Strategic Planning RFP SMFR-25-1002.pdf

SOUTH METRO FIRE RESCUE

REQUEST FOR PROPOSAL (RFP) COVER SHEET

Date: 7/10/2025 RFP Number: SMFR-25-1002

Return Proposals to: BidNet Contact: Bryan McClure

RFP Due Date: 7/28/2025 RFP Due by: 8:00 AM MT

Strategic Planning Support South Metro Fire Rescue

F.E.I.N.:

Delivery Date:

Signature:

Typed/Printed Name:

Title:

Company Name:

Address:

City: State: Zip:

Phone Number: Email:

Primary Contact:

Phone Number: Email:

Please be advised that telegraphic or electronic responses cannot be accepted directly at South Metro Fire Rescue as a sealed proposal. Offerors are urged to read the RFP thoroughly before submitting a proposal.

Offeror is required to submit Federal employer Identification Number (FEIN).

This sheet must be completed, signed and submitted with proposal.

TABLE OF CONTENTS

SECTIONS PAGE

Table of Contents

SECTION 1: ADMINISTRATIVE INFORMATION

SECTION 2: BACKGROUND, OVERVIEW, AND SCOPE

SECTION 3: QUALIFICATIONS & PREFERRED QUALIFICATIONS

SECTION 4: INFORMATION REQUIRED FROM OFFERORS

SECTION 5: COSTS

SECTION 6: OFFEROR RESPONSE FORMAT

SECTION 7: EVALUATION

ATTACHMENTS

Attachment A: Insurance requirements

SECTION 1: ADMINISTRATIVE INFORMATION

1.1.1

1.1 BidNet Registration

All solicitations issued by the South Metro Fire Rescue (SMFR) will be posted on the following website:

Rocky Mountain E-Purchasing System (aka BidNet): https://www.bidnetdirect.com/colorado

Solicitation details for goods and services and are public. Registration for BidNet is required and there is no cost unless the “push” notification option is selected.

During the solicitation process, all official communication with vendors will be via BidNet. Notices may include any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning vendor. It is incumbent upon vendors to carefully and regularly monitor BidNet for any such notices.

1.2 Official Means of Communication

During the solicitation process for this RFP, all official communication between SMFR’s Procurement Office and postings via BidNet. SMFR will post notices that will include, but not be limited to, modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning offeror.

1.3 Purpose of the RFP

South Metro Fire Rescue is seeking strategic planning services that will result in a clear, adaptable, and enduring strategic framework. The successful consultant will work with our Board of Directors, Executive Team, and a variety of internal and external stakeholders to guide the development of a strategic plan that reflects our values, priorities, and fiscal realities.

1.4 Term of the Contract

The initial term of the contract resulting from this RFP is anticipated to be for a period of one (1) calendar year commencing upon contract execution. If SMFR requires the same services after that time the contract may be extended to four (4) years in one-year increments for a total term not to exceed five

(5) years. SMFR reserves the right to cancel this/these contract(s) at any time without cause, upon written notice given thirty (30) days in advance. SMFR will give written documentation to the contractor as to the reason for cancellation. Authorized services performed for SMFR will be paid for through the cancellation date.

https://www.bidnetdirect.com/colorado

1.5 Optional Services

Optional services and/or renewal years within this solicitation for planning and pricing purposes. These services are not guaranteed and shall only be initiated at the sole discretion of SMFR upon mutual agreement and available budget. The inclusion of optional services in the proposal does not constitute a commitment to proceed with those services.

SMFR reserves the right to issue future solicitations for similar or related work, and nothing in this RFP shall be construed to grant the selected vendor exclusivity for future services beyond the scope of this contract.

SMFR may elect to utilize these optional services at its sole discretion, provided they fall within the scope of work and pricing structure established in the original solicitation and contract. Any material changes beyond these stated options may require a new procurement process.

1.6 Number of Awards

SMFR intends to award one contract as a result of this RFP. The award of this solicitation is contingent upon final approval by the SMFR Board of Directors and the appropriation of funds.

1.7 RFP Cancellation

SMFR reserves the right to cancel this entire Request for Proposal, at any time, without penalty.

SMFR’s obligations hereunder are subject to the annual appropriation of funds necessary for the performance thereof, which appropriations shall be made in the sole discretion of the District’s Board of Directors.

1.8 Document Information

This document, including attachments, constitutes a formal Request for Proposal (RFP) and is a competitive procurement; therefore, the offeror must carefully follow the instructions herein to be considered fully responsive to the RFP. South Metro Fire Rescue (SMFR) reserves the right to reject a proposal that is determined to be incomplete, or which does not follow the required structure and format;

however, when such statements are innocent or inadvertent in the opinion of SMFR, SMFR further reserves the right to either request clarifications or waive them as informalities.

1.9 Issuing Office

The SMFR Procurement Specialist is the sole point of contact concerning this RFP. Contact with any other SMFR employee regarding this procurement may result in disqualification of Offeror’s proposal.

1.10 Schedule Of Activities

Listed below are specific and estimated dates and times related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by SMFR. If SMFR finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a modification to this RFP on BidNet. There may or may not be a formal notification issued for changes in the estimated dates and times.

Activity Date and Time (Mountain Time) Request for Proposal Published on BidNet 7/10/2025 Written Inquiry Deadline 7/15/2025 by 2pm MST Modification Issued with Answers to Written Inquiries (if necessary) 7/18/2025 by 4pm MST

Proposal Submission Deadline 7/28/2025 by 8am MST Presentations, required Please hold these dates 7/30/25 & 7/31/25 Best and Final Offers (BAFOs), if required Estimated 7/31/2025 SMFR Board of Directors Approval & Appropriation Estimated: August 4, 2025

Notice of Award Estimated: August 6, 2025 Agreement Signing Estimated August 2025

1.11 Written Inquiries

Offerors may make written inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. All inquiries will be sent by e-mail to: bryan.mcclure@sothmetro.org

Response to offeror's inquiries (if required) will be published as a modification on BidNet in a timely manner. The only official responses to an offeror’s inquiries are those responses that are published as a modification on BidNet. Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of this RFP. Offerors are responsible for monitoring BidNet for publication of modifications to this solicitation.

1.12 Modifications or Withdrawals of Proposals

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

file://fs03/users/bryan.mcclure/Samples%20RFP_DQ/bryan.mcclure@sothmetro.org

1.13 Proposal Submission

Proposals must be received on or before the date and time indicated in the Schedule of Activities.

Late proposals will not be accepted. It is the responsibility of the offeror to ensure that SMFR receives the proposal on or before the proposal opening date and time.

1.14 Electronic Delivery

Proposals will only be accepted through BidNet. To submit an electronic submittal, firms must be registered with BidNet. The Request for Proposal cover page MUST be signed by the offeror or an officer of the offeror legally authorized to bind the offeror to the proposal. The signed RFP cover page must be included with the proposal. Proposals which are determined to be at a variance with this requirement may not be accepted.

1.15 Addendum or Supplements to Request for Proposal

If it becomes necessary to revise any part of this RFP, a modification notice will be sent via BidNet.

1.16 Oral Presentations/Site Visits

Offerors may be asked to make oral presentations. Such presentations will be at the offeror's expense.

The Evaluation Committee may require a site visit if warranted by the nature of the requirements and the offeror’s response. Evaluation Committee members have the right to modify an offeror’s evaluation based on information provided in oral presentations and/or site visits. Oral presentations and site visits may be considered in determining the apparent successful offeror(s).

1.17 Best and Final Offers (BAFOs)

SMFR reserves the right to request BAFOs for this solicitation. Evaluation Committee members have the right to modify an offeror’s evaluation based on information provided in a BAFO. BAFOs may be considered in determining the apparent successful offeror(s).

1.18 Acceptance of RFP Terms

A proposal submitted in response to this RFP shall constitute a binding offer. The signature of the offeror or an officer of the offeror legally authorized to execute contractual obligations shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the offeror of all terms and conditions including compensation, as set forth herein. Offeror shall identify clearly and thoroughly any variations between its proposal and the SMFR's RFP. Failure to do so shall be deemed a waiver of any rights of the offeror to subsequently modify the terms of performance, except as outlined or specified in the RFP.

1.19 Confirmation of Submission

Offerors may send an e-mail message to SMFR’s Procurement Specialist indicating that the proposal has been sent and requesting confirmation by return e-mail upon SMFR’s receipt of proposal. If the offeror requires confirmation, it is the offeror's responsibility to confirm in this way receipt of the proposal in advance of the posted deadline.

1.20 Confidential/Proprietary Information

Prior to the award, any information contained within the proposal may be held confidential and proprietary by SMFR as solely determined by SMFR under applicable laws and regulations. After award, the information within the proposal becomes public information except for information that has been clearly marked as confidential and proprietary by the proposing firm and which complies with Colorado’s Open Records Act (§§ 24-72-201 – 206, C.R.S.). SMFR shall be held harmless from any claims arising from the release of confidential and proprietary information not clearly designated as such by the proposing firm or which does not comply with the Colorado Open Records Act as determined by SMFR or a court. In general, it is not acceptable to SMFR to mark information other than financial statements, financing data, litigation history, or tax audit history as confidential and proprietary. Further, it is not acceptable to mark pricing information as confidential and proprietary.

Failure to adhere to these restrictions may result in the proposal being deemed non-responsive.

Confidential/proprietary information must be readily identified, marked and separately packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is NOT acceptable.

1.21 RFP Response Material Ownership

SMFR has the right to retain the original proposal response and other proposal response materials for its files. As such, SMFR may retain or dispose of all copies as is lawfully deemed appropriate. Proposal response materials may be reviewed by any person after the "Notice of Intent to Make an Award" has been posted on BidNet, subject to the terms of Section 24-72-201 et seq., C.R.S., as amended, Public (Open) Records. SMFR has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in the paragraph, Confidential/Proprietary Information (above). Offerors expressly agree that SMFR may use the materials for all lawful purposes, including the right to reproduce and distribute copies of the material submitted for purposes of evaluation, as part of the resulting contract, and to make the information available to the public in accordance with the provisions of the Colorado Open Records Act.

1.22 Proposal Costs

Proposal costs must be firm for a minimum of ninety (90) days after proposals are due. Estimated proposal costs are not acceptable. Proposal costs will be considered to be your best and final offer, unless otherwise stated in the RFP. The proposal cost will be considered in determining the apparent successful offeror(s).

1.23 Proposals from a Single Offeror

Only one (1) proposal will be accepted by any person, firm or corporation. If the RFP requests proposals on multiple options, the proposal options must be contained within a single overall proposal document.

1.24 Selection of Proposal Notice

An Evaluation Committee will review and evaluate offers submitted and make a recommendation for the award. This selection will be for award to the responsible offeror(s) whose proposal(s) is/are determined to be most advantageous to SMFR. SMFR will post a "Notice of Intent to Make an Award" on BidNet which will announce the selected.

1.25 Notice of Intent to Award

SMFR reserves the right to make an award on receipt of initial proposals, so offerors are encouraged to submit their most favorable proposal at the time established for receipt of proposals. Offerors not meeting the requirements identified in the RFP shall be ineligible for further consideration. SMFR may conduct discussions and conduct presentations/interviews with offerors in the competitive range for the purpose of promoting understanding of the requirements and the offeror’s proposal, to clarify requirements, make adjustments in services to be performed, and in prices. Changes to proposals, if permitted, will be requested in writing from offerors.

An award will be made to the responsible offeror whose proposal will be the most advantageous to SMFR, costs and other factors considered. In the event the parties are unable to enter into a contract, SMFR may elect to cancel the "Notice of Intent to Make an Award" and make the award to the responsible offeror whose proposal would subsequently have received the award.

1.26 Acceptance of Proposal Content

The contents of the proposal (including persons specified to work for SMFR) of the successful Offeror will become contractual obligations if acquisition action ensues. Failure of the successful Offeror to accept these obligations through a contract or agreement, purchase order, or similar authorized acquisition document may result in cancellation of the award and such Offeror may be removed from future solicitations.

1.27 Ownership of Contract – Agreement – Products - Services

Proposals, upon established opening time, become the property of SMFR. All products/services produced in response to the contract resulting from this RFP will be the sole property of SMFR and unless otherwise noted in the RFP. The contents of the successful Offeror's proposal will become contractual obligations.

1.28 Incurring Costs

SMFR is not liable for ANY cost incurred by offerors prior to issuance of a legally executed contract, purchase order, or other authorized acquisition document. No property interest, of any nature, shall occur until a contract is awarded and signed by all required parties. All costs incurred in response to the RFP are the sole responsibility of the offeror.

1.29 Non-Discrimination

Offerors shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

1.30 Rejection of Proposals

SMFR reserves the right to reject any and all proposals, waive informalities and minor irregularities in proposals received as determined by SMFR, and to accept any portion of a proposal or all items proposed if deemed in the best interest of SMFR. Failure of an offeror to provide any information requested in this RFP (and in the manner or format required) may result in disqualification of the proposal.

1.31 Parent Company

If an offeror is owned or controlled by a parent company, the name, main office address and parent company's tax identification number shall be provided in the proposal. The tax identification number of the offeror responding to the RFP must be provided. The offeror must be a legal entity with the legal right to contract.

1.32 News Releases

News releases pertaining to this RFP shall NOT be made prior to execution of the contract without prior written approval by SMFR.

1.33 Certification of Independent Price Determination

Except as otherwise disclosed with particularity, through its submission of an offer, the offeror certifies that the prices and other terms in the offer have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the offer by any other competing offeror. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing offeror. No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition.

1.34 Prime Vendor

SMFR will consider the selected offeror to be the sole point of contact regarding contractual matters including the performance of services and the payment of any and all charges. There may be areas for use of sub vendors or partners in this project. SMFR encourages the use of small businesses wherever viable. If you are using sub vendors/partners, your proposal must list the sub vendors/partners, their area(s) of expertise, and include all other applicable information herein requested for each sub vendor/partner.

1.35 Taxes

SMFR is a governmental entity and is therefore exempt from state and local sales and use tax. SMFR will not pay for or reimburse any sales or use tax that may not directly be imposed against the District.

The Contractor shall use SMFR’s sales tax exemption for the purchase of any and all products and equipment on behalf of SMFR.

1.36 Indemnification; No Waiver of Liability or Immunity

The Contractor agrees to indemnify, defend, and hold harmless SMFR and its officers, directors, employees, agents, engineers/architects and attorneys from any and all damages and liabilities arising from the Contractor’s performance of the Scope of Services. As part of this obligation, the Contractor shall compensate the SMFR for the time, if any, spent by its legal counsel in connection with such claims or actions. The Contractor’s obligations under this Section 19 shall be to the fullest extent permitted by law and shall survive termination or expiration of this Agreement. Notwithstanding any other provision contained in this Agreement, including but not limited to Exhibit A, the District does not agree to defend, indemnify, or hold harmless the Contractor or waive or limit the Contractor’s liability (either by type of liability or amount). SMFR is relying on and does not waive or intend to waive by any provision of this Agreement, the monetary limitations or any other rights, immunities, defenses, and protections provided by the Colorado Governmental Immunity Act, § 24-10- 101, et seq., C.R.S., as from time to time amended, or otherwise available to SMFR or its officers or employees.

1.37 Error Reporting

The successful Offeror will promptly report any errors occurring with programs throughout the duration of this contract. A summary report must be submitted at least once every three (3) months, beginning with the date this contract is enacted. Failure to disclose this information is grounds for termination of the contract for cause.

1.38 Law/Venue

The laws of the State of Colorado shall govern the construction, interpretation, execution, and enforcement of this Agreement. Venue for any dispute between the Parties arising out of or relating to this Agreement shall be in the State of Colorado District Court for Arapahoe County.

1.39 Offeror Proposed Terms and Conditions

Except as specified in the offeror’s proposal, the submission of the offeror’s proposal will indicate its acceptance of the terms and conditions. Offerors must disclose in their proposal’s terms and conditions, or required clarifications, of terms and conditions consistent with these instructions. SMFR reserves the right to clarify terms and conditions not having an appreciable effect on quality, price/cost risk or delivery schedule during post-award formalization of the contract.

1.40 Contract Cancellation

SMFR reserves the right to cancel for cause, any contract resulting from this RFP, by providing timely written notice to the vendor.

1.41 Insurance

The vendor shall procure, at its own expense, and maintain for the duration of the contract, the insurance coverage as described in Attachment A.

1.42 Past Performance

Each offeror’s past performance will be reviewed as part of SMFR’s overall evaluation. This evaluation will consider past performance information submitted as a part of such an offeror’s proposal including, but not limited to, information regarding predecessor companies, key personnel who have relevant experience, and sub-vendors performing major or critical aspects of the service, if such information is relevant. Offerors without a record of relevant past performance or for whom information on past performance is not available will receive a neutral past performance rating. SMFR will consider the offeror’s performance on past or current SMFR contracts with requirements similar to SMFR requirements for this contract. SMFR will consider the information provided by the offeror regarding any problems encountered with the identified contracts and any associated corrective actions.

1.43 Key Personnel

SMFR shall consider Vendor “Key Personnel” and therefore essential to the work being performed.

Vendor shall immediately notify SMFR in writing prior to replacing “Key Personnel”. Replacement personnel must have the same level of skill and qualifications, or better, than the personnel they are replacing. SMFR must approve the replacement personnel in writing prior to new personnel commencing work and the change must not delay the project. SMFR’s approval of replacement Key Personnel shall not be delayed nor unreasonably withheld. Vendor shall take commercially reasonable action to transfer their “departing” personnel’s project knowledge to the Vendor’s substitute personnel to ensure continuity of services performed.

1.44 References

SMFR may contact the references provided by an offeror (primary sources) to validate the offeror’s experience. Other individuals and entities (secondary sources) identified as possessing relevant information during discussions with the references provided by an offeror, also may be contacted by SMFR. SMFR reserves the right to consider representations by these individuals or entities (secondary sources) concerning project scope, timeliness of performance, project management capabilities, and other information relevant to determining the quality of an offeror’s experience and demonstrated capabilities.

1.45 FERPA/HIPPA

A successful vendor and consultant must adhere to Federal FERPA (Family Education Rights and Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act) regulations

1.46 Data Security Requirements

The contractor must compliance with industry-recognized cybersecurity standards and controls. These include but are not limited to:

A. Data encryption (in transit and at rest) B. Secure data access controls and audit trails C. SOC 2 Type II certification (preferred) D. Incident response plan and breach notification procedures E. Annual cybersecurity training for staff SMFR reserves the right to conduct a cybersecurity review before the contract award.

1.47 Conflicts of Interest

Offeror avers that to his/her knowledge, no SMFR employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS §24-18-201 and CRS §24-50-507.

The signatory hereto avers that he/she is familiar with CRS §18-8-301, et seq. (Bribery and Corrupt Influence) and CRS §18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation of such provisions is present.

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SECTION 2: BACKGROUND, OVERVIEW, AND SCOPE

2.1 Background / Overview

This initiative is not starting from scratch with the community, we recently completed a community engagement effort as part of our revenue initiative, and those insights will serve as a foundation for understanding public priorities and expectations.

We are seeking a strategic plan that includes a timeless mission, vision, and overarching strategic objectives that can anchor our organization for years to come. The plan should also provide a structure that enables the organization to set and revisit 3- to 5-year goals, aligning our operational focus and budgeting efforts with our strategic priorities.

Rather than prescribing a detailed methodology or list of deliverables, we invite consultants to bring creative, proven approaches that foster engagement, build consensus, and result in a practical and scalable strategic plan. We are especially interested in approaches that help us link resource allocation and budgeting to the strategic priorities established in the plan.

2.2 Scope of Work – Selected Vendor Responsibilities and Requirements

A. Facilitate a fresh strategic planning process involving your 7-member Board of Directors, 7-member Executive Team, and identified stakeholders.

B. Using insights from the recent community engagement effort (related to the revenue initiative) to shape strategic priorities, we believe no additional community polling is needed.

C. Conduct a strategic retreat and a series of structured working sessions to:

D. Develop a timeless mission, vision, values and areas of focus/corresponding goals and objectives.

E. Establish a framework to guide goal setting over 3–5 year horizons.

F. Provide a process to integrate budget alignment with strategic priorities.

G. Include optional future partnership costs for plan updates and budget alignment support.

2.2.1 Implementation Support Services

The selected vendor will be responsible for providing comprehensive implementation support services, including the following phases:

A. Kick-off Meeting: Align on scope, expectations, and deliverables.

B. Document Review and Planning Assessment: Review existing plans and the community engagement report.

C. Stakeholder Interviews or Focused Work Sessions: With board, executive staff and key stakeholders.

D. Strategic Retreat: Facilitate a retreat to develop vision, mission, and strategic pillars.

E. Draft and Final Plan Development: Including timelines, metrics, and performance frameworks.

F. Board Presentation & Adoption Support: Final presentation and plan adoption session.

2.2.2 Scope Boundaries

No additional services beyond those specifically outlined in this RFP and awarded through the resulting agreement may be performed or invoiced without prior written approval from SMFR’s Procurement Division. Material changes to the scope of work may require new competitive solicitation.

While SMFR welcomes innovative approaches and recommendations from vendors during the engagement, any proposed additions to the scope must be reviewed and approved in writing by SMFR.

Implementation of any such recommendations may be subject to separate procurement action, depending on the nature and extent of the services proposed

2.2.3 Deliverables / Strategic Plan document with

A. Mission, Vision, Values and areas of focus/corresponding goals and objectives B. 3-5 Year Strategic Goals and Priorities C. Framework of Annual Review and Adjustment

2.3.1 Proposal Requirements

A. Vendor Information B. Company name, address, and primary point of contact C. Background and experience in strategic plan implementation, relevant to government/fire districts D. References from previous clients E. Approach and Methodology F. A detailed description of the proposed approach to providing implementation support for

SMFR’s Strategic Plan G. Outline of how the vendor will manage stakeholder engagement.

H. Proposed timeline.

I. Provide information on the project team, including qualifications, relevant experience, and roles within the project.

J. Resumes or bios of key personnel who will be involved in the project.

K. Budget detail.

L. Any additional costs associated with the project (e.g., travel, materials, etc.).

M. Optional services for the plan and/or post-engagement support as a separate line item.

N. Additional Information - Provide any other relevant information that would be helpful for

SMFR to consider your proposal.

SECTION 3: QUALIFICATIONS & Preferred Qualifications

3.1 Qualifications of Offerors

A. The ideal consultant or firm will:

B. Demonstrate experience in strategic planning for public agencies or special districts.

C. Demonstrate expertise in facilitation with leadership and governing boards.

D. Provide examples of experience with fire protection, emergency services, or municipal operations.

E. Provide examples of scalable plans that adapt to funding variability.

F. Demonstrate budget alignment expertise to connect planning with financial strategy.

SECTION 4: INFORMATION REQUIRED FROM OFFERORS

Each proposal in response to this RFP must contain the following information:

4.1 Cover Letter

Include a cover letter introducing company, fully describing corporate organization, history of company, including size and number of years in business, and financial position. Also summarize the offeror’s qualifications and detail any exceptions to this RFP.

4.2 Principal Contact

Provide principal contact information for this RFP, including address, telephone number, e-mail, and website (if applicable).

4.3 Affirm and Demonstrate

Offerors must affirm and demonstrate they are able to provide all items outlined in Section 2, Scope of Work – Selected Vendor(s) Responsibilities and Requirements, of this RFP.

4.4 Minimum Qualifications

Offerors must demonstrate they meet all the Minimum Qualifications stated in Section 3 and include all information requested in Section 3.1.

SECTION 5: COSTS

SMFR budget is not to exceed $100,000.00

Offerors must provide a detailed, itemized cost proposal to support the Strategic Plan implementation, organized as follows:

A. Itemize costs: Per Section 2, including all meetings, Stakeholder Engagements, Strategic Action Rollout, and Monitoring. Specify deliverables and milestones for each phase.

B. Personnel Costs: Detail rates for each key team member involved in the project, including sub vendor costs as applicable.

C. Travel and Incidentals: Include estimated travel costs for required onsite meetings, workshops, and sessions.

D. Additional Costs: Itemize any additional costs, including materials, technology, or data tools, noting any pass-through items.

E. Total Project Cost: Summarize the total cost. List separately potential adjustments of additional services. List separately any optional year costs as estimates.

F. Payment Terms: Propose a payment schedule, ideally tied to completion and deliverables, with monthly invoices if preferred.

G. Optional Costs: list by year for each optional service

SECTION 6: OFFEROR RESPONSE FORMAT

The following are the response requirements for this RFP. All specific response items represent the minimum information to be submitted. Deletions or incomplete responses in terms of content or aberrations in form may, at SMFR’s discretion, render the response non-responsive.

6.1 Technical Proposal:

One electronic (1) copy of the technical proposal must be submitted via BidNet following instructions in BidNet. The electronic file will clearly state Technical Proposal with the vendor’s name.

6.2 Cost Proposal (See Section 5: Costs):

One electronic (1) copy of the cost proposal must be submitted via BidNet following instructions in BidNet. The electronic file will clearly state Cost Proposal with the vendor’s name.

6.3 Proposal Organization:

To facilitate the evaluation, offeror shall submit and organize all responses in the same order as listed in Section 4: Information Required from Offerors. Proposals that are determined to be at a variance with this requirement may not be evaluated.

SECTION 7: EVALUATION

7.1 Process

Failure of the offeror to provide any information requested in this RFP may result in disqualification of the proposal.

The specifications within this RFP represent the minimum performance necessary for response. A numeric evaluation will be conducted, and an award will be made to the offeror(s) whose proposal is/are determined to be most advantageous to SMFR, considering the evaluation factors set forth below.

The SMFR Procurement Office will initially review all responses to this RFP before submitting them to an evaluation committee. Evaluators will independently assess each proposal, followed by a group discussion. After a thorough evaluation and discussion, the committee will make a recommendation for the proposal(s) that most effectively meet or exceed the requirements, considering both cost and the best interest of SMFR. This recommendation will then be submitted to the SMFR Procurement Office.

Prior to any award recommendation, the evaluation committee may request any or none of the following: oral presentations, clarifications, or Best and Final Offers (BAFOs). Additionally, a short list of finalists may be selected to provide a presentation, which will take place either in person or virtually, as determined by the committee.

The technical factors will be assessed based on the soundness of the offeror’s approach and the offeror’s understanding of the requirements. Assessments may include a judgment concerning the potential risk of unsuccessful or untimely performance, and the anticipated amount of SMFR’s involvement necessary (beyond that reasonably necessary) to ensure timely, successful performance. The selection ultimately is a business judgment that will reflect an integrated assessment of the relative merits of proposals using the factors identified in this RFP. SMFR reserves the right to reject any (or all) proposals that pose, in the judgment of SMFR, unacceptable risks of unsuccessful or untimely performance, unacceptable SMFR resources requirements, or costs exceeding the budget constraints.

7.2 Evaluation Criteria

Those proposals that meet the minimum qualifications will be further evaluated based on the criteria below, with each factor weighted as indicated:

7.2.1 Experience and Expertise (including project team) – Demonstrated experience in strategic plan implementation, particularly within government or fire district settings.

**Weight: 15%**

7.2.2 Approach, Methodology, and Facilitation – Quality, clarity, and feasibility of the proposed approach for executing the scope of work. **Weight: 25%**

7.2.3 Alignment with Organizational Needs – Degree to which the proposal aligns with SMFR’s values and operational context. **Weight: 20%**

7.2.4 Cost Effectiveness and Transparency – Clarity, justification, and reasonableness of costs in relation to the proposed work. **Weight: 25%**

7.2.5 References and Past Performance – Quality and relevance of references and historical performance on similar projects. **Weight: 15%**

7.3 Determination of Responsibility of Offeror

7.3.1 The determination of responsibility will be based on several factors, including whether an offeror has:

7.3.2 Made available the appropriate financial, material, equipment, facility, and personnel resources and expertise, or the ability to obtain them as necessary to indicate the capability to meet all contractual requirements.

7.3.3 A satisfactory record of performance.

7.3.3.1 A satisfactory record of integrity.

7.3.3.2 Legal authority to contract with SMFR.

7.3.3.3 Supplied all necessary information in connection with the inquiry concerning responsibility.

7.3.3.4 The offeror shall supply information requested by SMFR concerning the offeror’s responsibility. SMFR reserves the right to request further information as it deems necessary to determine the offeror’s responsibility. If the offeror fails to supply the requested information, SMFR shall base the determination of responsibility upon any available information or may find the offeror non-responsible if such failure is unreasonable.