REQUEST FOR PROPOSAL FOR STRATEGIC PLANNING CONSULTANT Request for Proposal Number CAPK_PRD 2015-001 December 23, 2015 Proposals will be received until Wednesday, January 20, 2016 2:00 p.m. PST

This RFP is also available at our website: www.capk.org/business

Community Action Partnership of Kern 5005 Business Park North Bakersfield, CA 93309

COMMUNITY ACTION PARTNERSHIP OF KERN (CAPK) Request for Proposals 1. General Information Project Objective:

Issuing Organization:

RFP Issued: Questions must be received by: Responses to Questions Due: Due Date for Proposals:

To facilitate the activities and processes of the Strategic Planning Committee in developing a five-year Strategic Plan Community Action Partnership of Kern (“CAPK”) A nonprofit corporation 5005 Business Park North Bakersfield, CA 93309 Wednesday, December 23, 2015 5:00 p.m., PST, January 4, 2016 5:00 p.m., PST, January 13, 2016 2:00p.m., PST, January 20, 2016

CAPK’s policy is to solicit proposals with an honest intention to award a contract. This policy will not affect the right of CAPK to reject any or all proposals.

Contact for Further Information: Ralph Martinez, Director of Community Development E-mail: [email protected] Phone: 661-336-5236 x1114 2. Summary CAPK is seeking consulting services to help the organization’s Strategic Planning Committee (the “Committee”) update the current strategic plan for the five-year period 2016-2010. The selected consultant (the “Vendor”) will facilitate the Committee’s processes and activities, help identify CAPK priorities, actions to achieve goals and objectives, and review and provide recommendations for the draft of the final strategic plan. The Committee will be comprised of two members of the CAPK board of directors, CAPK’s executive director, seven division directors and three program managers chosen from the divisions.

3. Background Since 1965, CAPK has been the official anti-poverty agency for Kern County. Our mission is “to advocate for resources that will empower Kern County residents to become self-sufficient.” CAPK’s service area now extends into the counties of San Bernardino, Kings, Tulare, Mariposa, Merced, and San Joaquin. Prospective consultants (collectively, the “Vendors”) are encouraged to learn more about CAPK at our website, www.capk.org.

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4. Scope of Work CAPK is seeking a consultant to facilitate the Committee’s activities and processes that will guide the organization over the next five years. The general services to be provided by the Vendor are as follows:  

    

Initial meeting with CAPK staff members assigned to support the Strategic Planning process to identify roles, project protocols, goals, objectives, and to establish a time line of activities. Facilitate a one-day Strategic Planning Committee meeting to help identify and prioritize key agency goals and objectives, and develop a five-year timeline. CAPK staff members will provide an analysis of Strengths, Weaknesses, Opportunities, and Threats (SWOT) for each program prior to the meeting. Communicate regularly with Committee members regarding required activities. Review and provide comments/recommendations on the draft five-year plan, which will be drafted by CAPK staff members. Provide initial presentation of the five-year draft Strategic Plan to the full CAPK board of directors (1/2 day). Review and provide comments/recommendations on final changes to the draft Strategic Plan that will include CAPK board member comments. Present the final five-year Strategic Plan to the full CAPK board of directors (1/2 day).

5. Deliverables The Vendor will provide the following deliverables by June 30, 2016, according to the timetable provided below: 

   

Identify strategic areas of focus and priorities for the next five years during a one-day work session with the Committee at CAPK’s administrative office. o Priority areas to be divided into Agency, Family and Community Needs. o Short-term (1-2 years) and long-term (3-5 year) goals to be identified. Provide initial and ongoing review and comment (via phone or e-mail) in the development of a draft Strategic Plan prepared by CAPK staff members. Present draft Strategic Plan to the full CAPK board of directors at a scheduled meeting (date to be determined). Key priorities will be arranged by importance, with input from the full CAPK board. Review and comment on the final draft five-year Strategic Plan prepared by CAPK staff members. Primary presenter, in conjunction with the Committee, of the final Strategic Plan for approval by the full CAPK board of directors at a scheduled meeting (date to be determined).

6. Timetable December 23, 2015 January 4, 2016 (no later than 5:00 p.m. PST) January 13, 2016

Issue RFP to interested Vendors and advertise in the newspaper Questions must be received Responses to Questions Sent 3

(no later than 5:00 p.m. PST) January 20, 2016 (No later than 2:00 p.m. PST) January 21-25, 2016 January 29, 2016 February 2016 March 2016 April 2016 May 2016 June 2016

Due Date for Proposals CAPK Analysis of proposals and interviews, if required Award Decision and Notification Strategic Planning Committee Work Session First Draft of Strategic Plan Completed Introduction of Strategic Plan to CAPK Committees and Board of Directors Presentation Adjustments to Strategic Plan (if needed) Approval of Five-Year Strategic Plan (final) by CAPK Board of Directors

7. Selection Process The Strategic Planning Consultant Selection Committee (the “Selection Committee”) will review all proposals. Price will not be the sole factor in the selection process. The Selection Committee may consider any factors it deems necessary and proper, including but not limited to: price, response to the RFP, experience, staffing, and letters of reference. The final decision will be made by the CAPK Executive Director.

8. Information Required of Respondents In responding to this RFP, please use the following format and limit your proposal to no more than five pages. Attachments will not be counted as part of the five-page limit.

Section 1. Cover Page Provide business name, name of contact person, and contact information (mailing address, email address, phone numbers, etc.). Section 2. General Description of the Planning Activities Recommended Provide a brief statement of your understanding of the requested effort including the conclusions. Section 3. Work Plan Provide information about proposed activities that would involve key stakeholders such as the CAPK board of directors, executive director, division directors and staff. Also provide a timetable for completing the process within the timeframe provided in paragraph 6. Section 4. Staffing Plan, Including Résumés Please identify each person who will work on the project with you and identify his or her role and estimated percentage of time to be spent on the project. Section 5. Budget For each task in Section 3, please identify the expected hours of staff members identified in section 4 and the total cost. CAPK will compensate the Vendor for those tasks completed associated with developing the Strategic. 4

Please use the following budget format: Activity Staff

Hours

Project Cost

TOTAL Section 6. References Please provide the names of three references for which you have worked on similar projects. Include the current contact information for each reference.

Section 7. Conflict of Interest Provide a statement of any potential conflicts your Vendor and/or key staff may have regarding providing these services to CAPK. The statement should not only include actual conflicts, but also any working relationships that may be perceived by disinterested parties as a conflict. If no potential conflicts of interest are identified, so state in your proposal. Vendors shall have read and shall be aware of the provisions of Section 1090 et seq. and Section 87100 et seq. of the Government Code relating to conflict of interest of public officers and employees. No officer or employee of CAPK or member of its governing body shall have any pecuniary interest direct or indirect, in the resulting Contract or the proceeds thereof.

Section 8. Certifications. The publications listed in Appendix C, Certifications, will not be provided by CAPK. Please read carefully as your signature on the Certification form certifies you have read and understand the requirements, as made available at http://www.capk.org/store/files/87.pdf.

Section 9. Vendor Information Sheet, Appendix A Section 10. W-9, Appendix B 9. Proposal Submission Questions concerning this RFP should be emailed to Ralph Martinez, at [email protected] by 5:00 p.m. (PST), January 4, 2016. Responses to questions will be e-mailed no later than 5:00 p.m. (PST), January 13, 2016. The questions and answers will be shared with all respondents to this RFP via the CAPK website, www.capk.org/business and via email. Address the proposal to: Subject Line:

Ralph Martinez, Director of Community Development E-mail: [email protected] Strategic Planning Consulting Services, RFP # CAPK_PRD 2015-001

Deadline for Receipt of Proposal: Friday, January 20, 2016, no later than 2:00 p.m. (PST).

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CAPK may request representatives of a Vendor to appear for interviewing purposes (see Reference Evaluation below). Travel expenses and costs related to the interview will be the responsibility of the Vendor.

10. Additional Information Vendors may provide additional information they feel would assist the Selection Committee in arriving at a decision.

11. Proposal Review and Assessment Evaluation of each proposal will be scored on the factors identified in section B. below. In compliance with 2 CFR Part 200.319 – Competition, no geographic preferences will be given in the evaluation of this proposal, since the section states: “The non-Federal entity must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage geographic preference.” The selection process is designed to ensure that the Vendor’s services are engaged on the basis of demonstrated competence and qualifications for the type of services to be performed and at fair and reasonable prices for CAPK. A.

B.

All proposals received by the specified deadline will be reviewed by CAPK for content, fees, related experience and professional qualifications of Vendor. The final approval will be by CAPK’s Executive Director. The evaluation and selection of the successful Vendor shall be based upon the factors listed below with corresponding point evaluation. Total points available are 100. Evaluation of each proposal will be scored on the following factors: 1. Scope of Proposal a. Does the proposal show an understanding of the project objective and results that are desired from the project? Does the Vendor understand participants’ and non-profit organizations’ needs? b. Is the methodology proposed? Are the work hours presented reasonable for the effort required in each project task or phase?

2.

3.

4.

Sub-Total Vendor’s organization, size, structure and capacity. Does the Vendor have the capability to successfully complete the project on time and within budget? Staff qualifications and relevant experience a. Do the persons who will be working on the project have the necessary skills? b. Are sufficient people of the requisite skills assigned to the project? c. Are other qualified personnel available to assist in meeting the project schedule, if required? References. Has Vendor provided references regarding other similar projects that have been successfully completed on time and within budget?

Points = 15 Points = 20 Points = 35 Points = 20

Points = 15

Points = 10

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5.

Fees (all inclusive, not-to-exceed $10,000) Total

Points = 20 Points = 100

C. CAPK may, at its discretion, request presentations by or meetings with any or all Vendors, to

clarify the Vendors’ proposals. However, CAPK reserves the right to make an award without further discussion of the proposals submitted. Therefore, proposals should be submitted initially on the most favorable terms, from both technical and price standpoints, which the Vendor can propose. CAPK contemplates award of the contract to the responsible Vendor with the highest total points awarded by CAPK’s Selection Committee. D. Upon final selection, a Professional Services Agreement will be processed by CAPK for award of

contract.

12. Conditions to Award A. CAPK reserves the right to delay the selection process, withdraw and reissue the RFP, or

cancel this procurement. B. This solicitation does not commit CAPK to pay any costs in the preparation or presentation of a

submittal.

13. Prohibited Activity Vendors or their agents shall not make any personal contacts with any member of CAPK's board of directors or program personnel prior to selection and award of a contract for this work.

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APPENDIX A Community Action Partnership of Kern (CAPK) • Procurement Department • Vendor Information Sheet

Date:

Prepared By:

Official Business Name: DBA: Location Address: Street

City

State

Zip

Street

City

State

Zip

Mailing Address: Contact Person:

Title:

Phone #:

Accts. Receivable Phone #:

Fax #:

Customer Service Phone #:

Partnership Acct #:

E-mail Address:

Federal ID # or SS#: Contractor Lic #:

Type of Business: ____ DUNS#:

Business Lic #:

_______ CCR & CAGE#: City Issued:

General Liability Insurance Carrier & Policy #: Auto Liability Insurance Carrier & Policy #: Workers Compensation Insurance Carrier & Policy #: Please Check One: Corporation _____ Partnership

__ Sole Proprietorship ____ Individual ______

It is the policy of Community Action Partnership of Kern, consistent with Federal, State and local laws, to promote and encourage the development, participation, and continued expansion of Small Business Enterprises, Minority Business Enterprises and Women’s Business Enterprises. Is your company: Minority owned (51+%)

_ Female owned (51+%)

Small Business _____

Years in Business:

Accept Purchase Orders: Yes

__

No

If your business has a Social Security number as Tax ID, we require the signature of the owner.

Authorized Signature:

Print Name:

Title:

Date: 8

APPENDIX B

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APPENDIX C CERTIFICATIONS On behalf of the Vendor: 1. The individual signing certifies that he/she is authorized to contract on behalf of the Vendor. 2. The individual signing certifies that the Vendor is not involved in any agreement to pay money or other consideration for the execution of this agreement, other than to an employee of the Vendor. 3. The individual signing certifies that the prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition. 4. The individual signing certifies that the prices quoted in this proposal have not been knowingly disclosed by the Vendor prior to an award to any other Vendor or potential Vendor. 5. The individual signing certifies that there has been no attempt by the Vendor to discourage any potential Vendor from submitting a proposal. 6. The individual signing certifies that he/she has read and understands all of the information in this Request for Proposal. 7. The individual signing certifies that the Vendor, and any individuals to be assigned to the negotiations, does not have a record of substandard work and has not been debarred or suspended from doing work with any federal, state or local government. 8. The individual signing certifies that he/she has read and understands all of the following Addendums (Addendum A: Certification Regarding Lobbying; Addendum B: Debarment and Suspension Certification; Addendum C: Noncollusion Affidavit; Addendum D: Equal Opportunity; Addendum E: Utilization of Women & Minority Business Enterprises; Addendum F: Equal Opportunity for Special Disabled Veterans; Addendum G: Certification of Workmen’s Compensation; Addendum H: Prevailing Wage Compliance Certification); Federal Assurances, Contract Terms & Additional Terms & Conditions as made available at: http://www.capk.org/store/files/87.pdf.

Dated this _______ day of ____________, 2015. _________________________________________ (Vendor’s Firm Name)

_____________________________________ (Signature of Vendor’s Representative)

_________________________________________ (Printed Name and Title of Individual Signing)

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