City of Avondale Sealed Solicitation
Title: STRATEGIC PLAN UPDATE CONSULTANT SERVICES
Deadline: 5/28/2020 5:00 PM (UTC-07:00) Arizona
Status: Awarded
Solicitation Number: CA 20-026
Description: The City of Avondale is issuing this Request For Proposals seeking proposals (“Proposals”) from qualified, licensed firms interested in providing professional services consisting of a written update to the City’s 5-year Strategic Plan that was originally adopted in year 2016.
Pre-Bid Meeting Date: 5/7/2020 9:00 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting. Teleconference Call‐in Instructions will be posted here as the information becomes available. Host: Loretta Browning Finance Conference is inviting you to a scheduled Zoom meeting. Join Zoom Meeting https://avondaleaz.zoom.us/j/95419321696 Meeting ID: 954 1932 1696 One tap mobile +13462487799,,95419321696# US (Houston) +16699009128,,95419321696# US (San Jose) Dial by your location +1 346 248 7799 US (Houston) +1 669 900 9128 US (San Jose) +1 253 215 8782 US +1 301 715 8592 US +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) Meeting ID: 954 1932 1696 Find your local number: https://avondaleaz.zoom.us/u/asiQOWNax
Documents:
Addition 1
Posted: 5/22/2020
Type of Addition: Addendum 1
Overview: Addendum 1 revises the Proposal Due Date and subsequent dates. The Questions and Answers Document was revised to provide further clarification and has been re-attached
Deadline: 5/28/2020 5:00 PM
Solicitation #: CA 20-026
Documents:
Addition 2
Posted: 5/29/2020
Type of Addition: In Review
Overview: We are in receipt of proposals from the following 5 firms (listed alphabetically). Bridge Enterprise Solutions Mejorando Group Raftelis SBrand Consulting Strategy Matters
Addition 3
Posted: 6/15/2020
Type of Addition: RFP CA 20-026 Strategic Plan Update Consultant Services--Short List
Overview: The following firms have been short listed and will be advanced to the interview evaluations. Mejorando Group Raftelis Financial Consultants Inc. SBrand Consulting LLC.
Documents:
Addition 4
Posted: 7/7/2020
Type of Addition: Award Information
Overview: A Notice of Intent to Award has been issued to Raftelis Financial Consultants, Inc.
Documents:
Question 1
Posted: 4/24/2020
Question: Is there a budget or budget range for this project?
Response: We are estimating $30,000 for the consultant services and $15,000. for the Dashboard.
Question 2
Posted: 4/30/2020
Question: Hello, We have more than one person who wants to call in to the Pre-Bid Meeting on May 7. Can everyone share the call-in telephone number and password that will be issued? Thank you.
Response: This information was posted on the Solicitation details page.
Question 3
Posted: 5/6/2020
Question: 1) What system does the City have in place to report dashboard data on the value to residents for each of the five strategic initiatives?
Response: We do not have a system in place.
Question 4
Posted: 5/6/2020
Question: 2) Does the City have existing key performance indicators (KPIs) in place for each of the five strategic initiatives in the 2016 plan? If so, may we obtain a copy of those?
Response: Yes, each department has completed their own KPI’s for each of the strategic initiatives internally.
Question 5
Posted: 5/6/2020
Question: 3) Is the City using a particular methodology for developing performance measures? If so, can the City please elaborate?
Response: Council sets the priorities during the budget preparation and during the annual council retreat.
Question 6
Posted: 5/6/2020
Question: 4) Does the City have a well-documented and understood process and criteria for examining and deciding upon addition or removal of items from the strategic plan? If so, is the process used effectively and consistently?
Response: No, not at this time.
Question 7
Posted: 5/6/2020
Question: 5) What type of reporting does the City currently have in place for tracking projects and initiatives? What is the frequency of that reporting?
Response: We have previously had departments track their progress quarterly reporting or during the annual council retreats - Also a section in each city council report is provided for any particular project to explain how the project/initiative meets the strategic initiative.
Question 8
Posted: 5/6/2020
Question: 6) Is the public meeting to be held as part of the planning process intended to gather input from the community to inform the strategic plan or is it to present the draft of the updated plan? If the intention is to present the draft plan, would the City be open to considering additional public meetings to gather community input?
Response: One public meeting (separate) similar to the community meetings to gather input/to receive feedback from the public (if needed) prior to the public meeting with the council, which would take place a council work session.
Question 9
Posted: 5/6/2020
Question: 7) In Part II, 2.2 F. (3) on page A-10, the City requests that vendors identify the number of management, engineering, and support personnel hours proposed for the project. The Fee Proposal template includes categories for management, support staff, clerical, and other. Can the City please confirm which categories are intended?
Response: For cost comparative purposes, at a minimum all proposers are required to submit pricing using the format provided in Exhibit C. (The job categories may be changed as applicable to your organization.) Alternative pricing structure may be added as a separate attachment and will not be counted toward the page limit.
Question 10
Posted: 5/6/2020
Question: 8) Would the City consider any modifications, noted as exceptions in our proposal, to its General Terms and Conditions?
Response: This is a broad question. Typically, we don't allow for exceptions, but I would take any concerns before our legal counsel for a determination.
Question 11
Posted: 5/7/2020
Question: Section 1.6.1 of the scope of work states the "Consultant must remain flexible to conduct in-person meetings or teleconference in either format as determined by the City. If this determination has yet to be made, when the format of the meetings be determined?
Response: We would prefer in-person meetings, but due to the COVID-19 precautions we would make that determination accordingly. We would work with the awarded vendor to provide ample time for preparation and travel.
Question 12
Posted: 5/7/2020
Question: We are seeking clarification about the reports described in sections 1.8.6, 1.8.7, and 1.8.8 of the Scope of Work. Given the timeline and schedule of the proposed update process, can the City add specificity to what it means by "In-depth" reports which outline critical issues facing the City (1.8.6), "In-depth" report compiling existing responsibilities of local, state, and federal agencies (1.8.7) and "Report" outlined in 1.8.8. Such clarity will allow us to structure our proposal in the most responsive way
Response: These should be all included in the strategic plan update.
Question 13
Posted: 5/7/2020
Question: Has the City of Avondale established a budget for this engagement?
Response: This information is included in Section F. Pricing of the RFP document. F. Pricing - 10 pts. Vendor shall submit the same number of copies of the Fee Proposal as described in Part I, Subsection 1.2(C)(6) in a separate, sealed envelope enclosed with the Vendor’s Proposal with the signature of the representative of the Vendor who is authorized to make such an offer. The Fee Proposal must be provided in the format attached as Exhibit C of the Professional Services Agreement. The Fee Proposal shall list the individual cost for each of the program expenses and shall be provided in a spreadsheet format to enable the City staff to determine (1) total labor hours, (2) key team member(s) proposed for each task and sub-task and (3) number of management, engineering, and support personnel hours proposed for the project. The hourly rate, name of the team member and staff classification shall be included in the spreadsheet. Identify all other costs to be billed to the project, including project expenses and defined deliverable milestones. Include corresponding percentages of the total project cost to be paid upon the completion and acceptance of each deliverable milestone, (no mark-up on expenses will be allowed) and subcontractor fees. The budgeted amount for this project is not to exceed $40,000.
Question 14
Posted: 5/7/2020
Question: Our consulting firm is registered with the AZ Corp Commission. We are considering partnering for this proposal with a software company to provide the dashboard component who is not registered with AZ Corp Commission. Is this acceptable?
Response: Yes, so long as there is not a separate license or end user agreement that Avondale would be required to sign with your subcontractor this is acceptable. All contractual obligations and adherence to laws and regulations are the responsibility of the primary contractor.
Question 15
Posted: 5/7/2020
Question: Under 1.7.1 "Consultant shall deliver a clear and concise (strategic) plan..." Please clarify what you are seeking in the Project Management Plan listed on page B-20, item 1.8 Project Deliverables, 1.8.1. Project Management Plan.
Response: The City is expecting a strategic plan delivered that is easy to understand from the public and stakeholders. A Plan that has clear objectives and goals for the City to work towards and accomplish.
Question 16
Posted: 5/14/2020
Question: In the Scope of Work, Item 1.8.11 on page B-21, it states "Create and provide to City an online platform to receive feedback from the public." Can you please clarify the intent of this item? Is this an online platform to receive feedback from the public to inform the drafting of the strategic plan and get input along the way? Or is it an online platform for feedback on the plan once the plan is already complete and posted?
Response: The online platform would be used during the strategic plan update to allow the public to provide feedback during the drafting of the plan only.
Question 17
Posted: 5/14/2020
Question: In the Scope of Work, Item 1.7.5 on page B-20, it states "Provide the dashboard option for reporting information. Ensure the City's Strategic Planning Team can support the implementation of the updated plan." It is also referenced in Item 1.5.5 under Project Requirements on page B-19, "Provide the dashboard option for reporting information." Under Scope of Services Item 1.1.4, it references, "Structure to allow for a public facing dashboard." Is the desire for the applicants to provide options (i.e. not actually build out the actual dashboard) and ensure that the plan is structured in a way that could integrate into a dashboard, or are you asking that we actually provide the online dashboard itself? Most quotes we've seen from vendors who do this are in the $15,000-$25,000 annual cost range. That seems to be outside the stated budget of $40,000 total for the project as it would be an ongoing annual cost. Can this be separated from the proposal as a recommendation for a company Avondale will separately solicit for to do the actual dashboard management and creation?
Response: The budget for the actual update is $30,000. and the budget for a dashboard is $15,000. ongoing. Yes, it can be separated if needed.
Question 18
Posted: 5/14/2020
Question: In Section F. Pricing, it outlines hourly costs to be defined per the spreadsheet included titled Fee Proposal. Is there an option to include flat-rate pricing as well or in lieu of this?
Response: For cost comparative purposes, at a minimum all proposers are required to submit pricing using the format provided in Exhibit C. (The job categories may be changed as applicable to your organization.) Alternative pricing structure may be added as a separate attachment and will not be counted toward the page limit.
Posted: 5/22/2020
Type of Addition: Addendum 1
Overview: Addendum 1 revises the Proposal Due Date and subsequent dates. The Questions and Answers Document was revised to provide further clarification and has been re-attached
Deadline: 5/28/2020 5:00 PM
Solicitation #: CA 20-026
Documents:
Posted: 5/29/2020
Type of Addition: In Review
Overview: We are in receipt of proposals from the following 5 firms (listed alphabetically). Bridge Enterprise Solutions Mejorando Group Raftelis SBrand Consulting Strategy Matters
Posted: 6/15/2020
Type of Addition: RFP CA 20-026 Strategic Plan Update Consultant Services--Short List
Overview: The following firms have been short listed and will be advanced to the interview evaluations. Mejorando Group Raftelis Financial Consultants Inc. SBrand Consulting LLC.
Documents:
Posted: 7/7/2020
Type of Addition: Award Information
Overview: A Notice of Intent to Award has been issued to Raftelis Financial Consultants, Inc.
Documents:
Posted: 4/24/2020
Question: Is there a budget or budget range for this project?
Response: We are estimating $30,000 for the consultant services and $15,000. for the Dashboard.
Posted: 4/30/2020
Question: Hello, We have more than one person who wants to call in to the Pre-Bid Meeting on May 7. Can everyone share the call-in telephone number and password that will be issued? Thank you.
Response: This information was posted on the Solicitation details page.
Posted: 5/6/2020
Question: 1) What system does the City have in place to report dashboard data on the value to residents for each of the five strategic initiatives?
Response: We do not have a system in place.
Posted: 5/6/2020
Question: 2) Does the City have existing key performance indicators (KPIs) in place for each of the five strategic initiatives in the 2016 plan? If so, may we obtain a copy of those?
Response: Yes, each department has completed their own KPI’s for each of the strategic initiatives internally.
Posted: 5/6/2020
Question: 3) Is the City using a particular methodology for developing performance measures? If so, can the City please elaborate?
Response: Council sets the priorities during the budget preparation and during the annual council retreat.
Posted: 5/6/2020
Question: 4) Does the City have a well-documented and understood process and criteria for examining and deciding upon addition or removal of items from the strategic plan? If so, is the process used effectively and consistently?
Response: No, not at this time.
Posted: 5/6/2020
Question: 5) What type of reporting does the City currently have in place for tracking projects and initiatives? What is the frequency of that reporting?
Response: We have previously had departments track their progress quarterly reporting or during the annual council retreats - Also a section in each city council report is provided for any particular project to explain how the project/initiative meets the strategic initiative.
Posted: 5/6/2020
Question: 6) Is the public meeting to be held as part of the planning process intended to gather input from the community to inform the strategic plan or is it to present the draft of the updated plan? If the intention is to present the draft plan, would the City be open to considering additional public meetings to gather community input?
Response: One public meeting (separate) similar to the community meetings to gather input/to receive feedback from the public (if needed) prior to the public meeting with the council, which would take place a council work session.
Posted: 5/6/2020
Question: 7) In Part II, 2.2 F. (3) on page A-10, the City requests that vendors identify the number of management, engineering, and support personnel hours proposed for the project. The Fee Proposal template includes categories for management, support staff, clerical, and other. Can the City please confirm which categories are intended?
Response: For cost comparative purposes, at a minimum all proposers are required to submit pricing using the format provided in Exhibit C. (The job categories may be changed as applicable to your organization.) Alternative pricing structure may be added as a separate attachment and will not be counted toward the page limit.
Posted: 5/6/2020
Question: 8) Would the City consider any modifications, noted as exceptions in our proposal, to its General Terms and Conditions?
Response: This is a broad question. Typically, we don't allow for exceptions, but I would take any concerns before our legal counsel for a determination.
Posted: 5/7/2020
Question: Section 1.6.1 of the scope of work states the "Consultant must remain flexible to conduct in-person meetings or teleconference in either format as determined by the City. If this determination has yet to be made, when the format of the meetings be determined?
Response: We would prefer in-person meetings, but due to the COVID-19 precautions we would make that determination accordingly. We would work with the awarded vendor to provide ample time for preparation and travel.
Posted: 5/7/2020
Question: We are seeking clarification about the reports described in sections 1.8.6, 1.8.7, and 1.8.8 of the Scope of Work. Given the timeline and schedule of the proposed update process, can the City add specificity to what it means by "In-depth" reports which outline critical issues facing the City (1.8.6), "In-depth" report compiling existing responsibilities of local, state, and federal agencies (1.8.7) and "Report" outlined in 1.8.8. Such clarity will allow us to structure our proposal in the most responsive way
Response: These should be all included in the strategic plan update.
Posted: 5/7/2020
Question: Has the City of Avondale established a budget for this engagement?
Response: This information is included in Section F. Pricing of the RFP document. F. Pricing - 10 pts. Vendor shall submit the same number of copies of the Fee Proposal as described in Part I, Subsection 1.2(C)(6) in a separate, sealed envelope enclosed with the Vendor’s Proposal with the signature of the representative of the Vendor who is authorized to make such an offer. The Fee Proposal must be provided in the format attached as Exhibit C of the Professional Services Agreement. The Fee Proposal shall list the individual cost for each of the program expenses and shall be provided in a spreadsheet format to enable the City staff to determine (1) total labor hours, (2) key team member(s) proposed for each task and sub-task and (3) number of management, engineering, and support personnel hours proposed for the project. The hourly rate, name of the team member and staff classification shall be included in the spreadsheet. Identify all other costs to be billed to the project, including project expenses and defined deliverable milestones. Include corresponding percentages of the total project cost to be paid upon the completion and acceptance of each deliverable milestone, (no mark-up on expenses will be allowed) and subcontractor fees. The budgeted amount for this project is not to exceed $40,000.
Posted: 5/7/2020
Question: Our consulting firm is registered with the AZ Corp Commission. We are considering partnering for this proposal with a software company to provide the dashboard component who is not registered with AZ Corp Commission. Is this acceptable?
Response: Yes, so long as there is not a separate license or end user agreement that Avondale would be required to sign with your subcontractor this is acceptable. All contractual obligations and adherence to laws and regulations are the responsibility of the primary contractor.
Posted: 5/7/2020
Question: Under 1.7.1 "Consultant shall deliver a clear and concise (strategic) plan..." Please clarify what you are seeking in the Project Management Plan listed on page B-20, item 1.8 Project Deliverables, 1.8.1. Project Management Plan.
Response: The City is expecting a strategic plan delivered that is easy to understand from the public and stakeholders. A Plan that has clear objectives and goals for the City to work towards and accomplish.
Posted: 5/14/2020
Question: In the Scope of Work, Item 1.8.11 on page B-21, it states "Create and provide to City an online platform to receive feedback from the public." Can you please clarify the intent of this item? Is this an online platform to receive feedback from the public to inform the drafting of the strategic plan and get input along the way? Or is it an online platform for feedback on the plan once the plan is already complete and posted?
Response: The online platform would be used during the strategic plan update to allow the public to provide feedback during the drafting of the plan only.
Posted: 5/14/2020
Question: In the Scope of Work, Item 1.7.5 on page B-20, it states "Provide the dashboard option for reporting information. Ensure the City's Strategic Planning Team can support the implementation of the updated plan." It is also referenced in Item 1.5.5 under Project Requirements on page B-19, "Provide the dashboard option for reporting information." Under Scope of Services Item 1.1.4, it references, "Structure to allow for a public facing dashboard." Is the desire for the applicants to provide options (i.e. not actually build out the actual dashboard) and ensure that the plan is structured in a way that could integrate into a dashboard, or are you asking that we actually provide the online dashboard itself? Most quotes we've seen from vendors who do this are in the $15,000-$25,000 annual cost range. That seems to be outside the stated budget of $40,000 total for the project as it would be an ongoing annual cost. Can this be separated from the proposal as a recommendation for a company Avondale will separately solicit for to do the actual dashboard management and creation?
Response: The budget for the actual update is $30,000. and the budget for a dashboard is $15,000. ongoing. Yes, it can be separated if needed.
Posted: 5/14/2020
Question: In Section F. Pricing, it outlines hourly costs to be defined per the spreadsheet included titled Fee Proposal. Is there an option to include flat-rate pricing as well or in lieu of this?
Response: For cost comparative purposes, at a minimum all proposers are required to submit pricing using the format provided in Exhibit C. (The job categories may be changed as applicable to your organization.) Alternative pricing structure may be added as a separate attachment and will not be counted toward the page limit.