ESBD_571347_1792784513307_COS Strategic Plan RFQ.pdf

Request for Qualifications

City Strategic Plan Development

City of Shenandoah, Texas

Solicitation ID: 2026-11-Strategic_Plan

I. General Information and Publishing

The City of Shenandoah, Texas (City) is soliciting qualifications from qualified consulting firms to develop a Strategic Plan.

II. Project

The City is seeking the services of a consulting firm (Firm) to facilitate the development of a comprehensive Strategic Plan that will establish a clear vision, priorities, goals, and implementation framework for the next three to five years. The Strategic Plan will serve as the City's primary policy and management document, aligning the Mayor, City Council, administration, staff, and community around shared priorities and measurable outcomes.

The selected Firm will provide professional facilitation, public engagement, research, analysis, and strategic planning services that result in an actionable implementation plan with measurable performance indicators.

The consultant shall provide all labor, materials, expertise, and services necessary to complete the plan.

The plan shall:

• Establish a shared long-term vision for the City.

• Identify community priorities.

• Define strategic goals and measurable objectives.

• Align organizational resources with Council priorities.

• Improve transparency and accountability.

• Establish performance measures for tracking progress.

• Strengthen communication between elected officials, staff, businesses, and residents.

• Provide an implementation roadmap with timelines and responsibilities.

Additional information about the City can be found on our website at https://shenandoahtx.us/

III. Scope of Services

At a minimum, the Firm shall render the following professional services necessary for the strategic plan’s development:

Phase 1 – Project Initiation

• Conduct kickoff meeting with City administration.

• Review project schedule.

• Confirm project expectations.

• Develop detailed work plan.

• Identify communication protocols.

• Prepare public engagement strategy.

Deliverable:

o Project Management Plan o Detailed Schedule

Phase 2 – Existing Conditions Assessment Review and analyze existing City documents, including but not limited to:

• Comprehensive Plan

• Parks Master Plan

• Capital Improvement Program

• Budget

• Economic Development Plans

• CVB Master Plan

• Organizational Charts

• Department Business Plans

• Annual Reports

• Financial Reports

• Previous Strategic Plans

• Community Surveys

• Demographic and economic data

• Conduct an organizational assessment identifying:

o Strengths o Weaknesses o Opportunities o Challenges o Emerging trends o Legislative impacts o Regional influences

Deliverable:

o Existing Conditions Assessment Report

Phase 3 – Stakeholder Engagement Develop and implement a comprehensive public engagement program. Engagement should include:

1. City Council

• Individual interviews

• Strategic vision workshop

• Goal-setting retreat

2. Executive Leadership

• Leadership workshops

• Department Director interviews

• Cross-functional planning sessions

3. Employees

• Employee survey

• Focus groups

• Department workshops

4. Community

• Public workshops

• Community open houses

• Online survey

• Interactive project website

• Business stakeholder meetings

• Civic organization meetings

• Economic Development partners

• School district and institutional partners

• Chamber of Commerce

• Major employers

• Non-profit organizations

• Consultant shall summarize all public input

Deliverables:

o Public Engagement Plan o Survey Results o Stakeholder Interview Summary o Public Engagement Report

Phase 4 – Vision, Mission and Core Values Facilitate workshops with City Council and leadership to develop or refine:

• Vision Statement

• Mission Statement

• Organizational Values

• Guiding Principles o Vision and Values Report

Phase 5 – Strategic Priorities Facilitate development of strategic focus areas. Examples include:

• Public Safety

• Infrastructure

• Economic Development

• Financial Sustainability

• Quality of Life

• Parks and Recreation

• Transportation

• Customer Service

• Organizational Excellence

• Workforce Development

• Technology

• Community Engagement

For each strategic priority, identify:

• Goals

• Objectives

• Strategies

• Action Items

• Responsible Department

• Estimated Timeline

• Performance Measures o Draft Strategic Framework

Phase 6 – Performance Measurement Framework Develop measurable performance indicators including:

• Key Performance Indicators (KPIs)

• Outcome Measures

• Annual Reporting Framework

• Dashboard Recommendations

• Progress Reporting Schedule

• Website: Public-facing metrics

• Consultant should recommend methods for annual updates and periodic revisions.

o Performance Measurement Framework

Phase 7 – Implementation Plan Develop an implementation roadmap including:

• Short-term initiatives (Year 1)

• Mid-term initiatives (Years 2–3)

• Long-term initiatives (Years 4–5)

Identify:

• Lead Departments

• Supporting Departments

• Estimated Costs (where appropriate)

• Funding opportunities

• Priority ranking

• Recommended annual work plan integration o Implementation Plan

Phase 8 – Final Strategic Plan Prepare a professionally designed Strategic Plan suitable for both print and electronic publication. The final plan should include:

• Executive Summary

• Community Profile

• Planning Process

• Public Engagement Summary

• Vision

• Mission

• Core Values

• Strategic Priorities

• Goals

• Objectives

• Action Items

• Performance Measures

• Implementation Timeline

Deliverables:

o Draft Strategic Plan o Final Strategic Plan o Executive Summary o City Council Presentation

IV. Facilitation Services

The consultant shall facilitate:

• Council Strategic Planning Retreat

• Leadership Workshops

• Goal-setting Sessions

• Public Meetings

• Final Council Presentation

V. Meetings

Anticipated meetings include:

• Project Kickoff

• Monthly Project Status Meetings

• City Council Workshops

• Executive Leadership Workshops

• Public Open Houses

• Stakeholder Meetings

• Final Council Adoption Meeting Consultant shall attend all meetings either in person or virtually as approved by the City

VI. Project Schedule

The City anticipates the project to be completed within approximately 6–9 months from Notice to Proceed. An anticipated schedule may include:

• Project Initiation

• Assessment

• Public Engagement

• Strategic Workshops

• Draft Plan

• Review

• Final Adoption

VII. Qualifications

The consultant should demonstrate experience with:

• Municipal strategic planning

• Local government organizational assessments

• Public engagement

• Council facilitation

• Performance measurement systems

• Strategic implementation planning

Preference will be given to firms with successful experience developing strategic plans for Texas municipalities.

VIII. Deliverables

The consultant shall provide:

• Project Management Plan

• Detailed Schedule

• Existing Conditions Assessment Report

• Public Engagement Plan

• Survey Results

• Stakeholder Interview Summary

• Public Engagement Report

• Vision and Values Report

• Draft Strategic Framework

• Performance Measurement Framework

• Implementation Plan

• Draft Strategic Plan

• Final Strategic Plan

• Executive Summary

• City Council Presentation

All editable electronic files.

IX. Optional Services

• Annual salary survey updates

• Compensation plan maintenance

• Pay equity reviews

• Organizational restructuring assistance

• Performance pay or merit pay program design

• Executive compensation analysis

• FLSA exemption review

• Compensation policy development

X. Expected Outcomes

The completed Strategic Plan should:

• Provide a clear vision for the City's future.

• Establish measurable goals and objectives.

• Strengthen collaboration among elected officials, staff, and the community.

• Support informed decision-making and resource allocation.

• Increase organizational accountability through performance measures.

• Guide annual budgeting, capital planning, and departmental work plans.

• Serve as the City's primary policy framework for the next five years.

XI. Submittal Requirements

The City of Shenandoah requires you submit four (4) copies of your response to the RFQ proposal containing the following information, in the following sequence and format:

• Title Page

• Letter of Introduction

• Table of Contents

• Firm Profile and Philosophy

• Approach to Design - in detail, describe your firm’s planning process and how you propose to include City administration in on the design and planning process.

• Personnel Assigned to the Project - Identify the names of any personnel who will be members of the actual project team.

• Experience with Similar Projects - Provide information about your firm’s experience on commercial and publicly owned projects, and your overall qualifications to carry out this specific project. Please provide project descriptions, locations, and color photos of relevant projects that have occurred in the last five (5) years. All the projects submitted should be projects completed by the designed and managed by the Engineer.

• References - Provide a reference list from five (5) recent commercial or public facility HVAC projects. Include business (city) name, contact name, and telephone numbers. All of the references submitted should be projects completed by the designed and managed by the

Engineer.

• Information on Other Sub-Consultants Your Firm Will Employ for this Project - Please include relevant information including: firm(s) history and profile, philosophy, specialization, experience, and references.

• Attach a copy of your proposed Sample Contract;

Please submit two (2) copies of the sealed proposal of services, by mail, to: City of Shenandoah, 29955 IH-45 North, Shenandoah, TX 77381, Attn: Sam Masiel, City Administrator, or in person to Sam Masiel, City Administrator, City Hall, 29955 IH-45 North, Shenandoah, TX 77381, or online at https://www.txsmartbuy.gov using the electronic state business daily platform. Submittals for these services must be received by the City no later than 3:00 pm November 17, 2026. Submittals received after the date and time will not be accepted.

The City reserves the right to negotiate with any and all individuals and firms that submit proposals as per the Texas Professional Services Procurement Act and the Uniform Grant and Contract Management Standards. Minority Business Enterprises are encouraged to submit proposals. The City reserves the right to refuse any or all submittals. The City of Shenandoah is an Affirmative Action/ Equal Opportunity Employer.

Sam Masiel, City Administrator smasiel@shenandoahtx.us

XII. Rating Sheet

Name of Respondent ____________________ Date of Rating ____________________

Evaluator’s Name(s) ____________________ ____________________ ___________________

Experience – Rate the respondent for experience in the following areas:

Ranking Methodology –

Topic Max Points Description

Firm Qualifications and Experience

20 Demonstrated experience developing strategic plans for municipalities of similar size and complexity, particularly in Texas.

Project Team Qualifications

20 Experience and qualifications of the project manager and key personnel, including facilitation, strategic planning, and public engagement expertise.

Project Understanding and Approach

15 Demonstrated understanding of the City's needs, project objectives, methodology, and proposed work plan.

Public and Stakeholder Engagement Strategy

15 Quality and creativity of the proposed public participation process, including outreach to residents, businesses, employees, and elected officials.

Project Schedule and Capacity

10 Ability to complete the project within the City's desired timeline and availability of project staff.

References and Past Performance

10 Quality of references and successful completion of similar municipal strategic planning projects.

Cost Proposal 10 Overall value of the proposed fee relative to the scope of services provided. Lowest cost will not necessarily receive the highest score.

1. Firm Qualifications and Experience 20 ________

2. Project Team Qualifications 20 ________

3. Project Understanding and Approach 15 ________

4. Public and Stakeholder Engagement Strategy 15 ________

5. Project Schedule and Capacity 10 ________

6. References and Past Performance 10 ________

7. Cost Proposal 10 ________

TOTAL SCORE 100 ________