Request for Proposal #03/16 Community Needs Assessment Page 1 of 17 Red Deer County 38106 Range Road 275 Red Deer County, AB T4S 2L9 Request for Proposal #03/16 Community Needs Assessment Proposal Closing Time: May 16, 2016 Request for Proposal #03/16 Community Needs Assessment Page 2 of 17 TABLE OF CONTENTS 1.0 INVITATION TO SUBMIT PROPOSAL ....................................................................................... 3 2.0 PROPONENTS QUESTIONS ...................................................................................................... 3 3.0 INSTRUCTION TO PROPONENTS ............................................................................................ 3 4.0 CONTEXT ................................................................................................................................... 5 5.0 PURPOSE…………………………………………………………………………………………………………………..5 6.0 PROJECT OBJECTIVES……………………………………………………………………………………………… .5 7.0 LIAISON…………………………………………………………………………………………………………………….8 8.0 SCOPE OF WORK…...................................................................................................................8 9.0 FEES………………………………………………………………………………………………………………………….8 10.0 DELIVERABLES………………………………………………………………………………………………………….8 11.0 PROJECT TIMELINES………………………………………………………………………………………………….8 12.0 EVALUATION…………………………………………………………………………………………………………….9 13.0 APPROVAL PROCESS…………………………………………………………………………………………………9 14.0 GENERAL TERMS & CONDITIONS……………………………………………………………………………… 9 15.0 CERTIFICATION………………………………………………………………………………………………………..17 Request for Proposal #03/16 Community Needs Assessment Page 3 of 17 1.0 INVITATION TO SUBMIT PROPOSAL Your organization is hereby invited to submit a proposal for the preparation of a Community Needs Assessment for Red Deer County, as set out in this Request for Proposal documentation. Request for Proposal: #03/16 Description: Community Needs Assessment Date Issued: April 15, 2016 Closing Date: May 16, 2016 Closing Time: 4:30 p.m. (local time) Public Opening: No Please indicate Request for Proposal Number and description on all correspondence. This Request for Proposal does not commit Red Deer County to award a contract or pay any costs incurred in the preparation of a proposal, or attendance at a meeting with Red Deer County staff. 2.0 PROPONENTS QUESTIONS Questions can be directed to the Community Services Manager prior to bid submission. 3.0 INSTRUCTION TO PROPONENTS 3.1 Inquiries Refer all proposal inquiries to Jo-Ann Symington, Community Services Manager, by email at [email protected] All written inquiries and the replies thereto will be copied to all proponents. 3.2 Proposal Return Request for Proposal submissions shall be sealed and enclosed in envelopes or containers marked with the Request for Proposal number and addressed to: Red Deer County 38106 Range Road 275 Red Deer County, AB T8S 2L9 Attention: Jo-Ann Symington Proposals must be received at the Red Deer County Centre at the predetermined time and date set forth or they will not be accepted for this particular Request for Proposal. Proposals will also be accepted by priority mail. Late proposals received late will not be accepted for consideration. Faxed or emailed proposals will not be accepted nor considered. Red Deer County is not responsible for the timeliness of documents delivered nor will Red Deer County accept any proposal delivered to a location other than Red Deer County Centre. Request for Proposal #03/16 Community Needs Assessment Page 4 of 17 3.3 Proposal Copies The Proponent shall provide two (2) originals of the proposal. 3.4 Proposal Format The Proponent’s submission must be prepared in the same format in which this RFP has been prepared, to allow Red Deer County to make direct comparisons between proponent’s bids. This requirement applies, in particular, to this section – proposal format and Section 8.0 – Scope of Work. A. Letter of Transmittal A Letter of Transmittal or covering letter, dated and signed by an official authorized to negotiate, make commitments, and provide any clarifications with respect to the proposal on behalf of the vendor. B. Executive Summary An Executive Summary, touching on pertinent points in the proposal you may want to highlight. C. Corporate Profile A brief Corporate Profile which will cover the organization’s history, philosophy, and office location. D. Response to Requirements The Proponent is required to detail their organization’s ability to satisfy, at minimum, all aspects of the requirements as outlined in the Section 8.0 “Scope of Work”. The Proponent is also required to review, in detail, Section 5.0 Purpose, Section 6.0 Project Objectives, and Section 14.0 General Terms and Conditions, to ensure that obligations and requirements required under this section are also met. E. Project Team The Proponent must have demonstrated knowledge and expertise in: 1. Prior experience with community need assessments; 2. Knowledge of recreation, preventative social services, libraries, parks, trails, transit; 3. A proven expertise in research and data collection in a rural environment; and 4. Development and analysis of surveys, public consultation and facilitation techniques. F. References The Proponent shall include two (2) municipal references with their proposal package. References shall include the name of the municipality, a contact person complete with title, phone number and e-mail address. G. Certification The Proponents responding to this Request for Proposal are required to sign the certification under Section 15.0. Failure to complete, sign and submit the certification may disqualify the proposal as described under Section 15.0 – General Terms and Conditions, Item 14. Request for Proposal #03/16 Community Needs Assessment Page 5 of 17 4.0 CONTEXT Red Deer County, historically a rural, agriculture based region, is now a rapidly growing and diverse municipality of more than 18,000 residents, located in the heart of Central Alberta along the Calgary- Edmonton corridor. Geographically the County’s jurisdiction covers an area of some 4,000 km2 and includes a wide variety of parkland and prairie landscapes and natural features. Due to its prime location and attractive landscapes, the County is experiencing growth in the industrial, commercial, residential, agricultural and recreational sectors. Development pressures continue to increase in Central Alberta, particular within the Gasoline Alley and the Hamlet of Springbrook area. With the potential residential growth the pressure and need for community services will continue to escalate. 5.0 PURPOSE Red Deer County Community Services Department is seeking to develop a Community Needs Assessment for Red Deer County. This assessment is intended to facilitate efficient long term planning in the areas of recreation and preventative social services programs. The Community Needs Assessment will examine County services related to Recreation, Culture, Parks, Trails, Library Services, Family and Community Support Services (FCSS) and Transit. This assessment will present data gathered from Red Deer County residents, Community Leaders, Agencies, organizations and its partner municipalities. Households, community leaders, agencies, recreation groups, stakeholders and partner municipalities will be surveyed. Respondents will be provided with questions and scenarios and asked to answer on how they see future development and growth in their area in relation to community services. Red Deer County wishes to engage the services of an experienced consultant (s) to facilitate a comprehensive Community Needs Assessment in the areas of Recreation, Culture, Parks, Trails, Library Services, Family and Community Support Services (FCSS), Affordable Housing, Volunteerism and Transit. A number of non-statutory documents currently exist which will aid in the development of the background information to be used to create the Needs Assessment. These documents include, but are not limited to: Open Space Master Plan, Recreation Facility Master Plan, Public Transportation Feasibility Study, and the Affordable Housing Study. Copies of these studies and other community services plans can be found at https://reddeercounty.civicweb.net/filepro/documents/5396 6.0 PROJECT OBJECTIVES An objective of the project will be to assess demand and usage for community services programs in Red Deer County. This assessment will include a review of existing programs and services supported by the Community Services department. This assessment will enable the County to plan for community programs and services over the next ten years. Through the assessment the County will better understand: 1. how and why resident’s use community services; 2. identify important community issues; and 3. contribute to a long term service plan for Red Deer County. It is intended that the Assessment will determine needs of the residents of Red Deer County, which are being served by County Community Services Programs and other community programs and the level to which these needs are presently being met. It will also develop principles that will guide the dissemination of resources being made available to meet these needs. Request for Proposal #03/16 Community Needs Assessment Page 6 of 17 6.1 Current Situation a. Recreation Leisure and Culture The recreation needs of residents of Red Deer County are presently being served through County funded programming, and programming being provided through not for profit organizations within the Red Deer County region or through the municipalities within