City_Council_Strategic_Plan_(Addendum_#1_Revision).pdf

CITY OF WATSONVILLE

REQUEST FOR STATEMENTS OF QUALIFICATIONS

FOR

CITY COUNCIL STRATEGIC PLAN

FOR

THE CITY MANAGER'S OFFICE DEPARTMENT

RFQ Issue Date:

August 28, 2026

Submittal Deadline:

September 25, 2026, before 11:55 pm

OFFICE OF THE DIRECTOR OF CITY MANAGER'S OFFICE

275 Main Street

Watsonville, CA 95076

REQUEST FOR QUALIFICATIONS

CITY OF WATSONVILLE

TABLE OF CONTENTS

1. General Information and Description of Scope of Services

2. Description of Work

3. Response Submittal

4. Selection Process

5. Terms and Conditions

Attachments:

A - Consultant Contract City no errors w employees 010725

B - City Planning Documents

1.0 GENERAL INFORMATION AND DESCRIPTION OF SCOPE OF SERVICES

The City of Watsonville is requesting responses from qualified firms to provide facilitation services develop the City's next two-year City Council Strategic Plan. To be considered, Proposal must be received electronically within the City's OpenGov Procurement portal before

11:55 pm on Friday, September 25, 2026.

Written questions may be submitted using the City's OpenGov Procurement portal until the deadline for questions before 11:55 pm on Friday, September 11, 2026.

Questions and answers will be compiled in a document which will be posted on the City's

OpenGov Procurement portal.

2.0 DESCRIPTION OF WORK

Typical duties to be performed by consultant personnel may include the following:

2.1. General

The City of Watsonville invites proposals for the facilitation and development of a 2-year City

Council Strategic Plan. This Strategic Plan is a vital tool to ensure that the vision and priorities set by the City Council are clearly conveyed to employees and the community, that City strategies and projects are developed to meet Council priorities, and that overall city government is accountable to meeting community needs. The current 2025-2027 City Council

Strategic Plan consists of seven (7) high level Priorities, targeted Strategies that support these

Priorities and Actions aimed at achieving measurable results.

The City is aware that there are a variety of perspectives, models, and approaches available to develop a strategic planning document; therefore, the successful firm should propose a framework or model(s) that they believe to be most suitable for the City of Watsonville at this time. The City is open to restructuring the Plan and process of developing the plan with the goal of achieving greater transparency and clarity.

2.2. Overall Scope of Work

I. Background Review and Environmental Scan

The selected firm will identify internal and external factors to be considered during the development of this Strategic Plan. These factors can then provide a realistic context for the

Strategic Plan and ultimately provide an increased opportunity for making positive changes in the organization and the community. This task includes a background review of a community survey (to be administered by the City in October 2026), previous priority setting documents and initiatives, and other key strategic planning documents. See Attachment B.

II. Employee Engagement

The selected firm will facilitate a priority setting workshop with the City’s Executive Team as an initial step in the strategic planning process. The selected firm will perform the following tasks related to this workshop:

• A pre-retreat survey of Executive Team members;

• Workshop agenda planning, evaluation of current Priorities and Strategies for the strategic plan and planned goals and projects;

• Provide informational and tactical support to City staff and leadership on the purpose and process of strategic planning, outcomes-based goal setting, and communication of goals and https://www.watsonville.gov/2343/City-Council-Strategic-Plan https://www.watsonville.gov/2343/City-Council-Strategic-Plan plans; and

• An all-day workshop in January or February.

III. Priority Setting Retreat with City Council

The selected firm will facilitate a priority setting workshop with the City Council as a key step in the strategic planning process. The selected firm will perform the following tasks related to this workshop:

• A pre-retreat survey and interviews with each City Council member;

• Workshop agenda planning and development of draft Priorities and Strategies for the strategic plan; and

• An all-day retreat in February or March.

IV. Draft Priorities and Strategies

Based on the priority setting preparation, workshop, and retreat, the selected firm will finalize drafts of updated Priorities and Strategies, which will include timetables for achievements and may include measurable goals. Based on feedback from the Executive Team and City Manager, the draft Priorities and Strategies shall be grounded in a realistic assessment of staff and funding capacities and/or make resource adjustment recommendations for successful implementation.

V. Draft Workplan

Support 11 departments to develop 2-year action plans that align with the updated Priorities and

Strategies. These should include specific, actionable, and measurable goals and actions. This may require working with some departments to update existing departmental strategic plans.

Develop a tracking system to demonstrate progress on the action plans and towards the citywide outcomes that is practical and considerate of staff time dedicated to existing reporting systems. This tracking system should utilize software currently available to City staff (e.g.

Microsoft 365).

VI. Development of Strategic Plan

Deliver files with Final Priorities, Strategies and Workplan to City. City shall use these to create the Final Strategic Plan document.

2.3. Optional Tasks

Based on the tasks above, applicants may submit approaches and costs as optional additional services for the following tasks for the City to consider:

(a) Council Adoption and Approval

Based on the tasks above, prepare presentation materials and present Strategic Plan at a

Council meeting for final adoption.

(b) Workplan Tracking Software

Propose use of new tool(s) to track and report Workplan progress.

3.0 RESPONSE SUBMITTAL

This section contains instructions on how to prepare a response to this solicitation as well as the means to submit your response electronically.

3.1. 1 Submittal Components This section contains instructions on how to prepare and submit a response to this solicitation.

a) Submittal Cover

The submittal cover shall include the title, submittal due date, name, address, telephone and fax numbers, and e-mail address of the principal contact.

b) Table of Contents

The table of contents shall be complete and clear, listing headings and pages to enable easy reference.

c) Cover Letter

The cover letter shall be brief. Any changes to the submittal format or deletions of requested material should be explained in the cover letter. Additional cover letter inclusions are the respondent’s primary contact (include address, e-mail address and telephone number), responsible for all queries made during the intake and processing of the response and the location of the office(s) housing individuals assigned to provide services.

d) Statement of Understanding and Methodology

The statement of understanding shall contain a written narrative that demonstrates the respondent’s understanding of the services required by the City.

e) Experience with Providing the Requested Services

This section shall include examples of the respondent’s experience related to the Scope of

Work. Provide a list of references from other similar Cities or Agencies for which you have successfully provided a similar Scope of Work.

References shall include the name(s), email(s) and telephone number(s) of the respondent’s main contact related to the services provided.

f) Project Personnel

This section shall identify the contact person that will serve as the primary contact to the City for all requests, along with any other firm staff that may round out the team to provide the full list of services requested. The primary contact person listed will be considered committed to the City to provide the requested services with no substitutions permitted without prior agreement from the City of Watsonville. A résumé for each professional person listed on the team shall be submitted.

g) Organization Chart

This section shall include an organization chart containing the names of all key personnel with titles and their specific task assignment for this contract. If any subconsultants are planned, they should be included in the org chart with their role.

h) Cost Proposal and Hourly Rate Sheet

Provide a listing of the firm’s estimated cost proposal to provide the scope of work outlined in the RFP, including estimated personnel hours and hourly billing rates. Include separate lines for each item, including an estimated budget for the optional scope items. The fee schedule is to help the City get an understanding of the firm's approach to providing the services and the total estimated cost. Final contract price will be mutually negotiated between the City and consultant.

Additionally, the consultant shall provide their standard hourly rate sheet for all key staff that may be assigned to the City in the delivery of the scope of services to be referenced should the need for additional services arise.

3.1.1. Submittal Upload Section*

Please upload one PDF of the Proposal response which contains all items listed above except the cost related information which will be uploaded separately.

*Response required

3.1.2. Cost Proposal Upload Section*

Please upload a separate PDF that only contains the cost proposal or rate shet. Note that the cost proposal should not be submitted with the overall proposal PDF above.

*Response required

3.1.3. Additional Information (optional)

For any additional information requested or required by any of your provided answers please upload that additional documentation here. Scoring will be based on the official proposal submitted above, but the City may take any additional information submitted here into consideration when reviewing the submitted proposal. This section is optional.

3.1.4. Acceptance of Standard Agreement*

Does your firm accept the City of Watsonville standard consultant agreement, including specifically the City's Hold Harmless Indemnity requirements and insurance coverage requirements, without modification? A copy of the current Consultant Agreement is included as Attachment A.

☐ Yes

☐ No

*Response required

3.1.5. Submittal Authorization*

By confirming here and submitting, Respondent confirms their authority (and has uploaded necessary documentation proving such) to submit this Response in its entirety as submitted and enter into a contract on behalf of the Company Name stated in said Response. Such confirmation will be understood as the Respondent stating that they have completely read and understand this Request For Qualifications in its entirety including any and all Addenda released prior to the time of submittal.

☐ Please confirm

*Response required

4.0 SELECTION PROCESS

4.1. General

Proposalwill be evaluated using the criteria stated in this document. Proposal from firms meeting the mandatory criteria described below will be evaluated for the other selection criteria.

4.2. Mandatory Elements

• The firm has no conflict of interest with regard to any other work performed by the firm for the City.

• The firm adheres to the instructions in this request for qualifications statements.

• To be considered, the firm shall answer "yes" to question 3.1.4 requiring that the

Consultant accepts City of Watsonville standard consultant agreement, including specifically listing City’s Hold Harmless Indemnity requirements and insurance coverage requirements, without modification.

4.3. Submittal Selection Process

4.1 General

Submissions will be evaluated based on the general completeness of the response and the

City's evaluation of the firm's approach, experience, knowledge, and references related to the specific scope of work requested. Some key areas considered in the selection process are highlighted below, but not an exhaustive list of what may be considered in the selection process.

4.2 Mandatory Elements

The firm has no conflict of interest with regard to any other work performed by the firm for the

City.

The firm adheres to the instructions in this document and has provided a clear, well-formatted, professional and concise Proposal.

4.3 Qualifications

• The firm’s reputation and past experience in the performance of other similar services for similar agencies. - 20 Points

• The quality of the firm’s professional personnel to be assigned to the scope of work and the quality of the firm’s management support personnel to be available for technical consultation. - 20 Points

• The quality of the planned approach and demonstration of the experience and qualifications needed to complete the requested scope of services. - 40 Points

• Demonstrated results performing the requested services for agencies with similar goals and challenges, including client references which the City may contact. - 20 Points

4.4 Team Readiness and Availability

Demonstration that the current workload of the firm's listed team members will not impact their ability to fulfill the services required for this contract.

4.5 Submittal Selection Process

A Selection Committee will review and evaluate the submittals, with a focus on the Selection

Criteria highlighted above. Based on the evaluations of the Selection Committee, the qualified respondents will be ranked. The City may request an informal interview with one or several of the top ranked firms which will be taken into consideration in final selection. If a contract is awarded, the City will contract with the selected consultant utilizing the City’s standard consultant services agreement. The agreement requires the consultant to secure auto and general commercial liability insurance naming the City and its employees additional insured, professional errors and omissions insurance and workers compensation insurance. A copy of the City’s standard consultant services agreement is available for inspection by request. The negotiated contract will require approval by the City of Watsonville City Council for services exceeding $100,000.

4.4. Contact with the City of Watsonville and City Personnel

Questions regarding this solicitation shall be directed through the City's OpenGov Procurement portal located at: https://procurement.opengov.com/portal/watsonville-ca.

All questions are due before 11:55 pm on Friday, September 11, 2026.

4.5. RFQ Schedule

The City will make every effort to adhere to the schedule provided below:

Issue Document: August 28, 2026

Deadline for Submitting Questions: September 11, 2026, 11:55pm

Responses to Questions Issued via

Addendum by:

September 16, 2026

Response Due: September 25, 2026, 11:55pm

Notice of Selection: October 9, 2026

Execution of Agreements with

Consultant(s):

TBD

5.0 TERMS AND CONDITIONS

5.1. City Rights and Options Pertinent to This Solicitation

The City, at its sole discretion, reserves the following rights:

• To reject any, or all Proposalor information received pursuant to this request document;

• To supplement, amend, substitute or otherwise modify this document at any time by means of written addendum;

• To cancel this request with or without the substitution of another request or prequalification process;

https://procurement.opengov.com/portal/watsonville-ca

• To request additional information;

• To verify the qualifications and experience of each respondent;

• To require one or more respondents to supplement, clarify or provide additional information in order for the City to evaluate Proposalsubmitted;

• To hire multiple contractors to perform the necessary duties and range of services if it is determined to be in the best interests of the City: and

• To waive any minor defect or technicality in any Proposalreceived.

• The City accepts no financial responsibility for any costs incurred by the respondent. All submittals become the property of the City and may be used in any way deemed appropriate.

5.2. Compensation

Compensation shall be determined as part of the formal contracting process.

5.3. Formal Approval of Contract

The respondent understands that issuance of this solicitation does not commit the City of

Watsonville to award a contract, to pay any costs incurred in the preparation of a response to this solicitation, or to procure a contract for services. The respondent should note that the execution of any contract pursuant to this solicitation is dependent upon the approval of the

Watsonville City Council, as required.

5.4. Independent Contractor Status

The respondent agrees, if selected, that they shall perform the services as independent contractor(s) and not employee(s) of the City.

5.5. Public Disclosures

The respondent understands that as a general rule all documents received by the City are considered public records. Therefore all submittals shall be made available for public inspection according to applicable disclosure rules and regulations.

5.6. Confidential Solicitation

The City will not share the details of individual responses to this solicitation with competing respondents during the selection process. After the selection process ends and a contract is awarded, all solicitations become public information.

5.7. News Releases

The respondent agrees, if selected, that the City will review and approve all news releases pertaining to this solicitation and/or subsequent agreement(s). All news releases will be submitted in writing to the City’s project manager. The project manager will review and submit the news release to the appropriate City personnel for final review and approval in a timely manner.

5.8. Conflict of Interest/Financial Disclosure

The respondent agrees, if selected, to comply with the City’s duly adopted Conflict of Interest

Code. Key personnel who will be performing services under this Agreement are required to make disclosures with respect to the City of Watsonville.

5.9. Indemnification

The respondent agrees, if selected, to accept the City of Watsonville standard consultant agreement, including specifically listing City’s Hold Harmless Indemnity requirements and insurance coverage requirements, without modification.

5.10. Examination of Solicitation

The respondent understands that the information provided herein is intended solely to assist the respondent in submittal preparation. To the best of the City’s knowledge, the information provided is accurate. However, the City does not warrant such accuracy, and any errors or omissions subsequently determined will not be construed as a basis for invalidating this solicitation. Further, by submitting a response to this solicitation, the respondent represents that it has thoroughly examined and become familiar with work required in the solicitation and is capable of performing quality work and to achieve the objectives of the City.

5.11. Equal Opportunity Program

The City of Watsonville is strongly committed to equal opportunity in solicitation of services. All eligible service providers including individuals, contractors, vendors, consultants, grantees, lessees, and banks, must comply with applicable Equal Opportunity Guidelines.

5.12. Nondiscrimination Policy

The respondent shall not discriminate on the basis of race, gender, religion, national origin, ethnicity, sexual orientation, age, or disability in the solicitation, selection, hiring or treatment of its employees, the City staff, other City consultants or other members of the public.

5.13. Insurance Coverage

Provide evidence of insurance coverage in the following amounts:

1. Commercial Liability up to $1,000,000 per occurrence;

2. Business Automobile Liability up to $1,000,000 per occurrence;

3. Workman’s Compensation in the statutory amount.

Firms may assume for the purpose of pricing that the selected consultant shall be required to maintain insurance throughout the period of the contract in sufficient amounts as to protect the consultant & the City from all claims & liabilities which may arise from operations under this contract, whether such operations by him/herself or by anyone directly or indirectly employed by him/her.