Request for Proposals Strategic Planning
Request for proposals?Strategic Plan 2019 – 2022?RFP# 0003?Issue date: August 1st, 2019Closing Date: Sept 15th, 2019Independenceis what were driving at! 356 Queens AvenueLondon,Ontario,N6B 1X6Telephone 519-660-1430www.meals-on-wheels.ca 356 Queens AvenueLondon,Ontario,N6B 1X6Telephone 519-660-1430www.meals-on-wheels.ca?Independenceis what were driving at! MEALS ON WHEELS LONDONStrategic PlanREQUEST FOR PROPOSALS 2019 Meals on Wheels London (MOWL) is seeking proposals from qualified consultants and/or consulting firms to assist in the development of a three-year comprehensive strategic plan that will focus on the organizations values, services and vision for the future.?Our strategic plan must be consistent with the current objectives of the South West LHIN and its Integrated Health Service Plan (IHSP).?The successful candidate, in consultation with the Board and our key stakeholders, will use the above information as a basis to prepare a comprehensive plan which would map out the strategic direction for MOWL for the next 3-years. Our stakeholders include the Board of Directors, staff, clients and caregivers, and community partners.?Proposal/General Instructions?1. Contractors shall submit three complete hardcopies and one clearly identified electronic copy of the RFP as per the submission guidelines.2. Place the Proposal and other required documents in a large manila envelope addressed to Meals on Wheels London marked:Request for Proposal #0003Strategic PlanMeals on Wheels London?3. Proposals must be delivered to:356 Queens AveLondon, ONN6B 1X6Attn: Chad Callander?4. The printed format response must be signed by an authorized representative of the company submitting the proposal who has the authority to bind the organization.5. MOWL shall not be responsible for costs incurred in the preparation and submission of proposals in response to this RFP. MOWL reserves the right to reject any or all proposal submitted, or to accept a proposal in its entirety without negotiation, or to accept any part thereof, in its sole discretion, considering the best interests of MOWL. No obligation to enter into this contract with any company is expressed or implied. MOWL reserves the right to terminate the process without award of a contract.6. Proposals submitted must be valid for 60 working days from the date of submittal.7. All inquiries and other communications related to this RFP must be directed to Mr. Chad Callander, Interim Executive Director at 519-660-1430 x 260. Contractors should not base any portion of their proposals on any oral representations or actual/perceived past practices not specifically identified within this RFP.8. All replies to be enclosed in a sealed package.9. To be delivered by Canada Post (or courier service), or by hand to MOWL (to the address listed above) between the hours of 8:30 AM and 4:30 PM Monday through Friday.10.Closing date: Sept 3rd, 2019 at 4:30 PM local time.11.Failure to conform to the enclosed instructions may result in a proposal not being read.12.This is a request for proposal not a bid process. Therefore, MOWL has the discretion to evaluate the qualitative as well as financial aspects of each proposal and make its selection based on what it considers to be in the best interest of MOWL as a whole. MOWL reserves the right to accept other than the most financially advantageous proposal. MOWL reserves the right to accept or reject any and all proposals and waive any informality in proposals. MOWL may require oral presentation of one or more contractors for the purpose of discussion and negotiation.13.The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the contractors proposal as negotiated.14.Late bids are returned unopened and no allowances will be made for mail delays, courier service, etc.?Background:?Although many people experience physical and sensory limitations or suffer from chronic illness, aging and diminishing ability, this does not change the basic desire for independence and the comfort of familiar surroundings. Meals on Wheels London is a volunteer-driven organization that helps people maintain their independence and remain in their own homes and communities. Our services are particularly important today when patients are discharged earlier from hospital, coming home for most of their recovery period.?Meals on Wheels London provides service to seniors (55+) and adults (18+) with disabilities in need of nutritional support. We assist those who need short or long-term assistance. Fresh (delivered daily on weekdays over the lunch hour) or frozen (delivered weekly on Thursdays), our meal service is designed to meet all types of meal support needs, from meals every day, to meals only as needed. Meal deliveries provide not only nutritious meals, but also regular check-ins and social contact with Meals on Wheels delivery volunteers from our community.?Wheels for Wellness (MOWL transportation service) provides clients with a door-to-door service from their home to any wellness-related appointment. The cost is $22 for a round trip ride within the city of London to appointments three hours or less. Volunteers can accommodate foldable walkers and canes; however, this is not a wheelchair accessible service. Wheels for Wellness clients are also invited to join in on Lunch Bunch. This monthly group lunch provides the opportunity for a social outing to a restaurant in our community. Clients get a ride to the restaurant, eat with others, and are driven home. Meal is at the clients expense.?SCOPE OF WORK:?The consultant shall, at minimum, accomplish the following:Planning Activity and Final DeliverableDesign and execute a strategic visioning and comprehensive planning process including consultation with MOWL Board of Directors, staff, users of MOWL services and key community partnersDevelop an actionable three-year strategic planDevelop recommendations regarding the plans implementation and support structure?ResearchIt is anticipated that these tasks will be accomplished through a combination of activities, such as:Focus groups, interviews, and/or any other method that will be useful in receiving stakeholder and community inputFacilitated group meetings with partners to create consensus regarding a strategic plan (including goals, objectives, strategies, and tactics)Review and present available related data and stakeholder strategic plans as well as any relevant research and best practices.?The consultant will have knowledge and experience in:Non-profit trends/issuesResearch methodologyPublic consultationMarket research Statistical analysisPresentationsWorking with multiple stakeholdersDemonstrated knowledge of the healthcare/community support sector in London/Middlesex Region ANTICIPATED PROCESS FOR STRATEGIC PLAN DEVELOPMENTMOWL seeks the consultants recommendations regarding the best process to develop an actionable strategic plan to be conducted in two stages.Stage 1. Vision and key Strategic Direction and goalsThis stage includes consensus building among the key informants to:a) Confirm that the currentstrategic vision and mission:Is still relevant?Is clearly statedIs compellingIs timelyDescribes a clear and present needMotivates people to actIs a worthwhile challenge?b) Identifykey strategic directions & goalsafter consultation with clients, care partners, Board of Directors, staff, and key community partners,This stage should produce the substantive documentation and solutions needed for informing the strategic planning process?Stage 2. Write the strategic planUtilizing information from the first stage, this stage will include the development of an actionable strategic plan that will serve as the overall blueprint for MOWLs action plans for the next three years.This plan should include:An Executive Summary of the main findings, including key recommendations numbered and priority rankedA comprehensive, detailed plan that identifies:Vision & MissionKey Strategic DirectionsGoalsObjectivesStrategiesTacticsStakeholders and their rolesMeasuresOutcomes?Supplementary information should include:Initial communications strategies (What are the key messages? Who are the targets for those messages? How are the messages delivered? Who delivers the messages?)Key values and guiding principles to assist direction and decision makingA detailed strategic planning process model complete with key milestones and timelinesPerformance measurement tools during the implementation phaseStrategic areas of focus and service priorities for the next 3 yearsServices and programs (both current and new) that will support goals, including potential external partnershipsA review of the current status of MOWLs organization, including existing plans, policies, financial status, long-term goals and other relevant, related research deemed necessaryCopies of any communication items such as newsletters, publications, media releases, public meeting agendas, website updates etc?Consultant QualificationsTo accomplish the scope requested, the consultant will need to possess the following qualifications:Experience at successfully developing consensus-based strategic plansKnowledgeable of collective impact or collaborative strategic initiativesStrong facilitation skillsKnowledgeable of the non-profit sector and issuesKnowledge of the current healthcare sectorWorking knowledge of the healthcare & community support systems in London/Middlesex RegionExperience at creating a neutral environment for, and soliciting input from, individuals from various sectorsExperience at gathering and utilizing data to inform the strategic planning processKnowledgeable in marketing, communications, and brandingKnowledgeable in resource development?Work PlanThe proposal should contain a detailed description of the activities to be conducted by the consultant in order to complete the requested scope of work, including:The specific activities to be conducted at each stageA timeline for the activities at each stageMilestones and deliverables tied to those activitiesA detailed budget for each stage, along with a proposed payment schedule tied to project milestones and/or deliverables.?Criteria for Evaluating Success of the ProjectThe Board of Directors will deem this a successful project when they are given a clear report which outlines the strategic directions, areas of improvement and a recommended action plan including measurable outcomes. Previous strategic and other plan materials will be provided to the consultant as background information upon request.?ReferencesThe proposal should include three references of individuals who can speak to their experience with the consultant in conducting projects of similar scope. Information regarding each reference should include the individuals name, address, telephone number, and email address.?Previous Work ProductThe proposal should include at least two examples of written works like the scope of work requested within this RFP (e.g., strategic plan).Application Review Process:?The proposals will be reviewed and evaluated based on the following criteria:?Qualifications (35 points)The consultant has the qualifications needed to successfully complete the scope of workThe consultant has prior experience working on similar projectsThe Consultant has extensive working knowledge of healthcare and community services in London/Middlesex Region?Scope of Proposal (30 points)The proposal demonstrates an understanding of the project objectives and desired resultsThe proposal illustrates an approach to the scope of work that will likely lead to the successful development of an actionable strategic planThe proposal illustrates the consultants ability to successfully execute the proposed approachThe proposal includes an appropriate process to interact with the Board members and community stakeholders Work Plan (25 points)The proposal adequately details project activities and milestones, or deliverables associated with each stage of the scope of workThe proposal includes a detailed timeline for each stageThe work can be completed within the project timeline?Budget (10 points)The proposal includes a detailed budget for each stage of the scope of workProposed costs are reasonableProposed schedule of payments corresponds appropriately with tasks, milestones or deliverables?REFERENCE CHECKSInformation from references will be evaluated using the following criteria. The evaluation will be labeled as satisfactory or unsatisfactory. References (Satisfactory/Unsatisfactory)The reference would hire the consultant againThe original Scope of Services was completed within the specified timelineInterim deadlines were met in a timely mannerThe consultant was responsive to the referees needsThe consultant anticipated problems, and solved them quickly and effectivelyThe original Scope of Services was completed within the project budgetConsultants may be asked to participate in an interview to further gauge their fit and ability to work on this project. Consultant selection will be based on the consultants written proposal and the results of the reference checks.General conditions?Payment will be made on a monthly basis. These payments will be made within 30 days of receipt of an approved invoice.2. Contract period – the contract is will be negotiated with the consultant based on discussions on time needed for the project.Insurance?The contractor shall always purchase at its own expense and keep in force with an insurance company the following required minimum coverage:Commercial Gen. liability – $2 million per occurrenceProfessional Liability Insurance – $2 million per occurrence?The contractor shall furnish any original certificate(s) of insurance evidencing the required coverage to be in force on the date of this contract and any renewal certificate(s) of insurance coverage has an expiration or renewal date occurring during the term of this contract. Failure of MOWL to obtain certificates or other insurance evidence from the contractor shall not be deemed as a waiver by MOWL. Failure to comply with insurance requirements may be regarded as a breach of the contract.?The successful vendor is responsible to ensure their employees are covered by appropriate Workers Compensation Insurance, in the province of Ontario.?Indemnification?The contractor undertakes to indemnify, defend and hold harmless MOWL and its agents and employees from and against all claims, demands, losses, costs, damages, actions, suits, or proceedings by third parties that arise out of, or are attributed to, their performance of the contract. This indemnity shall survive termination of the request for proposals.?Termination?MOWL may terminate the contract at any time in whole or in part by providing at least 30 days written notice to the contractor. The contractor may terminate the contract at any time in whole or in part by providing at least 30 days written notice.