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Request for Qualifications
Public-Private Partnerships for Grant Management
Release Date
July 10, 2024
Deadline for Submittal
Continuous
City of Richmond
City Manager’s Office
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INTRODUCTION
This Request for Qualifications (hereinafter “RFQ” or “Solicitation”) is being issued by the City Manager Office (hereinafter, “City Manager” or “City”). The City, on behalf of all City Departments, is seeking qualified non-profit, community-based, public, and private local organizations (“Proposers”) to provide proposals (“Proposal”) for partnerships on grants to satisfy the City’s Grant Management Policy (Attachment A).
The City will evaluate Proposals to create a Prequalified Pool of Proposers (“Prequalified Pool”). Proposers prequalified under this RFQ are not guaranteed a contract. Th e City will use the Prequalified Pool, at its sole and absolute discretion, on an as-needed basis.
Multiple Service Areas: The Prequalified Pool will consist of entities with experience in the following seven (7) Service Areas. Proposers are not required to have experience in all service areas but MUST have experience in at least (1) one:
1. Local Service Enhancement
2. Neighborhood Economic Support/Development
3. Public Amenity Provision
4. Public Space Engagement
5. City Plan Implementation Support
6. Community Impact Advocacy or Community Advocacy for Development Impacts
7. Public and Community Service Provision or Providing Community Services for All.
PROJECT BACKGROUND/ DESCRIPTION
The City of Richmond has a strong history and successful grant award record for various grant opportunities to support operations, programs, and capital improvement projects within the community . The City staff understand s the importance of partnership, specifically with local non-profits, businesses, and community innovators.
This RFQ is focused on public and private partnerships that support developing and implementing projects, programs, and services aimed at building, engaging, and fostering relationships with underrepresented communities. The best proposals should also identify and demonstrate their actions to mitigate and address any underlying causes of health disparities, income inequality, education needs, etc. within Richmond.
The City looks forward to receiving your proposals that will strengthen collective efforts in improving the efficiency and impact of programs and services funded through grants.
The City is committed to advancing positive health outcomes by instituting programs and services that make Richmond a better place to live, work, and do business. The grant funding RFQ touches on critical aspects of Richmond’s diverse economy, focusing on advancing equity and shared prosperity for all and the opportunities that may be available
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within the community.
SCOPE OF SERVICES
The City will oversee the implementation of the programs and services within this RFQ .
This RFQ is being issued to create a Prequalified Pool of organizations (i.e., non-profits, community-based, local , and public) to provide public-private partnerships on grant opportunities which may be but are not limited to federal, state, and local agencies, and private organizations.
The service areas listed below could target a variety of projects, initiatives, and demographics. This could include but is not limited to youth, residents, organizations, businesses, City agencies, homes, business contractors, etc.
Multiple Service Areas : The Prequalified Pool will consist of potential partners with experience in the following areas. Proposers are not required to have experience with all service areas but MUST have experience in at least (1) one:
1. Local Service Enhancement – provision of local services to improve quality of life and provide economic opportunity
2. Neighborhood Economic Support/Development - Workforce development and small business assistance
3. Public Amenity Provision - providing amenities for public use
4. Public Space Engagement - programming and activation of public space
5. City Plan Implementation Support – support implementation actions of existing city plans (i.e. General Plan, Climate Action Plan, Health in All Policies, City Council Strategic Goals &, etc.)
6. Community Impact Advocacy or Community Advocacy for Development Impacts - represent interests of community members demonstrably impacted by proposed developments
7. Public and Community Service Provision or Providing Community Services for All - provision of other public and community services at low or no cost to beneficiaries, to advance the public good
SERVICE PERIOD
Per the City’s contracting policy or u nless otherwise noted in the grant requirements contracts are limited to a term of up to three (3) with two one (1) year extensions. All decisions regarding the contract amount, term, budget, scope of work, and reporting requirements are subject to the City Council’s approval and budget availability. Future funding is not guaranteed, and funding amounts and terms will depend upon the partner’s performance during the initial award period, as well as other policy consideratio ns as determined by the City. If the City and selected partner(s) are awarded funding opportunity, the proposer(s) will be asked at a minimum to provide a revised scope of
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work and a budget for the City’s review. The City reserves the right, in its sole discretion, to not renew funding awards.
RFQ SCHEDULE
The anticipated schedule for awarding initial funding is as follows:
PROPOSAL FORMAT GUIDELINES
The proposal should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the selected service area(s) . The proposal shall be limited to three (3) double-sided pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, etc., but not of cost proposal, resumes, required forms, certifications, front and back covers, or lett ers of commitment from sub - consultants. The required font size is 12 point, with minimum left and right margins of one inch, and top and bottom margins of 0.7 inches.
Each proposal will adhere to the following order and content of sections. The proposal should be straightforward, concise and provide innovative and culturally responsive within the service areas . RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. The following proposal sections are to be included in the Proposer’s response:
A. Community Needs Outcome
Explain your organization’s goals and objectives and how they align with the selected RFQ service area(s). Describe the target population(s) your organization does and could serve through this partnership, your experience serving them, and key needs you ho pe to address. Highlight the economic, social, financial, institutional, or community challenges that require a solution. Include target neighborhoods if your organization has any and where the organization’s office is located. List target age group(s) and language group(s) where applicable.
Proposal
Phase
Tentative Dates
Round 1 Round 2 Round 3
RFQ
Released by
the City
July 10, 2024
Deadline for
Questions July 31, 2024, 5:00 pm October 31, 2024, by 5:00 pm January 30, 2025, 5:00 pm Deadline to
Submit
Proposals
August 22, 2024, 5:00 pm November 21, 2024, 5:00 pm February 20, 2025, 5:00 pm Notice of
Intent to
Publish
Prequalified
Pool
September 25, 2024 January 9, 2024 March 27, 2025
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B. Proposed Approach and Activities
Select all the service area(s) and activities your organization is interested in or is an expert in and describe the proposed selected service area(s) in detail. If proposing with multiple program partners, be clear on who will lead each element of your service plan.
Local Service Enhancement
Adult and Youth Services
Affordable Housing and
Development
Climate Resilience
Community Development
Community Engagement
Education
Health and Wellness
Programs and Services
Workforce and Training
Development
Other: ______________
Neighborhood Economic Support/Development
Affordable Housing &
Development
Community Engagement
Consumer Protection/Small
Business
Economic Development
Historic Preservation
Workforce and Training
Development
Other: _______________
Public Amenity Provision
Affordable Housing &
Development
Community Engagement
(workshops, speaker series,
events & etc.,)
Community Development
Economic Development
Emergency Services
Environmental and Health
Equity
Environment Action/Protection
Health and Wellness
Programs and Services
Historic Preservation
Land Use and Planning
Programs and Services
Public and Neighborhood
Safety
Sports and Physical Activity
Transportation
Other: _______________
Public Space Engagement
Adult and Youth Services
Community Engagement
Community Development
Community Research
Criminal Justice and Juvenile
Violence Prevention
Education
Health and Wellness
Programs and Services
Historic Preservation
Open Space Conservation
Public and Neighborhood
Safety
Sports and Physical Activity
Other:________________
City Plan Implementation Support
Climate Resilience Community Engagement
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Community Development
Community Research
Economic Development
Environmental and Health
Equity
Environment Action/Protection
Leadership and Governance
Assistance
Land Use and Planning
Community Impact Advocacy or Community Advocacy for Development Impacts Climate Resilience
Community Development
Community Engagement
(workshops, speaker series,
events & etc.,)
Community Research
Economic Development
Environmental
Action/Protection
Environmental and Health
Equity
Workforce Development and
Training
Other: _________________
Public and Community Service Provision or Providing Community Services for All
Adult and Youth Services
Affordable Housing &
Development
Community Engagement
(workshops, speaker series,
events & etc.,)
Consumer Protection/Small
Business
Criminal Justice and/or
Juvenile Violence Prevention
Education
Emergency Services
Health and Wellness
Programs and Services
Land Use and Planning
Public and Neighborhood
Safety
Sports and Physical Activity
Transportation
Unhoused Support
Workforce and Development
Training
Other: ________________
C. Proposer’s Qualification and Staff Assignments
Describe the proposer’s relevant qualifications along with detailing the experience of proposed partners, sub -partner (if applicable) , and staff . Describe how these qualifications will serve the proposer in developing and executing the proposed work.
Also provide the experience of the proposer’s project team, including the team’s project manager(s), and other key staff members, capacity, and dollar value.
D. Performance Measurement and Reporting
Describe how the proposer(s) will measure performance based on the activities selected in the prior section . Types of performance may include, but are not limited to, surveys, interviews, focus groups, attendance data or sheets, and photo journals. Includ e frequency of performance reporting (monthly basis preferred). Performance
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measurement and reporting activities should provide information that is factually based and measure the progress and effectiveness of a process as well as whether outcomes are being achieved.
E. Financial Management and Budget
Provide your organization’s most recent detailed budget and provide a brief narrative description of each line item, including justification of these expenditures. In addition, provide specific examples of resour ces, technologies, best practices the organization utilizes regarding financial management.
F. Supplementary Attachments
Provide at least three (3) references that received similar services from your organization.
The City of Richmond reserves the right to contact any of the organizations or individuals listed. Information provided shall include:
i) Client Name and contact info
(1) Telephone & e-mail address
(2) Address
ii) Description of services provided including contract amount iii) Project start and end dates
G. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the Proposer offers to provide.
H. Contractor Assignment of Sub-Contract
Any resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If Proposers intend to subcontract any portion of the resulting contract, they must describe their process f or selecting such subcontractor(s) and the quality control measures that the Proposer will employ to ensure that any subcontractor complies with the provisions of Proposer’s contract with the City.
I. Statement of Impartiality and Disclosure
The nature of th e Project(s) requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third party with interests currently in conflict or likely to conflict with the City of Richmond’s interests. Additionally, the proposer
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is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
All questions must be submitted via the electronic BidsOnline system (category code 99812) on the Q&A tab by one of the three deadlines. If the City finds it necessary to issue an addendum, th e prospective Proposer (s) will receive an e-mail notification of the addendum. Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent seven business days after each deadline . It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFP that may have been posted.
Note: For `organizations with 501(c)(3) tax status, City staff may check websites such as the Internal Revenue Service at www.irs.gov and GuideStar at www.guidestar.org to gather additional information about the applicant organization.
City staff will confirm that the organization has filed the required document(s) in California and is authorized to carry out its business activities (California Secretary of State - https://businesssearch.sos.ca.gov and the State of California Department of Justice - https://oag.ca.gov/charities). Applications submitted by organizations not identified with “active” or “current” status may be disqualified.
PROPOSAL EVALUATION AND SELECTION PROCESS
First, the City will review all proposals to determine if they are complete and meet the eligibility criteria. Incomplete, late, or otherwise ineligible proposals will not be considered, and proposers will be notified if their proposals have been disqualified.
Selection Criteria
Proposals will be reviewed and evaluated using the criteria described in this section. Point values indicate the relative importance placed on each section and points will be awarded based on the extent to which the proposal addresses the criteria listed. Proposers should prepare their proposals with these criteria in mind.
Depending on the number and quality of proposals, proposers may be invited to be interviewed by the review committee to make a final selection. Each proposer will be considered individually and the organization’s overall capacity to the number of projects proposed will also be considered when projects and proposals are recommended for funding.
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Community Needs and Outcomes – 30%
• The proposal demonstrates knowledge of the needs of the neighborhood(s) and/or City, which may include:
o economic, social, financial, institutional, or other issues that require a solution. o community stakeholders and community organizations, and possible considerations for project implementation.
• The proposal presents clearly how it will:
o how it will contribute to achieving the goals and objectives stated in the RFP. o innovative and create a solution to meet the needs of the neighborhood(s). • The proposal presents evidence of community support for the project.
Approach and Activities – 30%
• The proposal presents:
o details on the s elected service area(s) and how the proposed work will be accomplished
• The proposal describes how practices are supported by the proposer’s experience and/or research and literature.
• The proposal demonstrates the organization’s capacity to carry out the selected service area (s) in Section B: Approach and Activities.
Proposer Qualifications and Staff Assignments – 20%
• The proposal demonstrates the proposer's relevant professional qualifications and experience and any proposed partners, subgrantees , and staff, including their previous roles in implementing similar projects or activities. • The proposal presents staffing assignments that are feasible an d sustainable, taking into consideration skills, availability, and workload.
Performance Measurement and Reporting – 10%
• The proposal provides an appropriate and feasible plan describing how:
o data on project activities, outputs, and outcomes will be collected and reported. o the proposal has or will develop the capacity to collect and manage data Financial Management and Budget – 10%
• Proposal includes a brief organization budget describing each line item • Proposer maintains fiscal control and would ensure the prudent use, proper and timely disbursement, and accurate accounting of funds awarded under this RFP Proposals that meet the minimum requirements will be considered for the private partnership project pool. Proposers will be notified of grant opportunities once the proposer pool has been solidified.
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GUIDELINES FOR PROPOSALS
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractors will receive an e -bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal may be received on a rolling basis at 3:00 PM PST , on August 15, 2024.
The City of Richmond reserves the right to waive inconsequential irregularities.
WITHDRAWAL OF PROPOSALS
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
PREQUALIFICATION PROCESS
Proposers scoring 70% and above may be added to the prequalified pool and eligible for potential contract negotiations with the City on an as -needed basis in the Service Area described in the section above. Due to the varied nature of the services to be performed, the City reserves the right to contract with any or all prequalified Respondents.
SELECTION FROM PREQUALIFIED POOL
The City may select grantees from the Prequalified Pool grants with these options, as described below. Selections must be made before Pool expiration. a) Select the organization (s) that rank highest based on the City's evaluation of the partnership criteria for each grant opportunity from the prequalified pool. OR b) Request quotes or proposals from a select group of the Prequalified Pool based on the grant opportunity.
The City may select partners from the prequalified pool at its sole and absolute discretion.
After the prequalified pool has been established, the City may issue Request(s) for Quotes or Request(s) for Proposals, Oral Selection Interviews/Demons trations, conduct Reference Checks to the prequalified consultant pool to better assess qualifications for a specific scope of service, which may include staffing, scheduling, deliverable, and cost
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considerations. The City reserves the right to request pro posals, quotes, oral interviews/demonstrations, and conduct reference checks from vendors simultaneously.
BACKGROUND CHECK REQUIREMENTS
Organizations that provide services to youth or other vulnerable populations (elderly, people with disabilities, etc.) must require comprehensive background checks and fingerprinting of all employees and/or volunteers who work directly with youth or other vulnerable populations.
INSURANCE REQUIREMENTS
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in Attachment C. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and before the commencement of any work on the Project.
BUSINESS LICENSES
The successful Contractor and all subcontractors used in the work will be required to hold or obtain a City of Richmond business license for which the fee will not be waived.
COMPLIANCE WITH CITY ORDINANCES
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code (RMC) Chapter 2.28 ), Business Opportunity Ordinance ( RMC Chapter 2.50 ), Local Employment Program Ordinance ( RMC Chapter 2.56 ), Living Wage Ordinance ( RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Empl oyment Applications (“Ban the Box”) ( RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
SANCTUARY CITY CONTRACTING ORDINANCE (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment F) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).
Proposers must submit the attached Sanctuary City Compliance Statement (Attachment G) with their Proposal.
LIMITED LIABILITY COMPANY DISCLOSURE STATEMENT (LLCS)
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Resolution No. 86-21 (Attachment D), approved by the City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment E).
COLLUSION
By submitting a proposal, each r espondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the r espondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
AWARD
When the Review Panel has completed its work, City staff will then recommend the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment B).
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ATTACHMENTS
A. Grant Management Policy
B. Standard Services Agreement
C. Insurance Requirements
D. Limited Liability Company Disclosure Resolution No. 86-21 E. Limited Liability Company Disclosure Statement
F. Sanctuary City Contracting Ordinance No. 12-18
G. Sanctuary City Compliance Statement