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Request for Proposal: Strategic Planning Services BEFORE THE BOARD OF COUNTY COMMISSIONERS OF LEWIS COUNTY, WASHINGTON IN THE MATTER OF Issuing a Request for Proposals (RFP) for ) Strategic Planning Services for ) RESOLUTION NO 19- 62. Lewis County ) WHEREAS, the Lewis County Board of County Commissioners (BOCC) has identified a need to update and amend the 2012-2015 Strategic Plan for Lewis County which was adopted on July 30, 2012, and WHEREAS, qualified consulting services are needed, and WHEREAS, Lewis County is seeking proposals from qualified consulting firms with expertise in strategic planning services, and WHEREAS, publication to solicit for strategic planning professional services is needed to contract with a professional consultant NOW THEREFORE BE IT RESOLVED by the Board of County Commissioners that the County Manager is instructed to prepare an RFP, evaluate responses and negotiate a contract with the qualified consultant for BOCC approval, and the Clerk of the Lewis County BOCC is instructed to proceed with all appropriate and necessary notifications to advertise for said purpose DONE IN OPEN SESSION this 1st day of April 2019 APPROVED AS TO FORM. BOARD OF COUNTY COMMISSIONERS Jonathan L Meyer, Prosecuting Attorney L 'IS ' OUNTY, WASHINGTON 0.4 /9 By Civil Deputy Robert C Jackson, Chair ATTEST Gary Stamper, Vice Chair •ScoUN r177••• / } S „- e it-t■yue_/ Rieva Lester, Clerk of t Le ty\i`o o Edna J Fund, /mmissioner Commissioners ;� k8 1845 ' z• • ®�, ms s ' • ••• •DONS lst •• ••••• LEWIS COUNTY NOTICE TO CONSULTANTS FOR REQUEST FOR PROPOSAL (RFP) STRATEGIC PLANNING SERVICES Lewis County is seeking interest from consulting firms with expertise in strategic planning services to guide the county with the development of a renewed comprehensive strategic plan Firms desiring consideration shall submit ten (10) copies and one (1) electronic PDF of a complete proposal packet to Erik Martin, County Manager, 351 NW North St, Chehalis, WA 98532, by 5 00 PM local time, April 22, 2019 The Request for Proposals and supporting documents are available for review on the Lewis County website, www lewiscountywa.gov, or at the Lewis County Board of County Commissioners' office, 351 NW North St, Chehalis WA 98532 during regular business hours For more information about the project and submittal requirements contact Lara McRea at 360- 740-2660 or Lara.McRea(c�lewiscountywa.gov or www lewiscountywa gov for an information packet. Lewis County is an equal opportunity and affirmative action employer DATED this 1st day of April, 2019 Clerk of the Board of County Commissioners Lewis County, WA PUBLISH The Chronicle — April 2 and April 9, 2019 Daily Journal of Commerce (Seattle) April 3, April 6 and April 10, 2019 Daily Journal of Commerce (Portland) April 3, April 5 and April 10, 2019 Lewis County Web Site @www lewiscountywa gov LEWIS COUNTY REQUEST FOR PROPOSALS Comprehensive Strategic Planning Services Please Submit Ten (10) Paper Copies and One (1) Electronic PDF by: April 22, 2019 5:00 PM Lewis County 1 351 NW North St Chehalis, WA 98532 2 REQUEST FOR PROPOSALS (RFP): STRATEGIC PLANNING SERVICES Estimated RFP Schedule RFP Issued April 1, 2019 Final Date for Questions Related to RFP April 16, 2019 Proposal Deadline: April 22, 2019 Applicant Interviews. May 6-10, 2019* Selection of Consultant by Board of COUNTY Commissioners and Contract Development May 13, 2019* *Exact dates are subject to change at the COUNTY's discretion Any interested individual may request to be on an email list to receive updates on the RFP process, including addenda to the RFP if any are issued Lewis County may alter the RFP at any time. Submittal Instructions Written proposals and an electronic PDF must be received by Lewis County no later than 5PM PST on April 22, 2019 Proposals received after this deadline will not be accepted or considered Send proposals to Direct questions regarding the RFP to Erik Martin Lara McRea County Manager County Administration Lewis County 360 740.2660 351 NW North St lara.mcrea @lewiscountywa.gov Chehalis, WA 98532 Background Lewis County is a beautiful rural county with a long history As Washington's first county, Lewis County has deep economic and cultural roots in the timber and agriculture industries Lewis County has nine incorporated cities/towns and over a dozen other established communities The history and culture of Lewis County are important to the elected officials, employees and the people they serve The cultural, social, and economic factors affecting this area are very important in understanding how a strategic plan will be developed and what it will include Lewis County is a safe and proud community with good schools, a growing economy, vibrant cities, and a wealth of recreational opportunities Hunting, fishing, hiking, biking, skiing and boating are all just a short trip in any direction here Lewis County utilizes these natural resources in a way that creates an environment that attracts and retains those with an appreciation for its natural beauty and a sense of adventure Lewis County has a growing population approaching 80,000 and Chehalis is the County seat Lewis County operates under the commission form of government with three Commissioners and a County Manager, elected officials include the Assessor, Auditor, Clerk, Coroner, Sheriff, Treasurer, and Judges for District and Superior Courts The perspective of these officials is important to the plan as they are the people's representatives in the county's government. The most recent strategic plan completed was for years 2012-2015 Many of the goals, objectives and initiatives have been successfully completed, achieved or engaged in some phase of implementation. Of those objectives that have not been fully realized or initiated, some could be considered no longer valid or relevant, however, consideration should be given to those elements to determine if they are carried forward into the new strategic plan or omitted all together Additional background information on the most recent Strategic Plan will be furnished upon request. Request for Proposals Lewis County (COUNTY) is seeking proposals from qualified consultants/firms to guide the COUNTY with the development of a Comprehensive Strategic Plan for Lewis County government The COUNTY anticipates that the planning process will take approximately three months to provide adequate time for participation by the County leadership team and key community stakeholders The outcome of the process will be a written and graphically represented strategic plan that presents the planning process, the research, the analysis, opportunities and strategies along with an implementation plan that will guide the COUNTY for the next two to five years Please note that this RFP requests the services of a consultant to facilitate the strategic planning process The COUNTY is aware that there are a variety of perspectives, models, and approaches available to develop a strategic planning document; therefore, the successful firm should be able to discern which model or models will best enable Lewis County to complete its organizational and programmatic goals The successful firm will be required to demonstrate its ability to meet these requirements The COUNTY encourages any inquiries with respect to the expectations and/or scope of work sought through this proposal by email to the attention Lara McRea, lara.mcreaCa lewiscountywa.gov All inquiries will receive a response A consultant will be selected for this project based on criteria stated in "Evaluation of Proposals" All proposals received by 5.00 p m PST on Monday, April 22, 2019 will receive full consideration. RFP Process It is expected that one (1) consultant team will be selected as a result of the RFP, although the COUNTY is under no obligation to award a contract as a result of the selection process Based on the proposals received, the selection committee (comprised of COUNTY officials, staff and the BOCC) will select individuals/firms to be interviewed As a result of those interviews the top-rated consultant will be selected for contract negotiations The COUNTY may also elect to forego interviews and select a consultant team based on the information provided in the submitted proposals. Scope of Services As envisioned, the scope of services for this proposal will include the following components Visioning 1. The consultant(s) will facilitate a process that will include community input on the vision for Lewis County government This process will consist of outreach and public input that could include, public meetings, stakeholder group sessions, outreach forums, online survey(s), social media, information booths at local events, discussions with COUNTY elected officials, discussions with COUNTY staff and other forums as determined appropriate based on a scoping process The result of these efforts should result in a robust array of suggestions from members of our community and county officials The desired outcome is a vision for Lewis County, from our community members and leaders which will include specific visioning goals that will serve as a framework for the strategic planning process. The Consultant will develop a work plan to guide project activities and communications The Consultant will conduct orientation and briefing sessions for the COUNTY to educate them on the goals of the project and the desired outcomes The consultant must also be available for any necessary presentations to the BOARD and/or project team to include but not limited to a final strategic plan presentation 2 Review current COUNTY information available on the COUNTY website including department home pages, budget information, COUNTY ordinances, and other related documents and information The most recent COUNTY strategic plan is available upon request. 3, Conduct a situational analysis of COUNTY organization 4 Identify and assess the strengths, weaknesses, opportunities, and threats of the COUNTY organization 5 Based on the assessment data, facilitate revitalization of the Vision, Values, and Mission for the COUNTY organization 6 Facilitate the development of goals and objectives that support the Vision, Values, and Mission of the COUNTY organization 7 Identify potential strategic initiatives with outcomes that support community commerce, community collaboration, community condition and community character. 8 Facilitate the development of performance metrics - key indicators and outcomes that can serve as the basis for performance measures of the Lewis County organization 9 Facilitate the development of a process to keep elected officials involved and engaged in a continual strategic planning process including use the Executive Steering Committee (ESC) meeting agendas to handle strategic discussions, feedback loops, newsletters and regularly scheduled reviews and reports 10 Facilitate the development of a process to keep employees involved and engaged in a continual strategic planning process including focus groups, feedback loops, newsletters and regularly scheduled reviews and reports 11 Submit recommendations for appropriate implementation measures for COUNTY staff Include proposed policies and administrative guidelines that will need to be revised or created to administer the comprehensive strategic plan These policies and administrative guidelines should be very specific in nature Develop a system to measure the effectiveness of COUNTY activities in meeting the objectives of the comprehensive strategic plan Ensure the measures are linked to the overall vision, mission and goals of the COUNTY as a whole Strategic Planning Session Preparation As necessary, the COUNTY envisions holding several short retreats/workshops dedicated to this effort We seek input from the consultant to help structure and facilitate the event to maximize impact. Among topics that can be addressed at the retreats are. Needs Assessment - Assessment of the values, strengths, weaknesses, and competencies of the COUNTY Program Inventory and Analysis - Inventory existing program offerings and partnerships to serve as a baseline to identify service gaps and opportunities for different delivery options, partnerships and collaborations. Identification of Opportunities, Strategies and Vision - Refining the vision for the COUNTY which identifies its priorities, opportunities and strategies, and clarifies the COUNTY's role and confirms its mission and values Citizen Services - how can the COUNTY be structured and operate to maximize citizen services and sustain these services at a high level Community priorities - what are the top projects or programs community members are interested in and would like to see prioritized as part of moving the COUNTY forward Information Gathering During this phase, the consultant will collect data and information to become more familiar with COUNTY The consultant shall perform a SWOT analysis to identify the COUNTY's strengths, weaknesses, opportunities and threats involving and relating to the organization This effort should include determining the community's strengths, weaknesses, threats and assets, its resources, and other valuable insight in light of current trends and topics influencing and impacting the community Such information may include, but should not be limited to an inventory of COUNTY resources including its finances, infrastructure, staff, opportunities, a community inventory of people, education, health care, business development, job opportunities, housing, arts, culture, heritage, history, recreation, natural features, entertainment, geography, demographics, socioeconomics and technology. The consultant will describe the methodology to identify vital challenges and opportunities identified In addition, develop plan implementation steps and techniques along with a schedule of target dates to further define the goals. Benchmarks or milestones will be identified to help measure the COUNTY's success in implementing the Strategic Plan. Development of initiatives to promote public involvement designed to engage the community, stakeholders and COUNTY leadership throughout the process is critical Report Review At the end of this exercise, the consultant and the project team will draft a final plan document for review and presentation to the COUNTY The consultant will be participating in review and refinement of this document. The BOARD, leadership team and consultant will work collectively to develop a series of implementation techniques designed to keep community members, stakeholders, business leaders, COUNTY staff and COUNTY elected officials engaged in the implementation of the identified goals, objectives and initiatives of the Strategic Plan This process could be coordinated with an oversight or implementation committee tasked with meeting regularly to ensure the Strategic Plan remains a viable "living" project for the next two to five years At a minimum, the consultant will provide the following deliverables. 1 A proposed list of methods and or documents to support and facilitate public outreach and community engagement 2 A final Strategic Plan document that includes an implementation plan with defined milestones and benchmarks intended to measure the COUNTY's progress. 3 An executive summary of the Strategic Plan in a condensed, easy to understand, 1-2 page graphic document that can be distributed to the public and key stakeholders Proposal Submission Requirements 1 Cover letter of interest and transmittal not to exceed one page in length 2 Legal name of the consultant firm, address, phone, fax, and email address, year the firm was established, and type of business 3 An organization chart indicating roles of all individuals and firms involved in this project, as appropriate Include brief resumes for all individuals identifying their proposed roles and applicable qualifications and experience The name of the person intended to be the project coordinator for this Strategic Plan and a list of recently completed projects relevant to the scope of this RFP 4. A clear articulation to the firm's approach to be used in this project including a proposed schedule and description of the proposed methods of public involvement 5 A summary of qualifications, related experience and references 6 Proposed scope of work and, project approach and plan to accomplish the work Describe in detail your firm's project approach and methodology in managing and implementing a project of this size and scope and experience of developing and supporting the implementation of a comprehensive strategic plan Key elements include. • Project Understanding • Project Methodology and Deliverables • Roles & Responsibilities • Project Management 7 A minimum of three (3) examples of relevant written work related to strategic planning, with no less than one example prepared on behalf of a local government organization or comparable entity 8 Fee schedule and proposed fee to accomplish the work (separate, sealed envelope marked Fee Schedule). 9 Proposals must be complete in order to be considered by the evaluation committee Submittals may be mailed or delivered to Erik Martin, County Manager Lewis County 351 NW North St Chehalis, WA 98532 Applicants must submit ten (10) hard copies to the COUNTY by the deadline The submittals shall be clearly marked on the exterior to denote both the names of the submitting firm and the particular professional services contract for which the proposals are offered, "Strategic Planning Services" For items 1-6 under Proposal Submission Requirements must be limited to ten (10) pages, front and back, in length All proposals should also be submitted as computer files in PDF format Electronic files may be transferred via email to Erik Martin at erik martin @lewiscountywa gov_or provided on a portable electronic storage device The COUNTY is not responsible for returning portable storage devices. Large files should be uploaded with a link to download files provided via email Lewis County is not responsible for communication errors. Applicants are advised to call the COUNTY Administration Department at 360-740-2660 to confirm that a submittal has been received Evaluation of Proposals Lewis County's project team will review and evaluate all properly submitted proposals received on or before the deadline The project team will first review each proposal for compliance with the minimum qualifications and mandatory requirements of the RFP Failure to comply with any mandatory requirements may disqualify a proposal The project team shall participate in the analysis of RFPs, the interview process and the final recommendation of the selected consultant for the project Upon successful negotiations with the selected consultant, the contract will be recommended for approval by the project team to the Board of COUNTY Commissioners for final approval The COUNTY will rank proposals based on the criteria stated below. 1 Responsiveness of the Proposal to the project objectives. 2 Responding firm's experience in completing work of a similar size and scope Considerable weight will be given to projects in similar sized, rural communities. Considerable weight will be given to projects in mid-sized rural communities similar to Lewis County prepared within the last five (5) years 3 Specific qualifications of the primary staff who will manage, supervise, and provide services, including past experience on projects of similar size and scope 4 Public sector experience and qualifications of the firm. This includes past project experience and/or research projects conducted for recognized industry associations 5 Proposer's project management methodology and experience 6 Proposer's familiarity with the strategic planning needs and challenges of the Lewis County 7 Responses of the client references. 8 Strategic Planning approach and methodology 9 Cost of services and payment policies. 10 Such other information that may be required or secured. Lewis County Rights Lewis County reserves the right to reject any or all proposals, make counter proposals and/or engage in negotiations with any or all firms or individuals, waive any requirements or otherwise amend this RFP, or cancel the RFP in order to achieve the COUNTY's goals and objectives for this project. Any changes in the status of the RFP will be brought to the attention of all parties that provide contact information for updates The information contained in this RFP represent the COUNTY's best information at the time of the release of the RFP and the COUNTY reserves the right to modify any term or condition contained herein Responsibility for Proposal Preparation Except as otherwise specifically agreed to in writing by the COUNTY, each consulting individual or team submitting proposals shall provide and pay for all materials, labor, transportation, charges, levies, taxes, fees or expenses incurred, including all costs to prepare a response to this RFP, travel and presentation costs, and all other services and facilities of every nature whatsoever necessary for the preparation of the RFP. It is neither the COUNTY's responsibility nor practice to acknowledge receipt of any proposal as a result of the RFP process. It is the proposer's responsibility to assure that a proposal is delivered and received in a timely manner. No Conflict of Interest No member of the Board of COUNTY Commissioners, member of the evaluation committee for this RFP, and any other officer, employee or agent of the Lewis County who exercises any functions or responsibilities in the selection of a proposal, shall have any personal interest, direct or indirect, in the project Open Records/Proprietary Information Lewis County recognizes that in responding to this RFP, the proposer may desire to provide proprietary information in order to clarify and enhance their response To the extent permitted by law, Lewis County will keep confidential such information provided that 1. The information submitted is arguably proprietary, and 2. The proprietary information is submitted in a separate file or section that is clearly identified as containing proprietary information, according to the submittal instructions of this RFP Only information that is credibly propriety may be included Inclusion of non-propriety significant information in the sealed portions may render a submittal ineligible Responders should note that Lewis County is a county in Washington State, and as such its files are available for public review pursuant all applicable public disclosure laws and the Washington State Open Public Meetings Act BOCC AGENDA ITEM SUMMARY Resolution BOCC Meeting Date Apr 01, 2019 Suggested Wording for Agenda Item' Agenda Type Notice Issuing a Request for Proposals-(RFP) for Strategic Planning Services for Lewis County Contact Erik Martin Phone 3607402697 Department Board of County Commissioners Action Needed' Call for Bids/Proposals Description A Request for Proposals (RFP) is to be issued to retain a qualified professional consultant for strategic planning services to guide the county with the development of a renewed comprehensive strategic plan The proposals must be received no later than 5 00 p.m local time, April 22, 2019, at the Lewis County Board of County Commissioners' office (351 NW North St, Chehalis, WA 98532) Approvals: User Group Status Martin,Erik BOCC Pending Additional Copies Erik Martin,Lara McRea 109186 Notice for RFP- Strategic Planning LEWIS micry mai&TO CONIM,T. `FOR: ft,R PROPOSAL.($FP) STRATEiNlNG Lewis County is seeking interest from consulting AFFIDAVIT firms with expertise in OF PUBLICATION strategic planning county with to ulde tM. cgiumty with STATE OF WASHINGTON e opmepnr of s re- newed comprehensive COUNTY OF LEWIS :ten Fltms; deskirg considera- tion Shall.,submit tan (10) copies and one (1) elec- Alysa Andrews,and/or Mandy Klemola,says that she is the legal tonic PDF of a complete clerk of proposal packet to Erik Martin, County Manager. 381 t4YV Noti► St �.- . �fje Ns,WA-. ,'r� 5. . PM. ei'tOf ILIP -local tine,App 22; The Request'for Proposals a semi-weekly newspaper,which has been established,published and supporting documents on in the English language,and circulated continuously as a the Le are Le i[abie tot'revibw wis County website, semi-weekly newspaper in the City of Centralia,and in Lewis 36 tww.lewiscountywa.gov, County,Washington,general circulation in Lewis County for or at the Lewis County more than six(6)months prior to the date of the first publication Board of County Commis- of the notice hereto attached,and that the said Chronicle was on stoners' office, 351 NW the 7th day of July 1941 approved as a legal newspaper by the North St Chehalis, WA Superior Court of said Lewis County And that the attached is a 98532 � g busi- ness hours. true copy and was published in regular issues(and not in For more information about supplement form)of said newspaper as LEGAL#109166 the project and submittal RE:otice for RFP-Strategic Planning requirements contact Lara '/ ` McRea at 360-740-2680 or once each 1i 1Or a period of 2 J . .0' L e''r a . M'c' R a a fiPlawiscountywa.gov or Www,tew isco u ntywa.gov commencing on 04/02/2019 and ending on 04/09/2019 for an information packet. L Wis County Is an equal and both regularly distributed to its subscribers during all of said opportunity and affirmative period.That full amount of the fee charged for the foregoing action employer. publicatio•- m of$44.22 DATED this 1st day of, / April,2019.. Clerk of the Board'of .��/ —� / County Commissioners Subscribe• ••. sworn to befor• me 04/09/2019 Lewis County,WA PUBLISH:The Chronic*- . 114 4 411. 1 April 2 and Apd l 9,2019 `�ptNUwprbq� Daily Journal of Commerce April 6 Notary Public in and for the State of Washings r���� •A01'1�•r1�9 ��ii 200 and residing at _ `�.► M;•..9 ' r -.bks�alFtfC.om r ?q (Portland). 3, Aprti 5 3 : TA.go Lewis' COUnty Web Site • '°VRLIC S. c'wwwJewlscountywa.gov .' . Published:The Chronicle may,, • .•' �.�� April 2&9,2019 - 7i�gi f f it*1 t N%N'��``` State of Washington, King County Lewis County Strategic Planning Services Proposals Due:April 22 LEWIS COUNTY NOTICE TO CONSULTANTS FOR REQUEST FOR PROPOSAL (RFP) STRATEGIC PLANNING SERVICES Lewis County is seeking inter- est from consulting firms with expertise in strategic planning services to guide the county with the development of a renewed com- prehensive strategic plan Firms desiring consideration shall submit ten (10) copies and one (1)electronic PDF of a com plete proposal packet to Erik Martin,County Manager 351 NW North St Chehalis WA 98532 by 5:00 PM local time April 22 2019 The Request for Proposals and supporting documents are available for review on the Lewis County website www. lewiscountvwa.eov, or at the Lewis County Board of County Commissioners' office 351 NW North St,Chehalis WA 98532 dur- ing regular business hours For more information about the project and submittal require ments contact Lara McRea at 360 740-2660 or Lara.McReat lewiscountywa.eov or www.lewis countywa.gov for an information packet Lewis County is an equal opportunity and affirmative action employer DATED this 1st day of April,2019 Clerk of the Board of County Commissioners Lewis County WA Dates of publication in the Seattle Daily Journal of Commerce April 3, 6 and 10 2019 4/10(372194) STATE OF WASHINGTON -- KING COUNTY ss 372194 No Lewis Co Commissioners Affidavit of Publication The undersigned,on oath states that he is an authorized representative of The Daily Journal of Commerce,a daily newspaper which newspaper is a legal newspaper of general circulation and It is now and has been for more than six months prior to the date of publication hereinafter referred to,published in the English language continuously as a daily newspaper in Seattle,King County,Washington,and it is now and during all of said time was printed in an office maintained at the aforesaid place of publication of this newspaper The Daily Journal of Commerce was on the 12`h day of June 1941 approved as a legal newspaper by the Superior Court of King County The notice in the exact form annexed,was published in regular issues of The Daily Journal of Commerce which was regularly distributed to its subscribers during the below stated period The annexed notice,a CN STRATEGIC PLANNING was published on 04/03/19 04/06/19 04/10/19 The amount of the fee charged for the foregoing publi .tion is the sum of$327.60 A AllprAtz. OSA' 'c-k A 49'14• Subscri bed and sworn to before me on f x 9 fr 04/10/2019 PtJBL ' • c. ri r• ding i eattle tit ; '. LL WAS .