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HomeMy WebLinkAbout2025-138 AGRMT SSW Consulting � ' 7 Y 0 r SHLAND Personal Services Agreement City Information Consultant Information City of Ashland Firm Name: SSW Consulting Attn: Sabrina Cotta Contact: Sara Singer Wilson 20 E Main St Address: 644 N State St, Suite 1 Ashland, Oregon 97520 Lake Oswego, OR 97034 Phone:(541) 488-6002 Phone: 503-305-5067 Email: sabrina.cotta@ashlandoregon.gov Email: sara@ssw-consulting.com Contract Summary Procurement Method: Intermediate Completion Date: 08/31/2026 Contract Amount: $ 79,550.00 Description of Services: Strategic Planning & Facilitation Services Supporting Documents: SSW Consulting Proposal Dated: 11/15/25 Dated: Dated: Dated: This Personal Services Agreement (hereinafter"Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Consultant listed under Consultant Information above, ("hereinafter "Consultant"), for the services listed under Description of Services and Supporting Documents as noted in the Contract Summary above. In the event of conflict between provisions of the Supporting Documents, the Supporting Documents shall be given precedence in the order listed above. This Agreement, the Exhibits and the Supporting Documents shall be construed to be mutually complementary and supplementary wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. The Consultant's initials ;sw ] herein signify acknowledgment and agreement to this provision, if applicable, or if not sign "N/A". Consultant's services are collectively referred to in this Agreement as the "Work." Page 1 of 8 Personal Services Agreement Between the City of Ashland and SSW Consulting NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and Consultant hereby agree as follows: 1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City, as set forth below (the "Effective Date"), and unless sooner terminated as specifically provided herein, shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore, but not later than the Completion Date listed under the Contract Summary in the table one page one of this agreement. 1.1. Time is of the essence. Time is of the essence for Consultant's performance of each and every obligation and duty under this Agreement. City, by written notice to Consultant of default or breach, may at any time terminate the whole or any part of this Agreement if Consultant fails to provide the Work called for by this Agreement within the time specified herein or within any extension thereof. 2. Compensation: City shall pay Consultant the sum listed as the "Contract Amount" under the Contract Summary on page one of this document as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the Contract Amount without the express, written approval from the appropriate Department Head or City Manager. Payments shall be made within thirty(30) days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination. 3. Consultant Obligations: 3.1. Independent Contractor Status. Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS 656.017. 3.2. Qualified Work. Consultant has represented, and by entering into this Agreement now represents, that all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform the services to which they will be assigned in a skilled manner and, if required to be registered, licensed, or bonded by the State of Oregon, are so registered, licensed, or bonded. 3.3. Assignment. Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract of the Work shall not create any contractual relation between the assignee or subcontractor and City. Page 2 of 8 Personal Services Agreement Between the City of Ashland and SSW Consulting 3.4. Work Performance Obligation. Consultant shall, at its own risk, perform the Work described in the Description of Services and in the Supporting Documents and, unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required for the proper performance of such Work. 3.5. Certification. Consultant agrees to and shall sign the certification attached hereto as "Exhibit U and incorporated herein by this reference. 4. Insurance: Consultant shall, at its own expense, maintain the following insurance: 4.1. Worker's Compensation. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers. 4.2. Workers' Compensation Exemption. If applicable, Consultant affirms and certifies that it is exempt from providing Workers' Compensation per ORS 656.027. Exemption criteria: Enter criteria here or delete if not applicable Consultant initials if exempt: Date: Dec 8,2025 4.3. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence. This is to cover any damage caused by error, omission or negligent acts related to the Work to be provided under this Agreement. 4.4. General Liability insurance with a combined single limit, or the equivalent, of not less than$2,000,000(two million dollars) per occurrence for Bodily Injury, Death, and Property Damage. 4.5. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. 4.6. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s)without thirty(30) days' prior written notice from the Consultant or its insurer(s) to the City. 4.7. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, but only with respect to Consultant's services to be provided under this Agreement. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. The certificate will specify all of the parties who are Additional Insureds. Insuring Page 3 of 8 Personal Services Agreement Between the City of Ashland and SSW Consulting companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions, and/or self-insurance. 5. Termination: 5.1. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. 5.2. City's Convenience. This Agreement may be terminated by City at any time upon not less than thirty (30) days' prior written notice delivered by certified mail or in person. 5.3. For Cause. City may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: • If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; or • If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or • If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied, revoked, suspended, or not renewed. 5.4. For Default or Breach. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen (15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement may be terminated at any time thereafter by a written notice of termination by the party giving notice. 5.4.1. Default: The Consultant shall be in default of this Agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation under the Agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under, this Agreement. Page 4 of 8 Personal Services Agreement Between the City of Ashland and SSW Consulting 5.5. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to subsections 5.1, 5.2, or 5.3 above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless of whether such notice is given pursuant to subsection 5.1, 5.2, 5.3, or 5.4 of this section, Consultant shall immediately cease all activities under this Agreement, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all documents, information, works-in-progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 5.6. The rights and remedies of City provided in this subsection are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. 6. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City, its officers, employees, and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this Agreement by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses, expenses, claims, costs, judgments, or other damages, caused solely by the gross negligence of City. 7. Consultant's Compliance with Tax Laws: Consultant represents and warrants to the City that: Consultant shall comply with all Oregon tax laws, including but not limited to ORS 305.620, ORS 305.380(4), and ORS Chapters 316, 317, 318, in addition to any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions and any tax provisions imposed by a political subdivisions of the State of Oregon. 8. Living Wage Requirements: If the amount of this Agreement is $26,429.65 or more, Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter, to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Consultant is also required to post the notice attached hereto as "Exhibit B" predominantly in areas where it will be seen by all employees. 9. Notice: Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in writing to the other party by personal delivery, by sending via a reputable commercial overnight courier, by mailing using registered or certified United States mail, return receipt requested, postage prepaid, or by electronically confirmed at the addresses set forth on page one of this agreement with a copy to: Page 5 of Personal Services Agreement Between the City of Ashland and SSW Consulting City of Ashland — Legal Department 20 E. Main Street Ashland, Oregon 97520 Phone: (541) 488-5350 10. General Provisions: 10.1. Ownership of Work/Documents: All Work, work product, or other documents produced in furtherance of this Agreement belong to the City, and any copyright, patent, trademark proprietary or any other protected intellectual property right shall vest in and is hereby assigned to the City. 10.2. Non-appropriations Clause - Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement attributable to Work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. 10.3. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 27913.220, 27913.230 and 27913.235. 10.4. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 10.5. Governing Law: This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any Page 6 of Personal Services Agreement Between the City of Ashland and SSW Consulting other venue, and expressly consents that, upon motion of the other party, any case may be dismissed, or its venue transferred, as appropriate, so as to effectuate this choice of venue. 11. Merger: This agreement and the attached exhibits constitute the entire understanding and agreement between the parties. No waiver, consent, modification or change of terms of this agreement shall bind either party unless in writing and signed by both parties. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this agreement. Consultant, by signature of its authorized representative, hereby acknowledges that he/she has read this agreement, understands it, and agrees to be bound by its terms and conditions. Page 7 of 8 Personal Services Agreement Between the City of Ashland and SSW Consulting WITNESS WHEREOF, the parties have executed this Agreement in their respective names by their duly authorized representatives as of the dates indicated below. This Agreement may be executed in two counterparts, each of which shall be deemed an original, with equal force and effect as if executed in a single document. City of Ashland: SSW Consulting (Consultant) By: Sabrinda Cotta, City Manager Sam Wsol? Sa a W i Ison(Dec 8,20251536:19 PST) Dec 8,2025 Signature Sara Wilson Date Printed Name Principal/Owner Title Purchase Order No. Dec 8,2025 Date (W--9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: City Attorney Dec 8,2025 Date Page 8 of 8 Personal Services Agreement Between the City of Ashland and SSW Consulting City of Ashland, Oregon City of Ashland LIVING • . . • . • . • • . . . • WAGE per hour, effective June 30, 2025. ,= The Living Wage is adjusted annually every June 30 by the Consumer Price Index. a project or portion of the 401K, and IRS eligible business of their employer, if cafeteria plans (including the employer has ten or more childcare) benefits to the employees, and has received employee's amount of wages. ➢ For all hours worked under a financial assistance for the service contract between their project or business from the Y Note: For temporary and part- employer and the City of City of Ashland over$27,163. time employees, the Living Ashland if the contract Wage does not apply to the exceeds$27,163 or more. > If their employer is the City of first 1040 hours worked in any Ashland, including the Parks calendar year. For more For all hours worked in a and Recreation Department. details, please see Ashland month, if the employee spends Municipal Code Section 50%or more of the employee's In calculating the living wage, 3.12.020. time in that month working on employers may add the value of health care, retirement, For additional information: Call the Ashland City Manager's office at 541-488-6002 or write to the City Manager, City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website at www.ashlancl.or.us. Notice to Employers: This notice must be posted in areas where it can be seen by all employees. A§H- LAND Exhibit C Certifications/Representations: Consultant, by and through its authorized representative, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer I D (or is waiting for the number to be issued to it and (b) Consultant is not subject to backup withholding because: (i) it is exempt from backup withholding, or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Consultant further represents and warrants to City that: (a) it has the power and authority to enter into this Agreement and perform the Work, (b) the Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant enforceable in accordance with its terms, (c) the work under the Agreement shall be performed in accordance with the highest professional standards, and (d) Consultant is qualified, professionally competent, and duly licensed (if applicable) to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent contractor as defined in the Agreement, it is authorized to do business in the State of Oregon, and Consultant has checked four or more of the following criteria that apply to its business. W1- (1) Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private residence, set aside as the location of the business. W1- (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) Consultant assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission (professional liability) insurance or liability insurance relating to the Work or services to be provided. Sam W soit Sa a W i I,.n(Dec 8,20251536:19 PST) Consultant's signature Dec 8,2025 Date Page 1 of 1: Exhibit C � R 2�w �l t 1 J yfl SSW CONSULTING ©2025 SSW CONSULTING SSW-CONSULTING.COM ,503,305.50671 SARA�SSW-CONSULTING.COM 644 N.STATE STREET,STE.i, LAKE OSWEGO 97034 40 SSW CONSULTING Dear Sabrina and Team, Thank you for the opportunity to support the City of Ashland in developing its first comprehensive strategic plan. We are excited about the possibility of partnering with you to create a clear, community- informed roadmap that will guide Ashland's future direction and investments. Based on our discussions, We've identified the following key goals for this Work together: • Create Ashland's first long-range strategic plan that moves beyond the biennial budget to guide priorities, decisions, and resource allocation. • Lead robust community and staff engagement—leveraging both broad and targeted approaches— to gather representative input and build shared understanding of challenges and opportunities. • Facilitate Council alignment on vision and priorities, helping the Council move beyond issue- specific focus to a unified long-term direction grounded in community needs and realistic resource constraints. • Clarify Ashland's future identity and strategic choices, enabling the community and leadership to determine the city's desired direction and priority investments for the next 5-lo years, leading to adoption by Summer 2026. This proposal outlines our approach to achieving these goals, along With information about our firm and relevant experience. The SSW team has a strong track record of designing and delivering strategic planning processes that help organizations define clear direction, strengthen alignment, and build internal ownership. We're passionate about supporting communities and teams as they navigate complex choices, and We Would Welcome the opportunity to partner With you on this important Work. Thank you again for considering us. Please let us know if you have any questions—We look forward to collaborating With you on next steps. Sincerely, Sara Singer Wilson, Principal Strategist+ Owner saraC ssW-consulting.com 503 305 5067 2 Contents About SSW 04 Project Approach Zo Cost Breakdown 16 References 17 3 ABOUT SSW SSW is a Portland, Oregon-based consulting firm dedicated to helping local governments and leaders develop beautiful, thriving communities and engaging, supportive organizations. We specialize in facilitation and strategic planning, We tailor our approach to each client's unique using creative approaches to foster collaboration needs,combining years of expertise with best and drive positive change. practices to benefit your team.Whether in-person or virtual, our Workshops use visual tools to create As seasoned graphic facilitators,We use powerful engaging and collaborative experiences. visuals and draw on our clients' mission,vision,and values to bring teams together and build We Work closely With each team to establish clear relationships that get Work done.With more than expectations, communication protocols,and a two decades of experience in the public sector, customized project approach.These elements are We're passionate about supporting the dedicated outlined during the scoping meeting and revisited people Who sign up to serve their communities. By throughout the project to ensure open Working together,We make engagement a fun and communication and progress toward our goals. rewarding experience for everyone involved. 4 SSW TEAM EXPERIENC• ■ .. . Consuffing, August 2017 present 0 Vice President, J Robertson • Company 0RO 0October 2015 to December 17 • Deputy City Manager,•OR, February 2011 October 2015 Senior• Administrative City of Rancho PaLos Verdes, CA, March ••iFebruary 2011 • Other Local.government positions heLd with City of Shawnee, KS, City of • HiLLs City Merriam, KS, SARA SINGER WILSON • fentwood, MO PRINCIPAL STRATEGIST + OWNER EXPERTISE Sara is a seasoned community builder with 25 years of Community • • experience working with local governments across Oregon, 0 Strategic • California, Kansas, and Missouri. Since 2015, she has served 0 Graphic as a consultant for both large and small communities, 0 CommunityEngagement guiding them through visioning and strategic planning 0 CommunicationsStrategy processes. 0 Project M -•_ StrengthsBased Leadership A skilled leader and graphic facilitator, Sara is known for guiding groups through important conversations and using EDUCATION engaging visuals to bring meetings and concepts to life. Her 0 BacheLorof Science, ■. graphics and illustrations help her clients summarize plans, Science, Benedictine CoLLege, enhance their outreach efforts, and achieve their goals. Atchison, KS 0 Master of PubLic Sara's future-oriented, collaborative leadership style brings Administration, of people together. She understands the importance of Lawrence,Kansas authentic engagement and building strong relationships _StrengthD_• • ment between constituents and leadership. By combining these Inventory _ connections with strategic planning and visioning, she helps • ' • tor communities develop shared goals and create powerfulStrengthsCertified ' �' "'change. FaciLitation/Designing Sara is an active member of the International City/County Leading Change/Strategi Management Association (ICMA), the Oregon City/County PLanning, The Grove Management Association (OCCMA), and other professional ConsuLtants International. groups. She has served on various professional association Certified FaciLitator, Mid- committees and participated in conferences as a facilitator, America Regional. . planner, and speaker. 5 SSW TEAM ASHLEY SONOFF FACILITATION + STRATEGY ASSOCIATE Ashley is a policy and program expert with 20+ years of experience across the public, nonprofit, and private sectors. She enjoys using her skills in strategic planning, data analysis, and community engagement to create innovative solutions that enhance public programs and services. A skilled graphic facilitator, Ashley uses visualizations to focus discussions, synthesize ideas, and engage groups to foster collaborative team performance. With a heart for people and public service, she thrives on helping organizations build strong teams and support thriving communities, infusing fun along the way. Ashley earned her Master of Public Administration from the Daniel J. Evans School of Public Policy & Governance at the University of Washington and worked for several local government organizations, including the City of Seattle, City of Gresham, Multnomah County, and City of Lake Oswego, before joining the SSW team. She is an active member of ICMA and OCCMA, serving on various committees to support local government leaders. SASHA KONELL COMMUNICATIONS + ENGAGEMENT DIRECTOR Sasha is a skilled storyteller and relationship builder with more than six Salo years of experience in local government communications. Her expertise in public relations, community engagement, and events, combined with her strong interpersonal skills, make her a valuable asset to any team. She is constantly learning about community culture, trust building, and effective communication practices to ensure equity and inclusion. Her ability to resolve conflict and foster collaboration is instrumental in driving positive outcomes for organizations and communities. KELSEY O'HALLORAN COMMUNICATIONS & ENGAGEMENT STRATEGIST As a skilled communicator with lo+ years of experience in journalism, copywriting, and content strategy, Kelsey crafts compelling stories that connect communities. Guided by data and community insights, she helps SSW and our clients create content that resonates and drives results. A lifelong Oregonian, Kelsey is passionate about her local community and serves on the board of the Tigard Downtown Alliance, helping to build a vibrant and thriving downtown for all. 6 SSW TEAM MALEIGHA MARTINEZ ADMINISTRATIVE ASSISTANT As a psychology student at the University of Portland, Maleigha is passionate about understanding human behavior and promoting positive change. With a focus on cognitive, social, and developmental psychology, she applies her academic knowledge to research design, statistical analysis, and critical thinking. Born and raised in Portland, Maleigha is driven by a passion for understanding human behavior and assisting individual and community growth. 7 PROJECT EXPERIENCE CITY OF HILLSBORO STRATEGIC PLANNING For the past four years,SSW has been a key partner to the City of Hillsboro(pop. 1o8,000), facilitating annual goal-setting workshops for the City Council and Management Team.These sessions have encompassed a wide range of One C ty, One Team initiatives, including diversity, equity, and inclusion A STRATEGIC PLAN FOR OUR FUTURE training, recognizing the City's achievements, and developing a shared community context. In 2022,SSW embarked on a comprehensive,two-year process to update Hillsboro's 10-year strategic plan.This involved conducting a thorough current state analysis, engaging with over 50o employees, developing a new mission, vision,values,and goals, and creating a strategic plan designed to foster a culture of strategic management. By aligning the strategic plan with the City Council's annual goal-setting process and the biennial budget,SSW has helped the City of Hillsboro build a strong foundation for future success. CITY OF MANKATO STRATEGIC PLANNING In 2023, SSW partnered with the City of Mankato to develop a strategic plan for 2025-2029.To ensure the plan truly reflected the needs and aspirations of the community and city staff, SSW employed a comprehensive engagement process.This included surveys, focus groups,town halls, action labs, and WNKATO collaborative workshops with the City Council and PLANNING THE WAY FOR THE FUTURE Leadership Team. By gathering diverse perspectives, SSW helped the City to develop a strategic plan that aligns with their community's vision. The resulting plan outlines the City's new mission,vision, and values, and sets ambitious goals in areas such as infrastructure, livability, safety,and the organization. CITY/COUNTY INSURANCE SERVICES (CIS) STRATEGIC PLANNING SSW has partnered with CIS since 2019 to develop and refine their strategic plan.We've facilitated workshops, engaged stakeholders, and developed YAI�I�SA 1p1ww�y actionable plans aligned with CIS's mission and �EW,�ry �{INNovmoN {SSTG�n9�+tP ��VIc.E vision. Our ongoing support includes annual plan reviews, i Q implementation guidance,and strategic initiative support. In 2021, we assisted the CIS Marketing Team �0 Y in developing marketing plans for each business unit. Currently,we're collaborating with CIS on a 5- utiw�crMtiyr+uMr year strategic plan update, engaging staff, the Board of Trustees, and key stakeholders across Oregon. 8 SSW CLIENTS With a long history of serving local governments and organizations, we can't wait to support your team. • City of Albany Team Building(2018,2020 Council . City of Lebanon Strategic Plan(2024) Workshop(2025),Strategic Plan(2021/2022),Total SDI . City of Mankato Strategic Plan(2024) Training(2018,2020) • City of McMinnville Department Team Training(2020), • City of Beaverton Governance Training(2020,2021) City Council Team Building and Total SDI Training(2021) Council Goal-Setting Retreat(2021,2023) • City of MiLwaukie Council Goal-Setting Retreat(2022) • City of Beaverton Boards+Commissions Workshops . City of Monmouth City Council Goal-Setting Retreat (2024,2025) (2023,2024,2025) • City of Bend Parks and Recreation District Diversity, . City of North Plains City Council Retreat(2019,2022) Equity and Inclusion Strategy(2021) • City of Oregon City Council Goal-Setting Retreat(2021) • City of Bend Council Goal Refinement Retreat(2023, . City of Portland City Council Policy and Administration 2025) Training(2024) • City of Bend IT+Engineering Department Retreats . City of Rockaway Beach Strategic Plan(2024) (2023) • City of Sandy Council Goal-Setting Retreat(2021) • City and Borough of Sitka,Alaska Strategic Plan(2022), • City of Scappoose City Council Orientation(2021), Strategic Plan Annual Update(2023,2024)CBS Strategic Council Goal-Setting Retreat(2022,2023,2024) Plan Communications . City of Stayton Goal-Setting Retreat(2019,2023) • City of Canby Leadership+Council Total SDI Training . City of Tigard City Council Goal-Setting and Total SDI (2024)City of Canby Council Retreat(2022,2023,2024, Training(2021,2023),Council Ground Rules Workshop 2025) (2021) • City of Canby Fire Department Recruitment+Retention . City of Tualatin Goal-Setting Workshop,Tualatin Action Plan Tomorrow Vision,America's Best Communities • City of Cornelius City Council Goal-Setting Retreat(2021) Revitalization Plan(2016-2018)Council Goal-Setting • City of Cottage Grove Leadership Total SDI Workshop Advance(2024) (2024)Council Goal-Setting Retreat(2025) • City of Vancouver Human Resources Total SDI Training • City of Dallas Council Goal-Setting Retreat(2025) +Goal-Setting Retreat(2023) • City of Florence Executive Team Total SDI Training . City of Vernonia Council Total SDI Training and Goal- (2020/2021)Florence City Council Work Plan Strategy Setting Retreat(2023) Session(2024) • City of Wilsonville Park Board Prioritization Workshop • City of Forest Grove Council Goal-Setting Workshop (2019), Parks Bond Task Force Facilitation+Management and Mid-Year Retreat(Feb.2020,Sept.2020,Jan.2021, (2020),City Council Goal-Setting(2021,2023,2025),Sister 2022,2023,2024,2025) City Advisory Board Strategic Plan(2021), Board and • City of Forest Grove Community Visioning(2024-In Commissions Workshop(2022) Progress) . City of Yachats Goal-Setting Workshop(2020) • City of Gladstone Council Goal-Setting Retreat 2023, . City/County Insurance Services Strategic Plan(January 2025) 2020,2024),CIS Strategic Plan Annual Update 2021,2022, • City of Glendora Leadership Team Retreat(2022,2025) 2023)Marketing Plans(2021) Council Goal-Setting Retreat(2024) • Clackamas County Organizational Development(2022) • City of Gresham Pathways to Employment Strategic . Columbia Memorial Hospital Strategic Plan(2022) Plan(2017),Community Engagement Strategic Plan . Hillsboro M+M Marketplace Strategic Plan(2023) (2018),Community Engagement Training(2019) • Hillsboro Parks+Recreation Board Retreat(2024) • City of Happy Valley Library Total SDI Training(2024) • Hood River County Strategic Plan(2020,2021) • City of Happy Valley City Council Goal-Setting Retreat . International Leadership Academy Strategic Plan(2024) (2016,2019,2020) • Mercer Island City Council Team Building(2018) • City of Hermiston Goal-Setting Workshops(Annually, . Urban Flood Safety Water Quality District Strategic 2016-2025),Community Vision(2020/2021) Plan(2019), Plan Updates and Implementation Support • City of Hillsboro Goal-Setting Workshop(Annually, (2019-2020)Board Retreat(2024) 2020-2024), Hillsboro Parks and Recreation Commission . Multnomah County Managers Conference Coordination Strategic Plan(2020/2021), Hillsboro Strategic Plan (2024) (2022) • NW Women's Leadership Academy Total SDI Training • City of Hood River Homelessness Strategic Plan(2020) and Strategic Planning(Annually,2018-2024) Council Goal Refinement Retreat(2024) • Polk County Fire District No.i Strategic Plan(2024) • City of Independence Council Goal-Setting Retreat . Washington County Strategic Planning Efforts(2022) (2022) • Columbia Community Mental Health Strategic Plan • City of Lake Oswego DEI Meeting Facilitation(2023) (2025-In Progress) Leadership Team Training(2023)Parks and Recreation . Canby Fire District#62 Recruitment and Retention Leadership Team Workshop(2022)Fire Department Workshops(2024) Total SDI Training(2023) 9 • Dow • A strategic plan is a vital tool for setting priorities,focusing resources,and aligning Leadership,staff,and community efforts around a shared direction. For the City of Ashland—at a pivotal moment of transition and possibility—this is an opportunity to create the community's first truly comprehensive strategic plan. With clear objectives and a roadmap for achieving them, the plan will help Ashland move beyond biennial work planning to a long-range framework that strengthens operations, supports thoughtful investment decisions, and fosters a more unified approach to governance. It will provide a structure for engaging residents and staff, building shared understanding of the city's challenges and opportunities, and clarifying where the community Wants to focus its limited resources. The strategic plan Will also help Ashland define or reaffirm its identity—Whether as a retirement community, a family-friendly city, a cultural and tourism destination, or a blend of these—and establish a collective vision for the next 5-lo years. By grounding the plan in inclusive engagement and Council alignment, the City Will be positioned to navigate future choices With clarity and confidence. The following pages outline a process for developing this strategic plan.We Will collaborate closely With your team to tailor the approach to Ashland's unique needs, ensuring the final plan is not only actionable and community-informed, but a valuable guide for the City's future. Strategic planning is a useful tool to guide an organization in effectively aligning resource allocation With long-term vision and goals.SSW Will Work With With your organization to ensure the project goals and timelines align With your team's desired outcomes and existing processes. SSW Consulting leverages the power of graphic facilitation to help teams visualize their strategic plans. By combining large-scale note-taking With meeting management, our facilitators capture key discussions, decisions, and areas of agreement. This visual approach, Whether conducted in-person or virtually, enhances participant engagement, knowledge retention, and buy-in.The final graphic representation serves as a tangible reminder of the team's journey, facilitating future reference and sharing of accomplishments. PROJECT ROLES To ensure a successful project, We propose a collaborative approach that leverages the strengths of both SSW and the City of Ashland's organization. Our team Will Work closely With City staff to develop and implement a strategic plan that aligns With your goals and needs. PROJECT SPONSOR:The project sponsor, typically a member of the City's leadership, is responsible for identifying the need, problem, or opportunity.They Will champion the project, provide strategic direction, and resolve any significant issues. PROJECT MANAGER: The project manager, a staff member from the leadership team, Will oversee day-to-day project activities, coordinate With stakeholders, and ensure timely completion of deliverables. CONSULTANT TEAM:The SSW team Will provide expert guidance, facilitate Workshops, deliver engagement materials, and develop the strategic plan. Associate Ashley Sonoff Will serve as the primary point of contact. STRATEGIC PLAN TEAM(SPT): The SPT Will provide input, support engagement efforts, review drafts, and help shape the final plan.The makeup of this team Will be discussed during the project scoping phase. A strategic plan Will also outline a process for implementation Which Will include the structure for progress reporting, plan updates, and other key steps to ensure the plan remains a living, dynamic document to guide the organization and team. Strategic planning involves a lot of people and ideas. To keep things on track, the consultant-client team needs to remain in-sync and prepared to respond to unexpected twists and turns. To that end, We have allocated time and budget to hold regular meetings With staff and stakeholders along the Way as needed. 11 PROJECT PROCESS + TIMELINE TASK 1: PROJECT SCOPING + PLANNING To kick off the project, we will meet with your team to refine project goals, Work plan, and schedule. We will review existing documents and background information, such as any previous guiding plans or goals, to gain a comprehensive understanding of the City's context and develop a community/organizational profile. This information will be summarized in a project charter, and a final timeline will be developed showing the project phases, activities, major milestones and checkpoints in the process. Deliverables+Key Tasks: • Meet with project team • Develop project charter, work plan and timeline • Gather all background resources • Develop community/organizational profile • Identify stakeholders for engagement • Identify goals for a strategic plan Workshop • Develop interview questions for the Council/leadership team TASK 2: STRATEGIC PLANNING WORKSHOP To align the strategic planning workshop with the City's needs, we will conduct interviews with workshop participants(City Council and Leadership Team or designated staff).These interviews will help identify priorities, shape the workshop agenda, and build rapport with the team. Following the interviews, we will develop a detailed workshop agenda and prepare necessary materials. The workshop will focus on building a shared understanding of the community and organizational context, identifying emerging priorities, developing our plan for the strategic plan engagement, and building team cohesion. During the workshop, we will use graphic facilitation to capture key discussions and decisions. We will conduct a post-workshop debrief to review the outcomes and outline next steps. Deliverables+Key Tasks: • Conduct outreach interviews for workshop participants • Prepare and present an outreach summary • Develop an agenda and logistics plan • Facilitate a 1-day workshop • Graphic notes from the session distributed to all participants 12 TASK 3: STRATEGIC PLAN ENGAGEMENT Using the input gathered from early conversations with City leadership and Council, the SSW team will develop a Communications and Engagement Plan to guide outreach and communication activities throughout the project. We will begin by presenting a draft plan to the City's Strategic Planning team to gather additional input and ensure the engagement strategy reflects Ashland's unique community dynamics.As part of this process, we will develop a stakeholder map that identifies key community groups, organizations, neighborhoods, and individuals—including families, long-time residents, business owners, retirees, and traditionally under-represented voices. To ensure We are hearing from the full spectrum of Ashland's population, we will review demographic data with the project team and align engagement strategies to reach all segments of the community. Drawling from our experience and Ashland staff's local expertise, We will jointly identify effective tools and techniques—ranging from broad outreach opportunities to more targeted conversations—to ensure meaningful participation. This approach will build on and expand Ashland's existing engagement networks, while also incorporating new methods to reach those who may not traditionally participate. We will gather input on the project brand and key messages as well;a consistent and recognizable brand will help build visibility and trust in the strategic planning process. The final Communications and Engagement Plan will include a comprehensive engagement strategy, timeline, project brand elements, key messages, stakeholder map, and a recommended suite of engagement tools tailored to Ashland's organizational capacity and community context. Working closely with Ashland staff, we will support the development of a variety of outreach tools outlined in the plan. Each engagement approach will be designed to be culturally relevant, accessible, and inclusive across generations and demographics. Our process assumes ideas will be gathered through a consistent set of questions across all activities and later organized into themes to support clear analysis. Collaboration with staff and community partners will be central to our approach. Ashland staff, advisory committee members, and community volunteers can play an important role in extending the reach of engagement and fostering authentic conversations.This model not only broadens participation but strengthens community connection as residents and stakeholders dialog with one another. SSW will support and supplement these efforts with our facilitation expertise Wherever needed. We Will also design engagement activities specifically for the Ashland organization. City staff offer valuable insight based on their experience delivering services, interacting With residents, and managing day-to-day operations. Their perspective is essential to building a strategic plan that is both aspirational and operationally feasible. Engaging staff early and often also builds internal ownership for successful implementation. Our team is experienced in facilitating both virtual and in-person engagement through online surveys, interactive digital tools, small-group sessions, open houses, live virtual forums, and pop-up engagement. We Will recommend a mix of formats that best serves the Ashland community and the City's capacity. The Communications and Engagement Plan Will also include an evaluation framework for each engagement tool. Measuring results ensures that our outreach strategies are effective and allows us to make real-time adjustments to reach the community more equitably and comprehensively. 13 All engagement input will be compiled, coded, and sorted into emerging themes within a centralized database. The SSW team will analyze the data to identify community and organizational patterns, priorities, opportunities, and challenges. Using this foundation, We will develop draft content for the strategic plan, including summaries of engagement activities, key insights, community values, goal statements, and initial strategic initiative concepts organized by theme. Deliverables+Key Tasks: • Develop draft Communications+ Engagement Plan • Prepare project branding options • Convene Strategic Planning Team(we will set up regular meetings through the engagement and plan development phases) • Develop outreach materials • Prepare engagement database • Conduct engagement • Organize engagement data into themes • Prepare engagement summary/Strategic Plan framework • Present to project team and SPT TASK 4: STRATEGIC PLAN DEVELOPMENT Using the goals and themes identified through engagement, the SSW team will convene a series of Strategic Plan Idea Labs.These focused working sessions will bring together staff, subject-matter experts, and potentially interested community members to refine the strategic initiatives that support each goal area. Participants will also discuss potential performance measures and/or community indicators to ensure initiatives are clear and actionable. The Idea Labs will help translate community input into draft strategies by analyzing feasibility, resource needs, and opportunities for collaboration. Building on this work, SSW will develop the draft Strategic Plan, including goals, strategic initiatives, and supporting narrative. The project team and City Council, Strategic Planning Team will then review the draft plan and provide guidance on the implementation structure. This structure will outline howl the City will track progress, identify project leads, update the plan over time, and maintain visibility and accountability. The result will be an organization focused on cultivating a strong culture of strategic management with a practical, community-informed strategic plan supported by a clear framework for implementation and long-term use. Deliverables+Key Tasks: • Prepare and facilitate strategy idea labs • Draft content for strategic plan • Prepare draft plan for review • Present and gather input on the draft plan • Make any edits or refinements to the plan 14 40 TASK 5: ADOPTING THE PLAN The draft Strategic Plan will be presented to the SPT and staff.There will be a comment period for staff to submit any final comments on the draft document.The final draft will be presented to the Council for approval. We will meet with staff and the SPT to celebrate and discuss the next steps and identify training opportunities/needs for staff to support implementation and progress reporting. Deliverables+Key Tasks: • Present final plan for team/organizational adoption • Coordinate next steps with project team for implementation 15 COST BREAKDOWN Please see the estimated cost proposal below.The Client will be billed for hours worked and reimbursable expenses. Expenses will be billed for reimbursement at cost. Additional services can be contracted for optional tasks, reports, or Work outside of this scope.The costs for additional services will be based on the hourly rates listed below: Sara Singer Wilson, Principal Strategist+Owner: $215/hr Alex Logue, Communications+ Engagement Associate: $16o/hr Sasha Konell, Communications+ Engagement Associate: $140/hr Ashley Sonoff, Facilitation+Strategy Associate: $15o/hr Kelsey O'Halloran, Communications+ Engagement Strategist: $120/hr Maleigha Martinez, Administrative Assistant: $65/hr COSTPROPOSAL TASK 1: PROJECT SCOPING+ PLANNING $3,130.00 TASK 2: STRATEGIC PLANNING WORKSHOP $6,56o.00 TASK 3: STRATEGIC PLAN ENGAGEMENT $31,66o.00 TASK 4:STRATEGIC PLAN DEVELOPMENT $11,830.00 TASK 5:ADOPTING THE PLAN $3,65o.00 ONGOING PROJECTTASKS/COSTS PROJECT ADMIN $14,220.00 TOTAL CONSULTANT FEES $71,050.00 EXPENSES(FACILITATION SUPPLIES,GRAPHIC DESIGN, $8 5o0 oo TRAVEL/LODGING, PRINTING/ENGAGEMENT MATERIALS) TOTALGRAND • • • • 16 i REFERENCES WE CAN'T WAIT TO SUPPORT YOUR TEAM. Please feel free to reach out to the project references below to learn more about SSW's facilitation, leadership, and project management capabilities. RAHIM HARM Hillsboro Deputy City Manager 503.681.6447 rahim.harjiCa hillsboro-oregon.gov PATRICK PRIEST City/County Insurance Services Executive Director 503.763.3810 • PpriestCa cisoregon.org ' = SHERILYN LOMBOS Tualatin City Manager 503-691.3010 slombos(a)tualatin.gov 17 e-Signatures for Strategic Planning Contract Final Audit Report 2025-12-08 Created: 2025-12-08 By: Jordan Rooklyn Qordan.rooklyn@ashland.or.us) Status: Signed Transaction ID: CBJCHBCAABAA5uVzK1 P7m8Q9bD898jxvrgGtuRO9Nepf "e-Signatures for Strategic Planning Contract" History Document created by Jordan Rooklyn Qordan.rooklyn@ashland.or.us) 2025-12-08-9:23:30 PM GMT Document emailed to Carmel Zahran (carmel.zahran@ashland.or.us) for signature 2025-12-08-9:30:59 PM GMT Email viewed by Carmel Zahran (carmel.zah ran @ash land.or.us) 2025-12-08-9:51:05 PM GMT Document e-signed by Carmel Zahran (carmel.zahran@ashland.or.us) Signature Date:2025-12-08-9:51:35 PM GMT-Time Source:server Document emailed to Sara Wilson (sara@ssw-consulting.com) for signature 2025-12-08-9:51:37 PM GMT Email viewed by Sara Wilson (sara@ssw-consulting.com) 2025-12-08-11:34:45 PM GMT Document e-signed by Sara Wilson (sara@ssw-consulting.com) Signature Date:2025-12-08-11:36:19 PM GMT-Time Source:server Document emailed to Sabrina Cotta (sabrina.cotta@ash land.or.us) for signature 2025-12-08-11:36:22 PM GMT Email viewed by Sabrina Cotta (sabrina.cotta@ashland.or.us) 2025-12-08-11:37:12 PM GMT Document e-signed by Sabrina Cotta (sabri na.cotta@ash land.or.us) Signature Date:2025-12-08-11:37:26 PM GMT-Time Source:server Agreement completed. 2025-12-08-11:37:26 PM GMT Adobe Acrobat Sign