Clients & Consultants | Navigating the Chaos
September 18, 2025
Speakers
Lara Bouck, PE, AICP
MetroPlan Orlando
Manager of Project Development
Laura Everitt, Esq., AICP HDR
Office Principal
Evan Johnson, AICP, FRA-RP
City of Tampa
Interim Director, City Planning
Alessandria “Ali” Palmer
Kimley Horn & Associates
Community Planning
Pants Required | Defining Expectations
Lara and Ali
Running a Kickoff Meeting Like a BOSS
• Setting the stage
o Who are the "clients"?
o Who is making decisions?
o Why are we all here?
• Deliverables
o Confirming deliverables
o Grok take the wheel?
• A treatise on note-taking
• Tell me more about that national practice lead
From Handshake to Home Runs
• Study the playbook
• Send the lineup early
• Set the game strategy
• Be the captain
• Have field awareness
• Deliver a game plan for victory
• Recap the game
You
Break It, You Buy It |
Procurement
Evan & Laura
Want More Proposals?
• Understand Go | No Go process
• Issue a Notice of Intent to Award
• Host pre-marketing meetings
• Talk up your opportunity any chance you get (FPC25 is a great venue!)
• Avoid due dates following major holidays
• If physical copy is required, avoid Monday due dates
• Avoid onerous and overly specific requirements
• Honest debriefing sessions
Cities have feelings too…
• Repeat – pre-marketing interactions/meetings are key!!
• Show you care – have you bothered to learn ANYTHING about me?
• Understand the box you are working in – bake in flexibility if you can!
• What is your budget? Can you share?
• GPC/GEC – upfront pain for long term gain
Who's on First? | Changes in Staffing
Lara & Laura
Staffing Challenges
• Life happens
• Workload balancing
• Federal privacy protections
• Difficulties of long-term contracts
• Availability charts in proposals
Hidden Figures
• Handling staffing changes with grace
o Tell it all, tell it fast, and tell the truth
• Pivot like a pro
o Who is stepping up, over or around?
o Budget impacts
o Managing risk
• Importance of the Velcro approach
You Want What? | Scoping
Evan & Ali
Pitch Perfect: Defining Scope with Precision
• Step up to the plate with clarity
• Know your lineup
• Play by the ground rules
• Call the plays
• Track your stats
• Avoid scope creek strikes
Their’s a Typo | Quality Control
Lara & Ali
Isn't That Special? Preparing a quality document
• Readability
o Leverage your technical writers and/or marketing staff as needed
o KISS – Remember your audience
• Accuracy and Usability
o Content vs Editorial reviews
o The Importance of Spot Checks of Analysis and Graphics
• Making the most of client reviews
o When to provide the "fancy" version for review
The plan for VICTORY
• Workflow
• Internal QC
• External QC
• Writing style
• Gut check
• Final deliverable
Do the right thing for the right reason.