REQUEST FOR PROPOSALS. RFP Strategic Planning Consultant. ISSUE DATE: July 31, 2015

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1 REQUEST FOR PROPOSALS RFP Strategic Planning Consultant ISSUE DATE: July 31, 2015 CLOSING DATE AND TIME: 4:00 PM local time, Wednesday, August 26, 2015

2 CHILDRENS AID SOCIETY OF THE UNITED COUNTIES OF STORMONT, DUNDAS & GLENGARRY REQUEST FOR PROPOSALS Strategic Planning Consultant Introduction The Children s Aid Society of Stormont, Dundas (CAS SDG) invites proposals from qualified consultants to facilitate, develop and assist with the implementation of a five year Strategic Plan. The consultant must possess proven experience in strategic planning, facilitation and ideally experience in the child welfare sector as an asset. The RFP process will ensure that optimal pricing, quality and deliverables are achieved for CAS SDG. Background CAS SDG is a not-for-profit charitable organization that provides child welfare services to the United Counties of Stormont, Dundas and Glengarry. These services are mandated under the Child & Family Services Act of the Province of Ontario. The office of the Agency is located in Cornwall. The organization provides services in accordance with the Child and Family Services Act: Promote the best interests, protection and well-being of children; Investigate allegations or evidence that children who are under the age of 16 years or are in the Society s care or under its supervision, may be in need of protection; Protect, where necessary, children who are under the age of 16 years or are in the Society s care or under its supervision; Provide guidance, counseling and other services to families for protecting children or for the prevention of circumstances requiring the protection of children; Provide care for children assigned or committed to its care under the Act; Supervise children assigned to its supervision under the Act; Place children for adoption; and Provide other such services as the Society may deem necessary in the best interests of children. Approximately 95% of revenues come from provincial government funding while the balance is obtained through the receipt of the child tax credit for children in our care, and expenditure recoveries from other Children's Aid Societies, GST, fundraising and other small miscellaneous amounts. Expenditures include salaries and benefits, and payments to foster homes and outside paid institutions, making up approximately 80% of net expenditures. Other expenditures include administrative costs and additional costs for caring for children in care and protection families. The Society presently has approximately 290 children in care and works with a large number of families. The Society employs approximately 160 staff and contracts the services of 120 resource homes.

3 GENERAL INFORMATION SCOPE OF SERVICES The Consultant must be prepared to engage and involve a cross section of stake holders, including board members, employees, volunteers, foster families, families we serve, youth and key community partners. The foundation of our strategic plan should focus on our service delivery model and service excellence. Services The successful consultant will: Provide guidance and training on the planning and implementation process Facilitate working session with Board and staff members Prepare timelines and key milestones for developing the Strategic Plan Identify key issues through a SWOT analysis (strengths, weaknesses, opportunities, threats) Conduct and document strategic planning meetings with key organizations and agencies. Conduct a comprehensive public consultation process that includes residents and other community service based groups/agencies; identifying key values held by the community in regards to key services and future vision Use the appropriate tools (interviews, surveys, focus groups) to gather relevant information Prepare a draft report of the Strategic Plan for committee review Develop the final report, including implementation plan and visual of the new strategic plan Facilitate working sessions with the Board and senior staff Timeframe October 2015 January 2016 Deliverables 1. Creation of a work plan that will guide the strategic planning process 2. Creation of a 5 year strategic plan for CAS SDG including performance indicators that measure progress 3. Development of an implementation plan Proposal Requirements A covering letter shall be provided with the proposal clearly stating the consultant s understanding of the services to be provided. Proponents must respond to the items listed below in the order they are presented. The proposal should include a table of contents identifying the topics by page number. Proposals, as a minimum, should include: 1. Consulting firm s experience Provide examples of previous projects that are similar to the work described in this RFP Provide the CV s for the personnel that will be assigned to this project 2. Describe experience related to the child welfare sector and specific examples of working with the public sector or non-profit agencies

4 3. Proposed Scope of Work Provide a description of your recommended process to achieve the deliverables that are outlined in this RFP. 4. References Provide three references of clients who your organization has provided strategic planning facilitation. Provide the organization name, contact name, title and contact information. 5. Pricing Provide your fee structure, including consulting fees (number of days) for each phase of the project, any miscellaneous associated expenses and travel expenses. Include HST in your fee structure. 6. Timeline Proposal Evaluation Criteria Proponents must meet the following mandatory requirements to be considered for further evaluation: 1. Proposal received at the closing location by the specified closing date and time. Proposals that comply with the mandatory requirements will be evaluated on the basis of the following criteria: Capability of the proponent to supply the prescribed services: 20 points Ability to meet independence requirements (i.e. confidentiality, project management, conflict of interest) Extensive knowledge of the strategic planning process Effective consultation and group facilitation skills Ability to work within pre-determined timelines Proposed Scope of Work: 30 points Provide a description of your recommended process to achieve the deliverables and objectives that are outlined in this RFP. Experience with similar projects for not-for-profit/charitable organizations: 20 points Please provide specific examples of services provided in the not-for profit/child protection sector of similar scope and complexity completed within the last two years Please provide three references (preferably one being from a Children s Aid Society) Proponents proposed pricing structure: 20 points Proposed scale of fees for consulting services Description of any items that will be charged as Expenses & Disbursements Billing and payment terms Information regarding services that may be available to the organization free of charge Timeline: Provide a timeline that will ensure you achieve the deadline outlined in this RFP Overall quality of submission: 5 points 5 points

5 Submission of Proposals and Terms for Acceptance Proponents are requested to submit 3 copies of their proposal in a sealed package marked Proposal Strategic Planning to be received at: Ms. Melodie LeMoeligou, CPA, CGA Finance Manager 150 Boundary Road, PO Box 983 Cornwall, Ontario K6H 5V1 4:00 PM local time, Wednesday, August 26, 2015 Proposals received after the deadline will not be considered and will be returned to the sender unopened. All proposals submitted will be irrevocable for ninety (90) days following the closing, subject only to the following: Notwithstanding the above, a Proponent will be permitted to withdraw their proposal prior to the closing provided that it has first notified the Society in writing of its intention to do so. A firm that has so withdrawn a proposal may submit a new proposal prior to the closing, pursuant to this request, provided that such action is done in compliance herewith. Default / Termination The Society (at its sole discretion) may immediately terminate any contract awarded through this RFP process if there is a major violation of agreed conditions or where the Proponent has taken an action against the Society. In the event the Society does terminate the contract in whole or in part as specified above, the Society may purchase services so terminated and the Proponent shall be liable to the Society for any excess costs for such services and for reasonable liquidated damages. Contact CAS SDG CONTACT AND DISCLAIMER Any inquiries regarding this request for proposal should be directed to the designated CAS SDG Officer, Melodie LeMoeligou, Finance Manager, at telephone number (613) or melodie.lemoeligou@cwcas.ca. Disclaimer CAS SDG reserves the right to: Not accept the lowest price of any proposal Terminate the Request For Proposal for any reason, with no liability to CAS SDG or recourse by the proponent, at any time prior to the execution of a written contract Conduct negotiations with more than one proponent Further, the CAS SDG is not liable for any costs incurred in the preparation of the proposals.

6 APPENDIX I PROPOSALS FOR STRATEGIC PLANNING CONSULTANT EVALUATION MATRIX PROPONENT CRITERIA MAXIMUM SCORE FIRM'S SCORE COMMENTS Mandatory Criteria Cover letter completed and signed by person authorized to bind the Proponent to statements made in the submission. Sealed package containing three copies of the proposal. Proposal must be received at the closing location by the specified closing date and time. Point-Rated Criteria 1. Capability of the proponent to supply the prescribed services Ability to meet independence requirements (i.e. confidentiality, project management, conflict of interest) Extensive knowledge of the strategic planning process Effective consultation and group facilitation skills Ability to work within pre-determined timelines Proposed Scope of Work Provide a description of your recommended process to achieve the deliverables and objectives that are outlined in this RFP 3. Experience with similar projects for notfor-profit/charitable organizations Please provide specific examples of services provided in the not-for profit/child protection sector of similar scope and complexity completed within the last two years Please provide three references (preferably one being from a Children s Aid Society) 30 20

7 4. Proponents proposed pricing structure Proposed scale of fees for consulting services Description of any items that will be charged as Expenses & Disbursements Billing and payment terms Information regarding services that may be available to the organization free of charge Timeline Provide a timeline that will ensure you achieve the deadline outlined in this RFP 5 6. Overall quality of submission 5 Total points 100

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