CITY OF CAMARILLO
City Manager’s Office
Request for Proposals
To Provide Professional Consultant Services for
the Healthy Camarillo Initiative
June 18, 2025
NOTICE
Firm Name:
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REQUEST FOR PROPOSALS
PROFESSIONAL CONSULTANT SERVICES FOR THE HEALTHY CAMARILLO INITIATIVE
The City of Camarillo is requesting proposals from interested, qualified, and experienced consulting firms for the development of a community health initiative.
Notice is hereby given that sealed proposals will be received by the City of Camarillo (“City” or “Camarillo”) until July 25, 2025, 4:30 p.m. PST, for development and implementation of the Healthy Camarillo Initiative, a collaborative community health program between the City of Camarillo, Camarillo Health Care District (CHCD), and Pleasant Valley Recreation & Park District (PVRPD).
All proposals must be submitted electronically through the City’s PlanetBids portal at https://pbsystem.planetbids.com/portal/56271/portal-home. Paper, faxed, emailed, or hand-delivered submissions will not be accepted.
Proposers must be registered with PlanetBids to view documents and submit a proposal. It is the sole responsibility of the proposer to ensure their submission is received by the deadline. Allow adequate time for uploading files and addressing technical issues.
The City reserves the right to reject any or all proposals, to waive informalities or irregularities, and to award contract(s) in a manner deemed in the City’s best interest.
This solicitation does not obligate the City to award a contract, nor does it guarantee any minimum amount of work under any resulting agreement.
Please see the “Proposal Submission and Requirements” section for further guidance on submittals.
Please direct any inquiries regarding this RFP in writing to:
Lisette Torres, Senior Management Analyst
[email protected].
Background
The City of Camarillo was incorporated in 1964 as a general law city and operates under the council-manager form of government. The City has a population of 70,621 and provides a wide range of services through internal staff or consultants for administration, community development/planning, public improvements, street and landscape maintenance, traffic engineering, wastewater and water being provided by City employees. Building safety, landscape maintenance, law enforcement, animal control, library services, capital projects, solid waste, street sweeping and transit services are provided via contract. Fire and parks & recreation services are provided by special districts.
Healthy Camarillo
The Healthy Camarillo initiative originated in 2020 as a City Council objective to explore establishing a community wellness program, initially considering a Blue Zone Project designation to promote health, wellness, and longevity. After extensive research and informal discussions with the Camarillo Health Care District and Pleasant Valley Recreation & Park District, the initiative evolved to focus on a community-wide approach to addressing the top health priorities identified in the 2022 Ventura County Community Health Needs Assessment. The assessment revealed that mental health and substance abuse, chronic disease prevention, and equitable healthcare access are the most pressing concerns for Camarillo residents, with 73% of survey respondents identifying mental health as the most critical community problem.
In August 2024, the City of Camarillo, Camarillo Health Care District, and Pleasant Valley Recreation & Park District formalized their partnership through a Memorandum of Understanding to launch the Healthy Camarillo initiative. This collaborative effort leverages each organization's strengths and resources to effectively address diverse community health needs through coordinated programming, resource identification, marketing, and governance structures. The partnership aims to promote healthier lifestyles, improve healthcare access, and enhance existing wellness programs while creating new opportunities for physical activity and health promotion throughout the community.
Oversight Structure
The City Manager's Office will serve as the primary administrative oversight entity, providing executive leadership, ensuring compliance with City policies and fiscal management requirements, coordinating with partner agencies (Camarillo Health Care District and Pleasant Valley Recreation & Park District) as outlined in the executed Memorandum of Understanding, managing contractual relationships and vendor performance, overseeing budget allocation and resource coordination, and reporting progress to the City Council. The Healthy Camarillo Steering Committee functions as the collaborative governance body responsible for program development and community engagement, developing and refining programs targeting the three identified community health priorities (mental health and substance abuse, chronic health condition prevention, and equitable healthcare access), providing subject matter expertise and community insights, facilitating stakeholder engagement and community input, coordinating unified marketing activities and branding efforts, and monitoring program effectiveness while recommending improvements.
Project Overview
The City of Camarillo seeks a qualified Community Health Consultant to develop the Healthy Camarillo initiative, a collaborative community health program between the City of Camarillo, Camarillo Health Care District (CHCD), and Pleasant Valley Recreation & Park District (PVRPD). The consultant will create a comprehensive framework addressing key health priorities identified in the 2022 Ventura County Community Needs Assessment.
Project Objectives
• Implementation Strategy Development: Create a detailed roadmap that aligns with the existing MOU between partner agencies, ensuring coordinated effort and resource optimization. This strategy should clearly define roles, responsibilities, and resource-sharing mechanisms among the partner agencies to ensure a coordinated, efficient effort and optimal use of available resources. It should incorporate best practices from successful regional and national community health programs while addressing Camarillo's unique needs and demographics, ensuring programs are relevant.
• Sustainable Programming: Design evidence-based health programs that can be maintained long-term through efficient resource allocation, community partnerships, and innovative funding approaches. Programs should be adaptable to changing community needs while maintaining core health priorities. The consultant will be expected to identify any gaps in current resources, recommend strategies to fill them, and build flexibility into the framework. • Governance Structure: Establish clear operational frameworks that facilitate effective collaboration between the three partner agencies. The governance structure should include developing decision-making protocols, communication channels, and accountability measures that promote smooth program operation and growth of each agency while ensuring timely, coordinated actions across the partnership.
• Marketing, Communications, and Community Engagement: Develop a strategic outreach plan to enhance public awareness and participation in Healthy Camarillo initiatives. Utilize multichannel communication strategies, including websites, social media, local media, and partnerships with community organizations, to effectively engage diverse populations. Ensure that messaging is clear, culturally responsive, and accessible to all community members. • Impact Measurement: Design comprehensive evaluation metrics that effectively capture both quantitative and qualitative program outcomes. These metrics should align with public health standards and frameworks, while providing meaningful insight into program effectiveness, community engagement, and overall community health improvements. The evaluation plan should allow for both short-term performance tracking and long-term outcome assessment to inform continuous program improvement.
Scope of Services
A successful proposal will cover a strategy for how to complete the following scope of work:
1. Initial Development Phase
2. Program Launch Planning
3. Long-term Development Strategy
1. Initial Development Phase
A. Health Review
• Review existing health data, including the 2022 Ventura County Community Health Needs Assessment.
• Conduct interviews with City, CHCD, and PVRPD representatives.
B. Stakeholder Engagement
The Healthy Camarillo initiative seeks to establish a robust stakeholder engagement framework that fosters meaningful community participation in the development, implementation, and evaluation of public health programming.
This framework will prioritize accessibility, inclusivity, and active community involvement in shaping programs and services to improve health outcomes in Camarillo.
• Design multi-faceted community input process incorporating:
o Online and in-person participations pathways including widely attended community events
o Targeted, small group discussions with seniors, youth, families, and other key demographics
o Town hall meetings at various locations and times to accommodate a wide range of schedules
o Digital feedback mechanisms or a dedicated Healthy Camarillo portal
• Develop Advisory Council structure with consideration for:
o Balanced representation from all community sectors
o Clear roles and responsibilities, including advisory, advocacy, o Term limits and succession planning
o Meeting frequency and format
• Create appointment procedures that ensure:
o Equal representation from all three entities
o Transparent selection process
o Clear qualification criteria
o Conflict of interest guidelines
C. Marketing and Communications
• Develop a comprehensive brand identity package including professional logo design, clear message platform development, detailed style guidelines, and specific usage protocols for all brand elements. • Implement an integrated marketing strategy utilizing traditional media channels, digital platforms, community events, partner network amplification, and coordinated internal communications.
D. Website Development and Digital Presence
• Create a design and development plan for a comprehensive website that serves as a platform for community resources, provides information, and offers engagement opportunities. The site should feature intuitive navigation, mobile responsiveness, and accessibility compliance. • Design interactive features such as program registration, event calendars, and resource directories that integrate with existing agency systems. • Identify a content management system that allows staff from all three agencies to update and maintain content while preserving consistent branding and messaging.
• Create a maintenance plan that includes regular updates and cost projections for sustainable operation.
2. Program Launch Planning
A. Develop a strategic plan for launching Healthy Camarillo programs and events that visibly demonstrate the initiatives to include a signature event and programs that demonstrate the initiative's commitment to comprehensive health improvement, including:
• Community health fairs featuring local healthcare providers and wellness resources.
• Mental health awareness workshops addressing identified community needs.
• Physical activity programs leveraging existing PVRPD facilities. • Nutrition education series incorporating local food resources. • Create detailed implementation timelines that account for staff capacity, resource availability, and community readiness.
• Develop program budgets that maximize resource efficiency while ensuring program quality.
• Establish evaluation frameworks that capture both immediate impact and long-term outcomes.
3. Staffing and Volunteer Infrastructure Building
A. Conduct comprehensive staffing analysis to determine personnel needs across all three agencies including:
• Program coordinators for each major initiative
• Administrative support requirements to assist with logistics, communication, and day-to-day operations
• Technical staff for digital platform maintenance
• Volunteer coordination needs
B. Develop detailed volunteer management framework including:
• Recruitment strategies targeting diverse community segments • Training programs covering program specifics and public service requirements
• Recognition systems to maintain volunteer engagement
• Scheduling and coordination protocols between agencies
2. Long-term Development Strategy
A. Program Evolution and Adaptation
• Implement a comprehensive annual review process that evaluates community health indicators through demographic analysis, tracks program participation metrics across all initiatives, assesses resource utilization efficiency, and conducts detailed cost-benefit analysis to measure return on investment (ROI).
• Establish flexible adaptation protocols to address emerging public health trends, respond to demographic shifts in the community, optimize resource allocation based on availability, and integrate advancing healthcare technologies and best practices.
• Develop a robust evaluation framework utilizing both quantitative and qualitative metrics to measure direct health outcome improvements, assess community engagement effectiveness, analyze resource utilization efficiency, and gauge partner satisfaction through structured feedback mechanisms.
B. Governance Structure Development
• Design an enhanced MOU framework that clearly delineates evolved organizational roles, establishes transparent resource allocation methodologies, implements multi-level decision-making processes, creates formal conflict resolution procedures, and defines specific performance accountability measures.
• Structure a comprehensive organizational hierarchy that defines leadership responsibilities at each level, establishes clear internal and external communication protocols, implements standardized reporting requirements, creates consistent meeting schedules, and maintains thorough documentation standards.
C. External Support and Partnership Development:
• Implement a strategic partnership engagement program targeting key external partners, including healthcare providers, mental health organizations, educational institutions, local businesses, and community organizations.
• Create a multi-tiered sponsorship structure offering varied financial contribution levels, flexible in-kind support opportunities, targeted recognition benefits, and customizable partnership duration options to accommodate diverse partner needs.
• Establish comprehensive partnership agreements that clearly outline resource commitments, define service level expectations, specify performance metrics, include favorable renewal terms, and detail fair termination conditions.
D. Resource Development:
• Design a diversified funding strategy incorporating systematic grant identification and application processes, structured corporate sponsorship programs, community fundraising events calendar, fee-based service options analysis, and resource sharing agreement frameworks. • Create detailed five-year budget projections covering program implementation costs, staffing requirements across all levels, marketing and outreach expenses, technology infrastructure investments, and ongoing evaluation costs.
Timeline and Deliverables
1. Project duration: 1 year
2. Bi-weekly coordination meetings with staff program leads from all partner agencies and quarterly meetings with Steering Committee
3. Presentations to Camarillo City Council, CHCD Board of Directors, and PVRPD Board of Directors (2 meetings per entity – 6 total)
4. Comprehensive Strategic Work Plan for Healthy Camarillo to include:
• Stakeholder engagement framework and plan
• Two community input sessions
• Brand identity and marketing plan
• Program launch plan with framework for signature events • Staffing and volunteer analysis with recommendations
• Program evaluation plan
• Governance structure plan and memorandum of understanding • Partnership development plan
• Funding strategy and budget projections
13. Final deliverables are due by month 12
Proposal Requirements
Proposals must be clear, concise, and complete. The City will not be responsible for errors or omissions in the proposal or for misinterpretation of the requirements. Proposals should include the following components, presented in the order listed:
1. Cover Letter (1-2 pages): Cover letter of introduction, giving the name, address and whether the proposal is submitted by an individual, partnership, corporation, or joint venture. It must be signed by an individual authorized to bind the firm making the proposal. Other introductory material may be included so long as it is not above the page limit.
2. Statement of Qualifications (3 pages):
a. A statement of the overall approach to the professional services required and why your firm may be best able to perform the work required.
b. A statement on how you would coordinate the workload with your consulting firm and, if necessary, any subconsultants and any information regarding your experience in working with the other consultant(s).
c. The statement should include information describing three (3) completed projects of similar size and complexity finished within the past five (5) years and key personnel involved in the projects.
d. Provide client contact personnel, email and telephone numbers for each project, and websites where the final product can be located.
e. Similar material should be provided for each subconsultant participating in the project.
3. Staffing and Resumes (1 page per resume): Provide resumes for each member of the project team, including a resume for each proposed sub -consultant, if applicable. Emphasis should be on personnel involved in comparable projects.
4. Scope of Work (6 pages): A detailed scope, including an itemization of all services to be provided task-by-task and how you plan to accomplish the work required .
This should include the following:
a. Estimated staffing, hours and a description of each major task and subtask.
b. A schedule for completion of each part of the professional services and for the total services. At least ten (10) working days should be allowed for review of each task or phase and may provide more time for review of specific tasks or phases.
5. Cost proposal (3 pages):
a. Cover letter: This letter should outline any conditions which could affect your firm’s costs.
b. Cost of Services: Provide a table that shows your firm’s estimated overall cost for the services, listed by task.
c. Hourly Rates by Classification: Provide a listing for your firm’s hourly rates by classification. If a flat rate is proposed, please indicate the amount.
d. Additional Work: A schedule of hourly rates to be charged for extra work if required during the course of the contract, including cost for attending additional meetings.
6. Insurance Documentation : Proposers must submit a current Certificate of Insurance (“COI”) demonstrating compliance with the City’s insurance requirements, as outlined in Exhibit C of the sample agreement (Attachment A).
The COI must be issued by the proposer’s insurer and must be valid as of the proposal due date. Proposals submitted without a COI may be considered non - responsive in the City’s sole and absolute discretion and need not be evaluated further. Proposers must also submit endorsements issued by their insurer naming the City as an additional insured and providing a waiver of subrogation. Final, executed endorsements will be required prior to contract execution. The City reserves the right to request additional docume ntation or clarifications related to insurance compliance during the evaluation process.
Proposal Evaluation Criteria
The City of Camarillo intends to evaluate and rank the technical proposals received by utilizing the following criteria:
Criteria Points
Qualifications of the Firm: Based on experience and projects similar to this project. 15
References: Based on quality of references, including the graphic design work included in the final product.
10 Staffing: Based on background and experience of proposed staffing on similar projects with the proposing firm. 15
Cost: Based on reasonableness of cost. 20
Scope of Work: Based on the understanding of work, approach, methods, procedures, etc. 40
All responsive proposals received by the deadline will be reviewed for completeness and compliance with the requirements of this RFP by a selection committee comprised of City staff and/or subject matter experts. The City may conduct interviews with one or more proposers prior to final selection, depending on the nature of the solicitation and services required. The technical ranking may be adjusted subsequent to the completion of the interview(s).
The City is not bound to select any of the firms submitting proposals, may waive any irregularities in proposals and their submittal which may be advantageous to the City, and is not liable for any costs of preparation and submittal of proposals, including any presentations made to the City.
Preferred Qualifications
The ideal consultant will demonstrate the following:
1. At least 5 years of experience in community health program development.
2. Proven success in multi-agency collaboration.
3. Experience working with local governments, special districts, or comparable public agencies.
4. Strong knowledge of public health principles and best practices.
5. Ability to manage projects effectively and meet deliverables.
6. Experience in grant writing and resource development.
Proposal Submission and Requirements
Proposals are due by Friday, July 25, 2025, 4:30 p.m. PST
Please submit your proposal to the City of Camarillo electronically through PlanetBids at https://pbsystem.planetbids.com/portal/56271/portal-home. Proposers are required to be registered with PlanetBids to submit their proposal. The City reserves the right to reject any or all proposals without explanation.
Questions regarding this Request for Proposal should be entered in the PlanetBids portal by July 11, 2025 at 4:30 p.m. PST.
No amendments, additions or alterations will be accepted after the submission deadline.
Late proposals will not be accepted. Proposal and documents submitted become the property of the City of Camarillo.
City Rights Reserved
The City reserves the right to reject any or all proposals without explanation. The City reserves the right to negotiate the specific requirements and costs using the selected proposal as a basis of negotiation.
The City also reserves the right to reject any proposals if they are deemed unsuitable to the City's needs. Late or incomplete proposals will not be considered. The City reserves the right to determine the completeness of all proposals.
Schedule of Events
The City intends to follow, but will not be bound by, the following schedule of events:
Release of Request for Proposal June 18, 2025, by 4:30 p.m. PST Last Day to Submit Questions July 18, 2025, by 4:30 p.m. PST Clarification Provided by City July 21, 2025
Receipt of RFPs July 25, 2025
Staff Recommendation of Contract Week of September 1 – September 5 Award of Contract by City Council Wednesday October 8, 2025 Start of Services November 1, 2025
Professional Services Agreement
The chosen vendor will be required to execute a Professional Services Agreement, similar to that found in "Attachment A” (which includes the City’s insurance requirements). If a vendor wishes to modify any of the terms of the agreement, the reason(s) for the changes should be included in the proposal. The following are important requirements of the City of Camarillo to be included in the final, approved Professional Services Agreement:
1. The vendor will be required to comply with all existing State and Federal Labor laws.
2. The vendor will be required to meet all State and Federal laws applicable to Disadvantaged and Equal Employment Opportunity (EEO) provisions.
3. The vendor must obtain a City of Camarillo Business License.
Attachment A – Professional Services Agreement
[See Attachment]