CRT Strategic Planning Consultant Request for Proposal RFQ 2026.pdf

CRT RFQ# Strategic Planning Consultant 2026-2027 Community Renewal Team, Inc.

555 Windsor Street

Hartford, CT 06120

CRT is an Affirmative Action/Equal Opportunity Employer;

Minority/Women’s business Enterprises are encouraged to apply.

Request for Quote (RFQ)

COMMUNITY RENEWAL TEAM, INC.

Request for Quote Strategic Planning Consultant

INDEX

Section Page

Number Number

1. INVITATION TO BID

2. INTRODUCTION

3. PROJECT PURPOSE

4. GENERAL CONDITIONS

5. REQUIREMENTS

6. SCOPE OF SERVICES

7. ATTACHMENT I: BID FORM

8. ATTACHMENT II: REFERENCE FORM

INVITATION TO BID

The Community Renewal Team, Inc. (henceforth referred to as “CRT”) is soliciting an open request for quote (RFQ) for a Strategic Planning Consultant beginning, Monday October 26, 2026 until Monday, November 16, 2026, at 3pm. A copy of the CRT RFQ# Strategic Planning Consultant 2026-2027 will be available on the CRT website portal www.crtct.org under vendors, and on the CT State Department of Administrative Services contracting portal at CTsource Bid Board https://portal.ct.gov/DAS/CTSource/BidBoard.

BY EMAIL: Proposals will be accepted by electronic mail in PDF format to crt-bids@crtct.org.

The subject line must read “CRT Strategic Planning Consultant”, however no responsibility will be attached to any person or persons for the non-receipt of a proposal submitted by electronic mail due to spam, incorrect email address, or any other like circumstance. Proposals sent by email must be received by Monday, November 16, 2026, at 3pm.

QUESTIONS: Please direct all questions regarding this RFQ to Jeanette Dunbar at dunbarj@crtct.org.

INTRODUCTION

ORGANIZATIONAL PURPOSE

In 1962, a group of community-minded leaders came together to draft a plan for improving the living conditions in Hartford and the surrounding towns. In 1963, the group was incorporated as the Community Renewal Team of Greater Hartford (CRTGH).

Initially, CRTGH was the community action agency for Hartford County, but its reach was later extended to Middlesex County. In 1999, the Community Renewal Team of Greater Hartford Inc. merged with Community Action for Greater Middlesex County to form what is now known as the Community Renewal Team Inc. (CRT). CRT has grown to become one of the largest nonprofit human service agencies in Connecticut.

CRT's mission: "Preparing Our Community to Meet Life's Challenges" conducts its daily operations to fulfill this charge by incorporating the following core values: acting with integrity and responsibility; delivering quality programs and services; treating all people with dignity and respect; and constantly pursuing excellence.

For over 60 years, CRT has been hard at work changing the lives of the people we serve, helping them to create positive opportunities with long-range impact. CRT connects individuals and families to the right resources, programs, and services – both its own and that of its partners to help resolve urgent needs, provide critical support when people are in crisis, and empower individuals and families to take the correct steps that will lead to http://www.crtct.org/ https://portal.ct.gov/DAS/CTSource/BidBoard mailto:crt-bids@crtct.org mailto:dunbarj@crtct.org opportunities for success. CRT currently has a workforce of almost 400 employees and an annual operating budget of $49 million.

As a Community Action Agency (CAA), CRT is bound by the Community Services Block Grant (CSBG) regulations and organizational standards. The Strategic Process should be guided by these regulations, in particular Informational Memorandum (IM) 138 by the federal Office of Community Services which established the CSBG Organizational Standards 6.1 through

6.5. Some of the Comprehensive Guides and technical assistance planning documents are attached, and others can be found on the Community Action Partnership website:

https://communityactionpartnership.com.

In addition to CSBG mandates and organizational standards, CRT must ensure that there is a connection between strategic planning and the Results Oriented Management and Accountability (ROMA) framework. As a result of the Government Performance and Results Act (GPRA) passed by Congress in 1993, the Office of Community Services formed the Monitoring and Assessment Taskforce (MATF). In 1994, the MATF produced a National Strategic Plan endorsing a results-oriented approach for Community Action Agencies (CAAs)., including alignment to Community Action’s three (3) national goals representing outcomes they found being reported across all CAAs:

• Goal 1: Individuals and families with low incomes are stable and achieve economic security.

• Goal 2: Communities where people with low incomes live are healthy and offer economic opportunity.

• Goal 3: People with low incomes are engaged and active in building opportunities in communities.

PROJECT PURPOSE

• Community Renewal Team, Inc. is seeking proposals from qualified consultants to assist with the design, development, and implementation of a multi-faceted process for its next 5-year strategic plan (2027-2032).

• The goal of this process is to:

o Analyze CRT’s strengths, weaknesses, opportunities and threats (SWOT).

o Discuss the barriers that face our community and CRT’s ability to effect change.

o Work in collaboration with CRT to update, modify & incorporate the Community

Needs Assessment and Community Action Plan.

o Perform a 360-degree analysis.

o Gather information from funders (current and prospective), clients, external stakeholders, board, and staff through surveys, interviews, and/or focus groups to understand needs, their perspective on CRT, and the changing environment.

https://communityactionpartnership.com/ o Work with leadership to ask pointed questions about agency direction and benchmarks.

o Assist in developing short and long-term goals (Family, Community, &/or Agency) and objectives based on key indicators that directly connect to CSBG objectives.

o Share with leadership innovative approaches and opportunities that CRT can implement to address gaps.

o Assist with identifying potential areas for agency growth, untapped funding opportunities, and potential entrepreneurial avenues.

o Develop/update CRT’s Local Theory of Change.

o A combination of remote and on-site work will be needed.

o The strategic plan must be completed by Monday May 3, 2027 and presented to

CRT’s Board Of Trustees on Tuesday May 18, 2027.

GENERAL CONDITIONS

RIGHT OF REJECTION

• This is not an offer to contract. Acceptance of a proposal neither commits CRT toward a contract to any bidder, even if all requirements stated in this bid are met, nor limits the right to negotiate in the best interest of CRT. CRT, in its sole and absolute discretion, reserves the right not to contract with any bidder for any reason.

• CRT also reserves the right, in its sole and absolute discretion, to accept or reject any and all bids in whole or in part, to waive any irregularity and/or informality in any bid and to request and receive additional information from any bidder when such acceptance, rejection, waiver or request as deemed by CRT to be in the best interest of

CRT.

• The Senior Director of Administration, their designee, or Department Head may reject or accept any and all bids in whole or in part or waive any informality in bids received if in their opinion it is deemed in the best interest of the organization to do so.

METHOD OF AWARD

• Bids will be awarded to the most responsible, responsive and qualified Consultant as determined by CRT.

• Interviews may be scheduled with candidates that have submitted proposals as part of the selection process.

• The delivery date shall be a factor considered in awarding a Contract and may result in an award offered to a vendor other than the lowest bidder.

• Until a contract has been executed, no vendor can claim any contract rights by virtue of the receipt of the notice of acceptance of proposal alone. Awarding the contract shall mean that a contract agreement has been executed by both the accepted vendor and

CRT.

• CRT reserves the right to add, modify or delete the proposal requirements or terminate the RFQ without awarding this project to a vendor. The decision of CRT is final and cannot be appealed.

• In the event that there is a discrepancy between price written in words and in figures, the price written in words shall govern.

• Quotes from companies with prior experience working with non-profits will be considered.

• Late bids will not be accepted – no exceptions.

• CRT is exempt from State or Federal taxes.

ERRORS, INTERPRETATIONS AND ADDENDA

• All information given by CRT except by written addenda shall be informal and shall not be binding upon CRT nor shall it furnish a basis for legal action by any bidder against CRT.

INDEMNIFICATION

• The selected consultant shall at all times indemnify and hold harmless CRT and its officers, agents and employees on account of and from any and all claims, damages, losses, judgments, workers’ compensation payments, litigation expenses and legal counsel fees arising out of injuries to persons (including death) or damage to property.

RIGHT OF THE OWNER TO TERMINATE CONTRACT

• Failure of a contractor to deliver within the time specified or to deliver within the time extended by CRT, and failure to make replacements of rejected articles when requested, immediately or as directed by CRT shall constitute contract default.

INSURANCE AND WAGE REQUIREMENTS

• The consultant shall provide proof of Commercial General Liability Insurance, Commercial Automobile Insurance, Workers Compensation and Employers Liability Insurance with limits acceptable to CRT.

• Consultants shall provide a Certificate and other evidence of such insurance to CRT at the signing of the agreement and upon demand any time thereafter during the duration of this agreement in amounts acceptable to CRT, not less than the following:

▪ General Liability ($1,000,000 each occurrence/$2,000,000 general aggregate);

▪ Automobile Liability ($1,000,000 each accident);

▪ Umbrella Liability ($1,000,000 each occurrence);

▪ Workers Compensation ($1,000,000 each accident, $1,000,000 each employee, $1,000,000 disease policy limit);

▪ Name CRT as an additional insured on the Certificate of Insurance:

“Community Renewal Team, Inc., 555 Windsor Street, Hartford, CT 06120”.

EQUAL OPPORTUNITY - AFFIRMATIVE ACTION

• CRT shall not enter into any contract for purchasing with any person, agency, or organization if it has knowledge that such person, agency, or organization discriminates against any applicant, employee, or service recipient on the basis of race, color, religion, national origin, sex, age, sexual orientation or disability; or any person, agency, or organization who fails to comply with all federal and state anti-discrimination laws.

CONFIDENTIAL INFORMATION

• During the course of its contract with CRT, the consultant may encounter confidential agency and/or client information. The consultant agrees, as a condition of this bid to save and protect any such confidential information, shall hold the same, in confidence, shall not use Confidential Information other than for the purposes of its business with CRT, and shall not disclose it to anyone without the specific prior written authorization of CRT.

REQUIREMENTS

Bid submissions should include:

1. Cover letter:

o Must include a point of contact, address, telephone number, and email address.

2. Methodology:

o A description of philosophy toward strategic planning as well as detail regarding bidder’s technical approach/methodology to the requirements found in the scope of work. This should include (but is not limited to) specific planning and facilitation tasks to achieve each of the objectives in the scope of work.

Preferred planning methods should be detailed to clearly demonstrate how the bidder engages stakeholders in the planning process. The technical approach should also address expected roles and responsibilities and include a project management plan.

3. Experience:

o A statement of management approach and qualifications responsive to the qualifications listed in this RFP. This section should provide evidence that the bidder is knowledgeable about the requirements of Community Action/CSBG

Strategic Planning. It should also provide a description of recent experience in facilitating strategy planning processes of similar size, scope, and complexity.

4. Work Samples:

o Examples of previously developed surveys/questionnaires; reports from focus groups/survey analysis; statistical analysis of primary data; strategic plan reports.

Proprietary information that the Consultant wishes to remain confidential should be clearly marked as confidential in response materials.

5. References:

o Provide contact information for a minimum of three professional references who can speak to performance on similar strategic planning projects.

6. Budget:

o A detailed budget and narrative inclusive of all expenses. The cost proposal should include total costs for performing all tasks listed in this RFQ. Price shall be itemized by major task and planned deliverables and shall include proposed labor categories, hourly rates, and number of hours. All other costs (such as travel, etc.)

should also be provided. The budget for “Implementation” should be itemized separately from that of the general Strategic Planning process. The budget narrative should describe all underlying budget assumptions.

Review and consideration of proposals will begin immediately after the deadline for submission and will include interviews with qualified respondents at the discretion of CRT.

Attachments

• For background and/or clarifying information please reference the following materials included with this RFQ under separate cover:

o 2025 CRT CAP Report o 2025 CRT CSBG Annual Report o 2025 Comprehensive Guide to Community Action Strategic Planning o Connecticut Center Of Excellence Developed Community Services Block Grant

Organizational Standards, Self-Assessment Guidance

• Other relevant materials may be found on the Community Action Partnership website:

www.communityactionpartnership.com.

ADDITONAL DOCUMENTS TO BE SUBMITTED

• Bid Form (Attachment I)

• Reference Form (Attachment II)

• Sample Certificate of Insurance (COI) as outlined in Insurance and Wage Requirements section on Pages 5 & 6 http://www.communityactionpartnership.com/

SCOPE OF SERVICES

CRT will conduct an intensive process to develop its next 5-year strategic plan (2027-2032).

The agency seeks an experienced and highly engaging Consultant to facilitate a process that enables the Steering Committee to take a hard look at priorities and strategic direction while also keeping the process stimulating and meaningful for all involved. This strategic planning process should be inclusive of a broad array of stakeholders, including CRT Board members, staff, other area community service organizations, and CRT program participants. Data gathered from this process will also be used by CRT to update its Community Needs Assessment.

Finally, this process offers an opportunity to take a fresh look at how to achieve the agency’s mission.

CRT will establish a Steering Committee that will participate in the strategic planning process and assist with various implementation tasks. The Committee will consist of CRT leadership, Board members, and selected staff. The Consultant will design and guide the process and lead certain strategic planning tasks, including: coordinating regular Steering Committee meetings;

conducting a Strengths, Weaknesses, Opportunities, and Threats (SWOT) analysis with the Board of Trustees and senior management; facilitating two (2) on-site Strategic Planning retreats;

gathering data from clients, community, and staff; conducting interviews with external stakeholders; and developing/updating CRT’s Local Theory of Change.

The Consultant shall provide services as indicated below:

A - Planning and Communication: Inform overall design of the strategic planning process, including developing interactive and creative methods for gathering and incorporating client and stakeholder input. Maintain project planning and ongoing communication with CRT strategic planning lead. The Consultant will be responsible for organizing, setting the agenda for, and leading Steering Committee meetings. After the initial kick-off meeting Steering Committee meetings will occur every 3 weeks from the start of the contract until the final presentation to the board.

B- Information Gathering and Synthesis: Design and implement methods to gather input from a variety of groups. The Consultant with input from CRT will design the survey and focus group implementation. The Consultant will conduct a SWOT exercise with the Board of Trustees, CRT leadership, and staff. Working with CRT leadership, the Consultant will select the types of tools used to gather assessment information (surveys, focus groups, etc.) The Consultant will conduct a set of live interviews with key external partners and funders (approximately 20-25 interviews).

The Consultant will synthesize and identify key themes from stakeholder input, including qualitative and quantitative analyses.

Direct feedback will be requested from:

• Staff: approximately thirty (30) individuals from all levels of the agency

• Board of Trustees: between 12 to 15 members

• Clients: a statistically appropriate population as determined by the Consultant

• External Stakeholders: approximately 15-20

• Corporate Foundations: approximately 3-5 foundations that are not yet familiar with CRT

Once the key themes are developed, CRT will distribute the surveys, coordinate space for meetings, and other logistics necessary for data collection. The Consultant will formulate questions for focus groups with assistance from CRT, facilitate on-site focus groups, and ensure documentation of content. The Consultant will be responsible for data entry and analysis of all survey/interview information. In addition, the Consultant will work with CRT to design a method of organizing and analyzing existing program/client data already collected by the agency.

C - Goal and Outcome Formation: The consultant will design, facilitate, and evaluate an on-site Strategic Planning retreat to generate strategic plan goals and key outcomes.

The goal of the retreat will be to:

• Review and revise (as necessary) vision and mission statements

• Review needs assessment and internal assessment data and identify agency priorities

• Develop short and long-term goals

• Determine key strategies and brainstorm partnerships for goal attainment

• Begin work on developing/updating CRT’s Local Theory of Change

D - Strategic Plan Documentation: The Consultant will produce a written summary of the strategic planning process and the resulting 5-year plan. This summary will follow CSBG organizational standards and align with national goals and indicators. The Strategic Plan will align CRT’s mission, core values, service priorities, resources and provide answers to the following questions:

• How does the agency want to evolve over the next five (5) years?

• How will the agency achieve these goals? What actions does CRT need to take to improve?

• What key performance indicators will measure success?

The plan will articulate priorities and goals (Family, Community, &/or Agency) based on community needs, building on agency and community strengths and will include an agency-based Local Theory of Change. The Consultant will work with CRT to structure an internal process to ensure cross-functional commitment and metrics for measuring progress toward goals. This process should include a timeline for regular re-evaluation of the Strategic Plan and assessment of agency priorities.

E - Final Presentation: The Consultant will design, and facilitate a second on-site retreat, during which he/she will present the final Strategic Plan to CRT’s leadership and Board members.

F – Implementation: The Consultant will help operationalize and implement the Strategic Plan and work with staff to establish performance measures for evaluating progress.

Deliverables:

The Consultant will be responsible for the following deliverables (at minimum):

1. Written overview of methodology

2. SWOT analysis

3. Written summary of qualitative and quantitative data analysis

4. Analysis of survey results, interviews, and focus group discussions

5. Local (Agency) Theory of Change

6. Minutes/summary of Steering Committee meetings

7. Summaries of kickoff meeting and presentation retreat (including decisions related to priorities, goals, and objectives)

8. Strategic Plan (including implementation schedule and plan for ongoing measurement of progress toward goals)

Service Period and Timeline

The period of performance for the Strategic Planning Consultant will begin no later than December 14, 2026, and end on May 31, 2027.

A detailed work plan laying out the specific deliverables and timeline for the strategic planning process will be developed within the first 30 days of engagement. Some project milestones are outlined below:

Milestone Notes Due Date

Initial Meeting Develop SWOT format, survey design, develop list of stakeholders

To Be Negotiated with Contractor

Agency SWOT Analysis To Be Negotiated with Contractor

Detailed Work Plan To Be Negotiated with Contractor

Kickoff Meeting (On-Site Retreat)

Present SWOT analysis, develop goals To Be Negotiated with Contractor

Data Gathering Survey distribution, collection, analysis;

Stakeholder Interviews

To Be Negotiated with Contractor

Survey Report To Be Negotiated with Contractor

Local Theory of Change To Be Negotiated with Contractor

Presentation (On-Site Retreat)

To Be Negotiated with Contractor

Strategic Plan Draft To Be Negotiated with Contractor

Final Strategic Plan and All Deliverables

May 3, 2027

Presentation to Board May 18, 2027

Location of Performance

Planning activities, in-person interviews, and presentations to the Board will take place at venues within the Greater Hartford, CT, area. At the discretion of CRT leadership, some activities related to this project may be conducted remotely.

Compensation

Under this contract, the price quoted will be for all work and will be inclusive of all expenses including travel. Quotes should indicate costs related to specific activities and deliverables within the scope of work and timeframes for completion.

Qualifications

• Experience developing strategic plans and options for funding strategies.

• Experience developing and implementing methods of gathering meaningful data to support planning.

• Experience facilitating inclusive, collaborative processes including direct experience working with Board members and all levels of staff at nonprofit organizations as well as engaging community members to initiate and execute strategic planning.

• Experience building consensus among individuals with varying perspectives and opinions.

• Strong written and oral communication skills.

• Strong analytical skills and tools.

• Demonstrated ability to work collaboratively with a diverse group of stakeholders.

• Demonstrated ability to organize complex tasks and complete them in a timely manner.

• Experience working with a large, multi-service nonprofit agency that provides a diverse set of community programs.

ATTACHMENT 1

BID FORM

AUTHORIZATION AND EXECUTION OF BID

1. The undersigned bidder, having fully informed themselves regarding the accuracy of the statements made herein, agrees to abide by the conditions set forth in the attached bid document, and certifies that:

a. The proposed bid has been presented by the bidder independently and has been submitted without collusion and without any agreement, understanding, or planned common course of action designed to limit independent bidding or competition, with any other vendor of materials, supplies, equipment or services described in the invitation to bid.

b. The bidder has submitted this bid without collusion with CRT, any of its affiliated companies, or any employee thereof, and is unaware of any direct, personal pecuniary interest of any employee of CRT or any of its affiliated companies in the outcome of this bid.

c. The bidder has not communicated the contents of the bid to its employees or agents to any person, not an employee or agent of the bidder or its surety on any bond furnished with the bid and will not be communicated to any such person prior to the official opening of the bid.

d. The bidder has not been debarred, suspended or excluded from any publicly funded projects or programs.

e. The bidder has become familiar with and has agreed to comply with the terms and conditions of the specifications and all other contract documents and with all Federal, State and Local Laws, Ordinances or

Regulations which in any manner relate to the furnishing of the equipment, material or services in accordance with the Contract.

2. The undersigned bidder further certifies that this statement is executed for the purpose of inducing the

Community Renewal Team, Inc. to consider the bid and make an award in accordance therewith.

3. Complete & Sign

Legal Name of Bidder

Business Address

Phone #

Email

Print Name & Title of

Authorized Agent

Signature

ATTACHMENT II

REFERENCE FORM

Contractor Name: ______________________________________________________________

Reference #1:

Name of Company

Contact Name:

Address:

City/Town State Zip Code Telephone

Description of work/project/products completed for or sold to this customer:

Reference #2:

Reference #3: