Request for Proposals

Citywide 10-Year Strategic Plan Consulting Services

RFP 2026-010

Issue Date: September 21, 2026

Closing Date: November 02, 2026

1. Introduction and Purpose

The City of Douglasville, Georgia is seeking proposals from qualified consulting firms or consultant teams to assist the City in developing a comprehensive Citywide 10-Year Strategic Plan. The Strategic Plan will serve as a guiding document for City leadership, staff, elected officials, community partners, residents, and stakeholders as Douglasville continues to grow and evolve.

The purpose of this project is to create a practical, actionable, and measurable strategic plan that connects and aligns the City’s existing master plans, departmental priorities, community needs, and future opportunities into one unified citywide framework.

The Strategic Plan should help the City answer key questions, including but not limited to:

• What are the City’s long-term priorities over the next 10 years?

• How should existing master plans and adopted planning documents work together?

• Where are there gaps, conflicts, overlaps, or emerging opportunities?

• What strategic initiatives should guide City decision-making, budgeting, staffing, capital investments, partnerships, and service delivery?

• How can the City measure progress and remain accountable to the community?

The final plan should be clear, visually engaging, implementable, and useful for City leadership, staff, elected officials, and the public.

2. Background

The City of Douglasville is a growing municipality located in Douglas County, Georgia, west of Atlanta. As the City continues to experience growth, redevelopment opportunities, infrastructure needs, changing community expectations, and economic development activity, it is important to establish a coordinated citywide strategy that aligns long-range priorities across the organization.

The City has developed and participated in multiple planning documents, master plans, departmental plans, and strategic initiatives over time. These plans address topics such as land use, transportation, parks and recreation, downtown development, economic development, tourism, facilities, infrastructure, housing and community engagement.

The City now seeks to develop a 10-year Citywide Strategic Plan that synthesizes these existing plans and priorities into a single actionable roadmap. The plan should not duplicate existing planning work, but rather organize, prioritize, connect, and expand upon it where needed.

3. Project Goals

The selected consultant will assist the City in developing a 10-Year Strategic Plan that accomplishes the following goals:

1. Create a unified citywide vision and strategic framework for the next 10 years.

2. Review and connect existing master plans, departmental plans, and adopted planning documents.

3. Identify common themes, priority initiatives, gaps, conflicts, and opportunities across existing plans.

4. Engage residents, businesses, community partners, elected officials, and stakeholders through meaningful public participation.

5. Establish and facilitate a Strategic Plan Steering Committee to guide the process.

6. Conduct internal engagement with Mayor, City Council, City staff including department directors and employees responsible for leading existing plans or major initiatives.

7. Develop clear goals, objectives, strategies, implementation actions, timelines, and performance measures.

8. Align strategic priorities with budgeting, capital planning, departmental work plans, and performance reporting.

9. Ensure the plan reflects current and future needs, including emerging trends and priorities not yet captured in existing plans.

10. Produce a user-friendly final document and implementation tools that support accountability and progress tracking.

4. Scope of Services

The City expects the selected consultant to provide professional planning, facilitation, research, analysis, community engagement, organizational strategy, and implementation planning services. At a minimum, the consultant shall provide the following services:

A. Project Management and Kickoff

The consultant shall:

• Conduct a project kickoff meeting with City leadership and designated project staff.

• Conduct a focus group with Mayor and City Council

• Confirm project goals, expectations, schedule, deliverables, communication protocols, and decision-making process.

• Develop a detailed project management plan.

• Provide a project schedule with major milestones, engagement activities, draft review periods, and final adoption timeline.

• Conduct regular project check-ins with the City’s project manager or project team.

• Provide meeting agendas, summaries, presentation materials, and progress updates throughout the project.

B. Review of Existing Plans and Documents

The consultant shall review and analyze existing City planning documents and related materials, which may include but are not limited to:

• Comprehensive Plan

• Downtown Master plan

• Economic development plans

• Parks, recreation, and trails plans

• Transportation and mobility plans

• Capital improvement plans

• Facility plans

• Housing-related studies or plans

• Budget documents

• Council priorities

• Other adopted or active City plans and initiatives

The consultant shall prepare a summary of findings that identifies:

• Major goals and recommendations from existing plans

• Common themes across plans

• Duplicative or overlapping recommendations

• Conflicting priorities or implementation challenges

• Gaps in existing plans

• Time-sensitive priorities

• Potential “quick wins”

• Long-term transformational initiatives

• Opportunities for better coordination between departments

C. Internal Staff Engagement

The consultant shall conduct internal engagement with City staff to understand existing priorities, operational needs, implementation capacity, and plan ownership.

At a minimum, the consultant shall:

• Meet with the City Manager’s Office and executive leadership.

• Meet with department directors and key staff responsible for managing or implementing existing plans.

• Conduct interviews, focus groups, workshops, or working sessions with City staff and residents.

• Identify departmental priorities, challenges, resource needs, staffing considerations, and implementation barriers.

• Assess how existing plans are currently being used in departmental work plans, budgeting, capital planning, and performance management.

• Provide opportunities for staff to review and validate draft strategic priorities and implementation actions.

The consultant should specifically include staff members who are leading or responsible for implementation of existing master plans, major initiatives, or special projects.

D. Steering Committee Development and Facilitation

The consultant shall assist the City in developing and facilitating a Strategic Plan Steering Committee.

The consultant shall:

• Recommend the size, structure, role, and meeting schedule for the Steering Committee.

• Assist the City in identifying appropriate Steering Committee representation, which may include residents, business owners, community partners, institutional partners, youth or young adult representatives, nonprofit representatives, elected or appointed officials, and City staff.

• Prepare agendas, presentations, worksheets, and meeting materials.

• Facilitate Steering Committee meetings throughout the planning process.

• Document feedback and recommendations from each meeting.

• Use Steering Committee input to help shape vision, goals, strategies, priorities, and implementation recommendations.

The Steering Committee should serve as an advisory group, not as a replacement for broader public engagement or Mayor and City Council direction.

E. Public and Stakeholder Engagement

The consultant shall design and implement a meaningful public engagement process that reaches a broad and representative cross-section of the Douglasville community.

The engagement process should include multiple methods and opportunities for participation, such as:

• Public meetings or open houses

• Community workshops

• Pop-up engagement events

• Online surveys

• Stakeholder interviews

• Focus groups

• Small group discussions

• Youth or young adult engagement

• Business community engagement

• Digital engagement tools

• Public presentations to Mayor and City Council, as needed

The consultant shall provide an engagement plan that identifies:

• Target audiences

• Engagement methods

• Proposed timeline

• Outreach strategies

• Communication materials

• Roles and responsibilities

• Methods for documenting and reporting feedback

The public engagement process should be accessible, inclusive, and practical for residents, businesses, and community stakeholders.

F. Implementation Plan

The Strategic Plan must include a realistic and actionable implementation plan. The consultant shall develop an implementation framework that includes:

• Priority initiatives

• Action steps

• Responsible departments or partners

• Estimated timeframes

• Level of effort

• Potential resource needs

• Potential funding considerations

• Dependencies between initiatives

• Performance indicators

• Reporting recommendations

• Annual review and update process

The implementation plan should distinguish between:

• Immediate actions: 0–2 years

• Mid-term actions: 3–5 years

• Long-term actions: 6–10 years The consultant should also recommend how the City can integrate the Strategic Plan into:

• Annual budget development

• Capital improvement planning

• Departmental work plans

• Council goal-setting

• Performance measurement

• Grant-seeking

• Staff reporting

• Public-facing progress updates

G. Performance Measures and Accountability Framework

The consultant shall develop a performance measurement framework to help the City track and communicate progress.

This framework should include:

• Recommended key performance indicators

• Baseline data needs

• Targets or desired outcomes, where appropriate

• Reporting cadence

• Responsible departments

• Dashboard or scorecard recommendations

• Internal review process

• Public reporting recommendations

The consultant should recommend measures that are meaningful, manageable, and aligned with the City’s capacity to collect and report data.

H. Draft and Final Strategic Plan Documents

The consultant shall prepare draft and final documents for City review and consideration.

Deliverables shall include:

• Existing plans and conditions summary

• Public engagement summary

• Steering Committee summary

• Internal staff engagement summary

• Draft strategic framework

• Draft implementation plan

• Draft 10-Year Strategic Plan

• Final 10-Year Strategic Plan

• Executive summary

• Presentation materials for Mayor and City Council

• Editable source files

• Print-ready PDF

• Public-facing summary document or visual roadmap

The final Strategic Plan should be professionally designed, visually appealing, easy to understand, and suitable for both internal use and public distribution.

5. Project Timeline

The City anticipates the project will begin following contract award and should be completed within approximately 8 to 12 months, unless an alternative timeline is proposed and approved by the City. Proposers should include a recommended schedule that identifies key phases.

The City reserves the right to modify the schedule as needed.

6. Consultant Qualifications

Proposers should demonstrate experience and qualifications in the following areas:

• Municipal strategic planning

• Long-range planning and implementation

• Public sector facilitation

• Community engagement and public participation

• Steering committee facilitation

• Organizational strategy and performance management

• Local government budgeting and capital planning

• Data analysis and performance measurement

7. Proposal Requirements

Proposals should be clear, concise, and organized in the following format:

A. Firm Profile and Qualifications

Provide:

• Overview of the firm

• Location of office that will serve the City

• Years in business

• Areas of expertise

• Experience with municipal strategic planning

• Experience with community engagement

• Experience with implementation-focused plans

• Relevant public sector clients

B. Project Team

Provide:

• Project manager

• Key personnel

• Subconsultants, if any

• Roles and responsibilities

• Resumes or brief biographies

• Availability and capacity to complete the project

C. Relevant Experience

Provide at least three comparable projects completed within the past five years. For each project, include:

• Client name

• Project description

• Project dates

• Consultant role

• Deliverables produced

• Public engagement approach

• Implementation outcomes, if known

• Client reference with contact information

D. Project Understanding and Approach

Describe the proposer’s understanding of the project and proposed approach, including:

• Overall methodology

• Plan review and alignment process

• Staff engagement approach

• Steering Committee development and facilitation approach

• Public engagement approach

• Equity and inclusion considerations

• Data and performance measurement approach

• Implementation planning approach

• Final document design approach

E. Scope of Work and Schedule

Provide a detailed scope of work that includes:

• Major tasks

• Meetings and engagement activities

• Deliverables

• Timeline

• City responsibilities

• Consultant responsibilities

• Proposed number of meetings, workshops, interviews, and presentations

F. Cost Proposal

Provide a detailed fee proposal that includes:

• Total not-to-exceed project cost

• Cost by task or phase

• Hourly rates by team member

• Estimated hours by task

• Travel costs

• Materials or printing costs

• Optional services or enhancements

• Any assumptions or exclusions

The City may negotiate scope and fee with the selected consultant.

8. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

Evaluation Criteria Points

Completeness of proposal 25

Qualifications of Project Team 25

Understanding of scope, proposed project approach and Timeline

Cost Reasonableness and Value 20

Evaluation Criteria Points

Total 100

9. Optional Add-On Services

Proposers may identify optional services that could enhance the project, including but not limited to:

• Public-facing online dashboard

• Annual implementation reporting template

Optional services should be priced separately from the base proposal.

10. Questions, Addenda, and Communications

Questions or requests may be submitted via Bidnet Direct at https://www.bidnetdirect.com until October 06, 2026, at 4 PM EDT. Questions and answers will be issued in the form of an addendum to all interested and will be available on Bidnet Direct. It is the proposer’s responsibility to check the website for any addenda issued for this RFP.

If further assistance is needed all inquiries regarding proposals must be made to Alyssa Gordon, Procurement Manager, via email at gordona@douglasvillega.gov. Contact with any other person within the City of Douglasville or otherwise involved with this project is prohibited and may result in disqualification from further consideration and elimination from the selection process.

11. Proposal Submission Requirements

a. Submittals are due no later than November 02, 2026, at 4:00PM EST. All bids must be submitted electronically in 1 PDF file via Bidnet Direct:

(https://www.bidnetdirect.com), no later than November 02, 2026, at 4:00 PM EST.

Electronic submittals must include a reference to RFP 2026-010 Citywide 10-Year Strategic Plan Consulting Services. No late proposals will be accepted.

b. It is the sole responsibility of the Proposer to assure delivery by the specified deadlines. The City cannot accept responsibility for incorrect or late deliveries, regardless of reason.

c. The City of Douglasville reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the City of Douglasville.

d. Proposals must include realistic and representative lump sum pricing for the services http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov https://www.bidnetdirect.com/ requested. Proposals containing placeholders, nominal, unbalanced, or unrealistic pricing, including pricing such as one dollar ($1.00) or similar amounts that do not reasonably represent the cost of providing the required services, will be deemed nonresponsive and rejected.

e. All expenses involved with the preparation and submission of proposals or any work performed in connection therewith shall be borne by the proposer. No payment will be made for any responses or other effort made by the proposer prior to execution of a contract approved by the City of Douglasville.

f. All proposals received will become a part of the official procurement file and may be subject to public records requests. Note: labeling sections of the information as proprietary or confidential does not waive this provision. All materials submitted as part of this RFP become the property of the City of Douglasville.

g. Proposals may be withdrawn by written or email request, provided such withdrawals are received prior to the time and date of the bid closing.

12. Proposal Schedule:

The RFP schedule is anticipated as follows:

RFP Issued September 22, 2026 Deadline for submission of questions October 06, 2026, at 4 PM EDT Publish responses to questions October 13, 2026 Proposals due November 02, 2026, at 4 PM EST

13. Insurance Requirements

• The selected consultant shall maintain the following insurance coverage for the duration of the contract:

• Commercial General Liability: Minimum $1,000,000 per occurrence.

• Automobile Liability: Minimum $500,000 per accident, covering owned, hired, and non-owned vehicles used in connection with the performance of services.

• Workers’ Compensation: Coverage as required by Georgia law.

• Professional Liability / Errors and Omissions: Minimum $1,000,000 per claim.

Prior to beginning services, the selected consultant shall provide a Certificate of Insurance evidencing the required coverage and naming the City of Douglasville as an Additional

Insured on the Commercial General Liability and Automobile Liability policies, where applicable. The City reserves the right to require additional coverage or limits as may be necessary based upon the final scope of services.

14. Fee Proposal Sheet

Proposers shall complete and submit the City-provided Fee Proposal Form in Microsoft Excel format. The completed form shall include the total not-to-exceed project cost, cost and estimated hours by task or phase, hourly rates by team member, travel costs, materials or printing costs, optional services or enhancements, and any assumptions or exclusions. Optional services shall be priced separately from the base proposal.

15. Exhibits Included

• Bidder Sheet

• Bidder’s Disclosure Statement

• Georgia Security and Immigration Compliance

• Contractor Affidavit

• Subcontractor Affidavit

• Certification Form

• Reference Sheets

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization)

By:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

If Bidder is a corporation, a partnership, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed)

Title:

(typed or printed)

Phone:

Email:

Address:

Bidder’s Contractor License

Number:

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency.

Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a

Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville. <Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville, t within the prior one-year period.

<Insert Response Here>

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville. <Insert Response Here>

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule

300-10-1-.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule

300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this

Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY AND

IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A.

13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of

Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10- 01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public

My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S.

Citizenship and Immigration and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

SUBCONTRACTOR AFFIDAVIT FOR GEORGIA SECURITY AND IMMIGRATION

COMPLIANCE.

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A.

13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor)| on behalf of the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of

Homeland Security to verify information of newly hired employees, pursuant to the Immigration

Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Subcontractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Subcontractor

Title of Authorized Officer/Agent of Subcontractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public

My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the

“EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security

Administration (SSA).

CERTIFICATION FORM

I, _____________________________ , being duly sworn, state that I am

(title) of ______________________(firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFB for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFB is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the

State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18

U.S.C. §§1001 or 1341.

Signature

SWORN AND SUSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

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