Strategic_Planning_Consulting_Services.pdf

INFORMAL REQUEST FOR QUOTATION - GOODS, SUPPLIES, AND

EQUIPMENT

2026-RFQ (Quotes)-042

STRATEGIC PLANNING CONSULTING SERVICES

City of Lake Forest

100 Civic Center Dr.

Lake Forest, CA 92630

RELEASE DATE: October 14, 2026

DEADLINE FOR QUESTIONS: October 26, 2026

RESPONSE DEADLINE: November 4, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakeforestca https://secure.procurenow.com/portal/lakeforestca

City of Lake Forest

INFORMAL REQUEST FOR QUOTATION - GOODS, SUPPLIES, AND

EQUIPMENT

Strategic Planning Consulting Services

I. Introduction II. Instructions for Submissions

III. Scope of Work IV. Vendor Submissions V. Pricing Table

Attachments:

A - LAKE_FOREST__MODEL_Professional_Consultant_Services_Documents_2022

Informal Request for Quotation - Goods, Supplies, and Equipment #2026-RFQ (Quotes)-042 Title: Strategic Planning Consulting Services

1. Introduction

1.1. Summary

The City is seeking strategic planning consulting services to help with staff training and strategic planning facilitation.

1.2. Background

The City Council of the City of Lake Forest first developed the City’s Five-Year Strategic Business Plan

(“Strategic Plan”) in 1999. Since then, the Strategic Plan has been updated biennially. The City of Lake

Forest seeks a consultant to aid staff in facilitating the next update of the City’s Strategic Plan.

The selected consultant will work closely with staff and elected officials to update the FY 2027-28 to FY

2033-34 Strategic Plan (a seven year plan to align with the Capital Improvement Plan and the Master

Financial Plan of the City).

Previous Strategic Plan Documents are available here.

1.3. Contact Information

Nidia Ruelas

Assistant to the City Manager

100 Civic Center Drive

Lake Forest, CA 92630

Email: nruelas@lakeforestca.gov

Phone: (949) 461-3437

Department:

City Manager

1.4. Timeline

Project Release Date October 14, 2026

Question Submission Deadline October 26, 2026, 5:00pm

Submission Deadline November 4, 2026, 5:00pm

Anticipated Contractor Selection Date November 16, 2026 https://www.lakeforestca.gov/departments/finance/budgets_and_financial_statements.php mailto:nruelas@lakeforestca.gov tel:(949)461-3437

2. Instructions for Submissions

2.1. Important Instructions for Electronic Submittal

The City of Lake Forest is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

https://procurement.opengov.com/signup

3. Scope of Work

3.1. Understanding the City's Goals

The City aims to update it's Strategic Business Plan for FY 2027-28 to FY 2033-34 by April/ May of 2027.

In an effort to do this, the City seeks a strategic planning consultant to assist with the following tasks:

• Providing strategic planning workshop services for City management (executive management and department directors)

• Providing strategic planning session for City middle managers and frontline staff

• Conducting interviews with City's executive team and City Council members

• Provide feedback on analyses produced by City staff

Format and framework for the services are not set in stone. Only broad objectives are set forth in this scope of work to allow for Consultant's expertise when submitting a response to this project request.

3.2. City Management Strategic Planning Workshop Services

Consultant, in concurrence with City project manager, shall design and conduct a single half-day (3-4 hour) workshop with the City's Management Team (Executive Management and Department Leadership of the City, 15 total) during a Management Team Retreat which shall take place on a Wednesday date in late Fall/early Winter (October-December 2026) and should occur in person. The workshop should be designed to include the following key elements:

• Identifying core services

• Identifying current and future challenges

• Identifying opportunities for transformational initiatives

• Identifying goals as an organization and within each department

• How to motivate staff and create an actionable strategic initiatives

• Strategies for managing change in teams and organization-wide

• Navigating internal and external pressures

• Team building and collaboration activities to address current and future challenges

3.3. City-Wide Strategic Planning Session

Consultant, in concurrence with City project manager, shall design and conduct a single 1-1.5 hour session for all City staff to take place during the lunch hour as a "Lunch and Learn" opportunity for all

City staff (approximately 80 full-time employees). Session shall take place in the winter (mid December

2026 to early January 2027) and should occur in person. The session should be designed to include the following key elements:

• Fundamentals of strategic planning

• Defining departmental/division's purpose

• Identifying core services

• Difference between core services and transformational initiatives

• Overview of identifying performance measures

3.4. Interviews and Additional Optional Tasks

At the City's direction, Consultant shall assist with the following tasks, as requested:

• Conduct INITIAL virtual or in person interviews with City's executive team and City Council members (Approximately 30 min each) o 9 Management Team members o 5 City Council members (virtual or in person shall be at the preference of each City Council member) o Objective: To identify key priorities and perspectives to help inform City priorities and high level strategies to include in the City's strategic plan o Deliverables:

▪ Summary/ synthesis of comments from all interviews

▪ List of key threats, weaknesses, and "blind spots" which may not have been identified prior to interviews

• Facilitate Joint Commissioners Workshop with City Commissions (OPTIONAL) o Scheduled for Tuesday, February 23, 2027, 6:30pm o 2-3 hour workshop, in addition to preparation for workshop as needed, to be supported by

City staff o Facilitate an exercise/activity to gather City Commissioners' input (total of 15 commissioners, 3 commissions of 5)

• Facilitate Strategic Planning Workshop with City Council (OPTIONAL) o Scheduled for Tuesday, March 23, 2027, 6:30 pm o 2-3 hour workshop, in addition to preparation for workshop as needed, to be supported by

City staff o Facilitate an exercise/activity to gather City Councilmembers' input

• Conduct FOLLOW UP virtual or in person interviews with City Council members (Approximately

30 min each) o 5 City Council members (virtual or in person shall be at the preference of each City Council member) o MUST take place in late March/ early April (in preparation for Budget Workshop on Tuesday, April 27, 2027) o Objective: To review key priorities and perspectives to help inform and adjust high level strategies in the City's strategic plan o Deliverables:

▪ Summary/ synthesis of comments from all interviews

▪ Actionable insights or recommendations to shift changes to strategic initiatives

3.5. City Responsibilities

City shall be responsible for providing all meeting facilities, supplies, and refreshments (including lunches for the Workshop and the Training).

City shall have the opportunity to provide feedback and direction for all presentation materials and content prior to the Workshop and Training. City may provide up to two (2) revisions to each presentation, as needed.

3.6. Consultant Responsibilities

Consultant shall be responsible for all travel and transportation costs not included in the fee for services.

Consultant shall provide a summary document detailing the results of the Workshop, Training, and any interviews conducted under the optional services in this scope of services.

4. Vendor Submissions

4.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

1. Instructions for Submissions

2. Scope of Work

3. Additional Requirements

☐ Yes

☐ No

*Response required

4.2. Statement of Qualifications (without Cost Information)*

Please Upload your COMPLETE Statement of Qualifications or Technical Proposal here. Upload fee schedule and costing information separately in the next step.

*Response required

5. Pricing Table

PRICING FOR STRATEGIC PLANNING CONSULTING SERVICES

Total fee for each scope item should include the total cost to plan and execute the task as well as provide any deliverables described in the scope of work. Total fees are preferable to hourly rates and fee schedules for each task.

Line Item Description Unit of Measure Unit Cost

1 City Management Team Strategic Planning Workshop (3-

4 hour workshop) Total Fee

2 City Staff Strategic Planning Session (1-1.5 hour session) Total Fee

Additional Options (At the Direction of the City)

3 Management Team Interviews (Total for 9) Total Fee

4 INITIAL City Council Member Interviews (Total for 5, in person or virtual, at each Council Member's preference) Total Fee

5 Joint Commission Workshop Facilitation (2-3 hour workshop, in addition to preparation for workshop as needed, to be supported by City staff)

Total Fee

6 Strategic Planning Commission Workshop Facilitation (2-

3 hour workshop, in addition to preparation for workshop as needed, to be supported by City staff)

Total Fee

7 FOLLOW UP City Council Member Interviews (Total for 5, in person or virtual, at each Council Member's preference)

Total Fee

5. Pricing Table