Request for Proposal for Citywide Strategic Plan Updat

REQUEST FOR PROPOSALS
Citywide Strategic Plan Update
CITY OF ALAMEDA, CALIFORNIA
Issued: September 21, 2026
Submittal Deadline Extended to October 30 at 5:00pm
Via email to JStefanski@alamedaca.gov
CITY OF ALAMEDA
City Manager's Office
2263 Santa Clara Ave.
Alameda, CA 94501
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I. INTRODUCTION AND BACKGROUND
The City of Alameda is seeking proposals to facilitate the development of a citywide
strategic plan update/refresh. This will be Alameda's second strategic plan, following the
current 2023-2026 Strategic Plan.
To bring focus, the plan is intended to identify strategic priorities to guide the City's work
and resource allocations over the next planning period as well as serve as a
communications tool to help inform the community about the progress the City is making
towards accomplishing the identified priorities.
The process of developing this strategic plan will align with the City's two-year budget
development cycle. The City anticipates this project commencing with executive team and
key management stakeholder engagement in November of 2026 and will conclude with
input and participation from the City Council in early 2027. The strategic plan is intended to
clarify the City Council's strategic priorities, which will serve as the foundation enabling
the City Manager to develop a work plan to make progress toward or successfully
accomplish the identified priorities.
The consultant will be expected to integrate existing City plans and related documents.
This engagement will include working with staff to develop or refine the city's mission,
vision and core values. The City also expects consultants to support the City Manager in
developing a work plan to address the strategic plan priorities.
Proposers shall read the information contained in this Request for Proposal (RFP) to
understand how to submit the proposal, what documents must accompany the proposal
and what legal obligations apply when the Proposer submits a proposal. Any Proposer that
wishes to be considered for this work must submit the information requested in this RFP and
if invited, participate in an evaluation interview panel.
II. SCOPE OF SERVICES
*Please note that interviews, group meetings, updates, and presentations will require the
consultant to be on-site.
A. Project Management & Work Plan
* Develop a comprehensive project plan outlining key milestones, deliverables, and
a timeline for completion of each step. The City anticipates that the entire project
will take place in six months or less.
* Coordinate regular project meetings (combination of on-site and remote) with
City leadership and designated project liaisons.
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* Provide clear communication protocols for both on-site and remote
collaboration.
B. Environmental Scan & Document Review
* Review and synthesize existing City master plans, existing Citywide strategic plan,
departmental strategic plans (not all departments have one), departmental work
plans, prior Council goals, budget documents, and recent resident feedback (e.g.,
surveys, community engagement reports).
* Conduct a SWOT or similar analysis to identify key issues, trends, and challenges,
with a focus on structural budget concerns and organizational alignment.
* Work to be performed:
Primarily remote, with on-site meetings as needed for document clarification
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or in-depth interviews.
C. Stakeholder Engagement
* Design and implement a streamlined engagement process to gather input from:
City staff at all levels, with a weighted focus on Executive and Management
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employees (through on-site focus groups, remote surveys, virtual meetings,
and select interviews)
Use feedback from Alameda residents (this feedback may be available
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through existing community surveys or other means provided by the city)
* Summarize and present findings from all engagement activities.
* Work to be performed:
On-site for key workshops, focus groups, and select interviews
o
Remote for surveys, virtual meetings, and follow-up interviews
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D. Strategic Plan Development
* Facilitate the development or refinement of the city's mission, vision, and core
values, ensuring alignment with staff and council direction.
* Collaborate with city leadership and staff to identify and prioritize strategic
priorities or goal, as well as the creation of a work plan with objectives, and
initiatives for the next 3 or 4 years.
* Integrate and/or make recommendations on departmental work plans to ensure
alignment with citywide strategic priorities.
* Ensure each priority or goal is supported by measurable objectives, clear
strategies, and actionable steps that can be operationalized by city departments.
* Work to be performed:
On-site for facilitated planning sessions and alignment workshops
o
Remote for drafting, review, and iterative feedback
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E. Fiscal Alignment & Implementation (Work Plan) Planning
* Provide recommendations to operationalize the plan, including timing and
process recommendations, integration with annual budgeting, resource allocation,
and departmental work plans.
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* Outline an implementation roadmap with recommendations for roles,
responsibilities, timelines, and key performance indicators.
* Work to be performed:
Remote for analysis and drafting
o
On-site for presentations and implementation planning sessions
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F. Support for Organizational Transition
* Ensure the strategic plan is structured to support clarity for the City Council
and City Manager, providing clarity on City Council priorities (strategic plan) and
organizational and operational needs to address the priorities through policies,
projects, programs, and services (City Manager work plan).
* Work to be performed:
On-site for transition workshops and briefings
o
Remote for documentation and follow-up support
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3. Deliverables
* Project scope of work and engagement strategy (Word and PDF)
* Summary of environmental scan and stakeholder input (Word and PDF)
* Draft and final versions of the three- or four-year strategic plan, including:
Executive summary
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Mission, vision, and values
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Strategic priorities (City Council endorsed)
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Support development of an implementation work plan (City Manager),
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including:
Integration and recommendations for departmental work plans
Roadmap and performance measures
* Presentation materials for council, staff, and community audiences (PowerPoint
and PDF)
* Recommendations for ongoing plan review, communication, and updates
III. PROPOSAL REQUIREMENTS
The Proposer shall include in its proposal the information outlined below in a manner which
demonstrates the Proposer's competence and qualifications for the satisfactory performance of
the services identified in this RFP.
1. Statement of Qualifications (2 page maximum)
The Proposer shall prepare a statement of qualifications which identifies:
a) Firm Overview. Provide an overview of the firm's experience in providing the scope of
services being requested. Please include the contact information of the individual
authorized to represent the firm.
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b) Project Team. Provide names, contact information and resumes for the Project Team,
including the project manager and team members. Indicate the organizational structure
of the team and outline key roles and lines of communication and authority.
c) References and Examples. Provide up to three (3) references where a similar project
was completed. Provide the contact name, phone number and email and a brief
description of the project completed for that organization. Include up to three (3)
sample reports prepared for another comparable jurisdiction. Provide examples of data
collection forms, surveys or other similar documents you propose to use on this
project.
d) Statements. A statement as to whether the Proposer, either presently or in the past,
was involved in any litigation, bankruptcy, or reorganization for any reason. If so, please
provide dates and resolution. A statement as to whether the Proposer or any officer or
employee of the company who has a proprietary interest in the Proposer, has ever been
disqualified, removed, or otherwise prevented from proposing on, or completing a
federal, state, or local government project because of a violation of law or safety
regulation and if so, to explain the circumstances.
2. Project Understanding and Approach (2 page maximum)
Describe the Proposer's understanding of the City of Alameda, and the project, as outlined
in this RFP and information publicly available on the City's webpage, as well as provide a
high-level approach to the successful implementation of the proposed scope of services,
and why your firm is uniquely qualified to complete this work.
3. Scope of Services and Methodology (2 page maximum)
Provide a proposed Scope of Services as requested and consistent with this RFP.
Please list any additional services suggested as separate line items.
4. Schedule
Provide a proposed schedule for the project. The City prefers this process to occur in
parallel and to inform the City's FY 2027-28 and FY 2028-29 budget, whose adoption is
planned for June 2027. Please also consider an alternative schedule that affords additional
time to complete a quality project and any benefits and tradeoffs associated with a longer
schedule.
5. Project Pricing
Provide a detailed not-to-exceed cost analysis for the entirety of the project, including basic
fee structure and breakdown of any other charges and hourly compensation rates related
to the proposal.
6. Statement of Exceptions, if any, to Standard Service Provider Agreement.
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The selected firm will be required to execute the Service Provider Agreement included in
template form as Appendix A. All proposers are directed particularly to review all
Indemnification, Hold Harmless and Insurance requirements set forth in this Agreement. If
Proposer wishes to take exception to any of the terms and conditions contained in the
Agreement for Service, these should be identified specifically; otherwise include a
statement of no exception, labeled as Exhibit B in the submitted proposal. Failure to identify
contractual issues of dispute can later be the basis for the City disqualifying a proposer.
Any exceptions to terms, conditions, or other requirements must be clearly stated.
IV. PROPOSAL SUBMISSION
Proposers shall submit their proposals electronically to JStefanski@alamedaca.gov by 5:00 PM
PST on October 30, 2026. Late proposals will not be considered.
V. SELECTION PROCESS
After reviewing the submitted proposals, the City may invite some or all proposers to present their
qualifications and proposed approach or may decide to select one proposer without conducting
interviews and enter into contract negotiations directly. Proposer interviews, if necessary, are
anticipated to be conducted according to the schedule provided in Section VI. Details of the
interview process will be provided along with the invitation to present.
The final selection will be based upon the following criteria:
1. Ability of the Proposer to Carry Out and Manage the Proposed Project (25%)
An assessment of the statement of qualifications, including past experience of the
organization in general. Qualities and indicators that will receive consideration include the
number and types of projects the organization or its employees have completed; the
variety of projects completed and a demonstration of the organization's ability to
undertake this project; and the demonstrated ability to work with governmental bodies
and a full understanding of applicable laws or regulations that relate to the project.
2. Qualifications (35%)
The qualifications (including education, training, licenses, experience, and past
performance) of the Proposer and its agents, employees, and sub-service providers. The
City may consider Proposer's timely and accurate performance on contracts of a similar
nature.
3. Willingness to Comply with the Proposed Agreement Terms (10%)
A sample agreement is attached. Proposals will be rated based on the exceptions taken
to the proposed contract.
4. Cost of Proposal (30%)
Cost, while not determinative, will be considered in the selection process.
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5. Local Business (+5%)
If the Proposer's company is physically located within the City limits, they will receive an
additional five points.
VI. SELECTION TIMELINE
The City has designated the following activities and dates as key to the project schedule. Proposers
are encouraged to assist the City in adhering to this timeline. The City reserves the right to change
the schedule at its own discretion.
Anticipated Schedule for Selection
Issuance of Request for Proposals: Monday, September 21, 2026
Deadline to submit questions: Wednesday, October 7, 2026
Revised deadline to submit proposals Friday, October 30, 2026 by 5pm
Revised Interview (if deemed required) Monday, November 10, 2026 (tentative)
VII. GENERAL CONDITIONS
1. Nondiscrimination: Applicants for this RFP shall not discriminate against any interested
individual, firm or applicant on the grounds of race, religious creed, color, national origin,
ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation.
2. Permits, Licenses, and Insurance: The successful applicant for this RFP shall, at its sole
expense, obtain and maintain during the term of any agreement executed pursuant to this
RFP all appropriate permits, certificates, licenses, and insurance including, but not limited
to, a City of Alameda Business License which may be required in connection with the
performance of services hereunder.
3. Signatures and Declarations: Each proposal responding to this RFP must be signed on
behalf of the submitting entity by an officer authorized to bind the entity to its proposal.
4. City's Right to Waive: The City reserves the right, in its sole discretion, to waive any
immaterial irregularities in a proposal responding to this RFP or in the submission of a
proposal.
5. City's Right to Modify the RFP: The City reserves the right, in its sole discretion, to modify
this RFP should the City deem that it is in its best interests to do so. Any changes to the RFP
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requirements will be made by written addendum posted on the City's website. The failure
of an applicant to read any addenda shall have no effect on the validity of such modification.
6. City's Right to Suspend or Cancel the RFP: The City reserves the right, in its sole
discretion, to suspend or cancel this RFP in part or in its entirety should the City deem that
it is in the City's best interests to do so.
7. City's Right to Reject Any Proposal: The City reserves the right, in its sole discretion, to
reject any proposal responding to this RFP that the City determines does not satisfy the
conditions set forth in this RFP, or contains false, misleading, or materially incomplete
information. The City reserves the right, in its sole discretion, to reject all applicants and not
to award to any applicant should the City deem that it is in its best interests to do so.
8. City's Right to Extend RFP Deadlines: The City reserves the right, in its sole discretion, to
extend any of the deadlines listed in this RFP by written addenda should the City deem that
it is in its best interests to do so.
9. Cost of Proposals: All costs incurred during proposal preparation or in any way associated
with an applicant's preparations, submission, presentation or oral interview (if any) shall be
the sole responsibility of Applicant.
10. Liability for RFP Errors: Applicants are solely responsible for all errors and omissions
contained in their responses to the RFP.
11. Proposals Property of City: Upon receipt, each proposal responding to this RFP that an
applicant submits to the City becomes the sole property of the City and will not be returned
to the applicant.
12. Oral and Written Explanations: The City shall not be bound by oral explanations or
instructions given at any time during the process or after the award. Oral explanations given
during the review process and after award become binding only when confirmed in writing
by an authorized City official. Written responses to question(s) asked by one proposer will
be provided to all applicants to this RFP.
13. Public Record: All proposals submitted to the City are subject to the California Public
Records Act.
VIII. QUESTIONS
The RFP is available electronically as a download at https://www.alamedaca.gov/BUSINESS/Bid-
on-City-Contracts. Proposers are solely responsible for determining if any addenda have been
issued. Addenda will be published on this same website.
Please direct any Project questions John Stefanski, Interim Assistant City Manager. Questions
must be by written email to JStefanski@alamedaca.gov and received by October 7, 2026.
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APPENDIX A
SERVICE PROVIDER AGREEMENT
This SERVICE PROVIDER AGREEMENT ("Agreement") is entered into this ___ day
of _________, 20__ ("Effective Date"), by and between the CITY OF ALAMEDA, a municipal
corporation ("the City"), and COMPANY, a (California corporation, LLC, LP, GP, sole
proprietor/individual), whose address is ADDRESS ("Provider" or "Contractor"):
RECITALS
A. The City is a municipal corporation duly organized and validly existing
under the laws of the State of California with the power to carry on its business as it is
now being conducted under the statutes of the State of California and the Charter of the
City.
B. The City is in need of the following services:
_________________________________ City staff issued an RFP/RFQ on DATE and
after as submittal period of NUMBER days received NUMBER of timely submitted
proposals. Staff reviewed the proposals, interviewed qualified firms and selected the
service provider that best meets the City's needs.
C. Provider possesses the skill, experience, ability, background, certification
and knowledge to provide the services described in this Agreement on the terms and
conditions described herein.
D. The City and Provider desire to enter into an agreement for
________________, upon the terms and conditions herein.
NOW, THEREFORE, in consideration of the mutual covenants and conditions contained
herein, and for good and valuable consideration, the receipt and adequacy of which are hereby
acknowledged, the City and Provider agree as follows:
AGREEMENT
1. TERM:
The term of this Agreement shall commence on the ____ day of _______ 2026 and shall
terminate on the ___ day of ____________ 20__, unless terminated earlier as set forth herein.
The parties may agree to extend the term of this Agreement on a year-by-year basis, for
up to xxxx (x) additional years. Any extension shall be documented in a signed amendment. In
the event that the parties agree to extend the Agreement, all provisions of the Agreement shall
remain unchanged.
2. SERVICES TO BE PERFORMED:
[Provider Name] 1 Version 7-1-26

Provider agrees to do all necessary work at its own cost and expense, to furnish all labor,
tools, equipment, materials, except as otherwise specified, and to do all necessary work included
in Exhibit A as requested. Provider acknowledges that the work plan included in Exhibit A is
tentative and does not commit the City to request Provider to perform all tasks included therein.
3. COMPENSATION TO PROVIDER:
a. By the 7th day of each month, Provider shall submit to the City an invoice
for the total amount of work done the previous month. Pricing and accounting of charges
are to be according to the fee schedule as set forth in Exhibit B and incorporated herein
by this reference. Extra work must be approved in writing by the City Manager or their
designee prior to performance and shall be paid on a Time and Material basis as set forth
in Exhibit B.
Use of contingency shall be for items of work outside the original scope and
requires prior written authorization by the City.
4. TIME IS OF THE ESSENCE:
Provider and the City agree that time is of the essence regarding the performance of this
Agreement.
5. STANDARD OF CARE:
Provider shall perform all services under this Agreement in a skillful and
competent manner, consistent with the standards generally recognized as being employed
by professionals in the same discipline in the State of California. Provider represents that
it is skilled in the professional calling necessary to perform all services contracted for in
this Agreement. Provider further represents that all of its employees and subcontractors
shall have sufficient skill and experience to perform the duties assigned to them pursuant
to and in furtherance of this Agreement. Provider further represents that it (and its
employees and subcontractors) have all licenses, permits, qualifications, and approvals of
whatever nature that are legally required to perform the services (including a City
Business License, as needed); and that such licenses and approvals shall be maintained
throughout the term of this Agreement. Provider shall perform (at its own cost and
expense and without reimbursement from the City) any services necessary to correct
errors or omissions which are caused by Provider's failure to comply with the standard of
care provided for herein. Any employee of the Provider or its sub-providers who is
determined by the City to be uncooperative, incompetent, a threat to the adequate or
timely completion of any services under this Agreement, or a threat to the safety of
persons or property (or any employee who fails or refuses to perform the services in a
manner acceptable to the City) shall be promptly removed by the Provider and shall not
be re-employed to perform any further services under this Agreement.
6. INDEPENDENT PARTIES:
[Provider Name] 2 Version 7-1-26