RFQ - Strategic Planning Consultant.pdf

ATTN: Michelle Johnson Contracts Officer Phone:503-986-5261 Dept of State Lands 775 Summer St NE Suite 100 Salem, OR 97301

REQUEST FOR QUOTATION

***THIS IS NOT AN ORDER******

Return quote to: Michelle Johnson, Contract Officer michelle.j.johnson@dsl.oregon.gov no later than December 29, 2025, by 2pm PST.

Description of Services: Strategic Planning and Process Improvement Consulting

Availability Date: Upon executed contract.

Contract Administrator for project: Sharon Domaschofsky

Vendor Name: ________________________________Federal ID No:_____________________

Address:______________________________________ Phone:__________________________

City, State, Zip:_____________________________________ Fax:________________________

All Pricing Must Be Held Firm For 30 Days Introduction The State Land Board oversees the Common School Fund, which sends millions of dollars every year to Oregon’s public schools. As the Land Board’s administrative agency, the Department of State Lands (DSL) manages lands to benefit schools, protects waters and wetlands, and oversees South Slough Reserve and the Elliott State Research Forest.

Department of State Lands (DSL) is soliciting for a consultant to guide the development, planning, and updating of DSL’s Strategic Plan. Additionally, we are soliciting for process improvement services to include a work plan, process improvement, tracking tools and metrics.

DSL will update and follow a Strategic Plan that also aligns with priorities set forth by the Governor’s Office.

DSL intends to potentially enter into multi-award contracts for one year with potential to renew.

mailto:michelle.j.johnson@dsl.oregon.gov

RFQ- Strategic Planning Consultant

Strategic Planning The Contractor will be expected to perform work professionally. Meetings will take place in Salem at the DSL office and via Microsoft Teams.

DSL is seeking services for a consultant to lead and assist with the identification, creation, revision or execution of a five-year Strategic Plan which will include the following:

1. Development of a Strategic Plan that is adaptable to changes;

2. Engagement and facilitation of meetings with leadership, staff and interested parties relating to Strategic Planning;

3. Development or updating the DSL mission statement, vision, goals, strategies and measurable objectives;

4. Ensuring organizational performance measures align with mission, vision, goals and objectives;

5. Developing a work plan, schedule and metrics that outline the priorities for objectives, and accountabilities for each goal;

6. Identify financial and human resources needed to support core business functions and services and project goals;

7. Facilitation of Strategic Planning methods, such as SWOT, SOAR or PESTLE, or similar; and

8. Establish ownership and develop a process to ensure accountability for completion of the objectives and strategic goals.

9. Include a tracking tool and method that is transferable to DSL at the end of the project.

This project has a deadline. The new strategic plan must be ready to implement by July 1, 2027.

Tasks and Deliverables

Task #1: DSL’s Vision, Mission, and Values & Equity Statement Contractor will work with DSL to update and revise the vision, mission and values & equity statement, as needed.

Deliverable #1.1: Contractor shall provide DSL an updated vision, mission and values & equity statement.

Task #2: Analysis Contractor will conduct a Strategic outcomes analysis of DSL and provide the results to the DSL. During the analysis, Contractor will assist DSL in identifying and planning for any external or internal factors that may affect the DSL. The analysis shall be Pestle and/or SWOT.

Deliverable #2.1: Contractor shall conduct the analysis and provide DSL the results of the analysis including the data and summary.

Task #3: Goals and Objectives Based on the results of the analysis conducted in Task #2, Contractor will work with DSL to set goals and objectives. The goals and objectives must be specific, measurable, achievable, relevant, time bound, inclusive and equitable.

Deliverable #3.1: Contractor shall submit to DSL the written goals and objectives.

Deliverable #3.2: Contractor shall provide DSL with standardized methods and tools to be used for ongoing measuring of the goals and objectives. The tools must be in Excel, or a contractor provided alternative subject to DSL approval and must include written overview explaining how to use and maintain the information throughout the duration of the Strategic Plan.

Task #4: Strategy Development Contractor will work with DSL to develop strategies to achieve the goals and objectives created in Task #3. Contractor shall recommend for DSL approval the number of strategies needed to achieve all the goals and objectives.

Deliverable #4.1: Contractor shall submit in writing to DSL the recommended strategies.

Deliverable #4.2: Contractor shall submit in writing to DSL the final, approved strategies.

Task #5: Action Plan Working collaboratively with DSL, Contractor will develop an implementation plan that outlines the specific steps DSL will take to over the entire duration of the strategic plan, including areas of resource constraint or bottlenecks that need to be addressed through Task 6.

Deliverable #5.1: Contractor shall provide DSL with the written action plan including tools and process improvements needed to measure and document success Deliverable #5.2: Contractor shall provide DSL with timelines for the action plan.

Deliverable #5.3: Contractor shall provide all timelines in a summary and visual chart format.

Task #6: Resource Allocation DSL and Contractor will work collaboratively to determine the resources needed to implement the action plan developed in Task #5. Resource allocation must at a minimum include the following:

• Financial

• Human

• Technological

Deliverable #6.1: Contractor shall provide DSL the resource allocation report to include details and summary.

Task #7: Monitor & Evaluate Contractor will work with DSL to determine how DSL will continuously monitor the progress and evaluate the effectiveness of the goals and strategies created in Tasks #3 and 4, to determine if the goals and strategies will need to be adjusted in the future. Contractor shall prepare a written report that details how DSL will monitor progress and evaluate the effectiveness of the goals and strategies.

Deliverable #7.1: Contractor shall provide to DSL the monitoring and evaluating written report.

Deliverable #7.2: Contractor shall provide a professional automated tracking and monitoring tool that DSL will be able to use from implementation and beyond. This tool will track and monitor the status of the plan and deliverables.

Deliverable #7.2.a: Contractor shall provide DSL will training and a written guide / manual on how to use the tool and how to update or edit the information.

Task #8: Diversity, Equity and Inclusion Plan Contractor shall assist in updating and incorporating DSL’s current DEI plan into the Strategic Plan including providing recommendations for updates or changes.

If providing recommendation for updates or changes to the current DEI plan, Contractor shall incorporate those updates into the Strategic Plan including metrics, monitoring, and reporting on the relevant Strategic actions

Deliverable #8.1: Contractor shall provide written recommendations to DSL outlining their recommended changes or updates to DSL’s current DEI plan.

Deliverable #8.2: Contractor shall provide DSL with a redlined version of a Strategic Plan specifically identifying where the DEI plan is incorporated.

Task #9: Integrate DSL’s IT Strategic Plan into the Agency Strategic Plan Deliverable #9.1: Contractor shall provide integrate the completed IT Strategic Plan into the Agency Strategic Plan and include in all areas and task deliverables under this contract.

Minimum requirements:

Provide 3 years of specific experience with state agencies strategic planning

Provide experience integrating DEI strategies into strategic plans.

Consultant must be prepared to interview and provide a presentation of services if requested.

Contractor must show availability for one year with potential for work to be extended.

Submition requirements:

1. Proposal must show the strategic planning requirements and tasks provided in this RFQ.

2. Provide the methodology on how you will accomplish the requested work.

3. Resumes of key personnel that will be assigned to the project.

4. Cost proposal must include a not to exceed amount including all costs and any travel expenses.