Request for Quotes for Executive Training Facilitator Services for a Two-Day Nonprofit Leadership Development Workshop, #RFQ – 2024.2025-0001

Purpose

This Request for Quotes (RFQ) aims to identify and contract with an Executive Training Facilitator who has at least five (5) years of experience providing premier training services to nonprofit C-suite Executive Officers (Chief Executive, Program, Finance, Operations, and Compliance Officers) to develop and conduct a two-day intensive hands-on workshop enhancing their ability to practically apply the knowledge gained to increase organizational performance and manage high-functioning teams.

Background

The Early Learning Coalition of the Big Bend Region, Inc. (ELC) is accepting Quotes for Executive Training Facilitator services to plan and conduct a Two-Day Executive Leadership Development Workshop. This workshop will strive to enhance the development of ELC’s C-suite leadership team, emphasizing strategic planning, team building, and leadership skill development.

ELC operates as a not-for-profit corporation and incorporated as the Leon School Readiness Coalition in 2001 as required by the School Readiness Act of 1999 (411.01 F.S.). In response to legislative requirements, ELC has gone through several transitions, mergers as well as name changes, and expanded its service area in 2005 to encompass the seven counties it serves today.

Headquartered in Tallahassee, Florida, ELC currently has 47 employees and serves Gadsden, Jefferson, Leon, Liberty, Madison, Taylor, and Wakulla Counties. A contracted partner with the Florida Department of Education’s (DOE) Division of Early Learning (DEL), ELC is responsible for the administration of the School Readiness (SR) and Voluntary Prekindergarten (VPK) programs.

Target Audience

Five Executive/C-suite professionals comprise ELC’s Leadership Team, including the Chief Executive, Financial, Operations, Program, and Compliance Officers who each have 5 – 10 years of professional leadership experience and look to advance and prepare themselves for the future workforce and organizational growth through professional development.

Scope of Work

Workshop Overview: The selected Respondent (Contractor) will plan, develop and facilitate a two-day executive training workshop which includes hands-on activities and intensive interactive sessions that support the development and growth of ELC’s Executive Leadership Team.

Term: The anticipated Term of the Contract resulting from this solicitation will begin on November 25, 2024, or the date the last required party signs the Agreement (Execution Date), and end on June 30, 2025. ELC established an extended termination date, June 30, 2025, to allow for any unforeseen events that would require the training to be rescheduled. No contract renewals or extensions will be offered.

Training Dates: Monday, December 9 – Tuesday, December 10, 2024

Location: Jacksonville, Florida

1. Executive Leadership Training Objectives

The Executive Training Facilitator will plan, develop, and conduct a two-day program that will enable ELC’s Leadership Team to apply their newly acquired skills and knowledge and achieve the following outcomes:

1. Enhance Team Cohesion: Foster stronger relationships among team members through team-building activities and open discussions. 
2. Develop Leadership Skills: Provide training on key leadership competencies, such as communication, decision-making, and conflict resolution.
3. Strategic Planning: Facilitate brainstorming discussion to identify organizational goals and develop actionable strategies for achieving them
4. Promote Personal Development: Encourage leaders to set personal development goals and create action plans for continuous growth. 
5. Encourage Networking: Facilitate opportunities for leaders to connect with peers, share experiences, and build a supportive network. 
6. Set Accountability Measures: Establish clear expectations and accountability measures for leadership behaviors and performance post-training.
7. Training Topics

All Quotes must encompass training for the first three topics (required topics) from the following list and incorporate their related training objectives (listed in parentheses) that they feel would benefit ELC’s Leadership Team the most. Respondents may also recommend Other Relevant Topics in addition to the required topics.

1. Strategic Planning (Mission and Vision, Alignment of Values, Organizational Goals, Accountability Measures, Culture, etc.)
2. Team Building (Communication, Transparency, Trust, Conflict Resolution, Team Dynamics, etc.)
3. Leadership Skill Building (Decision Making, Problem-Solving, Emotional Intelligence, Creative Thinking, Personal Development and Growth, Leadership Assessment, etc. (i.e., True Colors, Strengths Finders, DISC, etc.))
4. Other Relevant Topics (Optional Additional Topics, as recommended by Respondent)

Executive Training Facilitators may opt to conduct the entire two-day workshop or bring in one or more subject matter experts (SME’s) who also meet the 5-year minimum experience requirement conducting training with non-profit executive officers in their area of expertise.

Training Facilitator Responsibilities

• Facilitate the Executive Leadership Workshop by keeping the workshop on track while emphasizing the goals and objectives.
• Must be available in person on Monday, December 9, 2024 (8:00 AM – 5:30 PM) and Tuesday, December 10, 2024 (8:00 AM – 5:30 PM). Contractor arrives one hour prior to the participants to prepare, set-up, and touch base with the Chief Operations Office.
• Research participants to fully engage the target audience and determine when to adapt to the needs of the individual and group dynamics.  
• Enhance the learning process by encouraging group interaction and collaboration to improve participant engagement.
• Create an inclusive and interactive environment that encourages feedback and reflection from participants.
• Balance both soft skill training (i.e. emotional triggers, well-being, and managing stress) with key leadership training topics of developing leadership brand and developing high-performing teams, as examples.
• Guide participants through their learning journey, fostering self-discovery and collaborative learning.
• Ensure participants remain engaged and understand the content presented.
• Complete all Facilitator deliverables and performance expectations included below in Section D
• Deliverables and Performance Expectations
• Deliverables:
• Before the scheduled workshop, the selected Contractor must meet, in person or via Zoom (or another agreed upon video meeting application) with ELC leaders for 30 – 60 minutes to review all workshop expectations and requirements.
• Provide detailed agenda broken out by day with topics, descriptions and any assessments and/or evaluations for the participants.
• Email electronic copies (PDF, PowerPoint, etc.) of the agenda, takeaway, and presentation documents to ELC by 9:00 AM, Thursday, December 5, 2024.
• Provide all printed materials for the agenda, worksheets and/or workbooks, surveys, assessments, etc.
• Performance Expectations
• Presentation and printed materials must use graphically pleasing visuals such as slides, images, and videos to enhance understanding and engagement (ELC will provide its company logo).
• Use consistent branding elements (colors, fonts, logos) for a professional look for your video presentations and take-away documents.
• Engage participants by encouraging interaction through questions, polls, discussions, and hands-on activities (Incorporate storytelling, anecdotes, or examples to make your content relatable).
• Submit information, as requested, for ELC’s project close-out report.

Requirements or Constraints on Vendor, Budget, Schedule, and Design

A. Vendor Requirements

1. Responsive proposals should demonstrate Vendor has at least five (5) years of experience providing training or facilitation services to non-profit leadership teams, including Chief Executive, Finance, Operations, Program, and Compliance Officers.
2. Any Subject Matter Experts included in your Quote must meet these requirements.
3. Vendor (Contractor) must register in MyFloridaMarketPlace, complete a W9 Form, and register in Sunbiz.org, unless otherwise exempt
4. All Respondents are encouraged to upload these documents with their proposals to facilitate the contracting process
5. All Respondents who indicate they are a Certified Minority Owned Business (CMBE) must upload this document with their proposal showing active (not expired) government, university, or school district certifications
6. Vendor (Contractor) must accept the Professional Service Agreement and Purchase Order Terms and Conditions to become an ELC approved Vendor 

B. Vendor Constraints

1. Contractor Disqualification

An entity or affiliate who has been placed on a discriminatory vendor list, pursuant to Section 287.134 F.S., is disqualified from submitting a Proposal.

The Florida Department of Management Services is responsible for maintaining discriminatory Vendor information on its website. An entity or affiliate who has been placed on the Discriminatory Vendor List may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity.

• Convicted Vendor List

The Florida Department of Management Services (DMS) maintains a list of any convicted vendors on its website. A person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity.

• Suspended Vendor Lists  

DMS maintains a list of suspended Vendors on its website. A person or affiliate who has been placed on the Suspended Vendor List for contractual default may be excluded from the award of a contract unless the Vendor corrects its failure within the time frame provided by the contracting entity, pays any additional cost incurred for re-procuring the services, or is legally excused by the agency from default.

• IRS Form W-9

ELC is required by federal law to perform “Taxpayer Identification Number” (TIN) matching for all vendors with the United States Internal Revenue Service (IRS). The selected Vendor will be required to submit a completed W-9 form.

• No Lobbying

In accordance with sections 11.062 and 216.347, F.S., no funds from the PO/Contract may be used for lobbying the state Legislature, the judicial branch, or any state Agency. Acceptance of these PO/Contract terms indicates Vendor is aware of and currently complies with the described lobbying activity restrictions. Vendor shall require all subcontracts to include this certification language, which is a material representation of fact upon which the Parties placed reliance when they made or entered into this transaction.

Any Respondent or lobbyist (paid or unpaid) for a Respondent is prohibited from having any private communication concerning any procurement process or any response to the procurement process with any ELC board member or any employee (including officers) who has not been designated by ELC as the Single Point of Contact after the official issuance of the solicitation and until completion of contract award to the selected Respondent. A proposal from any Respondent will be disqualified when the Respondent (or a lobbyist, paid or unpaid, for the Respondent) violates this condition of the procurement process.

• Conflicts of Interest/No Prior Involvement

Vendors, Contractors, Subcontractors, and individuals that have assisted in preparation of the CFETFP or with project management oversight are precluded from bidding or preparing a Proposal for this solicitation. The Vendor and/or Contractor shall not compensate in any manner, directly or indirectly, any officer, agent, or employee of ELC for any act or service that he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the Vendor and/or Contractor. No officer, agent, or employee of ELC shall have any interest, directly or indirectly, in any Contract or purchase made, or authorized to be made, by anyone for, or on behalf of, ELC. The Vendor and/or Contractor shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under the Contract resulting from this CFETFP.

Respondents shall disclose with their response the name of any officer, director, employee, or other agent who is also an employee of ELC. Respondents shall also disclose the name of any ELC employee who owns, directly or indirectly, an interest of five percent (5%) or more in the respondent’s business or its affiliates. All respondents must disclose any business or family relationships with any officer, director, subcontractor, contractor, or employee of ELC.

• Other Constraints

Previously failed to adequately perform in a prior Contract with ELC, been notified by ELC of the unsatisfactory performance, and failed to correct the inadequate performance to the satisfaction of ELC; or

Had a Contract terminated by ELC, by any State agency, or by any other organization for cause.

C. Budget

The maximum budget for the two-day workshop is $20,000.00. Quotes will be evaluated on quality and price.

The Quote price is inclusive of all costs for the Executive Facilitator Services less any discounts offered by the Respondent.

All costs incurred in the preparation of a Proposal in response to this solicitation will be the responsibility of the Respondent and will not be reimbursed by ELC.

• Workshop Schedule

December 9^th: Full-Day Workshop with Facilitator and Participants (9:00 am – 5:30 pm)

December 10^th: Full-Day Workshop with Facilitator and Participants (9:00 am – 5:30 pm)

• Design

We value new approaches to training designed specifically for non-profit and C-Suite leaders. As described in the deliverables, proposals should include a detailed agenda with topics, descriptions, and any assessments provided to the participants for each workshop day. Proposal content must include clear goals and objectives, and action items participants can use immediately.

Respondents should consider including additional one-hour executive coaching sessions for each participant before or after the workshop. If offered, these costs must be included in the maximum $20,000 budget.

Timeline, Submission Information, and Scoring:

Informal Procurement Schedule	Due Date	Time (EST)
Release RFQ	11/08/24	8:00 AM
Quote Due Date	11/14/24	6:00 PM
Evaluation	11/15/24 – 11/19/24
Anticipated Date to Post Notice of Intent to Award (NOIA)	11/20/24	6:00 PM
Anticipated Contract Start Date	11/25/24

• General Instructions to Respondents:
•  Electronic Submission
• Required Quote Template

Only Quotes submitted electronically using the required template on or before the above deadline in the above Informal Procurement Schedulewill be considered for review. The application template will not allow Respondents to submit late or incomplete Quotes.

Use the following link to complete/submit your Quote:

• https://form.jotform.com/243015629411146

Plan for possible heavy system traffic and submit your Quote at least one hour prior to the noticed deadline time to avoid having the system reject any late or incomplete Quotes.

• Sole Point of Contact (“Contact”)

Although this is an informal procurement, ELC will only respond to written communications regarding this solicitation. The Sole Point of Contact will review all communications.

Helen Giraitis, M.P. Aff., Procurement and Contracts Manager

Coalición de aprendizaje temprano de la región de Big Bend, Inc.

2639 North Monroe St., Building C-300

Tallahassee, FL 32303

Correo electrónico: procurement@elcbigbend.org

ELC will not accept any phone calls regarding this posted RFQ.