ESBD_464631_1761235578703_RFQ 2025-079 - FEC Service Provider- Release.pdf

REQUEST FOR QUALIFICATIONS

Financial Counseling Services Provider for Financial Empowerment Center

RFQ No. 2025-079

Issue Date: October 23, 2025

Closing Date & Time: November 21, 2025; 2:00 P.M. CT Opening Date & Time: November 21, 2025; 2:01 P.M. CT

For Information Contact:

Paul Campos, Purchasing Services, 254-750-8405, or pcampos@wacotx.gov

RFQ Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Zoom & Dial-In Information:

Please see Page 3

Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

Question Due : November 13, 2025; 4:00 P.M. CT

RFQ 2025-079 Page 1 mailto:pcampos@wacotx.gov

BONFIRE ELECTRONIC BIDDING

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s Data base system, Bonfire.

We ask vendors to register with Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

• Register with the City of Waco.

• Receive notifications for bids and services requests from the City.

• Stay updated on changes, addendums, open solicitations.

• Submit bids and proposals electronically.

• Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

MINORITY, WOMEN-OWNED BUSINESS ENTERPRISE (MWBE)

The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

RFQ 2025-079 Page 2

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITIONAL

INFORMATION:

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITIONAL

INFORMATION:

PRE BID/ PROPOSAL

BID/ PROPOSAL OPENING

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL INFORMATION

Page 3RFQ 2025-079 Page 3 https://wacotx.zoomgov.com/j/1607921228?pwd=4k7lhcagKL5upjWidmf9iwxxQ3Hs6S.1

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation II. Contact with City of Waco III. Definitions IV. Requested Services V. Statement of Qualifications VI. Evaluation of Submittals & Award of Contract

Appendices

A. Scope of Services

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Registered with the Texas Secretary of State

(4) *W9 Taxpayer Identification Form

(5) *EFT Form (Electronic Funds Transfer Authorization)

(6) Sales Tax Information

(7) *Insurance & Indemnification Requirements

(8) *HB 89 Energy Form

(9) *HB 89 Firearms Form

(10) *HB 89 Israel Form

(11) *Foreign Terrorist Organization Form

(12) House Bill 1295 Information Sheet

(13) Protest Procedure

C. Forms to Complete and Return

(1) Submission of Bid/Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

(4) Disclosure of Relationships with City Council/Officers (City Charter)

(5) Minority/Women Owned Business

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

(1) Background/Details

RFQ 2025-079 Page 4

RFQ No. 2025-079

Financial Counseling Services Provider for Financial Empowerment Center

Please Register for Notification

REGISTER INTEREST

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: pcampos@wacotx.gov.

Company/Organization:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

Page 5RFQ 2025-079 Page 5RFQ 2025-079 Page 5

I. SCHEDULE FOR SOLICITATION

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

• Issuance of the RFQ

• Deadline for questions 4:00 P.M.

• Receipt of the Statement of Qualifications (SOQs)

• Evaluation of the SOQs / Interviews

• Establish final ranking of submitters

• Notify submitters of award recommendation

October 23, 2025 November 14, 2025 November 21, 2025 Nov. / Dec. 2025 December 12, 205 December 2025

Tentatively, the final selection decision will be made, and submitters will be notified of an award recommendation during the month January 2026. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Paul Campos, Purchasing Agent who can be reached at:

Email: pcampos@wacotx.gov Telephone: (254) 750-8405 Fax: (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) -

City of Waco Purchasing Services Attn: Paul Campos, Purchasing P.O. Box 2570 Waco, Texas 76702-2570

City of Waco Purchasing Services Attn: Paul Campos, Purchasing 1415 North 4th Street Waco, Texas 76707

Contact someone other than the Purchasing Agent listed above, or his/her designated representative at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

Page 6RFQ 2025-079 Page 6

III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Organization” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Contract documents” include the RFQ and all of the Appendices attached to the RFQ.

(4) “Day” means a calendar day unless otherwise specified defined.

(5) “Project” means subject matter for which professional services are sought.

(6) “Project Review Committee” means a committee established by the City to review the qualifications. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(7) “RFQ” means and refers to this Request for Qualifications.

(8) “Selected Organization” means the organization who is selected by the City and to whom the City

Council/City Manager awards a contract for the professional services requested in this solicitation.

(9) “Selected submittal” means and refers to the Statement of Qualifications submitted by the Selected Organization.

(10) “Solicitation” means an RFQ issued by the City Waco seeking services described in the document.

(11) “SOQ” means Statement of Qualifications.

(12) “Submission” or “Submittal” refers to a response to the RFQ which is a Statement of

Qualifications of the submitter.

(13) “Submitter” means a organization submits a Statement of Qualifications in response to this RFQ.

(14) "FEC" means Financial Empowerment Center

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IV. REQUESTED SERVICES

A. Professional Services Requested:

The City of Waco is seeking a qualified 501(c)3 nonprofit organization(s) to serve as the financial counseling provider, following the key elements of the model and the framework provided by the The City of Waco.

The selected financial counseling provider (s) will be responsible for the following:

• Recruit, hire and supervise the FEC counselors;

• Collect data using the FEC database and regularly report to the local government partner;

• Offer or support the training of the financial counselors, including initial training and continuing education;

• Support public marketing efforts by participating in outreach events and presentations;

• Assist local government partner in developing and maintaining integration partnerships; and

• Participating in all learning community activities.

This RFQ is targeted towards organizations that can effectively implement high-volume, quality, one-on-one financial counseling services to low-income individuals/families in areas and to populations in high need. Partners will be expected to develop referral systems with a range of other programs and organizations to drive traffic to the Financial Empowerment Center. Similarly, The City of Waco will expect partners to be responsive to potential strategic partnerships initiated by The City of Waco to ensure that goals are being met. The City of Waco may choose to select one or multiple nonprofit providers. Detailed scope of services are attached as Appendix A

(1) A digital version of this document can be obtained from the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids.

B. Terms Conditions & Requirements In addition to the description of the services, the attached Appendices include the City’s Contract Requirements.

C. Reservations by City:

The City of Waco reserves the right to reject any and all submittals. The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse submitters for any costs incurred during the preparation or submittal of qualifications to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

Page 8RFQ 2025-079 Page 8

V. STATEMENT OF QUALIFICATIONS (SOQ)

A. Submission of Information:

Submitters are cautioned that it is each submitter’s sole responsibility to submit information related to the evaluation categories, and the City is under no obligation to solicit such information if it is not included with the SOQ. Failure of a submitter to submit such information may cause an adverse impact on the evaluation of the specific SOQ.

B. Submitter Review of RFQ:

Submitters are responsible for examining and being familiar with all terms, conditions, provisions, and instructions of the RFQ and their responses. Failure to do so will be at the submitter’s risk and will not be a determinative factor when awarding the contract for services. Submission of a proposal indicates acceptance by the organization of the conditions contained in the RFQ.

C. Encouraging Competition:

The conditions, terms, provisions, and information of this RFQ are written to encourage maximum response to the RFQ. There is no intent to discriminate against any submitter but rather, to set a definite standard of professional quality and experience desired for this project.

D. Submission Contents:

Qualified organizations should submit their qualifications through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login. Paper/ Physical submissions will still be accepted but must include one (1) electronic copy (CD or Flash Drive) and (1) original and four (4) copies of their statements of qualifications on 8 ½ x 11 paper. These must be received by the date set out above in the Schedule of Solicitation for a submitting organization to be considered:

(1) Title Page: Title page showing the RFQ subject, the RFQ number, the organization’s name; the name, address and telephone number of the contact person, and the date of the SOQ.

(2) Table of Contents

(3) Transmittal Letter: A signed letter of transmittal briefly stating the submitter’s understanding of the work to be done and a statement as to why the organization believes it to be the best qualified to perform the engagement.

(4) Detailed SOQ: The detailed SOQ should follow the order set out as follows:

(a) General Requirements: Provide a description of the organization, including its mission and how this contract would extend the capacity of existing efforts in the area of financial empowerment. Provide a list of current board members and the most recent IRS Form 990.

(b) Organization Qualifications and Experience: The submitter should state the size of the organization, the location of the office from which the work on this project is to be performed. Explain how the applicant has the organizational capability (financial and operational) to perform the administrative and programmatic responsibilities related to the delivery of the proposed services; the increased level of supervision and management activity required to ensure that benchmarks and core service outcomes set forth in this RFQ are achieved.

(c) Joint Venture or Consortium: If the submitter is a joint venture or consortium, Page 9RFQ 2025-079 Page 9

PCampos Highlight the qualifications of each organization comprising the joint venture or consortium should be separately identified and the organization that is to serve as the principal should be noted, if applicable.

(d) Partner, Supervisory and Staff Qualifications and Experience: Provide a program staffing chart that identifies each position that will be working with or at the FEC, the job responsibilities, level of skills and expertise. For each key staff position, please provide a brief bio and resume or a description of the qualifications that will be required for the positions to be hired.

(e) Consultants and Organization Specialists: Consultants and organization specialists mentioned in response to this request for qualifications can only be changed with the express prior written permission of the City of Waco, which retains the right to approve or reject replacements. Partners, managers, other supervisory staff, and specialists may be changed if those personnel leave the organization, are promoted, or are assigned to another office. Other project personnel may be changed at the discretion of the submitter if replacements have substantially the same or better qualifications or experience.

(f) Organizational Chart: Attach a one-page copy of your business organizational chart for the portion of your business that will be involved with this project, complete with names and titles. On the chart, mark the people who will be involved in this project.

(g) Business Operation: If the submitter has operated under any other names within the last ten (10) years, provide those names.

(5) Additional background information on no more than 5 pages:

(a) Experience with Similar Projects: Provide examples of similar work done by the organization previously. If the organization has an established track record of providing one-on-one financial counseling and/or coaching to low-income adults, please provide a narrative of that work and outcomes from those efforts.

Demonstrate any experience conducting effective client outreach and any experience using multiple marketing and outreach tools and/or leveraging partnerships with community leaders to build a high-volume client base.

(b) Project Approach: Explain the organization’s overall approach to this project concerning outreach, operations, services provided, and collaborations. Describe any anticipated community outreach and marketing efforts associated with the FEC, potential partnerships to be utilized, and projected target populations. If possible, list anticipated FEC locations and hours of operation. In addition, describe the organization’s approach to counseling with a particular emphasis on describing the client experience. This may include a detailed description of a typical counseling session, relevant materials used during sessions, and any additional information that will fully explain the applicant’s plans for achieving client outcomes.

(c) References: Each response should provide the City at least two (2) references for the organization. The reference should include a brief statement describing the relationship between the applicant, and the reference entity, and the name, title and telephone number of a contact person at the reference entity, for the applicant and each proposed sub-contractor if any.

E. No Price Information The selection of a design organization under this RFQ shall be in accordance with Chapter 2254 of the Texas Government Code. Do not include any price information within

Page 10RFQ 2025-079 Page 10 the SOQ. SOQs containing any price information will be automatically disqualified.

F. Completeness of Submission:

(1) Submitters are responsible for examining and being familiar with all instructions and terms and conditions of this solicitation, and the submitter’s response.

(2) The submitter must attach all required forms with each submission copy. Forms must be signed by a representative of the submitter authorized to bind the submitter contractually. The submitter must include a statement identifying any exceptions to this RFQ or declare that there are no exceptions taken to the RFQ.

G. Response Date and Location Responses to this solicitation must be received by 2:00 P.M. (Central Time) on November 21, 2025. The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/ login , paper submissions will still be received at the address listed below via Delivery Services or Personal Delivery to:

Attn: Paul Campos, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

RFQ 2025-079

Financial Counseling Services Provider for Financial Empowerment Center

Closing: 2:00 P.M. (Central Time) on November 21, 2025

Submitters accept all risk of late delivery bids submissions regardless of instance or fault. A paper submission received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a submission by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

H. Modifications to or Withdrawal of Submission:

Submissions cannot be modified after the submission deadline.

Submissions (in PAPER ONLY) may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification.

(2) The written modification may be submitted by electronic transmission (email) or personal delivery to the Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

Page 11RFQ 2025-079 Page 11

PCampos Highlight

PCampos Highlight

PCampos Highlight

A submission may also be withdrawn (Bonfire vendor’s can withdrawal their own submission) by providing the notice in person by a representative of the submitter who can provide proof of his/her authority to act for the submitter. The representative will be required to execute a receipt reflecting the submission is being withdrawn.

I. Authorized Signature:

A SOQ must be manually signed by a person having authority to contractually bind the submitter. Any erasures or other changes must be initialed by the person authorized to sign the SOQ or others who are able to show evidence of authority to execute or sign or behalf of the submitter.

J. SOQ is an Indication of Ability to Perform Requested Services:

The SOQ submitted by a organization is an indication of the ability of the organization to perform the requested services.

K. Agreement; Exceptions:

(1) Submission of an SOQ indicates the submitter agrees to the terms, conditions, and other provisions contained in the RFQ, unless the submitter clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the RFQ.

(2) Exceptions presented in an SOQ are not to be considered incorporated into the contract between the City and the selected submitter unless and until the City agrees to accept such exceptions.

(3) The selected submitter must acknowledge and agree that the contract resulting from this RFQ includes the terms, conditions, and other provisions contained in the RFQ, the submittal provided in response to this RFQ (including any exceptions accepted by the City) which is acceptable to the City and is not in conflict or contravention of the RFQ, and any other documents mutually agreed upon by the City and the selected submitter.

(4) No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFQ or the resulting contract.

L. Cost to Develop Submission:

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the submitter and shall not be reimbursed in any manner by the City.

VI. EVALUATION OF SUBMITTALS & AWARD OF CONTRACT

A. General Procedure:

The submitted SOQs will be initially reviewed and evaluated by a Project Review Committee. Each SOQ should be submitted as completely and accurately as possible.

The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the submitted SOQ. The City also reserves the right to allow corrections of errors or omissions.

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B. Evaluation Criteria:

Organizations meeting the mandatory criteria below will have their SOQs evaluated for technical quality. A point formula will be used during the review and evaluation process by the Project Review Committee to score SOQs. The following represent the principal selection criteria:

(1) Mandatory Elements:

(a) Qualified as exempt from federal income tax under section 501(c)3 of the Internal Revenue Code

(b) The organization has no conflict of interest with regard to any other work performed by the organization for the City of Waco.

(c) The organization adheres to the instructions in this RFQ on preparing and submitting the SOQ, including submission of forms in Appendix C.

(2) Demonstrated Competence and Qualifications: (Maximum Points - 100)

(a) Organization’s Expertise and Experience: (Maximum Points – 30)

1. Demonstrated experience of the organization based upon previous work similar to that of the type considered.

2. Established track record of providing one-on-one financial counseling and/or coaching to low-income adults. Applicants with limited experience in delivering one-one-one financial counseling services should demonstrate trusted, long-standing ties to the community which they propose to serve and a detailed plan for developing necessary technical capacity.

(b) Expertise and Experience of Personnel: (Maximum Points - 30)

1. Competence and qualifications of the individual(s), assigned by the organization, who will be directly responsible for the proposed work based upon education and experience pertinent to the work considered.

2. Capacity and flexibility of personnel to meet a continuum of financial needs of low-income, multilingual residents in a variety of stages of financial need and crisis.

(c) Project Approach: (Maximum Points - 40)

1. Organization’s vision and approach to the project and financial counseling with a particular emphasis on describing the client experience.

2. Detail plans for referrals from the FEC to other supportive services (employment, housing, access to benefits, legal, etc.) and a demonstration of existing partnerships with other supportive service providers.

3. The marketing plan proposed for the project, including methods and staff resources planned.

4. Identification of special considerations and possible challenges in completing the project.

C. Final Selection:

The Project Review Committee will determine, with City Manager’s Office review, Page 13RFQ 2025-079 Page 13 whether to schedule oral interviews with the top-rated organizations. If interviews are requested, the submitters will have an opportunity to make a presentation and answer questions from the Project Review Committee. After the interviews, those submitters will be ranked by the committee on a 100-point scale using examples of the following criteria:

(1) Organization qualifications and experience (Maximum delegated points)

(2) Expertise and experience of personnel and individuals (Maximum delegated points)

(3) Communication ability (Maximum delegated points)

(4) Other Criteria (Maximum delegated) points

Based on all information and review, the scores from the Statement of Qualifications submittals and the scores for the oral interviews (if conducted) will be combined and presented to the City Manager’s Office or Committee. The City Manager’s Office or Committee shall establish the final ranking of the organizations.

The City shall then seek to negotiate a contract with the organization ranked first. If an agreement cannot be reached, efforts to negotiate a contract will then proceed with the organization ranked second. This process will be followed until a satisfactory contract can be negotiated.

D. Contract Award and Execution:

The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $100,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

It is anticipated that the term of the contract awarded will be February 2026, contingent on available funding and the contract may include an option to renew. The work will cover the following:

• Build Phase (roughly 3-6 months): All efforts to prepare for the opening of the FECs, including hiring and training staff, finalizing partnership agreements, and preparing marketing and operations. The 3-6 month build phase period is estimated and may vary based on local procurement processes or other factors.

• Implementation Phase (24 months): Begin offering services at the FEC.

It is anticipated that the total available annual funding for all contract(s) awarded from this RFQ will be 100,000 dollars. The Department of Housing and Community Development of The City of Waco anticipates that the contract(s) may range in size from $75,000 to a maximum of $150,000 to cover the cost of direct counseling services. Budget allocation amounts depend on the availability of funds and are subject to change. The Department of Housing and Community Development reserves the right to award more or less than the full amount of funding requested by the applicants. Greater consideration will be given to applicants that propose competitive prices in combination with a high-quality program that serves a significant geographic area, targeted populations and or issue areas relevant to the locality.

RFQ 2025-079 Page 14RFQ 2025-079 Page 14

APPENDIX A

Scope of Services

(1)Background / Details

RFQ 2025-079 Page 15

Scope of Services I. Background

The Financial Empowerment Center model has operated for over thirteen years, and across more than thirty operational FECs has worked with more than 189,000 clients, helping them reduce debt by more than $315 million, and increasing savings by $61 million. Professionally trained FEC counselors help consumers with low incomes manage their finances, pay down debt, increase savings, establish and build credit, and access safe and affordable mainstream banking products. At the core of the FEC model is the integration of counseling into other social services, including housing and foreclosure prevention, workforce development, prisoner reentry, benefits access, domestic violence services, and more.

The success of FECs are backed by over 10 years of continuous expansion of the model, as well as the CFE Fund’s three year evaluation released in 2017, An Evaluation of Financial Empowerment Centers: Building People’s Financial Stability As a Public Service, which closely examined the initiative’s initial replication in 5 cities (Denver, CO; Lansing, MI; Nashville, TN; Philadelphia, PA and San Antonio, TX). The FEC model has been successfully replicated in a variety of city contexts, and has proven integral to clients’ success in reducing debt, increasing their savings, establishing and improving credit, and opening safe banking accounts, despite deep financial challenges.

Key elements of the FEC model and operations include:

Model:

• Professional, one-on-one and free public service.

• Systematically track data and outcomes for client management and evaluation.

• Connects to a range of local government and nonprofit service delivery systems.

• Prioritizes sustainability efforts to become a permanent service in the locality.

Operations:

• Program implementation and management is led and overseen by the local government.

• Service provision is conducted by one or more qualified nonprofit partners or local government agencies, formalized via a contract agreement.

• Counselors conduct financial triage with clients to determine the nature of their financial situation, set goals, and establish a specific plan of action with each client focused in five primary areas: banking, savings, debt, credit and legacy planning.

• Client retention, critical to outcome achievement, is prioritized as counselors work with clients to make progress on their action plan.

• All program managers and counselors must be trained based on the CFE Fund’s training standards and pass a CFE Fund–administered final exam.

The FEC model is a partnership between local government and community-based organizations, with critical and distinct roles for each partner. Applicants are expected to deliver the financial counseling services and will be accountable for all work provided.

RFQ 2025-079 Page 16

II. The Financial Counseling Process

The FEC model offers customized one-on-one counseling based on the clients’ individual situations and is responsive to the client’s goals and abilities. FEC counseling represents a mix of direct service goal setting and light case management provided by highly trained professionals to advise people on their financial and personal goals in the areas of banking, savings, debt, and credit, and legacy planning.

A financial counseling session is a confidential, private meeting between an FEC counselor and individual (or household) lasting a minimum of 30 minutes. Sessions can be either in person or remote (i.e. phone, video) given they meet the 30-minute requirement.

The initial counseling session consists of a comprehensive financial health assessment, where counselors conduct triage to determine the full nature of the client’s financial situation, support the client in setting goals, and establish a specific client-led action plan to manage their finances, pay down debt, increase savings, establish and build credit, and access safe and affordable mainstream banking products and prepare for legacy planning and protect assets. Retention, or returning for more than one session, is critical; clients are more likely to achieve outcomes if they participate in multiple counseling sessions. Throughout the process, counselors advise clients, and track progress towards outcomes aimed at enhancing financial stability.

III. Data-Driven Approach

The FEC model is founded on helping clients improve their financial stability through a set of distinct outcomes. These outcomes are associated with the specific service plan(s) identified during the initial assessment or in subsequent sessions.

• Banking o Open a safe and affordable bank account o Use bank account actively

• Credit o Establish credit score o Increase credit score by at least 35 points

• Debt o Decrease non-mortgage debt by at least 10% o Reduce the number of delinquent debts

• Savings o Increase amount set aside for the future o Adopt new savings behaviors

• Legacy Planning o Prepare for legacy planning o Protect assets

RFQ 2025-079RFQ 2025-079 Page 17

IV. Counselor Training Standards

All counselors and managers must successfully complete a training course based on a set of training standards developed by the CFE Fund. These standards articulate the knowledge and skills an FEC counselor needs to demonstrate before they can begin direct service and detail the continuing education counselors will need for ongoing professional development. They delineate the breadth and depth of the financial content areas, counseling and coaching skills, practice and experiential learning, and socio-economic and cultural context setting necessary to serve the diverse needs and backgrounds of FEC clients.

Counselors must complete a standardized exam before they can begin direct services. Counselors typically have at least two years of relevant work experience, with some background in finance, financial education, counseling/coaching, or social service delivery. Staff must also have particular expertise in one of the following: financial services, social work, financial planning, coaching/mentoring, teaching, or other related fields.

V. Roles and Responsibilities

The FEC model is a partnership between local government and community-based organizations, with critical and distinct roles for each partner.

• Local Government (city or county) plays a central role of directing and coordinating the initiative on the ground and ensuring sustainability. The local government partner ensures quality and consistency of service delivery by establishing protocols for monitoring and evaluation, using public channels for marketing and promotion of services, and supporting integration of service delivery within other public programs and local government access points.

• Financial Counseling Provider(s) recruit, hire and supervise the FEC counselors. They are responsible for all data collection and regular reporting to the local government and the CFE Fund. They support public marketing efforts by participating in outreach events and presentations. In addition, financial counseling providers establish and maintain relationships with other community partners hosting counselors, referral partners, and other outreach and community efforts. This provider role can also be fulfilled by a local government agency.

• National and Local Training Partners deliver financial counseling training instruction based on the training standards provided by the CFE Fund, focusing on financial content, counseling and coaching skills, and cultural awareness. Partners can deliver this training in a variety of formats, including at a local college, through self-paced webinars, and/or with program managers or national training providers teaching the curriculum.

• Programmatic Partners are crucial to integrating the FEC services into the service streams of local government and nonprofit agencies, especially those serving people with low and moderate incomes. Partnerships deeply embed financial counseling/coaching into local government and nonprofit programs, advancing both programs’ goals. Partnerships can have a variety of characteristics in a scale of increasing integration, which are: formalized via MOU, defined referral process, co-location, FEC participation fully integrated, coordinated case management, regular reporting, data sharing agreement, and Super vitamin Effects Study.

• Philanthropic partners are both public and private entities that provide funding to launch and sustain the FEC.

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VI. FEC Operations There is a range of strategies on how to operate an FEC, and the local government and the financial counseling provider(s) make such decisions based on the goals and needs of the City or County.

Here are a few operational considerations:

• Site Selection o Primary sites are often located in the Financial Counseling Provider’s space, ideally within areas of highest need (low-income areas, serving unbanked populations, etc.)

o Part-time, co-located sites provide full counseling services on a part-time basis and expand the footprint of services to include other neighborhoods, but often serving distinct populations and/or communities. Co-locations are often situated in city programs, community-based organizations or at social service organizations that already serve a high number of target clients and for whom the financial counseling will provide complementary service. Remote counseling can be done either with counselors working from home, or from designated sites, at the discretion of management as long as it adheres to site requirements.

• Site Requirements o The full-time and part-time locations should provide each counselor with private counseling areas that allow for counselor-client information and conversations to be held confidentially.

o Remote counseling, either over the phone or through video, must adhere to the same standards of privacy as in-person counseling.

o Counseling spaces are equipped with standard, modern technological capabilities (including computer equipment, reliable video session programs, multi-line telephone and voicemail, high speed internet access and access to printing, faxing, shredding, scanning and reproduction equipment).

o Although spaces differ, each site should be able to accommodate approximately 150 square feet of private counseling space per counselor, plus an additional 300-500 square feet of meeting and waiting room space (could be shared) o All FEC locations must be compliant with the Americans with Disabilities Act.

• Oversight and Monitoring o FEC counselors, local government and financial counseling provider managers are required to use the online client management data system developed by the CFE Fund to track clients’ progress and outcomes.

o The City/County may institute a weekly deadline for complete data entry.

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(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Registered with the Texas Secretary of State

(4) *W9 Taxpayer Identification Form

(5) *EFT Form (Electronic Funds Transfer Authorization)

(6) Sales Tax Information

(7) *Insurance & Indemnification Requirements

(8) *HB 89 Energy Form

(9) *HB 89 Firearms Form

(10) *HB 89 Israel Form

(11) *Foreign Terrorist Organization Form

(12) House Bill 1295 Information Sheet

(13) Protest Procedure

APPENDIX B

Contract Requirements

Please be advised:

The City of Waco mandates that the successful bidder submit the following (*) documents before the official contract is awarded.

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APPENDIX B. (1)

General Waco Terms and Conditions

(a) Applicable Law and Venue. This solicitation and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the solicitation are fully performable in McLennan County, Texas and venue for any dispute regarding contract shall be in McLennan County, Texas.

(b) Arbitration / Mediation. The City of Waco will not agree to binding or mandatory arbitration or mediation.

(c) Conflict of Interest. Vendor agrees to comply with the conflict of interest provisions of the Waco City Charter, Waco Code of Ordinances, and/or state law. Vendor agrees to maintain current, updated disclosure of information on file with the Purchasing Services Division throughout the term of the contract.

(d) Gratuities. The City may, by written notice to the Vendor, cancel this contract without liability to the City, if it is determined by the City that gratuities have been offered to any officer or employee of the City with a view toward securing a contract, securing favorable treatment with respect to the awarding, amending, or the making of any determinations in respect to the performance of such a contract. In the event this contract is canceled by City as set forth in this paragraph, the City shall be entitled to recover from Vendor all additional costs incurred by City as a result of the cancellation.

(e) Unfunded Liability. City's obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to Vendor by City. The City will not incur a debt or obligation to pay selected bidder any amounts the City does not have the current funds available to pay, unless the contract includes a provision for the City to appropriate funding for the debt or obligation.

(f) Advance Payments. The City will not make advance payments to a selected firm or any third party pursuant to this solicitation or resulting contract.

(g) Gift of Public Property. The City will not agree to any terms or conditions that cause the City to lend its credit or grant public money or anything of value to the selected firm.

(h) Procurement Laws. The City will not agree to any terms or conditions that cause the City to violate any federal, Texas, or local procurement laws, including its own charter.

(i) Limitation of Liability. The City of Waco will not agree to an artificial limitation of liability (e.g. liability limited to contract price or liability capped at an amount actually paid in previous 3 months, etc.) or an artificial statute of limitations (e.g. any lawsuit must be commenced within one year of the event).

(j) Waiver. No claim or right arising out of a breach of the contract resulting from this solicitation can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

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(k) Right To Assurance. Whenever one party to this contract in good faith has reason to question the other party's intent to perform, that party may request that the other party give written assurance of his intent to perform. In the event that a request is made and no assurance is given within five (5) days, the requesting party may treat this failure as an anticipatory repudiation of the contract.

(l) Attorney’s fees; Legal Costs. The City will not agree to pay the selected firm’s attorney’s fees or other legal costs under any circumstances.

(m) Advertising. Vendor shall not advertise or publish, without City's prior consent, the fact that City has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

(n) Arrears In Taxes. Article VII. Taxation, Section 8, of the City of Waco Home Rule Charter states: The City shall be entitled to counterclaim and offset against any debt, claim, demand or account owed by the City to any person, firm or corporation who is in arrears to the City of Waco for taxes, in the amount of taxes so in arrears, and no assignment or transfer of such debt, claim, demand or account after the said taxes are due, shall affect the right of the City to offset the said taxes against the same.

(o) Tax Certification; Offset of Other Debts Against City. Selected bidder hereby certifies that it is not delinquent in the payment of taxes owed to the City and will pay any taxes owed to the City so that such taxes will not become delinquent. If this certification is subsequently determined to be false, such false certification shall constitute grounds for termination of the contract awarded under this SOLICITATION, at the option of City. Furthermore, Selected bidder agrees the City is entitled to counterclaim and offset against any debt, claim, demand, or account owed by the City to the selected bidder, pursuant to the awarded contract, for any debt, claim, demand, or account owed to the City, including other than the taxes mentioned above. The City may withhold from payment under the awarded contract an amount equal to the total amount of debts, claims, accounts, or demands including taxes owed to the City by the selected bidder. The City may apply the amount withheld to the debts and taxes owed to the City by the selected bidder until said debts are paid in full. No assignment or transfer of such debt, claim, demand or account after the said taxes or debts are due shall affect the right of the City to offset the taxes and the debt against the same.

(p) Independent Contractor. The selected bidder will be an independent contractor under the contract. Professional services provided by the selected bidder shall be by the employees or authorized subcontractors of the selected bidder and subject to supervision by the selected bidder, and not as officers, employees or agents of the City. Selected bidder will be required and agrees to comply with all state and federal employment laws as well as all other federal, state and local laws, rules and regulations affecting the performance of all obligations taken herein.

(q) No Joint Enterprise/Joint Venture. It is not the intent of this solicitation or the contract to be awarded to create a joint enterprise or joint venture.

(r) Subcontracting Bid. If subcontracting with another company or individual is proposed, that fact, along with providing the same information for the subcontractor that is required to be provided by the bidder under this solicitation, must be provided and clearly identified in the bid. Following the award of the contract, no additional subcontracting will be permitted without the express prior written consent of the City.

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(s) Assignment-Delegation. No right or interest in the contract shall be assigned or delegation of any obligation made by Vendor without the written permission of the City. Any attempted assignment or delegation by Vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

(t) Modifications: This contract can be modified or rescinded only by a written instrument signed by both of the parties or their duly authorized agents.

(u) Interpretation-Parol Evidence: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete agreement for dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection.

(v) Equal Employment Opportunity: Vendor agrees that during the performance of its contract it will:

1. Treat all applicants and employees without discrimination as to race, color, religion, sex, national origin, marital status, age, or handicap.

2. Identify itself as an "Equal Opportunity Employer" in all help wanted advertising or request. The Vendor shall be advised of any complaints filed with the City alleging that Vendor is not an Equal Opportunity Employer. The City reserves the right to consider its reports from its human relations administrator in response to such complaints in determining whether or not to terminate any portion of this contract for which purchase orders or authorities to deliver have not been included, however, the Vendor is specifically advised that no Equal Opportunity Employment complaint will be the basis for cancellation of this contract for which a purchase order has been issued or authority to deliver granted.

(w) Israel: Vendor acknowledges that effective September 1,…