Consultant for Non-Profit DEIJ Training/Coaching Request for Proposals – May 2021

Background/Introduction

Potomac Riverkeeper Network’s (PRKN) mission is to protect the public’s right to clean water in the Potomac and Shenandoah Rivers and their tributaries. We stop pollution to enhance the safety of our drinking water, protect healthy river habitats, and enhance public use and enjoyment.

Riverkeepers take action to reduce known pollution sources, enforce and improve laws to reduce pollution, and, to strengthen grassroots advocacy, develop and provide community engagement opportunities for river education, access, and recreation. The 14,700 square mile watershed region we protect spans widely diverse rural and urban areas with underserved populations, racially diverse communities, and frontline communities (those communities bearing the brunt of industrial pollution and infrastructure neglect). As the stewards of the Potomac and Shenandoah Rivers, we have an obligation to ensure that PRKN’s Board and staff represent the diversity that reflects the watershed with cultural sensitivity, and that our programs benefit all the constituents in our watershed, especially those who are disproportionately impacted by systems of environmental, racial, and socio-economic oppression.

Begun in 2019, PRKN’s Board and Staff have undertaken an intentional initiative to advance Diversity, Equity, Inclusion, and Justice (DEIJ) capacity within the organization and externally through our program work. DEIJ goals are included as a core component of our 2020 strategic plan in both internal and external structures. Recent Board-approved recommendations presented by PRKN’s DEIJ committee are in the implementation phase.

Project Objectives and Scope of Services (Maximum Bid: $18,000)
PRKN seeks the assistance of a trained DEIJ facilitator who can provide staff education, training, and tools that will enable the organization to operate using an equity and inclusion lens and ensure PRKN fully embodies a welcoming, inclusive and culturally sensitive work environment.

The key outcome for this project is to further develop the equitable and inclusive development of internal culture and external programming at PRKN so that PRKN staff and Board members possess increased understanding of anti-racism, issues of oppression and social change, and strategies to change the systems and structures that perpetuate inequality and inequity in our society as they relate to clean water rights.

We believe this capacity building opportunity is fundamentally important for our organization at this time as we bring on new staff and board members, many of whom are black, indigenous, or people of color (BIPOC), while also improving staff retention, morale, and collaboration more generally.

Project Objectives and Scope of Services (Maximum Bid: $18,000) PRKN seeks the assistance of a trained DEIJ facilitator who can provide staff education, training, and tools that will enable the organization to operate using an equity and inclusion lens and ensure PRKN fully embodies a welcoming, inclusive and culturally sensitive work environment. The key outcome for this project is to further develop the equitable and inclusive development of internal culture and external programming at PRKN so that PRKN staff and Board members possess increased understanding of anti-racism, issues of oppression and social change, and strategies to change the systems and structures that perpetuate inequality and inequity in our society as they relate to clean water rights. We believe this capacity building opportunity is fundamentally important for our organization at this time as we bring on new staff and board members, many of whom are black, indigenous, or people of color (BIPOC), while also improving staff retention, morale, and collaboration more generally. Expectations and Deliverables:

The selected Consultant will prepare and deliver a series of tailored trainings or coaching sessions for Staff and select Board members that will:

  • Improve the organization’s adaptive capacity to communicate PRKN’s programmatic work to community representatives with sensitivity and cultural acuity;
  • Empower staff to work collaboratively internally and with cultural sensitivity at the grassroots level to improve the health of our waterways to the benefit of everyone who relies on clean water for drinking, recreating, fishing, and overall use and enjoyment;
  • Help staff and board members to identify opportunities to build out our program activities around awareness of DEIJ issues and strategies to better serve our river communities.

Suggested Timeline:

  • By July 16, 2021: PRKN selects consultant to serve as equity and inclusion facilitator
  • Summer 2021: Consultant Interviews and/or survey staff and board members to identify issues of principal interest and concern with respect to Diversity, Equity, and Inclusion and assess opportunities for strengthening the organization with intentional focus on these issues
  • Summer 2021: Consultant will prepare tailored training or coaching program based on DEIJ best practices and PRKN survey responses
  • Fall 2021: Facilitates 2-3 sessions of DEIJ and anti-racism training or coaching for staff and board members on internal and external dynamics on the identified topics
  • Winter 2021: Follow-up interviewing and/or surveying staff and board members who participate in the training to make recommendations about next steps

The proposal must include the following:

  1.  A concise (≤3 page) proposal that addresses each of the expectations and deliverables outlined above.
  2.  Timeline for completion of the deliverables by February 1, 2022
  3. A budget including total number of hours and hourly rate of compensation for the services to be performed during the term of the Contract.
       a. Consulting Time/Costs: broken down in the following manner:
            i. Lead Consultant (Named): # of hours @ $/hourly rate
           ii. Supporting Staff (Named): # of hours @ $/hourly rate
          iii. Other: e.g., Materials, postage etc.
          iv. Total Costs
  4. Contact Information:
    a. Name of consultant/firm
    b. Address
    c. Email address
    d. Phone number
    e. Best time to reach and schedule of availability during the period of performance
  5. Resume:
    a. Include a most recent resume on the staff/consultant assigned to this project
    i. This should include information on education, position in firm, years and type of experience, continuing professional education, etc.
  6. References:
      a. A list of three clients you have provided similar services in the past three years. For each reference, please include:
              i. Name of client/organization
             ii. Address
            iii. Email address
            iv. Phone number
            v. Scope of services provided
  7.  Firm/Consultant Description: a. Description of the organization including size, structure, mission statement or business plan, scope of work, and commitment to diversity and equality (i.e. if woman or minority owned).

Proposal submission information:

  1. Proposals may be submitted via email to Nancy Stoner at Nancy@prknetwork.org
  2. Please include “DEIJ Consultant Proposal” in the subject line.
  3. Name of Organization: Address: Contact Person: Telephone Number Email Address of Primary Contact
    Potomac Riverkeeper Network 3070 M Street, NW Washington, DC 20007 Nancy Stoner, President 202-888-2087 Nancy@prknetwork.org
  4. Deadline for Proposal Submissions: June 18, 2021

The following Procedures and Criteria are on the recommendation of our Funder:

Evaluation procedure and criteria:

  1. Qualifying Proposals: The Contract Officer (herein Nancy Stoner) will review each proposal for compliance with the minimum qualifications set forth in “Minimum Qualifications of Offeror (herein also entity/Consultant submitting proposal).”
  2. Deviations and Negotiation: The Contract Officer shall have the sole right to determine whether any deviation from the requirements of this RFP is substantial in nature, and the Contract Officer may reject non-conforming proposals. In addition, the Contract Officer may waive minor irregularities in proposals, allow an Offeror to correct minor irregularities, and negotiate with responsible Offerors in any manner deemed necessary or desirable to serve the best interests of the Project.
  3. Evaluation Criteria: Proposals that meet the minimum qualifications will be evaluated on the basis of the following factors:
    1. Proposed Consultant Responsible for Performance of Contract. Evaluation of the qualifications, reputation, and compatibility with the needs of the Trust and the individual or individuals who will perform the Contract.
    2. Proposed Approach. Evaluation of the work to be performed to accomplish the goals outlined in the Scope of Services.
    3. Experience of Offeror. Evaluation of the quality and quantity of the Offeror’s experience and expertise in the areas proposed.
    4. Capacity. Evaluation of the Offeror’s ability and commitment to meet the timeline for the Project.
    5. Price. Cost of the project.

Additional information:

If you require additional clarification or have questions about the following terms, please contact Nancy Stoner at Potomac Riverkeeper Network at Nancy@prknetwork.org.

  1. Expenses: PRKN is not responsible for any direct or indirect expenses that an Offeror may incur in preparing and submitting a proposal, participating in the evaluation process, or in consequence of this solicitation process for any reason.
  2.  Sub-contracting: The hired Consultant may not subcontract out any of the work without pre-approval, all changes to the projected cost must be approved by PRKN.
  3. Add/Deduct: PRKN reserves the right to add or remove items from the base bid proposal during the contract and modify or adjust the scope of work and payment as needed.
  4.  Cancellation; Discretion of Contract Officer: This RFP may be canceled in whole or in part and any proposal may be rejected in whole or in part at the discretion of the Contract Officer. In addition, the Contract Officer has the right to negotiate separately with any Offeror in any manner which will best serve the interests of PRKN. The Contract Officer may waive any mandatory condition or minimum qualification if the Contract Officer determines that such action is in the best interest of PRKN.
  5.  Professional Liability Insurance: If appropriate, The Offeror shall agree to maintain in full force and effect during the term of the Contract usual and customary amounts of liability insurance coverage in connection with the performance or failure to perform services under the Contract.
  6.  Acceptance of Terms and Conditions: By submitting a proposal in response to this RFP: a) the Offeror accepts all of the terms and conditions set forth in this RFP; b) the Offeror, if selected for award, agrees that it will comply with all federal, State, and local laws applicable to its activities and obligations under the Contract;
  7. Minority Business Enterprise (MBE) Program, the Disadvantaged Business Enterprise (DBE) Program, Women Business Enterprise (WBE), and Small Business Enterprise (SBE) Program Participation: This RFP encourages the participation of MBE/DBE/WBE/SBE firms (members of a group as defined in the State Finance and Procurement Article of the Annotated Code of Maryland (the “Procurement Article”), Section 14-301(f)(i)(ii)). PRKN encourages MBE/DBE/WBE/SBE firms who meet the minimum qualifications to respond to this RFP. /li>
  8.  Parties to the Contract: The contract to be entered into as a result of this RFP (the “Contract”) shall be between the successful Offeror (the “Contractor”) and PRKN.
  9. Contract Documents: The Contract shall include the following documents: this RFP, the Contractor’s Proposal (to the extent not inconsistent with the RFP or the Contract), and the Contract. In the event of an inconsistency, the Contract shall have priority over the other documents and specific conditions of the Contract shall have priority over General Conditions.
  10. Contract Term. The Contract term shall commence as of a date to be specified in the Contract and, unless terminated earlier in accordance with the Contract, shall end when all work authorized under the Contract has been successfully completed by the project end date, unless the Contract is renewed or extended at the sole option of the Contract Officer.
  11. Billing Procedures and Compensation.
    • a. Method: The Contracts to be entered into as a result of this RFP will not exceed the small procurement threshold set by Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions) and in accordance with 41 U.S.C. 1908. The Contractor(s) must comply with billing procedures as may be required by the Contract Officer and the funding organization. These may entail monthly reporting of time and eligible expenses or may be based upon satisfactory completion of benchmark tasks.
    • b. Records: The Contractor(s) shall submit invoices no more than once per month but no less than once per quarter in a form acceptable to the Contract Officer and maintain records relating to the costs and expenses incurred by the Contractor(s) in the performance of the Contracts for a period of two years from the date of final Project payment under the Contracts.