#28 - Public Works Operational Assessment

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PUBLIC WORKS & ENGINEERING DEPARTMENT ORGANIZATIONAL ASSESSMENT SCOPE Dated: 8/28/24 Between City of Lake Elmo, Minnesota and Baker Tilly Advisory Group, LP Baker Tilly Advisory Group, LP and Baker Tilly US, LLP, trading as Baker Tilly, are members of the global network of Baker Tilly International Ltd., the members of which are separate and independent legal entities. Baker Tilly US, LLP is a licensed CPA firm that provides assurance services to its clients. Baker Tilly Advisory Group, LP and its subsidiary entities provide tax and consulting services to their clients and are not licensed CPA firms. • Assign key responsibilities • Review and confirm study timelines • Review and confirm products to be delivered including expectations regarding the form and level of detail These meeting(s) will also help establish the desired working relationship between the City and the consulting team. This will include day-to-day interactions with the staff responsible for managing services provided under the contract. • Review work plan—The proposal objectives, scope and approach will be reviewed as well as consultant assignments and specific schedules for the project tasks. We will also prepare “Information Requests” listing key documents to be collected and will identify individuals for interviews. • Arrange logistics/administrative support—Matters to be addressed include schedules for interviews and data collection, workspace and support requirements, specific dates for status reports, contact persons, any remaining contractual matters, etc. 1.2—Develop stakeholder outreach and engagement plan Based on information developed through the initial kickoff meetings, the Baker Tilly team will draft and review a plan for the engagement and involvement of the project sponsor and other specific stakeholder interests and groups. The engagement plan will list the various internal stakeholder interests and groups, suggest engagement methods for each, identify those accountable for completion of the proposed engagement activities, propose a tentative implementation schedule, and conclude with execution activities. Key activities • Conduct virtual project kick-off meeting • Develop project schedule and key milestones • Confirm list of stakeholders and engagement approach • Identify, schedule and invite participants in collaboration with City HR staff Phase 2—Assessment of current operations service delivery model After the project is fully mobilized, we will begin our assessment of the department operations service delivery model with a keen eye toward City-wide goals and values. The purpose of this task is to collect all information needed to evaluate the functions and the organizational structure to be reviewed in this study. Information collection techniques will include interviews, document accumulation and consultant observations. 2.1—Review background information • City budget, strategic plan, and capital improvement plan • Department strategic plans if available • Organizational structure • Staffing levels by position for the department • Position descriptions