EVT0010592_-_Amendment_Two_-_Questions_and_Answers.xlsx
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- Attached to
- KAC Strategic Planning Consultant Services
- Solicitation number
- EVT0010592
- Issued by
- Sedgwick County, Kansas
About this file
This document is an Amendment Two Questions and Answers file for Event Number EVT0010592, a Strategic Planning Consultant Services procurement issued by the Kansas Department of Commerce for the Kansas Arts Commission. The RFP solicits proposals from established consulting firms with a minimum of five years of continuous strategic planning experience to develop a comprehensive five-year strategic plan for the Kansas Arts Commission covering fiscal years 2026 through 2031. The project encompasses four phases: discovery and assessment, stakeholder engagement, strategic direction development, and plan finalization, with deliverables including an assessment report, stakeholder engagement summary, updated mission and vision statements, strategic priorities, implementation roadmap, and a final strategic plan document. Proposal submissions were due by January 14, 2026, at 2:00 PM CST, with contract execution and project kickoff anticipated for mid-February 2026 at the earliest. The contract term extends from the date of award through November 30, 2026, with no renewal options specified. The project requires a combination of in-person regional meetings (potentially including travel to Northwest and/or Southwest Kansas) and virtual engagement sessions, conducted through diverse methodologies including surveys, interviews, focus groups, town halls, and digital communications to ensure robust, meaningful, and inclusive stakeholder participation across underserved communities.
The total contract value does not exceed $80,000, with payment structured as 25 percent due at contract execution, 40 percent at the midpoint of Phase 2, and the final 35 percent upon final plan delivery. Bidders must provide two client references from organizations of similar size, scope, and budget within the past five years. There is no incumbent contractor for this engagement. The Kansas Arts Commission currently operates with 11 Commissioners and up to 7 staff members, with two additional full-time contractors in the onboarding process. The Strategic Planning Committee will comprise 7 to 12 members, including at least 2 staff members and at least 2 Commissioners, and will be available to provide project governance with KAC staff assistance in organizing stakeholders. The consultant is expected to serve as a neutral facilitator, guiding discussions and analyzing data to help the committee develop recommendations through structured engagement. The final strategic plan must be approved by the KAC Director, the 11-member Commission, and the Secretary of Commerce prior to the contract end date to allow for document design and branding for a January 1, 2027 launch. Materials, space rental, catering, and similar costs are not included in the bid or contract. No financial statement is required at this time, and there is no preference for local vendors.
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Sheet1
| Event Number: | EVT0010592 | |
| Event Name: | Kansas Arts Commission Strategic Consultant | |
| Agency: | Department of Commerce | |
| Procurement Officer: | Lee Askew | Please use this template to ask questions regarding EVT0010592. |
| Question # | RFP Page | Section | Question | Response | ||
| 1 | Page 27 | Section 5 (Cost Sheet)_Budget Parameters | To ensure proposals are appropriately scoped, can the State provide guidance on the anticipated budget range or not-to-exceed amount for this engagement? | The total payments from this contract are not to exceed $80,000. | ||
| 2 | Page 10 | Section 1.14_Evaluation Criteria Weighting | Section 1.14 indicates that "no weighted value is assigned" to evaluation criteria. Can the State clarify whether all factors (cost, experience, methodology, etc.) will be weighted equally, or provide guidance on the relative importance of each criterion? | KAC will not use a scoring system in the evaluation process. The focuses for consideration listed in the Bid Documents in section 1.14 are not meant to serve as an exhaustive list of criteria for evaluation but are suggestions for bidders to highlight in their proposals. | ||
| 3 | Page 23 | Section 4.2_Previous Strategic Planning Efforts | Has KAC conducted formal strategic planning initiatives since its 2012 reconstitution? If so, are previous strategic plans or planning documents available for bidder review? | The prior strategic plans are available at https://www.kansascommerce.gov/wp-content/uploads/2021/04/KCAIC-Strategic-Plan-updated-2021.pdf and https://www.kansascommerce.gov/wp-content/uploads/2025/09/Kansas-Arts-Commission-Strategic-Plan-2024-2026.pdf | ||
| 4 | Page 24 | Section 4.3.1_Stakeholder Universe Size | Approximately how many stakeholders does KAC anticipate should be engaged across all categories (Commission members, staff, artists, organizations, community leaders, etc.)? This will help bidders accurately scope engagement activities. | KAC includes 11 Commissioners and up to 7 staff. KAC anticipates a Strategic Planning Committee of 7-12 members, based on the recommendations of the awarded contractor. Robust nformation gathering from consitiuents will also be based on the recommendations of the awarded contractor, and must include: | ||
| • | constituent engagement through a wide variety of means (such as public meetings, surveys, interviews, virtual engagement, and digital communications, as relevant to various constituent groups); and | |||||
| • | opportunities for a wide range of constituents to participate in the planning process, including those in underserved groups/communities. | |||||
| 5 | Page 24 | Section 4.3.1_Kansas Framework for Growth Access | Section 4.3.1 references benchmarking against the "Kansas Framework for Growth." Can the State provide access to this document or direct bidders to where it can be reviewed? | The Kansas Framework for Growth is available at https://www.kansascommerce.gov/kansas-framework-for-growth/. | ||
| 6 | Page 26 | Section 4.5_Contract Start Date | The RFP indicates contract term is "Date of Award through November 30, 2026." When does the State anticipate contract execution and project kickoff? | Contract execution and project kickoff are expected to be as soon as possible, preferably by mid-February, with the goal of completing the plan document in time for branding and design for launch by January 1, 2027. | ||
| 7 | Page 26 | Section 4.5.4_Commission Approval Process | Does the final strategic plan require formal approval by the 11-member Commission? If so, when should this approval occur within the November 30, 2026 contract term? | The plan must be approved by the Director and the 11-member Commission. Final approval will be made by the Secretary of Commerce, and must occur prior to the end of the contract period. | ||
| 8 | Page 24 | Section 4.3.1_Existing Data and Documentation | What organizational documents, data, and records will be made available to the selected consultant (e.g., grant portfolios, program evaluations, financial reports, past Commission meeting minutes)? | Any documents that the staff can acquire will be made available including but not limitied to grant portfolios, meeting minutes, prior information gathering data, financial records, etc. | ||
| 9 | Page 24 | Section 4.3.2_Travel Expectations | Should bidders anticipate that in-person convenings will be required in Topeka, or can stakeholder engagement be conducted through a mix of in-person (regional) and virtual methods? | Stakeholder engagement may be conducted through a mix of in-person (regional and/or in Topeka) and virtual methods. | ||
| 10 | Page 24 | Section 4.2.4_NEA Reporting and Compliance | Should the strategic plan framework align with or reference National Endowment for the Arts (NEA) reporting requirements or strategic priorities? | Yes. State Arts Agencies are encouraged by the NEA to review NEA agency priorities as part of their own strategic planning processes. | ||
| 11 | Page 24 | Section 4.2.4_Department of Commerce Alignment | As KAC is now a standalone division within the Department of Commerce, how should the strategic plan align with or reference Commerce Department strategic priorities and economic development objectives? | The strategic plan must align with Department of Commerce goals. | ||
| 12 | Page 24 | Section 4.2.4_Diversity, Equity, Inclusion and Access (DEIA) | Does the State expect the strategic plan to explicitly address diversity, equity, inclusion, and accessibility (DEIA) considerations? Should the stakeholder engagement process include specific outreach to underrepresented communities? | Stakeholder engagement must provide opportunities for a wide range of constituents to participate in the planning process, including those in underserved groups/communities. | ||
| 13 | Page 23 | Section 4.2.3_Staff Capacity for Project Support | With a staff of four full-time employees, what level of KAC staff time can be dedicated to supporting this engagement (e.g., scheduling stakeholders, compiling documents, coordinating logistics)? | KAC is in the processes of onboarding two full time contractors, which will provide current staff significantly more opportunity to support the strategic planning project, including tasks such as scheduling stakeholders, compiling informational documents, and coordinating logistics. | ||
| 14 | Page 22 | Section 3.48_Intellectual Property and Materials | Will KAC require transfer of all working documents, research data, and interview notes, or only final deliverables? What are expectations regarding intellectual property rights and consultant methodology tools? | Records retainment must be in line with Kansas Open Records and Open Meetings legislation. With appropriate redactions, research data (including raw research data, interview notes, and survey questions), summaries, and any other documentation provided to staff, Commissioners, and/or committee members will be kept as records of the process and become property of KAC. The contractor shall maintain ownership of any intellectual property for their own methodology, any methodology tools created by the contractor, and any other tools not commonly employed by strategic planning consultants (for example, KAC would retain ownership to a word cloud or pie chart created from survey results). KAC will own all rights to the text of the final document. | ||
| 15 | Page 9 | Section 1.4_Procurement Timeline | What is the anticipated timeline for proposal evaluation, negotiations (if any), and contract award? | KAC anticipates the award to be made no later than the end of February. | ||
| 16 | Pages 14/26 | Section 2.7 / 4.8 | Under 2.7 References, it states that bidders should provide three (3) references. In the "References" section under 4.8, it states that bidders must provide two (2) references. Can you clarify? | The agency says two (2) references is adequate. | ||
| 17 | Whether companies from Outside USA can apply for this? (like,from India or Canada) | No. | ||||
| 18 | Page 14 and 26 | 2.7 and 4.8 | In section 2.7 References section it ask to "provide three references who have puchased similar services" but in section 4.8 it states to provide only two references. Would you like the two or three references? | Please see #16 | ||
| 19 | Page 27 | 5 | Regarding travel expenses how many locations and how far are the locations would you expect the consultant to travel? | Locations and the number of travel locations will be determined in collaboration with staff. In-person sessions in Northwest and/or Southwest Kansas may be necessary should KAC determine them to be required for constituent engagement to be robust, meaningful, varied in format, and inclusive of underserved communities | ||
| 20 | Page 27 | 5 | Is there a pay rate / pay range for this RFP? | The total payments from this contract are not to exceed $80,000. | ||
| 21 | Page 27 | 5 | Is this job fully remote? | Office space will not be provided. | ||
| 22 | 25/26 | 4.4.Timeline and 4.5.4 ref. Strategic Planning Committee | How many members comprise the Strategic Planning Committee? Will the committee be available to provide project governance and assist in organizing stakeholders? Has a point person for the project been assigned? | The composition of the Strategic Planning Committee will be determined in consulation with the awarded contractor, and is expected to comprise 7-12 members, including at least 2 KAC staff, at least 2 Commissioners, and constituent representatives. The committee will be available for project governance and KAC staff will assist in organizing stakeholders. The KAC Director and Assistant Director will serve as point persons. | ||
| 23 | 25 | 4.3.2 Scope of Work, Stakeholder Engagement Process | How many stakeholders are anticipated to participate in the process? How many interviews, focus groups, and surveys are anticipated? Is it anticipated that meetings would be in person, virtual, or hybrid? | There are no predetermined minimums or maximums for specific engagement activities. The number and type of interviews, focus groups, surveys, town halls, and other data collection methods will be determined in consultation with the contractor, who will bring expertise in these methodologies. What is required is that constituent engagement be robust, meaningful, varied in format, and inclusive of underserved communities—including those whose access to the arts has been limited by geography, economic status, ethnicity, or disability. In-person meetings will involve travel. | ||
| 24 | 14 and 26 | 2.9 Unit Pricing / Cost Sheet | Can you confirm bidders are to use the Cost Proposal Sheet only? Is an additional, separate sheet with line item pricing by task to be included? | Bidders are to complete the Cost Sheet. Additional pages with line item pricing may be included but are not required. | ||
| 25 | 14 | 2.1O Equipment | As there is no equipment associated with the requested services, should this section include our Approach and Methodology? | Bidders are instructed to prepare their Technical Proposal following the same sequence as this RFP. Please provide time range and approach/methodology after Experience and before References, per the Vendor Response Checklist. | ||
| 26 | 8 | 1.4 Negotiated Procurement | Has a budget been identified and funds allocated for this planning initiative? If so, would you be able to convey the estimated /expected range? | The total payments from this contract are not to exceed $80,000. | ||
| 27 | 13 and 25 | 2.7 References / 4.8 References | Page 13, Section 2.7 requests three references and page 25, Section 4.8 requests two references. Can you clarify how many references should be included with the proposal? | Please see #16 | ||
| 28 | 14 | 2.4 | Section 2.4 'Bidder Information' mentions a financial statement may be required. Can you confirm whether or not this financial statement is required for this RFP? | A financial statement is not required at this time. | ||
| 29 | 3 | N/A | The vendor response checklist shows the following items as "as applicable": Timeline; Methodology; Bidder Contracts/Subcontractor information; Technical Literature, address Specifications. Can you confirm which of these items are applicable to this RFP? If any or all of these items are required, which of the proposal sections 2.4 - 2.10 should these items be provided under? | Please provide time range and approach/methodology after Experience and before References, per the Vendor Response Checklist. Contracts/Subcontractor information is to be reported as part of 2.4 Bidder Information, which specifies that it include "a narrative of the bidder's corporation and each subcontractor if any." Technical literature and the addressing of specifications are not required, though the bidder may wish to address the specifications, which comprise section 4 beginning on page 23. If included, follow the order of the Vendor Response Checklist. | ||
| 30 | 14 | 2 | Sections 2.5 - 2.7 all appear to be requesting experience and past performance related information. Can clarification be provided regarding the specific | Bidder is expected to be an established firm recognized for its capacity to perform strategic planning consulting services, with a minimum of five (5) years continuous active participation in this capacity, and with experience providing such services to organizations similar in size, scope, and budget as the Kansas Arts Commission. | ||
| 31 | 14 | 2 | Are key personnel resumes required for this RFP? If so, should they be provided under proposal section "2.4. Bidder Information" or Section "2.5. Qualifications"? | Bidder Information must include the number of personnel, full and part time, assigned to this project by function and job title. Resumes are not required but may be provided. | ||
| 32 | 11 | 1.14 | The Evaluation Criteria includes "Methodology to accomplish tasks" however this is not included in the Section 2 proposal response instructions. Under which section should this methodology information be provided? Additionally, should this methodology be in response to the Section 4.3.1 "Services to be provided"? | The Proposal Response requirements are outlined in section 2. Section 4 details the services to be provided and additional eligibility criteria. Please provide time range and approach/methodology after Experience and before References, per the Vendor Response Checklist. | ||
| 33 | 14 | 2.7 | Section 2.7 specifies 3 references must be provided however Section 4.8 requests 2 references. Please clarify the number of references required. | Please see #16 | ||
| 34 | N/A | N/A | Is there a specified place of performance to perform this contract or are services anticipated to be provided 100% remotely? Additionally, is there a preference for local vendors? | The contractor is expected to conduct activities from their place(s) of business. There is no preference for local vendors. | ||
| 35 | 27 | 5 | The Cost Sheet shows a line item for Estimated Travel Expenses. If contractor travel is anticipated, can further details be provided regarding the number of trips expected, travel destination, and number of travel days for each trip? | There are no predetermined minimums or maximums for specific engagement activities. The number and type of interviews, focus groups, surveys, town halls, and other data collection methods will be determined in consultation with the contractor, who will bring expertise in these methodologies. What is required is that constituent engagement be robust, meaningful, varied in format, and inclusive of underserved communities—including those whose access to the arts has been limited by geography, economic status, ethnicity, or disability. In-person meetings will involve travel. | ||
| 36 | 27 | 5 | Is there known budget or not to exceed amount for this event? | The total payments from this contract are not to exceed $80,000. | ||
| 37 | N/A | N/A | Is there an incumbent contractor for this event or is this a new requirement? | There is no incumbent. | ||
| 38 | 23 | 4.3 | Can the Commission clarify whether the consultant is expected to recommend changes to KAC’s governance model or Commission structure, or whether governance considerations should be limited to advisory and operational recommendations only? | The consultant is expected to make recommendations on methodologies for conducting the strategic planning process. The final strategic planning document is to be an actionable, mission-based plan to guide KAC in its activities through 2031, created through analysis of the results of data gathering from consituents and collaboration with the Strategic Planning Committee. Additionally, the consultant will consider all factors including legislative and executive priorities and the limitations and landscape of government agencies. | ||
| 39 | 24 | 4.3.1 | Does the Commission have an anticipated or preferred mix of engagement methods (e.g., surveys vs. interviews vs. focus groups), or should proposers recommend an engagement approach based on best practices and budget considerations? | Bidders should recommend an engagement approach based on best practices and budget considerations. | ||
| 40 | 25 | 4.3.1 | Is there an expected minimum number of stakeholder interviews, focus groups, or public engagement sessions, or should proposers propose a right-sized engagement model? | Bidders should propose a right-sized engagement model. | ||
| 41 | 25 | 4.3.1 | Will the Commission provide existing contact lists and stakeholder directories, or is the consultant expected to develop stakeholder lists independently? | The consultant is not expected to develop stakeholder lists, though the consultant may find it appropriate to make suggestions on the composition of those lists. | ||
| 42 | 25 | 4.3.1 | Should proposers assume responsibility for survey administration platforms and data hosting, or will the State provide approved tools? | Bidders are expected to understand and recommend tools for data collection and analysis. They are not expected to provide subscriptions to services. | ||
| 43 | 26 | 4.4 | Does the Commission anticipate that the final strategic plan will require formal adoption by the Commission or legislative acknowledgment, and should proposers account for additional revision cycles to support that process? | The final plan will require approval by the Commission and the Secretary of Commerce. This will need to be achieved by the end of the contract term. | ||
| 44 | 13 | 2.2 | Are there page limits or formatting constraints (font size, margins, page count) for Technical Proposal beyond following the RFP section order (RFP Sections 2.3 - 2.10)? | No. Please ensure font size and margins do not impede legibility. | ||
| 45 | 27 | 4.3.1 | Will the Commission provide access to existing strategic plans, internal assessments, grant data, or performance reports to support the assessment phase? | Yes. | ||
| 46 | 25 | 4.3 | Does the Commission expect the consultant to provide recommendations related to future staffing models, position roles, or organizational structure as part of the implementation framework? | The consultant's role is to serve as a neutral facilitator for the Commission's strategic planning process—guiding discussions, analyzing data, and helping the strategic planning committee develop and refine its own recommendations through structured stakeholder engagement | ||
| 47 | 28 | 4.3.1 | Does the Commission anticipate stakeholder engagement activities will include in-person sessions, or may engagement be conducted virtually to manage cost and statewide participation? | Some in-person sessions, the number of which is to be determined in collaboration between the contractor and KAC staff, will be required. | ||
| 48 | 26 | 4.3.1 | Should proposers assess or make recommendations regarding the Commission's grantmaking strategy and funding allocation priorities as part of the strategic planning process? | The consultant's role is to serve as a neutral facilitator for the Commission's strategic planning process—guiding discussions, analyzing data, and helping the strategic planning committee develop and refine its own recommendations through structured stakeholder engagement | ||
| 49 | 25 | 4.3.1. Services to be Provided | Does the state have a preferred number of focus groups or regional "town halls" expected for the stakeholder engagement phase? What is the preferred mix of in person versus virtual convenings? | There is no predetermined minimum or maximum number of interviews, focus groups, surveys, in-person constituent roundtables/town halls/listening sessions or any other data collecting activity. In-person meetings are expected to involve travel. The number of these in-person events will be determined in conversation with and under consulation of the contractor and must ensure that constituent engagement is robust, meaningful, conducted through a wide variety of means, and provides opportunities for a wide range of constituents to participate in the planning process, including those in underserved groups/communities. For these purposes, an underserved group/community includes populations whose opportunities to experience the arts have been limited relative to factors such as geography, economic status, ethnicity, or disability. A mixture of meeting types is expected. | ||
| 50 | 27 | 5. Cost Sheet | What is the budget range for this planning process? | The total payments from this contract are not to exceed $80,000. | ||
| 51 | 27 | Cost Sheet, Section 5 | Does the Kansas Arts Commission have an established not-to-exceed budget or anticipated funding range for this strategic planning engagement? | The total payments from this contract are not to exceed $80,000. | ||
| 52 | 27 | Cost Sheet, Section 5 | Is the State open to proposers submitting optional or alternative cost scenarios, provided all mandatory scope requirements are fully addressed? | Bidders are to complete the Cost Sheet. Additional pages with optional pricing may be included but are not required. | ||
| 53 | 27 | Cost Sheet, Section 5 | Should proposers assume a specific number of in-person meetings, and are there any expectations or limitations related to reimbursable travel expenses? | There is no predetermined minimum or maximum number of interviews, focus groups, surveys, in-person constituent roundtables/town halls/listening sessions or any other data collecting activity. In-person meetings are expected to involve travel. The number of these in-person events will be determined in conversation with and under consulation of the contractor and must ensure that constituent engagement is robust, meaningful, conducted through a wide variety of means, and provides opportunities for a wide range of constituents to participate in the planning process, including those in underserved groups/communities. For these purposes, an underserved group/community includes populations whose opportunities to experience the arts have been limited relative to factors such as geography, economic status, ethnicity, or disability. A mixture of meeting types is expected. | ||
| 54 | 27 | Cost Sheet, Section 5 | Are all costs associated with stakeholder engagement activities, facilitation sessions, and presentation materials expected to be included within the total project cost? | No. Materials, space rental, catering, and other such costs are not to be included in this bid or the contract. | ||
| 55 | 27 | Cost Sheet, Section 6 | Are the milestone payment percentages listed in the Cost Sheet fixed, or may proposers recommend an alternative payment structure aligned to their proposed methodology? | Bidders may suggest an alternative payment structure aligned to their proposed methodology, though this would be expected to occur in any negotiation period. | ||
| 58 | 26 | Timeline, Section 4.5 | Is the proposed 8–9 month project duration intended to be fixed, or may proposers recommend adjustments to the timeline based on their approach? | The strategic plan is to go into effect January 1, 2027. It must be approved and prepared for distribution (including document design, etc) prior to then. Because of this, the final document must be approved by November 30, 2026. | ||
| 59 | 26 | Timeline, Section 4.6 | Are there any key external deadlines, such as Commission meetings, legislative sessions, or funding cycles, that should be considered when sequencing deliverables? | No. | ||
| 60 | 24 | 4.3.1 | Will the agency provide source materials for benchmarking against comparable state arts agencies and current arts landscape analysis, or is original market research expected from the consultant? | KAC will provide such requested materials as are available. | ||
| 61 | 25 | 4.3.1 | How many focus groups and interviews are anticipated, and what is the expected distribution across stakeholder audiences? | There are no predetermined minimums or maximums for specific engagement activities. The number and type of interviews, focus groups, surveys, town halls, and other data collection methods will be determined in consultation with the contractor, who will bring expertise in these methodologies. What is required is that constituent engagement be robust, meaningful, varied in format, and inclusive of underserved communities—including those whose access to the arts has been limited by geography, economic status, ethnicity, or disability. In-person meetings will involve travel. | ||
| 62 | 26 | 4.5 | Is KAC open to an accelerated timeline (e.g., 4-5 months) rather than the outlined 9 months if the methodology delivers the same quality results? | Yes. | ||
| 63 | 27 | 5 | To ensure alignment with resources, is there a specific budget range or "not-to-exceed" amount allocated for this project? | The total payments from this contract are not to exceed $80,000. | ||
| 64 | 24 | 4.3 | Is the agency open to a hybrid approach with in-person facilitation sessions and remote content development? | Yes | ||
| 65 | 14,26 | 2.7, 4.8 | Is there any calendar of milestones that we need to be aware of? | The final plan will require approval by Director, the Commission and the Secretary of Commerce. This will need to be achieved by the end of the contract term. | ||
| 66 | 26 | 4.5 | Are there specific milestone dates (e.g., Commission meetings, legislative sessions) the consultant should align deliverables to? | The final plan will require approval by the Director, the Commission, and the Secretary of Commerce. This will need to be achieved by the end of the contract term. | ||
| 67 | Pg. 27 | Cost Sheet | What is the maximum budget for this scope of work? | The total payments from this contract are not to exceed $80,000. | ||
| 68 | Pgs. 24-25 | Scope of Work | For both the stakeholder engagement sessions and the Strategic Planning Committee meetings, would you prefer that these convenings be held in person, virtually, in a hybrid format, or using a combination of these approaches? | A combination of approaches is expected. |
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