Pierce County Community Connections

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1 Request for Proposal (RFP) For Strategic Planning Services Pierce County Community Connections RFP Information and Guidelines RFP No CC-01 Strategic Plan Strategic Planning Services Issue Date: January 17, 2017 Closing Date: February 7, 2017 February 10, 2017 Contact and Inquiries Paulina Kura, Special Advisor to the Director Pierce County Community Connections 1305 Tacoma Avenue South, Suite #104 Tacoma, WA Phone: (253) Applicant Information Must Be Completed and Submitted by All Applicants Organization Name: Click here to enter text. Contact Name: Address: Click here to enter text. Click here to enter text. City: Click here to enter text. State: Click here to enter text. Zip: Click here to enter text. Phone: Click here to enter text. Click here to enter text. Fax: Click here to enter text. Return Applications and Required Attachments by February 7 10, 2017 no later than 4:30 pm to: Paulina Kura, Special Advisor to the Director Pierce County Community Connections 1305 Tacoma Avenue South, Suite #104 Tacoma, WA Phone: (253)

2 TABLE OF CONTENTS REQUESTS FOR REASONABLE ACCOMMODATION...3 ACCESS TO REFERENCED DOCUMENTS...3 NOTICE OF SOLICITATION...3 AVAILABILITY OF FUNDS...3 ANTICIPATED TIMELINE...3 ELIGIBLE APPLICANTS...4 DEFINITIONS...4 ABOUT PIERCE COUNTY COMMUNITY CONNECTIONS...5 GENERAL SCOPE OF PROJECT...5 DESCRIPTION OF SOLICITED SERVICES...6 APPLICATION EVALUATION PROCEDURE AND CRITERIA...7 UNACCEPTABLE SUBMITTALS...8 CONTACT...8 QUESTIONS FROM APPLICANTS AND RESPONSE BY THE COUNTY...8 SUBMITTAL DUE DATE AND INSTRUCTIONS OWNERSHIP OF MATERIAL...9 PROPOSAL COSTS AND PAYMENT OF CONTINGENT FEES...9 ACCEPTANCE OF TERMS AND CONDITIONS RIGHT TO REJECT OR NEGOTIATE CONTRACT AWARD AND NOTIFICATION TO SELECTED APPLICANTS RIGHT TO APPEAL CANCELLATION OF APPLICATIONS APPLICATION E-VERIFY DECLARATION RFP CC-01 Strategic Plan Page 2

3 REQUESTS FOR REASONABLE ACCOMMODATION Pierce County Community Connections (hereafter referred to as the County ) will provide reasonable accommodation to allow for equal participation in the Request for Proposal (RFP) application process. To request a reasonable accommodation, please contact Paulina Kura at or (253) (Voice) or 711 (Telecommunications Relay Service TRS). This document will be provided in alternate formats, upon request. ACCESS TO REFERENCED DOCUMENTS This document contains active hyperlinks. Prospective applicants who are unable to access the Internet may request copies of the documents referenced in this Request for Proposal (RFP) by contacting Paulina Kura at (253) or 711 (Telecommunications Relay Service), or by sending an to All documents will be available on Pierce County Community Connections website at NOTICE OF SOLICITATION In addition to providing required notification via the County s publication of record, The News Tribune, the County will provide notification to all known interested parties, and to other organizations and individuals currently on the Department s distribution list. Any individual or organization wishing to be added to the Department s distribution list in order to receive future notices of funding opportunities can make such a request by contacting Lynn Merrell at A copy of this Request for Proposal (RFP) will be posted to the Community Connections website at Failure of the County to notify any interested party or parties directly regarding the availability of these funds shall not void or otherwise invalidate the RFP process. AVAILABILITY OF FUNDS The County anticipates awarding funds in the amount not to exceed $30,000. ANTICIPATED TIMELINE The following anticipated timeline is subject to change, at the discretion of the County: Event or Activity Notification of Request for Proposal (RFP) is published in the Tacoma News Tribune, the County s newspaper of record. RFP document will be posted on the Pierce County Community Connections website. Deadline for submission of questions regarding the content of the RFP and/or the application process. County will post responses to all questions received on the Pierce County Community Connections website. Date or Timeframe January 17, 2017 January 17, 2017 January 23, 2017 January 27, 2017 RFP submission deadline. February 7, 2017 February 10, 2017 RFP CC-01 Strategic Plan Page 3

4 RFP responses reviewed to ensure compliance with minimum requirements for submission and continued evaluation. Evaluation Committee (EC) individually reviews, evaluates, conducts finalist applicant interviews and scores all eligible responses received. Recommendations of the Evaluation Committee (EC) are presented to the Director of Pierce County Community Connections. Notification of qualification decisions sent to applicants. Contract negotiations, including best and final offer, begin. February 10, 2017 February 14, 2017 February 24, 2017 February 27, 2017 March 1, 2017 n/a Contracts fully executed; services begin. March 24, 2017 Anticipated project completion date. July August 31, 2017 ELIGIBLE APPLICANTS This solicitation is open to individuals or organizations that satisfy the requirements stated in this RFP. At minimum, eligible applicants must meet the following requirements: 1. Tangibly demonstrate that the organization possesses the organizational, functional, and technical capabilities and experience to provide Strategic Plan Services; 2. Prior to the effective date of the resulting contract, the selected vendor must be eligible to conduct business in Washington State; such eligibility must remain in effect for the duration of the contract; 3. Have five (5) or more years of related human services strategic planning experience supporting cities, counties, state and federal agencies. DEFINITIONS For the purpose of providing a response to this RFP, the following terms shall be defined as follows: Applicant means the person or organization providing a response to this RFP; Apparently successful applicant or apparently successful vendor means the person or organization with whom the County intends to negotiate a contract; County means Pierce County government, and the Department of Community Connections; Contractor or Prime Contractor means the person or organization who is awarded a contract to perform the work described in this RFP; Finalist vendor is an individual or organization who is invited by the Evaluation Committee to participate in in-person interviews and demonstrations; RFP CC-01 Strategic Plan Page 4

5 Primary vendor or vendor shall have the same definition as Applicant ; Third-party contractor, subcontractor, or subsidiary contractor means any individual or organization hired by the vendor to co-facilitate the completion of the work defined by this RFP, and/or the terms and conditions of the Contractor s contract with the County. System Integrator or Implementation Partner shall have the same definition as Thirdparty contractor, subcontractor or subsidiary contractor ; ABOUT PIERCE COUNTY COMMUNITY CONNECTIONS Pierce County Community Connections (PCCC) provides more than fifty (50) programs to provide critical supports and services to the County s most vulnerable residents. These services include: energy assistance, early childhood education, nutrition, drug and violence prevention programs, assistance to persons with physical and developmental disabilities, case management, and in-home nursing care. PCCC also sponsors initiatives to combat homelessness and the development of low-income housing. Department Mission: Community Connections links individuals and families in need with services to improve their quality of life and promote self-sufficiency. Department Vision: Livable communities comprised of resilient individuals and strong families. PCCC was created in January 2011 with the merger of the former Human Services and Community Services Departments. The department s 220 employees achieve our mission through planning, contracting, project management, and direct client services in order to assure that all of our programs improve the lives of people in need. There are three main divisions within PCCC: Aging and Disability Resources (ADR) ADR offers a wide range of community-based services that allow older adults and adults with disabilities to remain at home as long as possible, and contracts with various agencies in the community to provide services for residents of Pierce County and their families. Home and Family Services (HFS) HFS creates opportunities for economically disadvantaged families and to reduce the impact of poverty through a variety of social service and community programs. Housing, Homeless and Community Development (HHCD) HHCD administers federal, state and local funds with the goals of helping to bring services to low income communities and families, increasing the availability of affordable housing, and addressing the crisis of homelessness. The department is housed at two different locations: 1305 Tacoma Ave S, Suite 104, Tacoma, WA and 3602 Pacific Ave., Suite 200, Tacoma, WA GENERAL SCOPE OF PROJECT PCCC is soliciting responses from prospective vendors to assist the department with the development of a Strategic Plan. As described in more details below in the Description of Solicited Services, the successful applicant will be responsible for designing and managing a comprehensive strategic planning process and will work closely with the Director and the project RFP CC-01 Strategic Plan Page 5

6 lead to facilitate meetings and to develop questions for an online survey for the management team and staff. The outcome of the process will be a revision of organizational mission and vision, and a written strategic plan document that presents the planning process, goals, objectives, and strategies that will guide the department for the next five years. DESCRIPTION OF SOLICITED SERVICES PCCC is seeking a Strategic Planning Consultant to lead the department through the process of developing a five year strategic plan. The plan will review and potentially revise the department s vision/mission and include the goals, objectives and actions steps that will guide the organization and articulate the clear business, financial, and programmatic strategies which the organization will pursue over the next five years. Specific goals will be identified and, ultimately, the succesful consultant will develop a final written strategic plan that provides the organization with clear objectives and action steps that lead to achieving the organizational goals. The strategic plan will also include information on effectively monitoring progress and how and when the agency should reassess goals, objectives and action steps to make sure that they are still relevant. We want a process that will include our department leadership and staff and that will create a map for the next stage of the journey. The department has never had a strategic plan before. The successful applicant will be expected to perform the following duties and tasks and complete the following milestones and deliverables during the project term: 1. Kick-Off Meeting - The succesful applicant will meet with the Director and the strategic planning team to discuss the parties roles and responsibilities in the strategic planning process. Community Connections will provide the consultant with relevant information regarding the department s history, programs and current initiatives, and the parties will discuss the best means for executing the project deliverables. 2. Community Connections Staff Consultations - The succesful applicant will facilitate one or more sessions with our staff to solicit input on the department s current state and strategic priorities Provider Interviews The succesful applicant will interview, either via phone or during in-person meetings, up to five selected key providers for input on department s strengths and weaknesses, services and strategic priorities Anonymous Survey The succesful applicant will work with the strategic planning team to develop questions for an online survey to be distributed to all employees to elicit feedback on the current state, department needs, priorities and changes. The survey will incorporate the feedback received during the staff consultations. The survey will be implemented by the strategic planning team not the consultant Strategic Planning Focus Group Workshops The succesful applicant will design facilitated strategic planning meeting(s) for the Director and a strategic plan subcommittee (not more than 20 members) to work on revising the mission and vision, developing purpose, goals, objectives and strategies. RFP CC-01 Strategic Plan Page 6

7 5.6. Draft of a Plan The succesful applicant will compile and analyze results of the staff consultations, online survey, provider interviews and workshops and provide a first draft of the report A Final Report The succesful applicant will prepare a final written report and power point presentation materials to be presented to the Director, the strategic planning subcommittee, and/or all staff. The scope of work is anticipated to span approximately 3-6 months, on a specific schedule determined jointly. The Deliverables and Acceptance Criteria are as follows: Days from Contract Deliverable Execution Complete initial kick-off meeting Facilitate staff consultation(s) Develop draft survey questions Conduct interviews with providers Facilitate workshops with strategic planning subcommittee to work on a plan Compile and analyze results of surveys and present a report draft Submit a final report and presentation materials. APPLICATION EVALUATION PROCEDURE AND CRITERIA Upon receiving a response to this RFP, the County will conduct a preliminary review, to assure that the applicant has provided all required information and met other submission requirements, as identified in this RFP. An Evaluation Committee (EC), approved by the Director of PCCC, will evaluate eligible applications and make recommendations to the Director. The EC is comprised of persons who are knowledgeable of the specific service requirements. The members of the EC will first individually evaluate and rate each written application response. They will then convene as a group to determine which applications best meet the needs of the County, based upon the requirements of this RFP. The EC may choose to interview any, all, or none of the responders. Interviews, if necessary, will occur on a mutually determined date (see the Anticipated Timeline section of this RFP), at Pierce County Community Connections, 1305 Tacoma Avenue South, Suite 104, Tacoma, Washington. The EC will discuss the applications and perform any necessary review and/or verification of the information received. Based upon the content of the written applications, applicant interviews (if any), and other available information, the EC will collectively score the applications. The EC will present its recommendation to the Director who will make the final determination regarding RFP CC-01 Strategic Plan Page 7

8 which vendor(s) will receive a contract. Contract awards are conditioned upon mutually successful negotiations, and fulfilling the requirements of this RFP. An applicant s written response will be evaluated upon the basis of the following criteria: 1. Qualifications (35 Points) The consultant has the qualifications needed to successfully complete the scope of work. The consultant has prior experience working on similar projects. 2. Scope of Proposal (30 Points) The proposal demonstrates an understanding of the project objectives and desired results. The proposal illustrates an approach to the scope of work that will likely lead to the successful development of an actionable strategic plan. The proposal illustrates the consultant s ability to successfully execute the proposed approach. 3. Work Plan (25 Points) The proposal adequately details project activities and milestones or deliverables associated with each stage of the scope of work. The proposal includes a detailed timeline for each stage. The work can be completed within the project timeline. 4. Budget (10 Points) The proposal includes a detailed budget for each stage of the scope of work. Proposed costs are reasonable. Proposed schedule of payments corresponds appropriately with tasks, milestones or deliverables. UNACCEPTABLE SUBMITTALS Applications submitted that are not responsive to the requirements of the solicitation are unacceptable and shall not be considered. Unacceptable applications are those which are subject to at least one (1) of the following shortcomings: Does not meet the deadline for submittal; Does not address the essential requirements of this RFP; or Does not include the required original signed Application and e-verify Declaration. CONTACT Paulina Kura, Special Advisor to the Director Pierce County Community Connections 1305 Tacoma Avenue South, Suite #104 Tacoma, WA Phone: (253) QUESTIONS FROM APPLICANTS AND RESPONSE BY THE COUNTY Inquiries regarding the content of this RFP must be submitted to the County in writing, no later than the date in the Anticipated Timeline section of this RFP. Questions received after this date will not be answered. Questions may be submitted electronically or via U.S. mail to the contact person identified in the Contact Section of this RFP. Pierce County will time- and date-stamp all RFP CC-01 Strategic Plan Page 8

9 questions received via U.S. mail. No later than the date indicated in the Anticipated Timelines section of the RFP, the County will provide a written response to each question received, and, as applicable, will issue any resulting amendments to this RFP. A response will be provided electronically via to the applicant, and simultaneously to any other interested party who have provided the County with a valid address. Responses will also be posted on the Pierce County Community Connections website at SUBMITTAL DUE DATE AND INSTRUCTIONS To be eligible for consideration, applications must be received by Pierce County Community Connections, 1305 Tacoma Ave South STE 104, Tacoma, Washington no later than February 7, 2017 February 10, 2017 by 4:30 pm. Applicants are strongly encouraged to carefully review the anticipated timelines associated with this solicitation, as identified on page 3. Applicants must submit their response as follows: In hard (paper) copy. Applicants must provide one (1) hard copy (paper) originals of their complete response; and also, Provide one (1) copy of their complete response on a Flash Drive. The vendor's response shall be provided in PDF format. The RFP responses must contain a table of contents which clearly specifies the location of responses within the applicant s RFP. When mailed, applicants are strongly encouraged to send information to the County using certified mail, return receipt requested. All applications must be received by the deadline. Applications postmarked prior to the deadline but not received by the County will be considered unresponsive and are ineligible for consideration. Applications must be typewritten using 8-1/2 inch by 11-inch paper (double-sided printing in keeping with Pierce County s sustainability program), without artwork or photographs and placed in a three ring binder. Each page of the application must be numbered. Document footers must contain the name of the applicant organization, and the Request for Proposal number. All applicants must complete and submit the required Applicant Information, as identified on the Request for Proposal cover sheet. Responses submitted to the RFP are to follow the section and numbering sequence of this RFP. OWNERSHIP OF MATERIAL Responses, applications, and other materials submitted in response to this request become the property of the County, are documents of public record, and will not be returned. By submitting an application, applicants acknowledge and agree that they and/or their organization claim no proprietary rights to the ideas or approaches contained in the applications. PROPOSAL COSTS AND PAYMENT OF CONTINGENT FEES The County is not liable for any costs incurred by an applicant prior to the issuance of a RFP CC-01 Strategic Plan Page 9

10 contract. All costs incurred in response to this solicitation are the responsibility of the applicant, including travel costs to attend workshops, presentations or public meetings and/or contract negotiation sessions. In the event that the applicant s proposal was developed with the assistance of other individuals (i.e., non-employees) and/or organizations, the applicant understands and agrees that no contingent fees will be paid under any resulting award. ACCEPTANCE OF TERMS AND CONDITIONS By submitting a response to this RFP, the applicant acknowledges and accepts all terms and conditions of this request and all County and State regulations and requirements related to the delivery of the eligible activities. If the applicant is awarded a contract, the application will become part of the contract agreement. The applicant is bound by the terms of the application unless the County agrees that specific parts of the application are not part of the agreement. The County reserves the right to introduce different or additional terms and/or conditions during final contract negotiations. Applicants will be required to enter into a formal written agreement with Pierce County Community Connections. The general conditions attached below are part of the contract agreement, and are a requirement of any Pierce County contract. Pierce County PSA.pdf RIGHT TO REJECT OR NEGOTIATE The County reserves the right to reject any or all applications, if such a rejection is in the County's best interest. This RFP is a solicitation for offers and shall not be construed as an offer, a guarantee or a promise that the solicited services will be purchased by the County. The County may withdraw this RFP at any time and for any reason without liability to applicants for damages, including, but not limited to, bid preparation costs. Additionally, the County reserves the right to negotiate with selected applicants and may request additional information or modification from an applicant. When deemed advisable, and before a contract is issued, the County reserves the right to arrange an on-site visit/review to determine the applicant's ability to meet the terms and conditions of the RFP. The County reserves the right, with or without cause, to cancel any contract resulting from this RFP. CONTRACT AWARD AND NOTIFICATION TO SELECTED APPLICANTS Decisions regarding contract awards for services solicited by this request will be made no later than the date in the Anticipated Timeline section of this RFP. Applicants will be notified via . Contracts become effective on the date signed by the County Executive or representative. RIGHT TO APPEAL Applicants whose applications are not selected have the right to appeal the decision of the County, limited to procedural errors in the selection process. In the event that no such procedural errors are found to have occurred, the decision of the County shall be final. RFP CC-01 Strategic Plan Page 10

11 An aggrieved applicant may, within five (5) business days after the selection of the prospective contractors, appeal in writing to the Director of Pierce County Community Connections. The appeal must state all facts and arguments upon which the appeal is based. The Director will review the content of the County s solicitation document, the applicant s response, and the facts which form the basis for the appeal. The Director will render a written decision within thirty (30) business days of the receipt of the appeal. CANCELLATION OF APPLICATIONS The County reserves the right, with or without cause, to cancel any contract resulting from this RFP with a thirty (30) calendar days written notice sent by certified mail, return receipt requested, to the applicant s address of record, as indicated in the applicant s proposal to this RFP (or last known address on file). RFP CC-01 Strategic Plan Page 11

12 APPLICATION Applicants must answer all of the following questions and/or provide the requested information in response to this proposal. If a question does not apply to your organization, please indicate Not Applicable or N/A. NOTE: This application contains gray text fields. Type your responses directly into the gray text fields. A. Application Funding Information no page limits apply to Section A. 1. Legal Name of Organization: 2. Name of Executive Officer: 3. Phone number of Executive Officer: 4. address of Executive Officer: 5. Primary Point of Contact and Title: 6. Primary Point of Contact Phone: 7. Primary Point of Contact 8. Name and Title of Individual Authorized to Execute a Contract on Behalf of the Organization: 9. Primary Organization Mailing Address ((include zip code): 10. Primary Physical Street Address (if different than mailing address): 11. Site Address location from which services will be delivered (include zip code): 12. Primary Organization Phone (include area code): 13. Primary Organization FAX (include area code): 14. Primary Organization Number of years the organization has been in business under current or previous business names: 16. Indicate the corporate structure for the organization. To check a box, double click on it. Select Checked, and click OK. RFP CC-01 Strategic Plan Page 12

13 Sole Proprietor Partnership For Profit Corporation Non Profit Corporation Governmental Entity Other (Please specify) 17. Tax Identification Number: 18. Unified Business Identifier (UBI) Number: 19. If your organization is a party to any litigation, or has been a party to any litigation in the past, provide the caption, cause number, Court of Jurisdiction, Counsel, and a general summary of the case. Please provide this information for pending and/or active cases, and/or for cases in which final judgment has been rendered. 20. If your organization is a party to a pending or current bankruptcy proceeding, or has ever been a party to such a proceeding in the past, please provide the information requested in item A Indicate the extent, if any, to which the firm, association or corporation or any person in a controlling capacity or any position involving the administration of federal, state or local funds; is currently under suspension, debarment, voluntary exclusion, or determination of eligibility by any agency; has been suspended, debarred, voluntarily excluded or determined ineligible by any agency within the past three (3) years; does have a proposed debarment pending; has been indicted, convicted or has a civil judgment rendered against said person, firm, association or corporation by a court of competent jurisdiction in any matter involving fraud or misconduct with the past three (3) years. 22. Total contract amount requested: RFP CC-01 Strategic Plan Page 13

14 23. Authorized Signature of Applicant: To the best of my knowledge and belief, all information in this application is true and correct. The submission of this document has been duly authorized by the governing body of the applicant s organization. If this application is funded, the organization will comply with all contractual obligations. Signature of Authorized Representative: Printed Name and Title: Date Signed: B. Required Documents no page limits for Section B. 1. Submit copies of the following documents: a. Most recent monthly balance sheet and income statement; b. Organizational chart; and, c. Organizational mission and vision statements. C. Qualifications response to Section C.1. C.4. must not exceed three (3) pages. 1. How many years of experience does your organization have in creating strategic plans? 2. Briefly describe your company, and the characteristics that set your company apart from your competitors. 3. Briefly describe your expertise in the government sector, particularly with cities and counties. Do you have a separate government practice or focus? 4. Describe your organization s experience: a. Developing strategic plans b. Facilitating strategic planning/goal setting efforts 5. Provide a minimum of one (1) and a maximum of three (3) examples of prior work that is comparable in nature to the Description of the Solicited Services as previously mentioned in this RFP - response to Section C.5. must not exceed ten (10) pages. Submit the following information for each example: a. Project summary; b. Project duration; c. Description of services provided; and, RFP CC-01 Strategic Plan Page 14

15 d. Contact information for reference. D. Scope of Proposal response to Section D must not exceed three (3) pages. 1. Explain how your organization proposes to meet the requirements of this RFP. a. Describe your organization s approach to developing a strategic plan and an explanation why this approach is best suited to accomplish the proposed work. Include the proposed timeline. b. Describe how your organization will collaborate and coordinate with the Community Connections staff and leadership. E. Work Plan response to Section E must not exceed five (5) pages. 1. Provide a summary of the major components, phases, deliverables and services your organization is proposing to provide. Include the proposed timeline. 2. Personnel: Identify all positions anticipated to be assigned to this project; include résumés of Project Lead/Manager and other key staff. a. Describe each member s general roles and responsibilities to achieve the Scope of Work in this RFP and each member s time on the project. F. Budget response to Section F must not exceed two (2) pages. Provide a detailed budget narrative that explains and justifies each cost and clearly explains how the amount for each line item was determined. Identify any necessary, expected, or predictable project costs not included in this proposal. Use the format below: Required Tasks Milestones Deliverables Timing Cost RFP CC-01 Strategic Plan Page 15

16 E-VERIFY DECLARATION This form must be signed and submitted with the applicant s response to the RFP. Organization Name: Project Name: The undersigned declares, under penalty of perjury under the laws of Washington that: 1. The above named firm is currently enrolled in and using the E-Verify system implemented on March 1, 2010 as outlined in PCC and will continue to use the E-Verify system for so long as work is being performed on the above named project. 2. I certify that I am duly authorized to sign this declaration on behalf of the above named bidder/proposer. 3. I acknowledge that Pierce County reserves the right to require a copy of the Memorandum of Understanding between the contractor listed above and the Department of Homeland Security certifying enrollment in the E-Verify program at any time. Failure to provide the required Memorandum of Understanding within 10 days of request could lead to suspension of this contract. Dated at, Washington This day of, Signature Printed Name RFP CC-01 Strategic Plan Page 16

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