Consulting Services RFP:
Master Agreements for Community
Engagement
and Facilitation Consultants
August 16, 2022
Nanci Klein, Director of Economic Development
Lori Severino, Assistant to the City Manager
Rosalynn Hughey, Deputy City Manager
RECOMMENDATIONS
1. Adopt a resolution authorizing the City Manager or designee to:
a) Negotiate and execute up to nine master agreements for on-call community engagement consultants for terms through June 30, 2025, for a total maximum compensation of up to $4 million.
b) Exercise options to extend the master agreements for up to an additional two years under the same terms and conditions.
c) Negotiate and execute amendments to the master agreements to shift funding between the master agreements provided the total maximum compensation does not exceed $4 million.
2. Direct staff to conduct a separate procurement process for establishing a bench of on- call community-based organizations that can assist the City with engagement processes. 2 RFP Process
• Developed an RFP for Consulting Services: Master Agreements for Community Engagement and Facilitation Consultants
• Submission period: April 12th through May 3rd
• Advertised through Biddingo, social media, and emails to approximately 130 community leaders
• Received 23 proposals
• A panel of three City staff evaluated the responses against the RFP criteria and recommended the award of contract (Master Agreements) to 9 consultants
• Received two protests from American Leadership Forum Silicon Valley and CatalyzeSV
3 Recommended Contracts
1. Actionable Insights, LLC
2. Baird + Driskell Community Planning
3. CultureWonk
4. EMC Research
5. Katz & Associates / InterEthnica Joint Venture
6. PlaceWorks
7. Raimi + Associates
8. Resource Development Associates
9. Winter Consulting LLC
4 How it will work
Execute the master agreements, with initial terms through June 30, 2025* When project arises, send out a Request for Services
Consider responses and select consultant
Execute a Service Order and encumber funds
* The City is not dedicating any funds at this time. Funds would be allocated at the Service Order stage for the specific projects.
5 RECOMMENDATIONS
1. Adopt a resolution authorizing the City Manager or designee to:
a) Negotiate and execute up to nine master agreements for on-call community engagement consultants for terms through June 30, 2025, for a total maximum compensation of up to $4 million.
b) Exercise options to extend the master agreements for up to an additional two years under the same terms and conditions.
c) Negotiate and execute amendments to the master agreements to shift funding between the master agreements provided the total maximum compensation does not exceed $4 million.
2. Direct staff to conduct a separate procurement process for establishing a bench of on- call community-based organizations that can assist the City with engagement processes. 6