Question and Answer page to questions asked during the proposal opening.
Question: Under the scope of work, you mention attending monthly in-person Commission meetings. As our center is not local, would you consider approving our Center attending monthly meetings virtually with the possibility of attending 2 – 3 in person? We are eager to apply for this opportunity but want to ensure our geographic location is not a deal breaker.
Answer: Providing resources to the Commission is an important piece of the work for this Consultant. I do not believe being virtual is a “deal breaker”, but it is likely a disadvantage over a local consulting firm that could be in attendance at Commission meetings. It might be possible to include travel budget as part of cost of services. This could be discussed further as part of the interview/selection process.
Question: What is the annual budget that the City intends to award for these services?
Answer: There is no annual budget. The City will, through the contract, approve a billing schedule for the consultant. The City will then approve work tasks based on proposals from the consultant. The number of tasks completed and the amount expended in a year will be determined by both City staff and consulting resources available.
Question: Should the RFP focus on Section VII, Scope of Services or Section VI, Qualifications?
Answer: Section III
F. Award of a contract will be made to an experienced consulting team with strong DEI organizational development, leadership, and capacity-building experience based on the criteria listed in Section IV Selection Criteria
Question: Are there specific dates on the City calendar that consultants will be required to attend? (i.e., Council meetings, Diversity Commission meetings on the second Thursday of the month, etc.)
Answer: The Consultant will not be expected to attend any meetings or events other than monthly Commission meetings (2nd Thursday of the month). There may be opportunities for the consultant to attend additional meetings or events, but those will discussed and mutually decided on case-by-case basis.
Question: What engagement and input are expected from stakeholders (e.g., city staff, community members, external partners)?
Answer: This will be a factor of the work sanctioned by the City. It is premature to attempt to quantify this variable.
Question: What internal resources will be available to support our efforts (e.g., data, personnel, facilities)?
Answer: Should the consultant wish to occupy office space in City Hall, that could be accommodated. Direct staff support will be provided by the City’s Community Services Manager.
Question: How should the proposed DEI efforts align with or build upon existing DEI or related initiatives within the City?
Answer: The consultant will develop a work plan with the City’s Community Development Director and Community Services Manager. Evaluating the work done by the prior DEI Analysts will be part of that initial evaluation.
Question: Are there any budget constraints or limits that we should consider when preparing our budget proposal?
Answer: No. Work will be authorized on a T/M basis based on a proposal that will be approved by the City prior to work commencing.
Question: How many participants will need training?
Answer: The work of the consultant will be a resource to the City’s Diversity Commission. There are 9 volunteer positions on the Diversity Commission (see https://www.codepublishing.com/WA/FederalWay/#!/FederalWay02/FederalWay0265.html#2.65 for more information on the Diversity Commission). The consultant may also engage in diversity training with City staff and possibly the City Council. City staff = 300+. City Council = 7.
Question: Page 2 of the RFP states that you all want the budget to address the 6 scope items listed on page 5, but there are only 4 listed. Can you please clarify?
Answer: Thank you for pointing this out – it should clearly have noted 4 and not 6. I believe, at one time, there were 6.
Question: Is there a timeline for services to be delivered, or a length of contract?
Answer: The term of the contract will be 1 year, with the potential for up to 3, 1-year extensions.
Question: The training numbers seem broad, from 7 to up to 300. Can you give any additional context for how many folks the consultant is expected to train?
Answer: The City would look for the consultant to recommend the appropriate scope and number of staff trainings. Cost for services would be based on the approved scope.
Question: Can you provide any details on the community outreach requirement? Is there a set number of hours, or is more of an ad hoc thing?
Answer: Referring to Scope of Services, Item 4, the extent of the outreach will be determined by the work with the Diversity Commission and community events, as needed.
Question: Who is the audience for the language access plan? Is it an internal or external document?
Answer: The plan is for City staff and envisioned as a document that spells out how to provide services to individuals in the community who are non-English speaking, or have limited English proficiency.
Question: Will you conduct a Q&A to answer questions that may arise for consultants responding to this RFP, or should we contact you directly?
Answer: The City created this Q/A pages for consulting firms. Otherwise, Consultants may contact Mr. Keith Niven at: keith.niven@cityoffederalway.com directly.