Community Engagement Services RFP:
Master Agreements for Community Based
Organization Partners
June 20, 2023
Nanci Klein, Director of Economic Development and Cultural Affairs Lori Severino, Assistant to the City Manager
Zacharias Mendez, Diridon District Coordinator
STAFF RECOMMENDATION
Adopt a resolution authorizing the City Manager or designee to:
a) Negotiate and execute up to 22 master agreements with community-based organizations for three-year terms, with a total maximum compensation of up to $6 million.
b) Exercise options to extend the master agreements for up to an additional two years under the same terms and
conditions.
2 Request for Proposals (RFP) Process
• Developed an RFP for Consulting Services: Master Agreements for Community Engagement and Facilitation Consultants
• Submission period: January 27, 2023 through March 10, 2023 • Advertised through Biddingo, social media, and email contact lists managed by City staff
• 30 Submissions passed through to evaluation (4 disqualified for incompleteness)
• A panel of three City staff evaluated the responses against the RFP criteria • 22 organizations recommended in the Notice of Intent to Award 3 How the Partnerships Work
Execute the master agreements; set up system for staff to draw upon the list When project needs arise, project manager notifies OEDCA, then sends out a Request for Services to CBOs on the list
Project manager considers responses and selects the CBO partner(s) Project manager completes a Service Order, routes to OEDCA for signature and tracking, and encumbers funds from project sources
* The City is not dedicating any funds at this time. Funds would be allocated at the Service Order stage for the specific projects.
4 Recommended CBOs
• Healing Grove Health Center Foundation
• Latino Business Foundation Silicon Valley
• Movimiento de Arte y Cultura Latino Americana
• Pars Equality Center
• African American Community Services Agency
• School of Arts and Culture at the Mexican
Heritage Plaza
• International Children’s Assistance Network
• SOMOS Mayfair
• Catholic Charities of Santa Clara County
• Community Health Partnerships
• Latinas Contra Cancer
• Valley Verde
• Social Good Fund (Catalyze SV)
• Latina Coalition of Silicon Valley
• Fresh Lifelines for Youth
• Vietnamese American Roundtable
• Chopsticks Alley
• Breath California of the Bay Area
• Healthier Kids Foundation
• Latino Education Advancement Foundation
• SPUR
• Local Color
5 Protests and Appeals
• Protest period for the RFP began May 2, 2023, and concluded May 12, 2023 • City received two protests from Vietnamese American Organization (May 4, 2023) and Mothers Out Front (May 11, 2023)
• City responded via written letter to both protesting organizations • Following the City written response, each organization was provided 10 calendar days to submit an appeal to the City Council regarding the protest determination • Both protesting organizations submitted appeals to the City Council within the allotted timeframe
• Each organization will be given five minutes to speak on their appeal 6 Protests and Appeals
Vietnamese American Organization
Protest letter to the City dated May 4, 2023, and appeal letter dated May 19, 2023, included the following claims and requests:
• Reconsider disqualification of the organization’s response to the RFP due to submitting an incomplete proposal
• Allow for the submission of missing documents based on the claim that the three missing documents were not properly labeled as mandatory submission elements
• Adopt a policy to prohibit staff from disqualifying or rejecting applications from nonprofit organizations solely on the grounds of missing documents 7 Response
• Upheld the staff’s recommendation
• The RFP explicitly stated the required documents for a submission to be considered complete and noted the potential for disqualification for incompleteness
• Staff offered extra opportunities for CBOs to ask questions and seek clarification on submission requirements during the 6-week submission period
• Deadlines for submissions important for keeping the process fair 8 Protests to the Notice of Intended Award
Mothers Out Front Protest
Protest letter to the City dated May 11, 2023, and appeal letter dated May 29, 2023, included the following claims and requests:
• The organization should have received the evaluation points associated with the Small and Local Business enterprise preferences • The organization’s submission should have received a higher by the evaluation panel
9 Response
• Upheld the staff’s recommendation
• Reiterated the requirements to qualify for the Local and Small Business Enterprise Preference established in the City’s Municipal Code
10 Conclusion
• Findings: The City’s procurement processes were properly followed and conducted in a fair and unbiased manner.
• Recommendation: Approve staff’s recommendation to award the 22 organizations identified in the Notice of Intended Award, per the criteria set forth in the RFP documents.
11 Staff Recommendation
Adopt a resolution authorizing the City Manager or designee to:
a) Negotiate and execute up to 22 master agreements with community-based organizations for three-year terms, with a total maximum compensation of up to $6 million.
b) Exercise options to extend the master agreements for up to an additional two years under the same terms and conditions.
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