Request for Proposal
Introduction
Arrowhead Economic Opportunity Agency (AEOA), a nonprofit Community Action Agency (CAA), is
seeking proposals from qualified parties for assistance in preparing, moderating, and creating a Strategic
Plan. The Agency-wide Strategic Plan must follow the Community Service Block Grant (CSBG)
Organizational Standards.
AEOA’s Mission & Vision
Mission: AEOA strengthens communities by providing opportunities for people experiencing social and
economic challenges.
Vision: All people served will make measurable progress toward self-reliance or independence.
Background
AEOA was established in 1965 as a private, 501(c)3 nonprofit CAA legislatively designated to serve Cook,
Lake, and St. Louis Counties. CAAs were created under the Economic Opportunity Act of 1964 to fight
America’s War on Poverty. Today there are over 1,000 CAAs in the United States, with 24 being in the
state of Minnesota. These agencies provide direct support for people who live in poverty to help them
achieve self-reliance.
AEOA serves twelve counties in Northeastern and Central Minnesota including Aitkin, Carlton, Cass,
Chisago, Cook, Crow Wing, Isanti, Itasca, Koochiching, Lake, Pine, and St. Louis.
As a CAA, and recipient of CSBG funds, AEOA is required to prepare a Strategic Plan at least every five
years and report on progress annually to the governing board to ensure the Agency’s mission is moving
forward. The Agency’s last Strategic Plan was prepared in 2019.
CSBG Organizational Standards - Regarding Strategic Planning
The CSBG Organizational Standards, issued in 2015, that address expectations of the Agency’s Strategic
Plan are as follows:
6.1 The organization has an agency-wide strategic plan in place that has been approved by the governing
board within the past 5 years.
6.5 The governing board has received an update(s) on progress in meeting the goals of the strategic plan
within the past 12 months.
STRATEGIC PLAN PROJECT - SERVICES
AEOA is seeking responses to this Request for Proposal (RFP) in order to contract a party for assisting in
formulating a Strategic Plan that aligns with the Agency’s mission and vision statements.
Scope of Work
1. Create and lead a Strategic Planning process, including facilitating input of staff and board
members via creative meetings, which result in a full plan that the Agency can utilize for
goals and objectives in the next three years. (Organizational Standard 6.1).
2. Work with the Director of Planning and Executive Director at AEOA to ensure the process is
comprehensive, inclusive, and relevant. Submit an outline of your process with an anticipated
timeline.
3. Work with staff to create a Strategic Plan that will have measurable, annual goals.
(Organizational standard 6.5).
4. Create a final Strategic Plan, in a publishable format, with all rights given to AEOA for its use
as deemed appropriate.
5. Present a summary of the final Strategic Plan to the AEOA Board of Directors at a monthly
board meeting, upon completion. (May be presented virtually.)
Proposal Requirements
1. An intro page or letter explaining interest, summarizing relevant qualifications and
experiences.
2. Provide the full name, address, and phone number of your main office and contact
information. Include the email and direct phone number of the individual who is the primary
contact for the RFP.
3. Describe relevant experience - including working with Community Action Agencies and/or
nonprofits and preparing Strategic Plans. Provide/attach example(s) if possible.
4. Proposed cost of the service to include estimated incidental expenses.
5. Include a brief summary overview describing how you foresee administering this project
successfully. Please include a brief project timeline.
6. Provide two professional references including Name, Address, Email, and Phone Number.
7. Include any information that you think will enhance the RFP.
AEOA Responsibilities
1. Work with the contracted party to ensure relevant, forward-thinking information, and goals
are included in the Strategic Plan.
2. Work with the contracted party to provide relevant information needed to help formulate the
Strategic Plan in accordance with the Agency’s mission and vision statements.
3. Approve/Review the overall timeline of the project and provide feedback.
4. Provide AEOA logo for materials and related needs.
5. Assist with communicating with Agency leadership staff and board members, when
appropriate.
6. Assist with encouraging participation from staff/board, in the creative process.
7. Reimbursement of the contracted party for expenses as outlined in the final contract. Timely
payment of invoices received.
Payments
The payment schedule will be negotiated as part of the contract for services. Requests for payment shall
be processed upon the receipt of invoices from the contracted party. All prices shall be firm and not
subject to increase during the period of the Contract. All invoices shall document the tasks completed
and other billable expenses.
Selection Process
The proposals submitted will be evaluated by an internal team utilizing the (100) point system indicated
below. We anticipate that the selection will be completed within approximately one month of the RFP
submission deadline.
1. The capacity of contracted party to perform work in a timely manner. (15 points)
2. Ability to formulate a Strategic Plan with the Agency’s mission & vision statements in mind.
Knowledge of Strategic Planning & Community Action, including examples. (20 points)
3. Experience moderating and facilitating meetings/groups effectively. (15 pts)
4. Strength of process/project summary. (30 pts)
5. Competitiveness of proposed cost. (15 points)
6. Other relevant strengths. (5 pts)
How to Submit Proposals
Please submit proposal submissions by email to:This email address is being protected from spambots. You need JavaScript enabled to view it.
Submit proposals by 5:00 pm on September 6, 2022
Direct questions regarding this RFP to Emily Bombich, Director of Planning at
This email address is being protected from spambots. You need JavaScript enabled to view it. | D: 218.735.6834 or AEOA Main Office: 800.662.5711
Independent Contractor
It is expressly understood that all persons employed by AEOA in the performance of any work or services
required or provided in the awarded contract is an independent contractor and shall not be considered
employees of AEOA for any purposes whatsoever. Including, but not limited to, workers' compensation
coverage, unemployment insurance benefits, social security coverage, retirement membership or credit,
or any such claims that shall in no way be the obligation or responsibility of AEOA.
The successful responder must provide W9 tax documentation.
Insurance Requirements
The successful responder must provide a Certificate of Insurance. If the responder is self-insured, they
must provide a Certificate of Self-Insurance. Maintain general liability insurance with minimum limits of
$1,000,000 occurrence & aggregate.
Work Result
The work results and the reports may not be released by the Consultant without prior written consent
from AEOA.
Equal Opportunity Statement
All prospective consultants will be afforded full opportunity to submit statements of qualifications in
response to this request and will not be discriminated against on the grounds of race, ethnicity, religion,
color, national origin, age, gender, disability, veteran’s status, genetics, sexual orientation, pregnancy,
marital status, or public assistance status in consideration for an award of any contract entered into
pursuant to this notice.
This RFP does not obligate AEOA to award a contract, and AEOA reserves the right to cancel the solicitation if considered to be in our best
interest. AEOA reserves the right to terminate the contract at any time, upon thirty days written notice to the consultant, with or without
cause, at its discretion. AEOA reserves the right, for any reason to accept or reject any one or more proposals submitted. AEOA is not liable for
any cost incurred by proposers in replying to this RFP. All submissions become the property of AEOA.
