Toby L Berry
June 30, 2021
RE: Request for Proposals: Strategic Planning and
Community Needs Assessment & Report
Community Action Agency, a private non-profit organization, is
seeking proposals from consultants and or firms for the development
of a comprehensive Community Needs Assessment and Strategic
Planning. Community Action Agency will consider proposal for both
the needs assessment and strategic planning or for one of the
Community Action Agency anticipates that the assessment process
will take six to nine months, to provide adequate time for
participation and review by key stakeholders to include agency
participants, staff, and other groups to be identified in the
proposal. The outcome of the process will be a written assessment
that presents the methodology, the research, the analysis, trends
and service gaps impacting low-and-moderate-low income
individuals/families within the agency’s three-county service
area. The finished document will serve as a guide that the
agency will utilize in planning and development of the next
Strategic Plan and provision of services.
The process for strategic planning is expected to take three to
six months, to provide adequate time for Community Action Agency’s
participation and review by key stakeholders and policy makers. The
outcome of the process will be a written strategic plan document
that presents the planning process, the research, the analysis,
opportunities and strategies that will guide CAA for the next two
to three years.
We invite you to submit written proposals in response to the
“Strategic Planning and Community Needs Assessment &
Report.” A hard copy of the information is attached or it can
be found on our website at www.caajlh.org.
If you choose to respond, proposals must be submitted in
accordance with the guidelines provided by 4:00 PM
of September 1, 2021. One (1) copy
of the complete proposal, as outlined, should be submitted
electronically, by mail or hand delivered to:
Community Action Agency
Attn: Katrina Duling
1214 Greenwood Ave
Jackson, MI 49203
Please note that all electronically submitted proposals will
receive a confirmation within 48 hours to verify receipt of
If you have any questions, please contact Toby Berry, at
517-784-4800 or firstname.lastname@example.org. Thank you
in advance for your interest in this opportunity.
Toby L Berry, CEO
Community Action Agency – Mission, Values and Principles
The mission of Community Action Agency is providing a local
approach to address the causes and conditions of poverty by
promoting self-sufficiency in Jackson, Lenawee and Hillsdale
Counties through programming, advocacy and leadership to low income
residents of Jackson, Lenawee and Hillsdale counties.
This is accomplished through the provision of multiple services
aimed at self-sufficiency, education, and support.
Community Action Agency has been providing services to low- and
moderate-income individuals and families since 1965 in Jackson,
Hillsdale and Lenawee counties. The agency currently operates
60+ programs with over 230 employees working in 3 Agency operated
locations, multiple public-school buildings and community
Community Action Agency is one of 28 independent community
action agencies in the state of Michigan. Community action agencies
in this state network collaborate with numerous and varied local
and state agencies and organizations to promote self-sufficiency
and support individuals and families to become economically secure
and invested members of their local communities.
Community action agencies administer a wide range of programs
that meet the needs of local communities, including early childhood
programs (Head Start, Early Head Start, Great Start Readiness
Program), YouthBuild, Lead Remediation, Low-Income Weatherization
Assistance Program, Low-Income Heating Assistance Program, Home
Buyer and Foreclosure Programs, among others.
For additional background information on Community Action,
please reference these sites:
National Community Action Foundation https://www.ncaf.org
Community Action Partnership http://www.communityactionpartnership.com
Michigan Community Action Agency Association http://www.mcaaa.org
Community Action Agency http://www.caajlh.org
Our commitment to changing the policies and culture
of our organization is enhanced by our work as a Trauma Informed
Agency, our embracement of Diversity, Equity and Inclusion, and our
commitment to being an Anti-racist Organization. Community Action
Agency seeks to expand attitudes and skills through didactic,
educational and training opportunities.
Community Action Agency receives Community Services
Block Grant (CSBG) funding. The Community Services Block
Grant (CSBG) provides funds to alleviate the causes and conditions
of poverty in communities. The Legislative Authority is Community
Opportunities, Accountability, and Training and Educational
Services Human Services Reauthorization Act of 1998, P.L. 105-285.
Recipients of CSBG are committed to meeting the requirements of the
established CSBG Organizational Standards as outlined by the
Department of Health and Human Services, Office of Community
Services in Information Memo 138 of 2015. The Organizational
Standards are organized in three thematic groups comprising nine
categories and totals of 58 standards for private, nonprofit
entities and 50 for public entities. The purpose of the
organizational standards is to ensure that all agencies have
appropriate organizational capacity, in both critical financial and
administrative areas, as well as areas of unique importance to the
mission of the Community Action network.
The listed organizational standards strengthen accountability
and results of our programs. These standards are meant to ensure
that Community Action Agency fulfills the mission of CSBG as
outlined in the CSBG Reauthorization Act with regards to Maximum
Feasible Participation. Customer satisfaction, quality improvement,
strategic planning, and the community
assessment are all activities in which CAA encourages the
participation of low-income individuals/families.
Standard 1.2: The organization analyzes
information collected directly from low-income
individuals as part of the Community Assessment. Data can be
collected through a
variety of ways including, but not limited to, focus groups,
forums, customer surveys, etc. Documentation that this standard
is being met includes
data summaries, review of low-income data in the with notation
in the appendix of the
assessment, community forum summaries, interview
Standard 2.2: The organization utilizes
information gathered from key sectors of the
community in assessing needs and resources, during the community
process. These sectors would include at minimum: community-based
0faith-based organizations, private sector, public sector, and
Documentation is needed to demonstrate that all five sectors
have been engaged:
community-based organizations, faith-based organizations,
private sector, public sector,
and educational institutions. CCA prefers that survey data is
used for this portion of the
assessment but focus groups can also be utilized.
Standard 2.3: The organization communicates its
activities and its results to the
Standard 3.2: As part of the community
assessment, the organization collects and
includes current data specific to poverty and its prevalence
related to gender, age, and
race/ethnicity for their service area(s).
Standard 3.3: The organization collects and
analyzes both qualitative and quantitative
data on its geographic service area(s) in the community
assessment. This will be
documented in the analysis section of the assessment.
Standard 3.4: The community assessment includes
key findings on the causes and conditions of poverty and the needs
of the communities assessed. Conditions of poverty may include
items such as: numbers of homeless, free and reduced school lunch
statistics, SNAP participation rates, etc. Causes of poverty may
include items such as: lack of living wage jobs, lack of affordable
housing, low education attainment rates, etc. This will be
documented through analysis section of the assessment.
Scope of Services
As envisioned, the scope of service for this proposal(s) will
include the following components.
Please note that consultants are not limited to the
components presented here and proposers are encouraged to expand on
the suggested components and the approach they would take to refine
the Strategic Plan and Community Needs Assessment.
At a minimum, the following items should be included as
components of the Community Assessment:
- Conditions of poverty: key findings and analysis
- Causes of poverty: key findings and analysis
- Demographic make-up of potentially eligible families including
their number, geographic location, and racial/ethnic
- Data specific to poverty and its prevalence related to gender,
age, and race/ethnicity for service area. (Organizational Standard
- Data on poverty and prevalence, comparisons, trends, and
current (gender, age, race/ethnicity)
- Qualitative and quantitative data: from all geographic service
areas, trends, and comparisons. (Organizational Standard 3.3)
- Customer satisfaction data
- Participation and information from low-income
- Input gathered from key sectors (at least community
organizations, faith groups, private sector, public sector and
- Other social service agencies in the geographic area and the
constituents they serve.
- Data regarding the health, nutrition, and social service needs
of the communities as defined by community institutions.
- Availability and accessibility of community resources that can
address the needs of eligible families.
- Key findings on the causes and conditions of poverty and the
needs of the communities assessed. (Organizational Standard
- Community member narratives (This is a best practice from the
Community Action Partnership).
- Community profiles for each locality
- Key findings section to the final report
- Available resources at agency and in the community
- Relationship of CAA’s activities to other anti-poverty
- Data analysis and identification of areas of greatest
- Level of needs and changes over time
- Gaps at family, agency and community level
Community Action Agency expects the Consultant to coordinate
with CAA’s assigned staff throughout the course of the project.
Regular meetings and status reports are expected to keep the
project on schedule and to keep all identified stakeholders
apprised of the progress of the planning process.
The planning process is as consequential as the final product.
CAA desires a process that is inclusive of our mission, values, and
principles. The consideration and involvement of key community
stakeholders in the process is critical to its success.
This component may include but is not limited to the following
- Review of existing Needs Assessment and documents pertinent to
- Assessment of the values, strengths, weaknesses and
competencies of CAA.
- Identification of any fellow service providers and assessment
of their capabilities to compete with CAA in delivering
Program Inventory and Analysis
Inventory existing program offerings and partnerships to serve
as a baseline to identify service gaps and opportunities for
different delivery options, partnerships and collaborations.
Identification of Opportunities, Strategies and Vision.
Refining the vision for CAA which identifies its priorities,
opportunities and strategies and clarifies CAA’s role and confirm
its mission and values.
Strategic Planning Document and Executive
Preparation of final plan document for review and presentation
of plan to the CAA Board
Optional Components that can be part of Strategic Planning
include the following:
- Financial Plan
- Implementation Plan
- Performance Measures
Evaluation of Proposals
The following tentative schedule for evaluation of the proposals
Proposals Received Through
2021 by 4:00 pm
Selection Committee Review Week of
Week of September 7, 2021
Selection of top proposals for
Week of September 21, 2021
October 1, 2021
- A committee will be assembled to review and evaluate the
submitted proposals. The committee will rank proposals based on the
criteria stated below.
- Experience and expertise of the proposer(s) particularly in
strategic planning and/or evaluation of demographic data.
- Experience of the Project Manager in planning and in gathering
statistical characteristics of populations served.
- Relevancy of similar work experience.
- Management approach to the project and philosophy towards
- Understanding of the scope of the project and a logical
methodology for carrying out the tasks in the scope of work.
- Demonstrated ability to lead, facilitate and coordinate project
involving extensive community participation.
- Cost for the work to be completed.
- Availability of firm’s personnel for meetings.
CAA reserves the right to reject any and all proposals received
as a result of this RFP. Community Action Agency is under no
obligation to award a contract as a result of this RFP.
- Proposals should be word processed in a 12-point font and in 8
½” by 11” format. Proposals should not include any unnecessary
promotional material. The following information is required from
each company/organization submitting a proposal.
- Cover letter including: Legal name of the consultant firm,
address, phone, fax and email address, year the firm was
established and type of business.
- An organization chart indicating roles of all individuals and
company/organization involved in this project. Please, include
brief resumes for each individual identifying their qualifications
- A brief statement of the consultant’s philosophy toward
planning and inclusion of diverse socioeconomic groups for
Community Action and the company/organization approach to be used
in this project.
- Qualifications, related experience and references.
- Management approach to the work.
- Proposed scope of work and plan to accomplish the work.
- Schedule or timeline for project.
- Fee schedule and proposed fee to accomplish the work.
Proposals must be submitted in accordance with the guidelines
provided by 4:00 PM of September 1,
2021. One (1) copy of the complete proposal, as
outlined, should be submitted electronically, by mail or hand
Community Action Agency
Attn: Katrina Duling
1214 Greenwood Ave
Jackson, MI 49203
Community Action Agency will consider proposal for both the
needs assessment and strategic planning or for one of the
Any Proposal submitted in response to this request shall be
irrevocable for a period of 45 days from the due date of the
Proposal and may not be withdrawn by any Vendor during such
period. After such period of 45 days, the Proposal may be
withdrawn by a Vendor at such Vendor’s request if such Vendor’s
Proposal has not been selected prior to any such request to
Proposals received after 4:00 pm on September 1, 2021 by
4:00 pm will not be accepted.