Issue RFP for Long-Range Strategic Planning Services for Lewis County. BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 22-056
ISSUE A REQUEST FOR PROPOSALS (RFP) FOR
LONG-RANGE STRATEGIC PLANNING SERVICES
FOR LEWIS COUNTY
WHEREAS, the Lewis County Board of County Commissioners (BOCC) adopted
the Community-Based Strategic Plan "Vision 2025" on November 2, 2020; and
WHEREAS, Lewis County has identified a need for long-range visioning and goal
setting within the county; and
WHEREAS, qualified consulting services are needed to help guide the county;
and
WHEREAS, Lewis County is seeking proposals from qualified consulting firms with
expertise in long-term strategic planning services; and
WHEREAS, publication to solicit for long-term strategic planning professional
services is needed to contract with a professional consultant.
NOW THEREFORE BE IT RESOLVED by the BOCC 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 8th day of March, 2022.
Page 1 of 2 Res. 22-056
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Amber Smith Lindsey R. Pollock, DVM
By: Amber Smith, Lindsey R. Pollock, DVM, Chair
Deputy Prosecuting Attorney
ATTEST: •'�°�N'v,'"qs•. Sean D. Swope
• 'Sean D. Swope, Vice Chair
•C� „'NC
Rieva Lester ' ti F. Lee Grose
Rieva Lester, F. Lee Grose, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 2 of 2 Res. 22-056
LEWIS COUNTY REQUEST FOR PROPOSALS
Long-Range Strategic
Planning Services
Please Submit five (5) Paper Copies and
One (1) Electronic PDF by:
March 28, 2022
5:00 PM
Lewis County
351 NW North St
Chehalis, WA 98532
LEWIS COUNTY
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REQUEST FOR PROPOSALS (RFP):
LONG-RANGE STRATEGIC PLANNING SERVICES
Estimated RFP Schedule
RFP Issued: March 8, 2022
Final Date for Questions Related to RFP: March 21, 2022
Proposal Deadline: March 28, 2022
Applicant Interviews: April 4-8, 2022*
Selection of Consultant by Board of County Commissioners
and Contract Development: April 18, 2022*
*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 March 28, 2022. 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
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Introduction
Lewis County(COUNTY) is seeking proposals from qualified consultants/firms to guide the
COUNTY with the development of a Long-Range Strategic Plan. 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 long-range strategic plan document 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 10 to 25 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
model(s) will best enable Lewis County to complete its long-range 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 COUNTY—Attention Lara McRea, lara.mcrea@lewiscountywa.gov.All inquiries will
receive a response.
A consultant/firm will be selected for this project based on criteria stated in "Evaluation of
Proposals". All proposals received by 5:00 p.m. PST on Friday, March 28, 2022 will receive
full consideration.
RFP Process
It is expected that one (1) consultant 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 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.
Background
Situated centrally between Seattle and Portland, and between the mountains and the ocean,
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,
each with their own unique identity and history.
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 now exceeding 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.
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The most recent strategic plan was a community based short-range plan, completed was for
years 2020-2025. 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 can be found here:
https://lewiscountywa.gov/offices/commissioners/lewis-county-strategic-plan-2020-2025/
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 community visioning process. This process may 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 staff and other forums as determined appropriate
based on a scoping process. The Consultant will conduct orientation and briefing
sessions for the BOARD and elected officials and key employees to educate them on the
goals of the project and the potential 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's website including
department home pages, budget information, COUNTY ordinances, and other related
documents and information.
3. Based on the assessment data, facilitate the revision of the Vision,Values, and Mission
for the Lewis County organization.
4. Facilitate the development of long-term goals and objectives that support the Vision,
Values and Mission of the Lewis County organization.
5. Submit recommendations for appropriate implementation measures and develop a
system to measure the effectiveness of COUNTY activities in meeting the objectives of
the long-range strategic plan. Ensure the measures are linked to the overall vision,
mission and goals of the COUNTY as a whole.
6. Submit recommendations for appropriate implementation measures and develop a
system to measure the effectiveness of COUNTY activities in meeting the objectives of
the long-range strategic plan. Ensure the measures are linked to the overall vision,
mission and goals of the COUNTY as a whole.
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7. Ensure seamless alignment with the current COUNTY short-range strategic plan Vision
2025.
Strategic Planning Session Preparation
As necessary,the COUNTY envisions holding one-to two-day retreats or several shorter retreats
dedicated to this effort.We seek input from consultant/firm to help structure and facilitate the
event to maximize impact.
Information Gathering
During this phase,the consultant will collect data and information to become more familiar
with the Lewis County. 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.
In addition, an Action Plan will be developed to define 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 Long-Range
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 of the plan 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 leadership engaged in the
implementation of the identified goals, objectives and initiatives of the Long-Range Strategic
Plan. At a minimum,the consultant will provide the following deliverables:
1. A recommended package of material suitable for public distribution and outreach.
2. A final Long-Range 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, single
page graphic document that can be distributed to the public and key stakeholders.
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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 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:
a. Project Understanding
b. Project Methodology and Deliverables
c. Roles & Responsibilities
d. 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. Considerable weight will be given to projects in mid-sized rural
communities similar to Lewis County.
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.
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Submittals may be mailed or delivered to:
Erik Martin, County Manager
Lewis County
351 NW North St.
Chehalis, WA 98532
Applicants must submit five (5) 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, "Long-Range
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 that are
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 committee 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.
3. Specific qualifications of the primary staff who will manage, supervise, and provide
services, including past experience on projects of similar size and scope.
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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 of the Lewis County
7. Responses of the client references.
8. Project 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:
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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.
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LEWIS COUNTY NOTICE TO CONSULTANTS FOR:
REQUEST FOR PROPOSAL (RFP)
LONG-RANGE 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 long-range strategic plan.
Firms desiring consideration shall submit five (5) 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, March 28, 2022.
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@lewiscountywa.gov or www.lewiscountywa.gov for an information
packet.
Lewis County is an equal opportunity and affirmative action employer.
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DATED this 8th day of March, 2022. .0,'
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Clerk of the Board of County Commissioners •.9' 1845 '%
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PUBLISH: The Chronicle — March 8 and March 15, 2022
Daily Journal of Commerce (Seattle) March 9, March 12 and March 16, 2022
Daily Journal of Commerce (Portland) March 9, March 11 and March 16, 2022
Lewis County Web Site @www.lewiscountywa.gov
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: March 8, 2022
Suggested Wording for Agenda Item: Agenda Type: Legal Notice
Issuing a Request for Proposals (RFP) for Long-Range Strategic Planning Services for Lewis County
Contact: Erik Martin Phone: 3607402697
Department: BOCC - Board of County Commissioners
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 long-range strategic
plan
Approvals: Publication Requirements:
Publications:
User Status The Chronicle, The Seattle Daily Journal of
Commerce, the Portland Daily Journal of
PA's Office Pending Commerce
Additional Copies: Cover Letter To: