RFP - Team Building, Culture, and Climate Consultant

Agency: City of Rochester
State: New York
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541612 - Human Resources Consulting Services
  • 611430 - Professional and Management Development Training
Posted Date: Jan 22, 2024
Due Date: Feb 26, 2024
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RFP - Team Building, Culture, and Climate Consultant

The City of Rochester (the City) is seeking proposals from qualified Consultants (“Consultant(s)”) to facilitate team building activities to build positive organizational culture and climate within the City’s Department of Recreation and Human Services (DRHS) (the “Project”).

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Communications
All communications by parties who have indicated an intent to submit or have submitted a proposal in response to this RFP (“Respondents”), including any questions or requests for clarifications, submission of the proposal, requests for status updates about the proposal selection process and any other inquiries whatsoever concerning this RFP shall be sent, in writing, to the following City staff person (“City Contact”):


Commissioner Dr. Shirley Green

City of Rochester, Department of Recreation and Human Services
57 St. Paul St
Rochester, NY 14604
Shirley.Green@CityofRochester.Gov

No contact is permitted with any other City staff member with regard to this RFP during the RFP process unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.

Activity Time Date
RFP Release 9:00 a.m. January 22, 2024
Deadline for questions 12:00 p.m. February 5, 2024
Response for questions submitted 9:00 a.m. February 12, 2024
Proposals due 5:00 p.m. February 26, 2024
Consultant Selection and Award Notification 12:00 p.m. March 1, 2024

The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon written notification as set forth herein.

Attachment Preview

City of Rochester
Request for Proposals
Team Building, Culture, and Climate Consultant
Proposals to be received by 5:00 PM
February 26, 2024
Submit Proposals to:
Commissioner Dr. Shirley Green
Shirley.Green@CityofRochester.Gov
Department of Recreation and Human Services
57 St. Paul St
Rochester, NY 14604
1
REQUEST FOR PROPOSAL
The City of Rochester (the City) is seeking proposals from qualified Consultants (“Consultant(s)”) to
facilitate team building activities to build positive organizational culture and climate within the City’s
Department of Recreation and Human Services (DRHS) (the “Project”).
BACKGROUND
The Department of Recreation and Human Services is located downtown Rochester at 57 St. Paul Street.
DRHS has over 250 employees, divided into three bureaus: the Commissioner’s Office, Bureau of
Recreation and Youth Services, and the Bureau of Human Services. DRHS’s mission statement is to
support the City of Rochester’s Mission, Vision, and Values by nurturing and inspiring the inner potential
of all citizens of Rochester through the provision of first-rate programs and services, supports for citizens
who are confronting complex challenges, and investments in the vibrancy of our neighborhoods. This RFP
is to provide services and activities to enhance a positive work culture, climate and collaborative work
setting for the employees in DRHS.
The Commissioner's Office operates the administration, finance, capital projects, and permits units. The
Office also operates the historic Rochester Public Market, located in the heart of Rochester, the
International Plaza, a Latin-themed event space and marketplace; and Rochester Animal Services (RAS).
RAS includes both the Verona Street Animal Shelter, which takes in, cares for, and adopts out the
homeless animals as well as animal control services for the entire city of Rochester.
The Bureau of Recreation oversees the City’s 11 R Centers, where youth ages 6-18 participate in
recreational, enriching and engaging activities. The bureau includes the Roc Music program, social-
emotional learning supports and programs, environmental education, afterschool and summer camps,
leadership programs, sexual education classes, literacy classes, and youth employment work experience
and training. The bureau also includes Athletics and Aquatics, which offers both organized and open
sports programs and leagues for youth and adults. The Athletics and Aquatics unit operates Rochester’s
Community Sports Complex located at 460 Oak Street, MLK Rink and the GVP Pool and Rink. The Sports
complex opened in spring 2019, with a variety of sports clinics such as lacrosse, football, baseball, soccer,
conditioning, and much more.
The Bureau of Human Services supports the City of Rochester’s Mission, Vision, and Values by holistically
supporting residents in their development into successful, contributing members of their community
through the provision of career exploration, work readiness and crisis intervention programs and services.
The Bureau includes Flower City AmeriCorps Programs (FCA and Flower City Public Health Corps) that offer
a yearlong apprenticeship designed to inspire and prepare the next wave of human service and public
health professionals, with a focus on alleviating poverty and local public health crises. Additionally, the
Bureau includes the Crisis Intervention Services Unit that supports residents by providing trained
professionals for community members in crisis by addressing their immediate needs, as well as providing
2
support to victims and families impacted by violence. With teams acting as first responders and offering
connections to community-based supports, residents have improved opportunities for long-term recovery
and stability.
In this Request for Proposals (RFP), the City has set aside $105,000 for a professional service agreement
(PSA Attachment A) with a Consultant who has a proven record of accomplishment working with diverse
teams in a professional work setting. The Consultant will be working across the entire department, with
each unit mentioned above having a specific need in terms of enhancing a positive climate, culture and
collaborative work experience. The Consultant will work with DRHS leadership to identify particular areas
of concern in their unit and create a plan to help improve workplace climate, culture and collaboration
amongst staff members. This plan will be implemented by the Consultant and may include activities such
as team development, leadership, cultural awareness, diversity, inclusion, equity and belonging in an
effort to improve the overall work experience for all staff. All services will take place on City properties,
including R Centers, the Rochester Community Sports Complex, City camp sites, and/or the Honorable
Loretta C. Scott Center for Human Services building.
TIMELINE
Activity
RFP Release
Deadline for questions
Response for questions submitted
Proposals due
Consultant Selection and Award
Notification
Time
9:00 a.m.
12:00 p.m.
9:00 a.m.
5:00 p.m.
12:00 p.m.
Date
January 22, 2024
February 5, 2024
February 12, 2024
February 26, 2024
March 1, 2024
The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon
written notification as set forth herein.
3
COMMUNICATIONS
All communications by parties who have indicated an intent to submit or have submitted a proposal in
response to this RFP (“Respondents”), including any questions or requests for clarifications, submission of
the proposal, requests for status updates about the proposal selection process and any other inquiries
whatsoever concerning this RFP shall be sent, in writing, to the following City staff person (“City Contact”):
Commissioner Dr. Shirley Green
Shirley.Green@CityofRochester.Gov
Department of Recreation and Human Services
City of Rochester
57 St. Paul St
Rochester, NY 14604
No contact is permitted with any other City staff member with regard to this RFP during the RFP process
unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.
To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP, the
City will respond to all timely questions submitted via e-mail to the City Contact by the question deadline
stated above. Questions and the responding answers will be sent via e-mail to all Respondents who have
provided an e-mail address to the City Contact and will be posted on the City’s web page for this RFP. The
City’s failure to timely respond or provide responses to any questions shall not delay or invalidate the
City’s right to make a decision to award an agreement pursuant to this RFP.
The City will make every reasonable effort to keep Respondents informed about the RFP process.
Notifications about Timeline date changes, amendments to the RFP and other information about the RFP
will be sent by e-mail to Respondents who have provided an e-mail address to the City Contact and will
be posted on the City’s website for this RFP. The City’s failure to provide such information shall not delay
or invalidate the City’s right to make a decision to award an agreement pursuant to this RFP.
SCOPE OF SERVICES
The City is seeking the services of a Consultant to assist in creating a more collaborative, inclusive and
positive work environment at the Department of Recreation and Human Services (DRHS). DRHS
recognizes the need for the development of its staff and the effectiveness of its teams as being crucial to
the long-term success of the department so that we can continue to provide much-needed services to the
community. We also recognize the importance of fostering a work environment that prioritizes the well-
being and emotional health of its employees. We are seeking a Consultant to work with DRHS leadership
to devise a plan and to implement tailored solutions to foster a positive atmosphere in areas such as team
building, culture and climate, social and emotional support, dealing with challenging situations, stress
management, and communication.
4
Respondent’s proposal shall address each of the following services. The proposal shall address each of
the requested services, using the same identifying language, including any paragraph or section numbers
or letters as used in the RFP.
1. All Respondents must be able to provide the following services:
a. Conduct an in-depth analysis of the team’s current dynamics, organizational culture
and work climate.
b. Design and implement activities tailored to the needs of the department by creating
team-building activities to strengthen and to enable better collaboration and
communication.
c. Provide guidance and support in shaping a more positive organizational culture that
aligns with Mayor’s Evans values.
d. Recommend strategies to address challenges and to promote a healthy workplace
climate.
e. Team building experiences.
f. Help teams sustain a positive and inclusive work culture to strengthen team bonds.
g. Facilitate discussions to creative a supportive work culture.
h. Provide training on issues including effective communication and leadership,
accountability, self-care, and appropriate coping mechanisms.
2. In order to be qualified Respondents must:
a. Demonstrate prior experience providing similar services
b. Have or will be able to obtain liability insurance in the amount of $1,000,000
c. Submit references who can describe the Proposer’s work for previous clients
PROPOSAL PREPARATION AND SUBMISSION PROCESS
Proposals must be postmarked or received by the City no later than February 26, 2024 at 5:00 p.m. All
proposals shall be in PDF format in both email and hard copy, either through US Mail or dropped off at
the address below. The email with the proposal as the attachment shall have the subject as “Respondent’s
Name-Culture and Climate Proposalto the City Contact:
Commissioner Dr. Shirley Green
Shirley.Green@CityofRochester.Gov
57 St. Paul St
Rochester, NY 14604
This RFP is designed to facilitate the evaluation and selection of a Consultant that is best able to achieve
the City’s objectives. The proposal shall be no longer than seven (7) pages, excluding attachments, with
1-inch margins and 12 pt. Times New Roman font. All pages shall be numbered including major sections
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