ANTI-RACISM TRANING

Agency:	City of Charlottesville
State:	Virginia
Type of Government:	State & Local
Category:	16 - Aircraft Components and Accessories
Posted:	Feb 20, 2024
Due:	Mar 14, 2024
Solicitation No:	24-54
Publication URL:	To access bid details, please log in.

Bid Number:	24-54
Bid Title:	ANTI-RACISM TRANING
Category:	REQUEST FOR PROPOSALS
Status:	Open

Description:

The City of Charlottesville is soliciting sealed proposals from qualified firms to establish a term contract through competitive negotiation to provide anti-racism awareness training to the City’s Department of Social Services employees. The training will be provided at least annually to all Department employees and may be requested as needed for new hires in addition to the annual training.

Publication Date/Time:

2/20/2024 9:30 AM

Closing Date/Time:

3/14/2024 2:00 PM

Submittal Information:

SEE SOLICITATION

Bid Opening Information:

SEE SOLICITATION

Contact Person:

Joe Hoffman, Buyer II - purchasing@charlottesville.gov

Attachment Preview

REQUEST FOR PROPOSAL

(RFP)

Issue Date: February 20, 2024

RFP# 24-54

Title: ANTI-RACISM TRAINING

Issuing Agency: City of Charlottesville

Department and/or Location Where Work Will Be Performed: Department of Social Services 120 7th street N.E.

Charlottesville, VA 22902. Virtual meetings may also be used.

Period Of Contract: Contract shall be for two years, from date of ratified contract, with the option to renew under the terms of

the original agreement for up to five (5) additional one-year terms if agreed upon in writing by both parties.

Sealed Proposals Will Be Received Until 2:00 p.m. local prevailing time on March 14, 2024. Proposals received after the

announced time and date for receipt will not be considered. No telephoned, faxed, or emailed proposals will be

considered.

All Inquiries For Information Should Submitted in Writing and Be Directed To: Joe Hoffman, VCA, Buyer II, at

purchasing@charlottesville.gov.

The face of the envelope or shipping container should be clearly marked in the lower left hand corner as follows:

RFP# 24-54

TITLE: ANTI-RACISM TRAINING

PROPOSALS DUE: March 14, 2024

IF PROPOSALS ARE HAND DELIVERED OR MAILED, SEND DIRECTLY TO ADDRESS SHOWN BELOW:

City of Charlottesville

Procurement

325 4th Street NW

Charlottesville, VA 22903

OFFERORS HAND DELIVERING PROPOSALS CAN OBTAIN A MAP SHOWING THE CITY VISITOR PARKING

LOCATION, ON THE CITY’S WEBSITE AT: WWW.CHARLOTTESVILLE.GOV/PURCHASING, (CLICK ON CITY

YARD MAP (PDF) TO OBTAIN A MAP).

TO RECEIVE A COMPLETE PROPOSAL PACKAGE,

PLEASE VISIT OUR WEBPAGE AT

WWW.CHARLOTTESVILLE.GOV/PURCHASING

AND CLICK ON BIDS AND PROPOSALS.

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1

or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited

by state law relating to discrimination in employment.

TABLE OF CONTENTS FOR RFP# 24-54 ANTI-RACISM TRAINING

I. PURPOSE

II. MINORITY BUSINESS PROGRAM

III. BACKGROUND

IV. STATEMENT OF NEEDS

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

VI. EVALUATION AND AWARD CRITERIA

VII. REPORTING AND DELIVERY INSTRUCTIONS

VIII. PREPROPOSAL CONFERENCE

IX. GENERAL TERMS AND CONDITIONS

X. SPECIAL TERMS AND CONDITIONS

XI. ATTACHMENTS

PAGE

Be advised that some of the content in the associated pages may not be posted in an accessible format for screen readers due to

the length, complexity and technical nature; however, accommodations will be made upon request by calling 434-970-3860 or

submitting an email request to purchasing@charlottesville.gov.

RFP# 24-54 ANTI-RACISM TRAINING

Page 2 of 22

I. PURPOSE: The City of Charlottesville is soliciting sealed proposals from qualified firms to establish a term contract

through competitive negotiation to provide anti-racism awareness training to the City’s Department of Social Services

employees. The training will be provided at least annually to all Department employees and may be requested as

needed for new hires in addition to the annual training.

II. MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City of

Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses (SWaM-

O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O businesses, City

Council and staff have taken steps to push forward policy changes and initiatives to help reduce barriers to doing

business with the City. To find out more about the current City of Charlottesville initiatives and programs please visit

the Minority Business Program website at https://www.charlottesville.gov/718/Minority-Business-Program.

III. BACKGROUND: The City of Charlottesville’s Department of Social Services (DSS) programs are designed to help

Virginia's most vulnerable citizens find permanent solutions to life's many challenges. Our goal is to design and deliver

high-quality services that help to achieve safety, independence, and overall well-being. We are also committed to

delivering these services in an inclusive manner that ensures that all clients are provided services with dignity and

respect regardless of their race. We strive for a society that promotes equitable access and opportunity. To do this it is

imperative that the employees who serve our community have the knowledge, insights, and skills necessary to interact

with our diverse community in a way that is void of racism and discrimination of any type.

IV. STATEMENT OF NEEDS: The contractor shall comply with all applicable federal, state and local laws, rules and

regulations applicable to the provision and performance by the contractor of the work and services that are the subject

of the contract.

The Department of Social Services intends to have an annual anti-racism awareness training provided to all 110

employees with options to have additional sessions provided for new hires. The trainings may be provided in-person

or virtually through platforms such as Microsoft Teams or Zoom. Training sessions may also be provided in smaller

groups if 110 people are not able to be accommodated at once. DSS is also interested in “train the trainer” options,

if available, which would provide further capacities to City employees to offer this important training.

DSS is seeking a training curriculum that will focus on, but is not limited to, the following themes:

1. Eliminating micro-aggressions.

2. Acknowledging privilege.

3. Having decision making conversations that automatically involve considerations of race and those

marginalized.

4. Increased capacity to “sit with discomfort”.

5. Educating peers on how racism harms our community and profession.

The City encourages offerors to include multiple iterations of training solutions to the City if the offeror believes

they have multiple solutions that may meet the City’s need.

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this

RFP (“Proposal”).

a. One (1) printed version original marked “Original” and one (1) copy of each Proposal shall be

transmitted to the City, along with an electronic copy of the proposal on CD. The City will accept

flash drives or USB sticks. The proposal should be formatted either in Microsoft Word or PDF.

b. In addition, should the proposal contain proprietary information, submit one (1) redacted printed

version with proprietary portions removed or blacked out marked “Redacted Copy” along with an

electronic copy on CD either in Microsoft Word or PDF format of same. The City will accept flash

drives or USB sticks.

RFP# 24-54 ANTI-RACISM TRAINING

Page 3 of 22

These items must be submitted to the City as a complete sealed proposal. No other distribution of the

proposal shall be made by the Offeror.

Proposals must be submitted by the date and time stated in the solicitation. Proposals will be date and time

stamped upon receipt and retained unopened in a secure location until proposal opening. No consideration

will be given to date of postmark or error in delivery to incorrect address. It is the responsibility of the

Offeror to ensure timely and correct delivery of proposal.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the offeror.

b. Each Proposal must be and remain valid for a period of at least ninety (90) days from the date set by

this RFP for receipt of proposals.

c. All information requested or required by this RFP must be submitted. Failure to submit all information

requested may affect the overall rating of the Offeror’s proposal

d. Proposals should be prepared simply, providing a clear, straightforward, concise description of the

Offeror’s qualifications and suitability to provide the required services, and of the Offeror’s

capabilities, in all respects, to perform fully the requirements of this RFP, and the Offeror’s integrity

and reliability that will assure good faith performance of the Project requirements.

e. Proposals should be organized in the order in which the requirements are presented in the RFP. All

pages of the proposal should be numbered. Each paragraph in the proposal should reference the

paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph

number, sub-paragraph, and repeat the text of the requirement as it appears in the RFP. If a response

covers more than one page, the paragraph number and sub-paragraph number should be repeated at

the top of the next page. The proposal should contain a table of contents which cross-references the

RFP requirements. Information which the Offeror desires to present that does not fall within any of

the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the

proposal and designated as additional material. Proposals not organized in this manner may receive

a lower score if evaluators are unable to find where the proposal specifically addresses the RFP

requirements.

f. As used in this RFP, the terms "must", “will” and "shall" identify mandatory requirements. Items

labeled as "should" or “may” are highly desirable, and are preferred. Depending on the overall quality

and completeness of a Proposal, inability of an Offeror to satisfy a "must", “will” or "shall"

requirement may not automatically remove that Offeror from consideration; however, it may affect

the overall rating of the Offerors’ proposal.

g. Each copy of the Proposal should be bound or contained in a single volume where practical. All

documentation submitted with the proposal should be contained in that single volume.

h. All proceedings, records, contracts and other records relating to this procurement transaction shall be

open to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets

or proprietary information submitted by an offeror shall not be subject to public disclosure under the

Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F

of the Code of Virginia, in writing, either before or at the time the data or other material is submitted.

The written notice must specifically identify the data or materials to be protected and state the reasons

why protection is necessary. The proprietary or trade secret material submitted must be identified by

some distinct method such as highlighting or underlining and must indicate only the specific words,

figures, or paragraphs that constitute trade secret or proprietary information. The classification of an

entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets

is not acceptable. Offerors, upon request, shall be afforded the opportunity to inspect proposal records

within a reasonable time after the evaluation and negotiations of proposals are completed, but prior to

award, except in the event that the City decides not to accept any of the proposals and to reopen the

contract. Otherwise, proposal records shall be open to public inspection only after award of a contract

by the City.

RFP# 24-54 ANTI-RACISM TRAINING

Page 4 of 22

i. All costs of proposal preparation and presentation shall be borne by each offeror. The City is not

liable for any cost incurred by the offeror prior to issuance of a contract.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral

presentation of their proposal to the City. This provides an opportunity for the offeror to clarify or elaborate

on the proposal. This is a fact finding and explanation session only and does not include negotiation. The

City will schedule the time and location of these presentations. Oral presentations are an option of the City

and may or may not be conducted.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that the

City may properly evaluate your capabilities to provide the training. Offerors are required to submit the

following items as a complete proposal:

1. Section 1 – Methodology/Specific Plan: Provide a description of methodology of the offeror’s design and

management processes incorporating an understanding of the goals and criteria of this project and how the

offeror intends to meet those goals and criteria.

Provide a specific plan for providing the service including:

• A detailed overview of your training content that will meet the City’s need. Offerors are

encouraged to propose multiple solutions if applicable.

• Detail how your training content may be exceptionally beneficial to social services employees in

particular.

• Timeframe – An estimate of the time commitment that would be required from City employees

attending the training and the lead time your firm would require from training being requested to

training being provided.

• Detail any maximum or minimum number of participants for proposed trainings.

• List of equipment/materials/illustrations to be provided by the contractor and anything the

contractor expects the City to provide such as plans, statistical reports, office space, personnel, etc.

2. Section 2 – Experience: A written narrative statement to include:

• Experience in providing the services described herein.

• Staffing: Provide the names and resumes of staff that may be assigned to the training. Resumes

should include qualifications, degrees, certifications, experience and licenses of key employees,

consultants, and sub-consultants to be assigned to the project. Provide the length (time and

number of projects) of relationship the offeror has with the proposed employees, consultants, and

sub-consultants.

• The ability, experience, and continuity of the proposed staff that would be providing the service.

• Detailed descriptions of prior experience with projects having a similar scope and size, to include

description of the situation, the implemented solution, and the results.

• References: Provide at least, but not limited to, four (4) references for which work of a similar

nature to that described herein was performed within the past three (3) years. The references

should include the name, title, address, phone number, and email for the person on the owner’s

team most intimate with the details of project being referenced. See Attachment D - Offeror Data

Sheet to provide reference information.

• Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or

authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required

to include in its bid or proposal the identification number issued to it by the State Corporation

Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business

in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise

required by law is required to include in its bid or proposal a statement describing why the bidder

or offeror is not required to be so authorized.

3. Section 3 – Proposed Price and Payment Terms: Submit a detailed price proposal that includes any and

all costs associated with providing the service, including training materials and travel.

• Total cost to provide training to an estimated 110 employees.

• Total cost of sessions for new hires when needed.

• Total cost to provide “train the trainer” sessions for up to 5 (five) employees.

• Proposal should clearly state payment terms desired, such as Net 30 days. Such terms as proposed

RFP# 24-54 ANTI-RACISM TRAINING

Page 5 of 22

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Daily notification on new contract opportunities

With GovernmentContracts, you can:

Find more opportunities and win more business
Receive daily alerts for all new bid opportunities
Get contract opportunities matched to your business

ONE WEEK FREE TRIAL

ANTI-RACISM TRANING

Attachment Preview

See also