City of Greenbelt Reparations Commission RFP for Consultant Support 7/6/23

1. Invitation

   The City of Greenbelt on behalf of its recently established Reparations Commission is seeking proposals from an organizational development consultant and/or facilitator to support the start-up and planning of the goals and activities of the Commission and how the 21-person Commission will work together and with the community and City Government to achieve its charge.

2. Project Overview

   The City Council of Greenbelt passed a resolution to hold a city-wide referendum on the idea of forming a Reparations Commission for the city of Greenbelt. The voters of Greenbelt approved the referendum by a two-thirds vote of support in the 2021 election.

   The City website summarizes the referendum vote and intent this way: “In the last election, held in November 2021, voters passed the referendum that will direct the City council to create a 21-person commission to review and discuss the issue of reparations for African Americans and Native Americans in the City of Greenbelt and make recommendations. On November 2, 2021, the question passed with a vote of 1,522 in favor and 910 against.”

   Greenbelt is a city of about 23,000 residents and is racially and ethnically diverse (US Census 2022 estimate 45% Black, 18% Hispanic, 10% Asian, .06% American Indian and Alaska Native alone, and 26% White).

   Greenbelt is one of three experimental communities built in 1937 by the federal government as part of the New Deal. It was built to relieve a housing shortage in Washington, DC at the time, to be an experiment in modern town planning, and to be a relief project as its construction provided jobs. Although the work force was comprised of both Black and white laborers, black families were excluded from applying for residency. The community did not begin to become integrated until 1967. Despite this history, Greenbelt considers itself a progressive city and is home to much volunteerism. The City is physically divided by the Washington Beltway (495), the Baltimore-Washington Parkway (295) and two major roads - Greenbelt Road and Kenilworth Avenue, reenforcing separation as to where people live and for some a sense of a segregated city.

   The City Council appointed a 21-member Commission made up of Greenbelt residents reflective of the racial/ethnic and geographic diversity of Greenbelt. The Commission began meeting in March, 2023 and organized an interim Steering Committee to plan its meetings. The Commission began its initial work on educating itself about reparations work outside of Greenbelt and learning the history of the development of Greenbelt relative to Black and indigenous people.

   The purpose of this RFP is to secure a consultant to partner with the Commission in setting goals, getting organized, agreeing on how it operates, and creating a strategy for achieving those goals. (See the proposed scope of work for details)

3. Schedule

   Proposals are due to the City of Greenbelt by 4:00 pm on August 11, 2023. Consultants selected will be contacted and a Zoom screening interview organized. Finalists will be interviewed by a sub-committee of the Commission during the selection process. The candidate will have an opportunity to meet the broader Commission prior to being selected. The selected consultant will be notified in September 2023 and begin work once contracting is completed in late September or October 2023. The term of the work is between 6-12 months, depending on the pace of scheduled tasks and deliverables.

4. Requested Services (Note: Consultants are invited to suggest changes in activities described below they believe better achieve the desired goals and their costs.)
   • ●Interview at least six stakeholders (Greenbelt elected officials, City government reps, others important to the success of this work) to understand the work of the Commission.
   • ●Meet with the Commission in person twice to get acquainted with the members and refine the scope of work.
   • ●Attend two to three Commission meetings as an observer/participant (either on-line or in person) and facilitate two meetings in person as a strategy partner.
   • ● Develop a plan for helping the Commission set goals, create a strategy for meeting those goals, and establish an organizational structure and operating procedures for how we work together.
   • ●Lead two retreats of at least four hours duration, synthesize the findings/results, develop recommendations for a structure and goals.
   • ●Present findings and vet the proposed strategy with the Commission, adjusting the recommendations in preparation for implementation.
   • ●Provide two training sessions for the Commission to implement recommendations.
   • ●Provide help to guide implementation and adoption of the strategy and procedures for an initial period of time.
   • ●Provide feedback to the Commission on the adopted structures and strategies and how they are being implemented.
   • ●Provide a written report of the process, outcomes, and implementation.
   • ●Upon mutual agreement and after negotiation between the Commission and the vendor, this contract may be amended as necessary to reflect unanticipated and/or unexpected concerns or needs of the Commission.
   • ●Offer additional support (for an additional fee) after the report is delivered.

5. PROPOSAL REQUIREMENTS

The requirements of this Proposal are as follows:

5.1 Executive Summary

1. Provide your understanding of the project scope and important aspects of this project.
2. Identify the lead consultant who will work directly with the Commission and any other project team members.
3. Summarize the proposed scope of work, project cost and timeline.

5.2 Firm/Team Qualifications:

1. Describe specific project experience related to projects of similar size, scope, type, and the involvement of the lead consultant or other project team members.
2. Provide a brief summary of your or your team’s experience on similar projects, particularly within Prince George’s County or Maryland or within the last seven years.
3. Provide three references for relevant projects including company name, address, contact name, telephone number, description of project.

5.3 Proposed Lead Consultant and/or Project Team:

1. Identify the Lead Consultant and other consultants or staff who may work on this project, providing a brief description of their profiles and relevant experience.
2. Confirm the availability of the project team and potential start dates, identifying any other major projects that you or your project team will be involved in over the next year.

5.4 Project Approach:

1. Describe how you/your team would approach completing the tasks and goals identified in this RFP based on you/your team’s expertise and experience with similar projects.
2. Describe your approach to identification and management of risks influencing on-time/on-budget completion.
3. Estimate the number of hours and the number of meetings you anticipate (in person or virtual) will be needed to complete this work. This may include meeting with the Commission for planning purposes, observing or participating in Commission meetings (90 minutes), and conducting up to two retreats.

5.5 General Conditions and Fees:

1. Provide your proposed fee for the required services as a not to exceed fee.
2. Provide hourly billing rates for additional services/meetings should they be required.
3. Include an estimate and a list of expected reimbursable expenses.

6. Evaluation Criteria and Expectations

1. Demonstrated experience in successfully helping new groups/organizations establish structures, strategies and goals and operating procedures that support the mission and goals of the group.
2. Demonstrated experience in facilitating multi-ethnic and multi-racial groups that address complex issues related to racial equity and justice where diverse opinions and views should co-exist.
3. Demonstrated knowledge/experience with diversity, equity and inclusion, restorative justice work, or the reparations movement in the United States is preferred.
4. The period of engagement is expected to be 6 to 12 months.
5. Consultant will be expected to be on site in Greenbelt MD for in person planning retreats and most meetings of the Commission.
6. Consultant should provide a proposal of activities and cost estimates based on the scope of work.

PROPOSAL SUBMISSION:

PROPOSALS SHOULD BE SUBMITTED BY 4 PM ON AUGUST 11, 2023. Please provide an electronic and original hard copy to:

Megan Young

25 Crescent Rd

Greenbelt, MD 20770

myoung@greenbeltmd.gov

All requests for clarifications or additional information related to this Request for Proposal (RFP) must be submitted in writing (via email) by July 21 and directed to Megan Young, Reparations Commission Liaison, myoung@greenbeltmd.gov. All answers will be provided in writing and posted on the City’s website on or before July 28.

By submitting a proposal, the Consultant(s) agree(s) and warrants that it fully understands the project requirements. The Client reserves the right to amend or cancel the RFP at any time at its sole discretion before the execution of a contract with the selected Consultant(s). In the event the RFP is withdrawn or canceled, the Client shall not be liable to any proposer for the costs incurred in connection with the RFP or the preparation of the proposer’s response.

Disclaimer:

The RFP, including the documents incorporated and/or referenced in the RFP, has been prepared to solicit proposals, and are not contract offers. The only document that will be binding on the Owner is the contract, if any, duly executed by the Owner and the selected Consultant. No proposal shall be construed as creating any contractual relationship between the Owner and any party responding to this RFP. Nothing contained in this RFP in writing or implied by the selection process shall create any obligation on the part of the Owner and/or the Owner’s Project Manager to select any firm for the services described herein. The Owner reserves the right at their sole discretion to select any firm or team, to decide not to select a firm or team, or proceed with the project, or to otherwise modify their approach to the assignment.