. 9 ? _- 4 r4.l
Six Reasons to Select SYSTEMICS
1. Commitment
We care about our community and want to make a contribution to
improve the quality of life here. Because we’re local, we understand the
issues associated with living and working in this region.
2. Experience at all levels
We’ve worked with people at every level of the organization from the
factory floor to CEOs, from street maintenance to city managers. With
many of our clients, we enjoy relationships at all levels of the organizatic
at the same time.
3. Experience in the public sector
We’ve worked in both the public and private sector for many years. Fol
the city of San Diego, we have delivered Academy 2000 for six years, the
Service Enhancement training and others. We have worked with Nation:
City, the El Cajon Municipal Courts, and various other individual San
Diego city departments.
4. Quality
We have a proven track record for high quality work. We each have
highly polished design, platform and facilitation skills. We enjoy a
reputation for excellent workbooks and hand-outs.
5. Synergy
The proposed training team consists of three senior trainers, and offer!
gender balance, with one man and two women. Each participant groi
will benefit from the talents of all three trainers.
6. Cost
The scope of products and services to be delivered at the proposed fe
extremely competitive.
SYSTEMICS Proposal