DRAFT_Scope-RFQ-GH_Services-1-1-24_BC_Comments-TLS_1-5-24.docx

Request for Qualifications Scope of Work for Services

Scope of Services

1. Intent

The City of St. Petersburg (City) is accepting statements of qualifications (“SOQs”) from qualified firms or individuals (“Consultants”) to be retained on an as-needed basis to provide business capacity-building training and mentoring services for the City. The City seeks to develop a pool of Business Support Organizations to provide expert trainers and certified business mentors with diverse business expertise to provide business mentoring and training services for The Greenhouse. Certified business mentors are Consultants with formalized and verifiable training (including ethics) earned through the training program of a professional organization. Business Support Organizations with substantive experience in entrepreneurial startup, growth, and expansion, as well as the development and delivery of business capacity-building training, are encouraged to apply. Consultants who are selected based on their qualifications will be retained on an as-needed basis. Comment by Brian Caper: We should define what "certified" means.

SOQs will be reviewed for consideration based on the Business Support Organization’s qualifications and relevant experience. Contractors must have successfully administered certified business mentoring and training services for one or more of the following:

a. Local Government

b. Chambers of Commerce

c. Educational Institutions

d. Private FoundationsNonprofit Entity

Specifically, the City is seeking Consultants with expertise in providing business capacity building training and mentoring services in one or more of the following areas of expertise:

a. Certified business mentoring services for individual Greenhouse clients as well as clients participating in cohort programs, as needed.

b. Ability to collaborate with Greenhouse Small Business Navigators to support the start, growth, and expansion of entrepreneurs through the client life cycle

c. Documentation client meetings through the use of a Client Records Management (CRM) System.

d. Development of business capacity building curriculum and corresponding slide decks for in-person, hybrid, and virtual presentations

e. Business capacity building training provided onsite, at least twice a monthregularly, to support the development of business acumen to include the following areas: Comment by Brian Caper: Should we be more open ended and say provided onsite regularly? It can still be a consideration if/when we want to use the Contractor but not a disqualifier.

i. Business Planning

ii. Finance

iii. Marketing & Sales

iv. Business Management

f. Ability to participate in the development of hybrid workshop recordings for use in The Greenhouse OnDemand Library

g. Use of a client feedback/survey program to assess mentor performance and client satisfaction with services

2. Scope

Contractor shall provide certified business mentoring and business capacity building training on an as-needed basis. Contractor(s) will be matched with business mentoring and capacity building training opportunities on an as-needed basis as determined by the City in its sole and absolute discretion. Before any selected Consultant performs services for the City will be required to execute an agreement prepared by the City Attorney’s Office. Representatives from the City will contact Contractor(s) regarding their interest, experience, availability, and proposed fee to provide business mentoring and training services as grant writing services as specific grant opportunitiesneeds arise. Per City Administrative Policy #010602, all grant proposals shall be reviewed by the City Grants Working Group prior to submission. The City will make the final decision as to which Consultant will be retained to complete each grant application. Comment by Tracey L. Smith: Need to confirm "as-needed" is the approach Procurement wants us to take. All possible contractors will be in the pool. We will select the contractors as we need their services, even though the mentoring services, especially, will be needed every week? Is it that this "as-needed" approach adds other providers to the pool to be folded into weekly support we will need from some providers? Comment by Brian Caper: I think this approach is okay, since we would be choosing to enter into Agreements with contractors "as needed", but then the Agreement itself can specify specific deliverables, like weekly mentoring services.

3. Term of Agreement

The initial term of agreement will be for two (2) years with three, one-year renewal options by mutual agreement of the parties.

4. Minimum Qualifications

At a minimum, Contractor must meet the following qualifications:

a. Have been in the business of providing certified business mentoring and business capacity building training as described herein for a minimum of fivetwo (52) years. Comment by Tracey L. Smith: I'd like to go higher, but may need to keep this at 2 years to provide entry into the pool? Comment by Brian Caper: I agree we should go higher - I was thinking 5 years, but maybe 3 is a bit easier to meet? Comment by Tracey L. Smith [2]: I am definitely fine with 5 on this if you are. Can we chat about the pool?

b. Have experience in one or more of the following areas: Certified business mentoring for clients of all stages of business development (startup, growth and expansion); development of business capacity training; and delivery of business capacity training in-person, hybrid and via webinar.

c. Provide evidence of financial stability and viability to fulfill the commitments of this Agreement, if requested.

d. Have the ability to obtain the minimum insurance requirements set forth in this Agreement.

5. Contractor Responsibilities

At a minimum, Contractor shall provide and meet the following responsibilities:

a. Contractor shall provide a single point of contact (Account Manager) to administer the Agreement.

b. Contractor shall provide a project manager. Project manager shall not be replaced or substituted without the prior approval of the City. Project manager or

c. Contractor shall maintain Minimum Qualifications as stated in bid for the term of Agreement

6. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

a. City shall provide a single point of contact (City Project Manager) to administer the Agreement.

b. City Project Manager shall assist with planning, strategy and objectives prior to performance of the Work.

c. City Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

7. Benefits Cost Analysis Comment by Tracey L. Smith [2]: Oops! Meant to delete this!

The Contractor shall develop the Benefits Cost Analysis (BCA) within the grant scope of services. City shall not be responsible for additional costs associated with outsourced BCA services and should not be responsible for seeking BCA services related to the scope.

8. Account Management Comment by Tracey L. Smith [2]: Oops! Meant to delete the BCA above! Sorry about that!

Contractor shall provide an Account Manager, who will be readily available during normal business hours to administer the Agreement. Contractor is responsible for notifying the City with any changes in account manager or contact information. Account Manager’s responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

9. Summary of Total Service Charges and Fees

Contractor shall furnish the Procurement and Supply Management Department, when requested, a detailed summary of purchases, charges and fees in electronic spreadsheet format. The summary shall include an itemized description of products and services delivered and dollar amount and quantity of each. Failure to provide this information within seven (7) business days following the request may result in Contractor being found in default.

10.

9. Personnel

Contractor shall assign all key personnel identified in its proposal and this Agreement to complete all of their responsibilities in connection with performance of its obligations. Contractor shall obtain written approval of the City prior to reassigning any key personnel. Replacement of key personnel, upon written approval by the City, shall be with personnel of equal or greater ability and qualifications. Contractor’s replacement of key personnel shall not be grounds for an increase in the total Agreement price or extension of the time for completion of the services required. The unauthorized change of key personnel by Contractor shall be considered by the City as a material breach of the Agreement and grounds for termination.

10. Non-Performance

a. If Contactor is found in non-performance per the Agreement requirements and responsibilities, and/or fails to satisfactorily remedy or cure non-performance, the Contract Administrator will file a vendor complaint report with the Procurement & Supply Management Department. The Procurement & Supply Management Department will notify the Contractor in writing. Contractor shall reply in writing within ten (10) business days with detailed corrective action to remedy the non-performance, including Completion Deadline date and time. Followup or callback work to correct such non-performance shall be solely at Contractor’s expense.

b. Contract Administrator shall conduct inspection immediately after Completion Deadline and advise the Procurement Department in writing regarding satisfactory resolution or of any remaining deficiencies.

c. If Contractor fails to remedy or cure deficiencies identified in a vendor complaint report by the Completion Deadline, the City may deduct the costs from payment of Contractor invoices to obtain service elsewhere.

d. In the event the Contractor consistently fails to perform per the Agreement requirements, the City may terminate agreement with cause and Contractor may be removed from the bidder’s list for up to a three-year period.

12. Safety

a. Contractor shall be responsible for ensuring that Contractor’s staff follow all established safety regulations pertaining to the work to be performed per OSHA and/or City standards.

b. Contractor’s employees will keep doors closed and locked while servicing facilities after hours or when instructed by Facility Manager or Representative.

13. Limitation of Project Value

No single project, purchase or release against this Agreement shall exceed $49,999 without prior written consent by the Procurement Director or his designee.

14. Suspension of Service

The City may temporarily suspend services at specific sites throughout the term of the Agreement at its sole discretion. Sites may suspend service upon five (5) day advance written notification to the Contractor. Contractor shall deduct charges for the suspended site from its invoices, pro-rated per the current monthly cost, until service is resumed by written notification from the City. Contractor shall resume service within 72 hours of written notification.

15. Conditions for Acceptance

Upon completion of all the work and services required by the contract pursuant to the City’s satisfaction and at the City’s sole discretion, the City will issue a written notice of acceptance to Contractor/approve the Work in accordance with the Terms set forth in the Agreement.

17. Ownership of Deliverables

All deliverables, materials, drafts and any fixture, set-up or tool created specifically for the production of the work (“Work”) developed by the Contractor pursuant to this agreement shall become the sole and exclusive property of the City of St. Petersburg upon acceptance and payment. Contractor shall transfer and assign to the City all rights, title and interest in and to the Work.

[General Conditions for Services will include orders, invoices, payment, background checks, vendor performance etc]

B-1 Rev (2/17) B-6 Rev (2/17)