Quote_Submittal_Requirements.pdf

Quote Requirements Community Engagement Consulting Services

City of St. Petersburg, Florida RFQ No. 26-177

Quotes shall include the following information in the order listed. Upload all responses as one PDF labeled “Submittal Requirements”. Page size shall be limited to 8 ½ x 11.

The Quote shall be limited to 50 pages. Quotes in excess of 50 pages may be deemed nonresponsive by the Procurement and Supply Management Director. A cover page or section divider pages are not included in the total page count.

1. Transmittal Letter

Offerors must submit a transmittal letter on the firm’s letterhead. It must be signed by a representative of the offeror authorized to sign such material and to commit the offeror to the obligations contained in the RFQ and must include the company’s mission statement. The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

2. Qualifications and Experience of Firm and Staff (35%)

a. The offeror must describe the composition and organization of the team.

i. Identify any other firms (such as sub-contractors and sub-consultants) included on the project team along with the offeror.

ii. Provide an organizational chart indicating the reporting relationships and responsibilities of the offeror, including any subconsultants and subcontractors.

iii. The Offeror must provide detailed resumes of the offeror’s project manager, and the proposed substitute shall have a minimum of five (5) years of applicable experience focused on project completed withing the past five (5) years. The project manager and proposed substitute should have a bachelor’s degree in a related field as follows:

Preferred Degrees (Bachelor’s or Higher)

• Public Administration

• Public Policy

• Economics

• Finance

• Sociology

• Social Work

• Community Development

• Urban Studies

• Urban Planning

• Political Science

• Statistics

• Data Science

• Applied Statistics

• Public Health

• Business Administration (MBA with concentration in Finance, Economic

Development, or Social Impact)

Preferred Professional Certifications

• Accredited Financial Counselor (AFC®)

• Certified Financial Counselor (CFC®)

• Financial Social Work Certification (CFSW)

• Community Development Financial Professional (CDFP)

• Economic Development Finance Professional (EDFP)

• Certified Community Action Professional (CCAP)

• Program Evaluation Certification

• Monitoring & Evaluation (M&E) Certification

• Results-Based Accountability (RBA) Certification

• Certified Data Analyst

• GIS Certification

• Tableau, Power BI, or Advanced Excel Certification

• Nonprofit Management Certification

• Diversity, Equity, and Inclusion (DEI) Certification

• Cultural Competency Certification

iv. The Offeror must provide resumes for all key personnel pertinent to this solicitation. Limit resumes to two pages per individual and include:

1. Academic and professional qualifications

2. Professional registration (as applicable)

3. Experience as it relates to the project and to the individual’s specified role on the project

v. The offeror must describe their performance history and experience of the project team on similar projects. The information should demonstrate the firm’s ability to deliver financial empowerment focused community engagement activities. Submit three (3) reference projects similar in size and scope completed in the past five (5) years. At least one (1) referenced project must be a Florida based client. Project description should include client name, organization type, program duration, target population and project timeline.

b. The offeror should identify the key strengths of the firm. Highlight capabilities and areas of specialization provided by the firm. The firm must have the following minimum qualifications:

i. Experience designing and delivering financial empowerment focused community engagement activities.

ii. Experience utilizing data collection, management, and analytical tools relevant to community engagement, program evaluation, or housing and real estate development work.

This may include survey platforms, qualitative analysis tools, data dashboards, or other systems used to support analysis and reporting.

iii. Experience with working with community organizations and/or local government to hold community engagement meetings with financial empowerment as the focus.

c. Offerors must include letter(s) of support from community partners, municipal/government clients, non-profit partners, and/or institutional collaborators who can speak to the offeror’s effectiveness.

Letters must reference observable outcomes, not general statements of goodwill.

3. Project Approach (30%)

Offerors must demonstrate they have the capacity, systems, planning structures and instructional models and describe the project plan and process for performing the Scope of Services. The quote and plan must include:

1. Program Design and Implementation Description

2. Engagement Description

3. Program Innovation

4. Evaluation and Reporting Description

Project plan, process and workflow must include:

1. Present key activities, timelines, deadlines, and deliverables in a clear and logical sequence

2. Include staffing plans, partner roles, and communication timelines

3. Demonstrate capacity to launch the community engagements within 60 days of contract execution

A. Past and Proposed Processes for Major Projects

The Offeror must identify:

i. The process used on other significant community engagement projects.

ii. Clear strategies for outreach that ensure funds are used to serve City of St.

Petersburg residents, including targeted engagement with local neighborhoods, and families

The Offeror must include:

iii. Examples of past project workflows or quality assurance processes

iv. Documentation showing successful recruitment and participation efforts in prior programs

v. Outreach materials, sample communication plans, or other tools demonstrating authentic engagement with local communities

4. Cost Analysis (20%)

The Offeror must submit a comprehensive and fully itemized cost proposal that clearly identifies all expenses associated with performing the Scope of Services. The proposed budget must be realistic, transparent, and directly aligned with the program design and approach described in the quote. The Offeror is solely responsible for determining the level of effort necessary to successfully deliver all services, supports, and deliverables required under this RFQ.

5. Business Enterprise Program Outreach and Utilization (15%)

Proposers must indicate if the company is a SBE, MBE, WBE, combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract. At a minimum, proposers must address the following:

1. A detailed description of your organization’s efforts to identify and contact City of St.

Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

i. Attending relevant opportunities offered by the City’s Office of Supplier Development including outreach events and matchmaking sessions.

ii. Documentation of planned or prior outreach efforts

2. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

3. Detailed description of your organization’s process for ensuring small businesses have enough time and information to provide your firm with bids.

i. Description of how your firm considers SBEs, MBEs, and WBEs in the development of proposal and bid packages.

ii. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

4. Provide past performance in utilizing SBEs, WBEs, and WBEs on past projects within the last five (5) years.

5. Provide a detailed Subcontractor Utilization Form C (see attachment).