Request for Proposal STRATEGIC PLANNING SERVICES This Request for Proposal (RFP) is being sent to individuals and/or firms interested in submitting a proposal to lead and facilitate a strategic planning process for the Northeast Ohio Regional Sewer District. Proposals for providing these services will be received until 4:30 p.m. on August 1, 2012. The proposals must be delivered to:
The Northeast Ohio Regional Sewer District is a political subdivision of the State of Ohio created and operating under Chapter 6119 of the Ohio Revised Code. Originally named Cleveland Regional Sewer District, it was created in 1972 to assume ownership, operation and management of wastewater collection, treatment and disposal facilities serving the member communities in the Cleveland metropolitan area.
District Administration is located at 3900 Euclid Avenue, Cleveland, Ohio 44115. This location includes the departments of Engineering & Construction, Operations & Maintenance Administration, Human Resources, Finance, Customer Service, Law, Administration and External Affairs, and Information Technology.
In addition to the District Administration Building, the District owns and operates three wastewater treatment plants (WWTPs) and an Environmental and Maintenance Services Center (EMSC):
Easterly WWTP, located at 14021 Lakeshore Boulevard, Cleveland, 44110;
Southerly WWTP, located at 6000 Canal Road, Cuyahoga Heights, 44125 (near the Interstate 77/Interstate 480 intersection);
Westerly WWTP, located at 5800 West Memorial Shoreway, Cleveland, 44102 (near Edgewater State Park); and
Environmental and Maintenance Services Center (EMSC), located at 4747 East 49th Street (north of the Southerly WWTP). Include the departments of Sewer System Maintenance & Operations (SSM&O), Water Quality & Industrial Surveillance (WQIS), Analytical Services, and Fleet Services.
Additional information about the District, its history and operations is available at the District’s Internet site at www.neorsd.org
OVERVIEW The Northeast Ohio Regional Sewer District has been operating under a 2009-2013 Strategic Plan which can be accessed via our website at http://www.NEORSD.org/what-we-do.php. Services to lead and facilitate the District’s strategic planning process are required to ensure that the mission, vision, goals and areas of strategic focus continue to be properly aligned. The outcome from these services will be a clear, concise strategic plan document that includes all necessary elements to meet the organization’s commitment to fulfill obligations in the areas of: wastewater treatment; stormwater management; and, capital improvement.
SECTION 2.0 - SCOPE OF WORK The scope of work shall consist of, but not be limited to, the process as outlined below. The individual or firm should base its proposal on the described deliverables.
The District will be evaluating each proposal on the approach to the project. The District will consider alternative creative approaches that provide value to the District for this project.
The process would result in the following deliverables:
Measurable Financial and Strategic Objectives at Director Level
Evaluation and Control Methodologies
Deliverable 1 – Refine the Mission Statement
Facilitate discussion and develop a Mission Statement that defines our business, identifies our customers, explains how we will serve them and highlights the District’s contribution to the environmental health of the region.
Deliverable 2 – Refine the Vision Statement Facilitate a discussion and develop a revised Vision Statement that will reflect the organization in three to five years.
Deliverable 3 – Develop Individual Director Goals with Associated Metrics Facilitate a discussion to:
Gain clarity on strategic areas of focus
Define decision-making criteria for identifying District priorities
Create organizational and director level goals
Identify metrics/key performance indicators
Deliverable 4 –Provide evaluation and control methodologies Facilitate a discussion to:
Establish evaluation criteria for measuring performance
Transfer of Records All records and deliverables shall be the property of the Northeast Ohio Regional Sewer District.
SECTION 3.0 - PROPOSAL CONTENT AND FORMAT All responses to Requests for Proposals should be complete and must include all of the information requested by the District. If errors are found in the response to the RFP, or if the response fails to conform to the essential requirements of the RFP, the District, in its sole judgment, shall determine whether that Response to RFP is accepted.
Each copy of the Response to RFP shall be bound in a single volume where practical. All documentation submitted with the Response to RFP shall be bound within that single volume.
If your response to this RFP includes any comment in addition to the specific information requested in this RFP, include this information as a separate appendix to your response.
Firms are encouraged to organize their proposal by following the criteria outlined below. Individuals or firms are required to submit the following information in the proposal:
Briefly state your understanding of the work to be done and make positive commitment to perform the work.
Identify your principal strengths.
Give the names of the persons who will be authorized to represent you or your firm and all applicable contact information.
State whether or not you or your organization has been involved in any litigation or administrative agency review within the past five (5) years arising out of your performance. Explain fully if it has been involved in any litigation.
Experience and References:
Provide past performance information
Provide at least three (3) examples of previous work that demonstrates your experience on projects of similar size, scope, and features as those required on this project.
Provide at least three (3) references that you have successfully performed for of similar size, scope, and features as those required on this project.
Provide a section describing in detail the approach to be used to produce the deliverables of this project.
Provide information about the ability of professional personnel employed by your firm.
Provide names, qualifications and experience of firm’s project manager assigned to this project.
Provide names, qualifications and experience of the firm’s primary project manager in each relative discipline for providing the services described in the scope of services.
Any personnel added to the project team or changes of personnel in significant roles shall be subject to advance approval by NEORSD.
Estimated Level of Effort:
Include hours by task and hourly rates by staff classification.
SECTION 4.0 - PROJECT SCHEDULE
The following is the proposed schedule of the major milestones in the RFP process. The District reserves the right to modify the schedule as needed based on unforeseen events or organizational need.
July 11, 2012 RFP released
July 25, 2012 Last date to submit questions
August 1, 2012 Proposal due to District by 4:30 p.m. local time
August 15, 2012 District will notify the short-list of top qualified firms
August 22, 2012 Proposal presentations and consultant interviews for the three top qualified firms
August 29, 2012 Selection and Contract negotiations begin
SECTION 5.0 - EVALUATION AND SELECTION PROCESS Evaluation of Proposal The District’s Executive Director and Senior Staff reserve the right to make the final determination as to the individual's or firm’s ability to provide the services requested herein, before entering into any contract.
Selection and Notification A Selection Committee composed of designated members of the Senior Staff and Organization & Employee Development will determine the best individual or firm. The selection process will include an interview with the top three candidate individuals or firms. Selection will be based upon the following criteria:
Experience, qualifications, and commitment of proposed key project personnel (20%)
Experience and past performance of the of the firm of similar projects (20%)
Method of Accomplishing the Scope of Work (40%)
Written quality of proposal (10%)
Quality of the interview and oral presentation of proposal (10%)
The District will notify the selected individual or firm in writing. This work may be contracted in whole or in part at the sole discretion of the District. In general, the contract will comply with applicable laws and standard provisions and shall contain the following terms:
Detailed scope of services
Schedule for providing services, detailing activity and estimated time required
Hours and costs of services should be identified such that the proposal clearly defines where and when work is to be performed. This will allow for proper tracking of project milestones.
SECTION 6.0 - SUBMISSION OF PROPOSALS Proposals shall be properly addressed with the name of the individual or firm and the description “Strategic Planning Services” written on the outside of the package. Proposals (one original hard copy and one electronic version of the proposal, readable in .doc or .pdf format) are to be submitted to:
Mary Ann Hogan
Organization and Employee Development Consultant
Northeast Ohio Regional Sewer District
3900 Euclid Avenue
Cleveland, Ohio 44115-2504
Re: Strategic Planning Services
Deadline for submission of proposals is 4:30 p.m., August 1, 2012. Late submittals will not be considered. All questions regarding this RFP shall be directed to Ms. Mary Ann Hogan by calling (216) 881-6600 or by e-mail to: firstname.lastname@example.org. Questions related to the RFP will be answered through July 25, 2012.
Proposals may be mailed or hand delivered. If sent by mail, the responsibility of timely delivery is entirely up to the sender.