2022-01 - IRMCD - Strategic Plan Development RFP 2022-01

Indian River Mosquito Control District
Request for Proposals
Strategic Plan Development

1. NOTICE

The Indian River Mosquito Control District (District) is accepting Requests for Proposals (RFP) from qualified consultants experienced with local government or municipal organizations to create a strategic plan to address its strategic issues through a comprehensive, data-driven, and community- engaged planning process. The strategic plan will outline the direction and vision for the District for the next five years and beyond. The completed strategic plan should assist the Board in future policy and financial decisions that are aligned with its mission, vision, and values.

This RFP process is intended to identify potential contractors with which the District may, in its sole discretion, choose to enter into an agreement for the proposed consulting services. It is expressly understood and agreed that the submission of a proposal does not require or obligate the District to pursue an agreement with any respondent. All negotiations are subject to the consideration and discretionary approval of the District, which may, at its sole discretion, accept or reject any and/or all proposals and agreements.

The District reserves the right to reject, without cause, any and all proposals, to waive any informality relative to proposals, and accept any proposal from any person deemed advantageous to the District.
 

2. Background

The District is an independent taxing district which was legislatively established in 1925 and provides mosquito control services Indian River County.  The District government has been organized according to the Council–Administrator form of government. As such, the Board of Commissioners (Board) sets policy, adopts legislation, and approves the budget. The Board appoints an administrator to conduct the day-to-day district business, to prepare the budget, to oversee department heads, and to recommend policy to the board. The District employs 30 full-time employees.  The District’s operating budget is approximately $6.9 million which is generated primarily by ad valorem property taxes. (Refer to www.irmosquito.com for more information about the District.)
 

3. SCOPE OF WORK

The District is requesting proposals to develop a strategic plan that includes developing a vision, mission, core values, and strategic goals by engaging citizens, staff, and the Board. The strategic plan will outline the direction and vision for the District for the next five years and beyond. The completed strategic plan should assist the Board in future policy and financial decisions that are aligned with its mission, vision, and values. The consultant should include the process in their response.  The proposal will also need to include time to prepare the final document once the agreed upon sections have been developed.
 

4. ANTICIPATED PROCESS FOR STRATEGIC PLAN DEVELOPMENT

While the District seeks the consultant’s recommendations regarding the best process to develop an actionable strategic plan, the District envisions the scope of work to include the following.
 

• Defining the District’s organizational values, vision and mission
• Analysis of strengths, weaknesses, opportunities and threats
• Establishing goals, objectives and performance measures
• Developing an action plan that addresses goals and specifies objectives and work plans on an annual basis.
• Presenting the draft strategic plan to the governing board. The consultant will present recommendations on major proposal alternatives as the basis of a formal strategic plan to the Board for adoption. The presentation should include how proposed strategies best resolve strategic issues and allow the Board to meet goals and preserve values. The Board anticipates that the plan document should include:
  • An executive summary
  • A comprehensive, detailed plan that identifies:
    • Shared vision
    • Goals
    • Objectives
    • Strategies
    • Tactics
    • Responsible parties and roles
    • Measures
    • Outcomes
• Developing recommendations regarding the implementation phase of the plan. Included within this phase should be recommendations regarding:
  • A detailed budget to implement the plan
  • Infrastructure (e.g., backbone organization, staffing, etc.) needed to support the plan’s implementation
  • Data tracking

5. CONSULTANT QUALIFICATIONS

• Experience at successfully developing consensus-based strategic plans
• Strong facilitation skills
• Experience at engaging and soliciting input from various community sectors
• Experience at gathering and utilizing data to inform the strategic planning process
• Knowledgeable of budgeting, communications, and resource development

6. Proposal Requirements
   1. General Instructions

Before submitting a proposal, each respondent shall familiarize itself with the entire RFP, including the scope of work and all laws, regulations and other factors affecting the respondent’s performance.

The respondent is responsible for fully understanding the requirements and shall otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of agreement requirements. The submission of a proposal will constitute a representation of compliance by the respondent. There will be no subsequent financial adjustment for lack of such familiarization.
 

1. 2. Submitting the Proposal

Interested and qualified respondents are requested to submit three copies of a written proposal no later than 12:00 p.m. on June 24, 2022. It is the respondent’s responsibility to ensure that proposals are submitted and received in a timely manner. The submittal materials shall provide the following information:

1. Respondent name, address, telephone number and website, and principal contact name, telephone number and e-mail address.
2. Statement of the respondent’s qualifications to perform the requested services.
3. Name of the principal staff person(s) who will be primarily responsible for providing services to the District and their resume and qualifications.
4. Explanation of the respondent’s experience in providing the requested services. Include the client, type of work, project start and completion dates, project name, and project size.
5. List of client references, including name, address, telephone number and e-mail address, along with a brief description of the services provided to the client, and dates of service.
6. Description of the respondent’s proposed fees, costs and charges, including an explanation of what services will be provided on an hourly rate, flat rate, fixed retainer or other basis. Explain how often the District will be invoiced for services. Explain what costs would be charged to the District and the respondent’s policy for billing fees and any costs relating to travel.
7. Description of the respondent’s general liability, automobile liability and professional liability insurance coverages. The successful firm will need to provide proof of insurance satisfactory to the District.

Proposals shall be addressed and delivered to:
Questions regarding this request for proposals may be directed to Lisa Ridley, Finance Director, via email to l.ridley@irmosquito2.org.