Community Digital Strategy

Transcription

1 THE DISTRICT OF SQUAMISH Requests for Proposals Community Digital Strategy SQUAMISH, BC January 18, 2016

2 Table of Contents Summary of Key Information: 1 PART A PROPOSAL DETAILS 1. Purpose 2 2. BACKGROUND 2.1 The District of Squamish 2.2 Local Government in Squamish 3. SCOPE OF SERVICES REQUIRED Scope of Services 3.2 Deliverables 4 4. REQUIRED SUBMISSION CONTENT 4.1 Name and Address of Proponent 4.2 Proponent Overview 4.3 Proposed Contract Administrator/Proponent Contact 4.4 Associates, Employees, Contractors of Firm 4.5 References Detailed Description of Service Provided 4.7 Additional Information 4.8 Fee 4.9 Timeline PART B ADMINISTRATION 5. GENERAL TERMS AND CONDITIONS District Representative 5.2 Right to Cancel RFP and/or to Accept Proposals 5.3 Confidentiality of Proposals 5.4 Waiver of Liability for Errors Proponent s Risk and Warranty 5.6 Confidentiality of District Information

3 6. SUBMISSION OF PROPOSALS Time and Date for Receipt of Proposals 6.2 Submission Format 6.3 No Amendments to Proposals After Submission 6.4 Withdrawal of Proposals 7. EVALUATION Evaluation Committee 7.2 Evaluation Criteria 8. SELECTION OF MANAGEMENT CONSULTING SERVICES PROVIDER 8.1 Negotiation with Preferred Proponent 8.2 Contract for Services 8.3 Compliance with Laws APPENDIX A - Proposal Submission Format 10 APPENDIX B - Consulting Services Contract Format 11 Committee Work completed to Date: APPENDIX C - Draft/sample Strategy Outline APPENDIX D - Draft/sample Visioning Document 19 23

4 SUMMARY OF KEY INFORMATION RFP TITLE: Request for Proposals for a Community Digital Strategy DISTRICT S REPRESENTATIVE: (for inquiries and Clarification of RFP) In his absence: Conrad Kordel, IT Manager District of Squamish Second Avenue, PO Box 310 Squamish, B.C. V8B 0A3 Phone: ckordel@squamish.ca Dan Griffin, GIS Supervisor Phone: dgriffin@squamish.ca FINAL TIME AND DATE FOR RECEIPT OF PROPOSAL: 4:00 p.m. local time, Friday, February 12, 2016 ADDRESS FOR PROPOSAL SUBMISSIONS: Information Technology Manager District of Squamish Box 310, Second Avenue, Squamish, B.C. V8B 0A3 Proponents must read the entire RFP document for full details and requirements. THE DISTRICT RESERVES THE RIGHT TO CANCEL THIS RFP AT ANY TIME BEFORE OR AFTER THE CLOSING DATE AND TIME HAS PASSED, AND THE LOWEST PRICED, OR ANY, PROPOSAL WILL NOT NECESSARILY BE CHOSEN FOR NEGOTIATION OF A CONTRACT FOR SERVICES.

5 P a g e 2 PART A PROPOSAL DETAILS 1. PURPOSE The purpose of this Request for Proposals ( RFP ) is to solicit the best overall proposal(s) to design a process and assist the District in preparing a Community Digital Strategy. As such the District is looking to enter into an agreement with a specific company or individual to assist with the preparation of a Digital Strategy and action plan. This is NOT a tender call. Any proposals submitted pursuant to this RFP shall not be offers to contract for the provision of any of the services outlined herein, but shall only be used to identify a Preferred Proponent(s) with whom the District may negotiate a contract for the provision of the service 2. BACKGROUND 2.1 The District of Squamish The District of Squamish is located at the top of Howe Sound, along Highway 99, in Southern British Columbia s Sea to Sky Corridor. The municipality is the largest municipality in the Corridor, and is home to approximately 19,000 people, with the population of the greater Squamish area currently topping 35,000. Squamish boasts all of the benefits of small town living a strong sense of community, affordable housing, security and an inviting character. Yet, within a 45-minute drive north or south, you can be in either an internationally acclaimed resort or the largest urban area in Western Canada. The same physical attributes that make Squamish the Outdoor Recreation Capital of Canada create some interesting development opportunities. Howe Sound and the numerous lakes and rivers provide wonderful opportunities for diving, windsurfing, kite boarding, swimming, boating and fishing. Biking, hiking, birding, rock climbing and mountaineering in the mountains, valley trails, an estuary, and world-class sports fields provide diverse opportunities for outdoors enthusiasts year-round. Squamish is a community of unparalleled scenic wonder, lifestyle advantages, business opportunities and outdoor recreation. Squamish is the service and distribution centre of the Sea to Sky Corridor, with rail and a deep sea port, complimented by growing service, tourism and knowledge-based industries. The tourist sector continues to thrive and grow with an everincreasing demand for outdoor recreation, spectacular natural environment, ideal location and unique attractions such as the West Coast Railway Heritage Park and the Stawamus Chief.

6 P a g e 3 More information about Squamish and the surrounding area can be accessed via the District website at Local Government in Squamish Led by a 7-person elected Council, responsible for setting policy, the District of Squamish is an incorporated municipality employing approximately 180 full- and part-time regular and seasonal staff who provide and maintain community services, regulate land use, respond to our community s needs, and plan for our community s future. 3. SCOPE OF SERVICES REQUIRED 3.1 Scope of Services Background A Digital Strategy Select Committee was formed in 2015 made up of members of the public, Council and District staff. Some progress was made in monthly meetings and workshops to identify key drivers for this initiative. Several documents including a draft framework were developed and have been attached in the appendix. Other city s digital strategies were also examined closely, including the City of Vancouver and Calgary. Meetings were streamed live and recorded and archived meeting video footage is available on the District s website. Meeting minutes are also available on the site. Digital Strategy Select Committee Meeting Agendas: Meeting Minutes: Meeting Videos - select Digital Strategy Select Committee from the drop down menu:

7 P a g e Deliverables The Committee requires consulting services to help them develop a digital strategy for the community. Proposals should include an initial draft of a high-level project plan that includes a current state assessment based on stakeholder interviews and some public engagement. An iterative process is preferred with opportunities for the Committee to review and revise elements of the strategy. The strategy will include Vision and Mission statements, future goals and key action items to achieve success. The strategy should not be solely focused on District Services. The District recently developed an Application Technology Roadmap, a 4-year plan to overhaul and replace internal systems and software with the goal of improving service to the public. Although this represents a piece of the Community Digital Strategy, a strategy for the Community as a whole is still needed which may include elements such as a more connected community, growth for the technology sector, and more open and transparent government. The proposal should include the consultant s hourly rates as well as an estimated range for the total cost of the engagement. An estimated timeline should be included. A budget of $20,000 has been tentatively requested for this project. 4. REQUIRED SUBMISSION CONTENT In order to receive responses in a uniform format and to enable the fair evaluation of proposals received, Proponents are expected to structure Item 2 identified on the Proposal Submission Format (Appendix A to this RFP) in the order outlined below, and provide the requested information, identifying each section by number. Please provide: 4.1 Name and Address of Proponent The corporate name, street address, mailing address, telephone number, fax number and address of the Proponent s company, and any branch locations or affiliates that may be applicable. 4.2 Proponent Overview An overview of the Proponent s company including its size, years in existence, and an outline of the firm s experience in the area listed in this RFP. 4.3 Proposed Contract Administrator/Proponent Contact The name of an individual who would be responsible for assigning and supervising services provided to the District pursuant to any agreements entered into following this RFP process. 4.4 Associates, Employees, Contractors of Firm A list of partners, associates, other employees and any anticipated contractors who might be assigned or engaged to provide services to the District, the types of services that they might be involved in, and their specific qualifications and experience as they relate to those services.

8 P a g e References A list of three (3) current or past clients, to whom the proponent has supplied services similar to those listed in section 3, and who may be contacted as references, including contact name and telephone number for each client. 4.6 Detailed Description of Service Provided A detailed description of the services to be performed by the Proponent in developing a Digital Strategy and providing potential services that may be performed in the future, such as maintenance assistance or expanded capabilities and updates. Reference and describe in detail provision of the services listed in Section 3 including a time line identifying milestones for the completion of each of the objectives. Reference and describe potential services listed in Section 3.1 and other services the consultant recommends to be provided, if any, and a detailed description of services or assistance, if any, the District would be expected to provide. List and describe items that the District would be expected to provide toward completion of the project. 4.7 Additional Information 4.8 Fee Any additional information that the Proponent wishes the District to consider in the evaluation of its proposal. The fee and all associated costs including taxes may be described as an hourly rate with an estimate of the all found cost or as a lump sum. 4.9 Timeline A detailed timeline for completion of the project is required. It is intended that the strategy will be completed and ready to be presented no later than June 30, The successful proponent will be required to have a District of Squamish Business License

9 P a g e 6 PART B ADMINISTRATION 5. GENERAL TERMS AND CONDITIONS: 5.1 District Representative Only the Information Technology Manager and in their absence, the General Manager of Corporate Services for the District of Squamish (the District s Representative ) are authorized to communicate and otherwise deal with Proponents. The District s Representative will answer all questions in writing and will provide a copy of all questions and their answers to each Proponent who has returned a Receipt Confirmation Form. 5.2 Right to Cancel RFP and/or to Accept Proposals This RFP is solely a request for proposals for the provision of the outlined services. It is not an invitation for tenders, an offer to contract, or an invitation for offers capable of acceptance to create a contract. Submission of a proposal by any Proponent and its subsequent receipt by the District does not represent a commitment on the part of the District to proceed further with any Proponent. No contractual or other legal obligations or relationship between the District and any other person can or will be created prior to the termination of this RFP process, or otherwise, except in a written contract executed by authorized signatories of the District. The District is entitled to cancel this RFP at any time by addendum issued to the Proponents, without liability for any loss, damage, cost or expense incurred or suffered by any Proponent as a result of that cancellation. In considering any proposals delivered in response to this RFP, the District reserves the absolute and unfettered discretion to assess, accept or reject any or all proposals. The District may require clarification after the dates and times set out in this RFP from any one or more of the Proponents in respect of proposals submitted. The District may communicate with, meet with, or negotiate with any one or more of the Proponents respecting their proposals or any aspects of the services outlined herein. 5.3 Confidentiality of Proposals The District will receive all proposals submitted in response to this RFP in confidence, including for the purposes of section 21 of the Freedom of Information and Protection of Privacy Act, R.S.B.C. 1996, c The District cannot and does not guarantee that information contained in any proposal(s) will remain confidential if a request for access to proposals is made under the Act. If a Proponent considers that any part of its proposal is proprietary, including by reason of protection by copyright, the proposal must clearly identify those portions considered proprietary.

10 P a g e Waiver of Liability for Errors The District has used considerable efforts to ensure an accurate representation of information in this RFP. However, the District accepts no responsibility for the accuracy or completeness of this RFP (including any schedules, appendices or addenda) and no representation or warranty, express or implied, is made or given by the District with respect to the accuracy or completeness of the RFP (including any schedules, appendices or addenda). 5.5 Proponent s Risk and Warranty Each proponent is solely responsible for the risk and cost of preparing and submitting its proposal in response to this RFP and neither the District nor its officials, employees or consultants (including the District s Representative) are liable for the cost of doing so or obliged to remunerate or reimburse any Proponent for that cost. The sole risk, responsibility and liability connected with reliance by any Proponent or any other person on this RFP, is that of each proponent. 5.6 Confidentiality of District Information This RFP is the property of the District and is not to be copied or distributed without prior approval of the District Representative referred to in section 5.1. Any information acquired about the District by a proponent during this process must not be disclosed unless authorized by the District, and this obligation will survive the termination of this RFP process. The awarding of any contract or the reaching of any agreement for the provision of services to the District will not permit any Proponent to advertise a relationship with the District without the District s prior authorization.

11 P a g e 8 6. SUBMISSION OF PROPOSALS 6.1 Time and Date for Receipt of Proposals At least one complete copy of each proposal along with a digital version together in a sealed single envelope clearly marked as described in 6.2, must be received by the District before 4:00 p.m. local time, on Friday, February 12, 2016, addressed to: Information Technology Manager District of Squamish Box 310, Second Avenue Squamish, B.C. V8B 0A3 Proposals received after the time and date specified will be rejected as being invalid and will be returned unopened to the Proponent courier collect. All proposals and subsequent information or material received shall become the property of the District and shall not be returned. The District reserves the right to make extra copies of the proposals for use during the selection process only. 6.2 Submission Format All proposals must be submitted to the District in hard copy form outlined in Appendix A to this RFP. Electronic submissions such as will only be accepted if supplementing the submission identified in 6.1. Envelopes containing submitted proposals should be clearly marked CONFIDENTIAL with the full name and address of the Proponent, the RFP title, and the closing date and time noted in section 6.1 of this RFP. 6.3 No Amendments to Proposals After Submission A Proponent shall not be permitted to change the wording or contents of a proposal after submission to the District, unless requested to do so by the District for the purpose of clarification. 6.4 Withdrawal of Proposals Any Proponent may withdraw its proposal, either personally or by written request to the District Representative, at any time prior to the scheduled closing date and time noted in this RFP.

12 P a g e 9 7. EVALUATION 7.1 Evaluation Committee The proposal submissions will be reviewed by an assigned Selection Committee. Award shall be made on the submission that in the District of Squamish s sole discretion gives the greatest value based on quality, service, and price. The lowest or any proposal will not necessarily be accepted. Proponents may be invited to give written or oral presentations and/or to participate in interviews with the committee. 7.2 Evaluation Criteria Proposals will be evaluated based upon, but not limited to, in no particular order: Compliance with the RFP document, including provision of all information requested in section 4 the RFP; Demonstrated ability to provide services in, and proven expertise in, the areas required by the District as listed in this RFP; Qualifications, experience, and professional development of the proponent s staff, and in particular those staff proposed to be generally handling the project; Reference checks. 8. SELECTION OF MANAGEMENT CONSULTING SERVICES PROVIDER 8.1 Negotiation with Preferred Proponent The District may select one or more Preferred Proponents as a result of this RFP process, and may enter into negotiations with the Preferred Proponent(s) in an attempt to settle the agreement necessary to implement the services generally described in this RFP. Proponents must commit to negotiate in good faith with the District if chosen as a Preferred Proponent. 8.2 Contract for Services The District may, at its sole discretion, enter into a written contract (Appendix B) with any one of the Proponents for the provision of the services generally described in this RFP. There shall be no agreement, and no Proponent shall acquire any legal or equitable rights or privileges with respect to this RFP or the services in question, until such a written contract has been duly executed by the signing authorities of the Proponent and of the District. Any response to this RFP may become part of any contract entered into with a successful proponent. 8.3 Compliance with Laws Proponents are solely responsible for complying with all applicable Federal, Provincial or Municipal legal requirements including requirement of or for any permits, licenses, fees, taxes or other legal requirements that would ordinarily be required for the implementation or operation of the service.

13 P a g e 10 APPENDIX A Proposal Submission Format Please submit each copy of your proposal in the following format: 1. Title Page: Showing RFP title, Proponent s name and address, closing date and time, and Proponent s contact person and telephone number. 2. Proposal: Include ALL information requested in Section 4 of the RFP. 3. Appendices: Any attached firm brochures, or the like. Provide any website links that may support or enhance your proposal

14 P a g e 11 APPENDIX B CONSULTING SERVICES AGREEMENT THIS AGREEMENT dated for reference BETWEEN:, 2016 is AND: DISTRICT OF SQUAMISH, a municipal corporation duly incorporated under the laws of British Columbia and having an address at Second Ave., Box 310, Squamish, BC, V8B 0A3 ("District") Consultant s full name, having an address at Consultant s address ("Consultant") GIVEN THAT the District wishes to engage the Consultant to develop a Digital Strategy and provide consulting services as detailed in the 2015 Request for Proposals (Schedule B ) and consultant submission (Schedule C ) and the Consultant wishes to provide such services to the District in accordance with the terms and conditions of this agreement; This agreement is evidence that in consideration of payment of $1.00 by the District to the Consultant (the receipt and sufficiency the Consultant acknowledges) and in consideration of the promises exchanged below, the District and the Consultant agree with each other as follows: Definitions 1. In this agreement, in addition to the words defined above, (a) "Terms of Reference" means the terms of reference for performance of the Services attached as Schedule A ; (b) "Services" means the acts, services and work described in the Terms of Reference and all acts, services and work necessary to achieve the objectives set out in the Terms of Reference. Services To Be Performed By the Consultant 2. The Consultant agrees to perform the Services during the Term, in accordance with the Terms of Reference, on the terms and conditions of this agreement. Term 3. The term of this agreement is approximately weeks commencing on and expiring on the earlier of the completion of the Services or (the Term ), unless terminated sooner in accordance with this agreement. Warranty As To Quality of Services

15 P a g e The Consultant represents and warrants to the District that: (a) the Consultant has the education, training, skill, experience and resources necessary to perform the Services; and (b) the Services will be performed in accordance with all applicable enactments and laws, and with all relevant codes, rules, regulations and standards of any professional or industry organization or association, and the Consultant acknowledges and agrees that the District has entered into this agreement relying on the representations and warranties in this section. Remuneration and Reimbursement 5. The District must pay the Consultant for the Services in the amount provided in the Terms of Reference in accordance with this agreement. Invoices 6. Upon completion of the Term of the Agreement, the Consultant may deliver an invoice to the District, setting out fees and disbursements for Services performed in accordance with the fees described in the Request for Proposals. Payment By the District 7. The District must, to the extent the District is satisfied the fees and disbursements are for Services reasonably and necessarily performed by the Consultant, pay the Consultant the fees and disbursements claimed in the invoice delivered in accordance with section 6, within 30 days after delivery of an invoice to the District. Termination or Suspension at the District s Discretion 8. Despite the rest of this agreement, the District may, in its sole discretion, by giving notice to the Consultant, terminate or suspend all, or any part, of the Services. If the District terminates or suspends all or part of the Services under this section, the Consultant may deliver an invoice to the District for the period between the end of the month for which the last invoice was delivered by the Consultant and the date of termination or suspension, and sections 6 and 7 apply. The Consultant is not entitled to, and irrevocably waives and releases, damages or compensation for costs incurred, loss of profit, or loss of opportunity, directly or indirectly arising out of termination or suspension of all, or any part, of the Services. Termination For Default 9. Despite the rest of this agreement, the District may terminate all, or any part of, the Services, by giving notice of termination to the Consultant, which is effective upon delivery of the notice, if:

16 P a g e 13 (a) the Consultant breaches this agreement and the Consultant has not cured the breach, or is not diligently pursuing a cure for the breach to the satisfaction of the District, in the District's sole discretion, within five days after notice of the breach is given to the Consultant by the District; or (b) the Consultant becomes bankrupt or insolvent, a receiving order is made against the Consultant, an assignment is made for the benefit of its creditors, an order is made or resolution passed for the winding up or dissolution of the Consultant, or the Consultant takes the benefit of any enactment relating to bankrupt or insolvent debtors. Without limiting any other right or remedy available to the District, if the District terminates part or all of the Services under this section, the District may arrange, upon such terms and conditions and in such manner as the District considers appropriate, for performance of any part of the Services remaining to be completed, and the Consultant is liable to the District for any expenses reasonably and necessarily incurred by the District in engaging the services of another person to perform those Services. The District may set off against, and withhold from amounts due to the Consultant such amounts as the District determines, acting reasonably, are necessary to compensate and reimburse the District for the expenses described in this section. Confidential Information 10. Except as required by law, the Consultant must not, during or after the Term, divulge or disclose any secret or confidential information, or any information that the Consultant receives in connection with this agreement which in good faith or good conservence ought not be disclosed. Records 11. The Consultant: (a) must keep proper accounts and records of its performance of the Services, including invoices, receipts and vouchers, which must at all reasonable times be open to audit and inspection by the District, which may make copies and take extracts from the accounts and records; (b) must keep reasonably detailed records of performance of the Services by the Consultant, which must at all reasonable times be open to inspection by the District, which may make copies and take extracts from the records; (c) must afford facilities and access to accounts and records for audit and inspection by the District and must furnish the District with such information as the District may from time to time require regarding those documents; and (d) must preserve, and keep available for audit and inspection, all records described in section 11(a) through (c) for at least two years after completion of the Services or termination of this agreement, whichever applies. Delivery of Records

17 P a g e If the District terminates all or part of the Services under this agreement, the Consultant must immediately deliver to the District, without request, all Service-related documents in the Consultant's possession or under its control. Ownership of Intellectual Property 13. By this section, the Consultant irrevocably grants to the District the unrestricted licence for the District to use all technical information and intellectual property, including inventions, conceived or developed, or first actually reduced to practice, in performing the Services. The Consultant agrees that the licence granted by this section includes the right for the District, at any time, to adapt, use and modify all such technical information and intellectual property for the District s uses set out above. Agreement for Services 14. This is an agreement for the performance of services and the Consultant is engaged under the agreement as an independent contractor for the sole purpose of providing the Services. Except as is otherwise expressly prescribed in this agreement, neither the Consultant nor any of its employees or contractors is engaged by the District as an employee or agent of the District. The Consultant is solely responsible for any and all remuneration and benefits payable to its employees and contractors, and all payments or deductions required to be made by any enactment, including those required for Canada Pension Plan, employment insurance, workers' compensation and income tax. This agreement does not create a joint venture or partnership, and the Consultant has no authority to represent or bind the District in any way. Conflict of Interest 15. The Consultant must not perform, for gain, any services for any person other than the District, or have an interest in any contract other than this agreement, if the District determines, acting reasonably, that performance of the services, or the Consultant's interest in the contract, creates a conflict of interest between the obligations of the Consultant to the District under this agreement and the obligations of the Consultant to the other person or between the obligations of the Consultant to the District under this agreement and the Consultant's pecuniary interest. Assignment 16. No part of this agreement may be assigned or subcontracted by the Consultant without the prior written consent of the District, and any assignment or subcontract made without that consent constitutes a breach by the Consultant of this agreement. The Consultant agrees that, among other things, the District may refuse its consent if the District, in its sole discretion, determines that the proposed assignee or subcontractor has not got the skill, experience or corporate resources necessary to perform the Services. A permitted subcontract does not relieve the Consultant from any obligation already incurred or accrued under this agreement or impose any liability upon the District. Time of the Essence 17. Time is of the essence of this agreement.

18 P a g e 15 Severance 18. If any portion of this agreement is held to be illegal or invalid by a court of competent jurisdiction, the illegal or invalid portion must be severed and the decision that it is illegal or invalid does not affect the validity of the remainder of this agreement. Notice 19. Any notice, direction, demand, approval, certificate or waiver which may be or is required to be given under this agreement must be in writing and delivered personally or by courier or sent by fax or , addressed as follows: (a) To the District: District of Squamish Second Ave. Box 310 Squamish, B.C. V8B 0A3 Fax Number: (604) Address: ckordel@squamish.ca Attention: IT Manager (b) To the Consultant: Consultant s name and address Fax Number: ( Address: Attention: or to such other address, address or fax number of which notice has been given as provided in this section. Any notice, direction, demand, approval or waiver delivered is to be considered given on the next business day after it is dispatched for delivery. Any notice, direction, demand, approval or waiver sent by fax or is to be considered given on the day it is sent, if that day is a business day and if that day is not a business day, it is to be considered given on the next business day after the date it is sent. Interpretation and Governing Law 20. In this agreement (a) reference to the singular includes a reference to the plural, and vice versa, unless the context requires otherwise; (b) reference to a particular numbered section or Schedule is a reference to the correspondingly numbered section or Schedule of this agreement; (c) the word "enactment" has the meaning given to it in the Interpretation Act (British Columbia) on the reference date of this agreement; (d) reference to any enactment is a reference to that enactment as amended, unless otherwise expressly provided;

19 P a g e 16 (e) reference to a month is a reference to a calendar month; and (f) section headings have been inserted for ease of reference only and are not to be used in interpreting this agreement. 21. This agreement is governed by, and is to be interpreted according to, the laws of British Columbia. Binding on Successors 22. This agreement ensures to the benefit of and is binding upon the parties and their respective successors, subcontractors, trustees, administrators and receivers, despite any rule of law or equity to the contrary. Entire Agreement 23. This agreement is the entire agreement between the parties and it terminates and supersedes all previous communications, representations, warranties, covenants and agreements, whether verbal or written, between the parties with respect to the subject matter of this agreement. Waiver 24. Waiver of any default by either party must be express and in writing to be effective, and a waiver of a particular default does not waive any other default.

20 P a g e 17 Schedule A TERMS OF REFERENCE Services Provision of consulting and technical services to develop a Community Digital Strategy for the District of Squamish including: (insert details from RFP results/negotiations) provide other services in connection with the above as requested by the District Availability The consultant is available days per week in the District of Squamish to perform the services indicated in the previous clause. Remuneration $ Hourly Rate $ all inclusive cost including fees, expenses and taxes

21 P a g e 18 As evidence of their agreement to be bound by the above terms and conditions of this agreement, the parties have executed this agreement below, on the respective dates written below. DISTRICT OF SQUAMISH by its authorized signatories: Mayor: General Manager Corporate Services: Date executed:,. Signed, Sealed and Delivered in the presence of: Witness: Address: Occupation ) ) ) ) ) ) ) ) ) ) Full name of Consultant Date executed:,

22 P a g e 19 Appendix C: Draft/Sample Strategy Outline LEVERAGING TECHNOLOGY TRANSFORMING BUSINESS ENHANCING COMMUNITY DIGITAL STRATEGY

23 P a g e 20 Our Vision Leveraging Technology Transforming Business Enhancing Community Our Mission improve services to the community attract business better and more services fully connected community goal to increase IT sector in the community by a minimum of 20% more transparent government make the community aware of the Strategy demographically and geographically connecting the community increase the digital literacy of the community recognition of the digital presence in relation to the brand Background and Context opening paragraphs to introduce the creation of the digital strategy (Previous section should just have graphics and text to make it punchy and grab the attention of the audience) could cover a little history here on why a Digital Strategy Standing Committee was formed, how we selected the members and their involvement. more on how this ties into the OCP and Economic Development Plan, given both need to be updated and Digital Strategy is first. o context: Digital Strategy is focused more on external and Application Roadmap is focused more on internal level of consultation Committee, Community etc. commitment to plan how do we make this happen? o commit to resources and budget to be applied o who has accountability to deliver over 3 to 5 years? o this as an initial plan to be reviewed and updated yearly, with progress reports

24 P a g e 21 Our Drivers Introductory paragraph - will need a graphic and color for each that will carry to each of the sections. Our 4 Themes are: ENHANCING SERVICES New Internal Systems to enable: o Digital services like online payments, permits, dog licenses etc. o Quick turn-around on Development Applications o More useful and relevant information for Council and the public o More public engagement o Efficiency gains to improve service and keep costs in check CONNECTING COMMUNITY Connecting demographically and geographically Increase digital literacy Making citizens aware ATTRACTING TECHNOLOGY SECTOR Work, live and play here in Squamish Integrate our brand of adventure/recreation Attract business to drive our economy BEING OPEN AND TRANSPARENT Providing more information online o Making GIS more accessible o great start with Council minutes/video/etc. The following sections will describe how we would take these focus areas and expand on what actions we will take, by whom and by when to achieve the desired outcomes.

25 P a g e 22 Enhancing Services Creating a framework to document the content to start, then we can decide how best to present it. Strategies, Actions, Who, When Strategies Actions Who YR1 YR2 YR3 YR4 ENHANCING SERVICES Connecting Community Framework to capture content during consultation - could co-create with stakeholders in writing it up in full Strategies, Actions, Who, When Attracting Technology Sector Strategies, Actions, Who, When Being Open And The Best Strategies, Actions, Who, When Our Commitment Closing remarks that should speak to how we are actually going to make this happen

26 Appendix D: Draft/Sample Visioning Document P a g e 23 Squamish Digital Strategy Development The Starting Line Vision Requirements Mission Requirements Aspirational and Realistic (build trust & credibility) Demonstrate Corporate Leadership Culture of Innovation Enhance social and economic standards of community Aligning people, expanding opportunity Establish competitive advantage Break down social and economic barriers Encourage culture of accepting change and creative problem solving Customer Service philosophy / reorganization based upon process improvements Proposed Enhance community through efficient, effective and transparent systems that promote and propel superior economic, social and environmental outcomes. What is Digital? An inventory of technical resources designed to improve communication, consistency, transparency, decision making, customer service, productivity and efficiency through persistent, available and interactive systems. Prioritize long term investments over short term gains Proposed By challenging ourselves to examine better ways to accomplish our goals, by being openminded and accepting change, by being inclusive, transparent and collaborative, we can overcome greater challenges, stretch our resources further, build a better community, and become a model for others to follow. We actively search for solutions that will lead to inclusive long-term benefit, create a better place to live, and inspire and attract innovative business that compliments the values of the community.

27 P a g e 24 Guiding Principles Accessible Services Focus on Customer Service Efficient delivery Accessible regardless of time and location Self-directed Reliable and consistent Partnerships One community working together Culture of strategic co-operation, common goals and mutual benefit Recognize, respect and leverage others strengths and capabilities Share risks & rewards Transparency and Openness Open by default Be empathetic - understand the needs of customers / citizens Information empowers Builds trust Communicate openly - requires courage Knowledge encourages investment Engagement and Participation Work more effectively with community groups and projects New ways to connect with community Open communication channels for information sharing and feedback Communicate often and broadly Digital literacy is part of basic literacy; improving literacy levels is essential to a healthy community

28 P a g e 25 CULTURE OF Innovation "Culture eats strategy for breakfast" Implementation becomes easy when culture is aligned Encourage vision and leadership Enhance digital economy Increase knowledge base Improve operational efficiencies & productivity Seek insights, be experimental, and move incrementally to drive continual improvement New and better ways to solve problems - change the status quo Inspire people

29 Value Proposition Accessible Services Partnerships Transparency and Openness Engagement and Participation Culture of Innovation Forward Thinking and Responsive Corporation Customer-centric organization Focus on organizational strengths Information is powerful and should be shared Better decisionmaking, lower risk Culture of Innovation, Leadership Balanced and Resilient Economy Lower barriers to business Encourages innovation Creates certainty for business More inclusive economic opportunities Entrepreneurs are the current job-creators Maximize Built Environment Enhance information available about available assets Demand driven development Open for business reputation Entrepreneurial ecosystem drives demand for higher density commercial space Connected Community Availability: anytime, anywhere, anyone Public/Private sectors working together and with community High velocity of information sharing Information more relevant and readily available Curiosity, interest, and access promote engagement, connection, and innovation Future Focused Environmental Stewardship Reduce physical document management costs, and overhead of inperson transactions (travel, building operations, etc.) Data for environmental processes, development decisions, and risk management is available Decisions based upon fact, community groups empowered Better ways of doing things, lower impact on environment, lower impact knowledge economy