2026-09 Strategic Planning Consultant

REQUEST FOR PROPOSAL (RFP)
Subject: Strategic Planning Consultant
RFP #: 2026-09
Due Date/Time: April 13, 2026, 11:00 a.m., EST
Submit To: City Clerk
City of Wilton Manors
2020 Wilton Drive
Wilton Manors, FL 33305
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Strategic Planning Consultant RFP # 2026-09
CITY OF WILTON MANORS
REQUEST FOR PROPOSAL FOR
STRATEGIC PLANNING CONSULTANT
CALENDAR OF EVENTS
Listed below are important dates and times by which the actions noted must be completed. If the City
finds it necessary to change any of these dates or times, the change may be accomplished by
addendum. All dates are subject to change.
ACTION COMPLETION DATE
Issue RFP March 9, 2026
Deadline for Questions March 30, 2026, 7:00 a.m.
Response to Questions April 6, 2026
Deadline for Submittals April 13, 2026, 11:00 a.m., EST
Evaluation Committee Review April 22, 2026
Presentation TBD
Reference Checks April 1, 2026
Final Ranking and Selection April 20, 2026
Contract Negotiation Begins TBD
City Commission Approval of Contract May 12, 2026 or later
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TABLE OF CONTENTS
Section 1 - Introductory Material 4
Section 2 - Scope of Services 4
Section 3 - Procurement Instructions 9
Section 4 - Review and Evaluation Process 15
Section 5 - General Terms and Conditions 17
Attachment A - Non-Discrimination Affidavit 28
Attachment B - Domestic Partnership Certification Form 29
City of Wilton Manors Ordinance 2013-0013 30
Attachment C - Non-Debarment Affidavit 32
Attachment D - Drug-Free Workplace Certification 34
Attachment E - Non-Collusive Affidavit 35
Attachment F - Certification Pursuant to Florida Statute 287.135 36
Attachment G - E-Verify Form for all Solicitations 37
Attachment H - Compliance with Foreign Entity Laws 39
Attachment I - Compliance with Anti-Human Trafficking Laws 40
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Section 1 - Introductory Material
1.1 STATEMENT OF PURPOSE
The City of Wilton Manors (the City), is accepting Proposals for Strategic Planning
Consultant services from qualified, experienced and licensed individual or firm to lead
its community visioning and strategic planning processes.
The intent of the RFP is to provide a consensus on priorities and vision for the City's
future over the next 25 years and a five-year strategic plan. The Strategic Plan shall
include a five-year implementation plan covering Fiscal Years 2027-2032 (October 1,
2027 through September 30, 2032) and shall inform and guide the City's budgetary and
operational planning processes
The Strategic Plan will direct the City in allocating its efforts and resources towards
achieving its vision. They will create specific benchmarks that measure the City's
progress along with an educational component for meaningful performance measures.
Piggybacking Option - The City intends to have this contract be available for
"piggybacking" by other governmental entities.
1.2 CONTRACT TERMS
The initial contract term is for one (1) year. The City will have the option to extend at its
sole discretion.
1.3 BACKGROUND INFORMATION
The City of Wilton Manors, in Broward County, was incorporated in 1947, and was
created as a municipality under Chapter 165, Florida Statutes and named the Village of
Wilton Manors. The Laws of Florida, 1953, Chapter 29609 established the present
municipality, designated it the City of Wilton Manors and enacted its Charter. The City
operates under the Mayor/Commission form of government and provides the following
services as authorized by its Charter: general government, public safety, public services,
transportation, and culture and recreation. Additional information about the City is
available at the City's website: www.wiltonmanors.gov.
Section 2 - Scope of Services
2.1 TECHNICAL AND OPERATIONAL REQUIREMENTS
The City of Wilton Manors is seeking a qualified individual or firm to lead a
comprehensive, inclusive community visioning and strategic planning process. The
process shall be structured to encourage participation from all segments of the
community, including residents, businesses, property owners, stakeholders, City staff,
elected officials, and other interested parties.
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Proposers shall demonstrate prior experience conducting comparable municipal
visioning and strategic planning efforts and shall include in their Proposals a summary of
relevant experience, project examples and qualifications. Representative samples of
prior work products should be included in the submittal.
Proposers shall describe their proposed methodology, community engagement strategy,
and tools that would be used to accomplish the services described herein. Engagement
methods may include, but are not limited to, focus groups, stakeholder interviews,
workshops, charrettes, online surveys, and other innovative engagement techniques.
Outreach to elected officials and City staff shall be incorporated. The City is open to
both in-person and virtual engagement formats, or a combination thereof.
The intended outcome of the process is to achieve broad-based community consensus
on priorities and a long-term vision for the City's future over a 25-year planning horizon,
supported by a five-year Strategic Plan. The community vision shall address physical,
social, economic, and environmental considerations, including but not limited to
community character, aesthetics (such as landscape, streetscape, and hardscape),
sustainability, resilience, public facilities, public services, and future development
patterns.
The visioning process shall directly inform the development of a Strategic Plan that
provides a clear and practical framework for policy direction, decision-making and
resource allocation. The Strategic Plan shall translate the community vision into
actionable goals, objectives, and initiatives that are realistic, achievable, and aligned
with the City's operational and budgetary processes.
The process shall be conducted in a proactive, transparent, and collaborative manner
that fosters engagement, alignment, and community confidence. The methodology shall
accommodate both active and passive participation and clearly document how
community input is collected, evaluated, and incorporated into the final vision and
Strategic Plan.
The Strategic Plan shall include the development of meaningful, measurable, realistic,
and outcome-oriented Key Performance Indicators (KPIs) to enable the City to monitor
progress toward implementation of the vision and strategic goals. KPIs shall be designed
for practical use by City staff and elected officials and shall support ongoing
performance monitoring, reporting, and informed decision-making.
2.2 DELIVERABLES
At a minimum, the visioning and strategic planning process and final documents shall
include the following deliverables and outcomes:
A. Community Vision and Consensus Building: Facilitate a community-driven process
that helps stakeholders reach consensus on the priorities that are essential to the
continued health, growth, redevelopment, and overall quality of life in the City of
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Wilton Manors. The Consultant shall document engagement methods, participation
levels and key findings.
B. Evaluation of Public Facilities and Services: Assess existing and future public
facilities, infrastructure, and services, including evaluation of capacity, condition,
relevance, and opportunities for enhancement or repurposing. The assessment shall
identify how City resources may be allocated to maintain or improve service levels
while supporting the community vision.
C. Built Environment, Sustainability, and Identity: Identify opportunities to strengthen
community character and enhance long-term environmental, social, and economic
sustainability.
D. Strategic Goals and Implementation Actions: Translate the community vision into
clearly defined strategic goals, objectives, and prioritized action items. For each
action, identify recommended implementation strategies, relative priority level,
anticipated timeframe, and opportunities for monitoring, updating, and marketing
the vision.
E. Implementation, Prioritization, and Budget Alignment: Provide a structured
framework to organize and prioritize City initiatives and resources. The Strategic
Plan shall demonstrate alignment among goals, objectives, action items, and capital
planning considerations to support informed decision-making during future planning
and budget cycles.
F. Performance Management and Key Performance Indicators (KPIs): Develop a
comprehensive performance management framework that includes clearly defined
Key Performance Indicators (KPIs) for each strategic goal. KPIs shall, at a minimum:
a. Be measurable, realistic, and time-bound
b. Identify baseline conditions and desired performance targets
c. Identify responsible department(s), functional area(s), or implementation
partners, as applicable
d. Align with the City's operational, budgetary, and capital planning processes
e. Support ongoing monitoring, evaluation, and public reporting of progress
G. Final Strategic Plan and Supporting Materials: Prepare a final Strategic Plan
document and supporting materials suitable for adoption and implementation by
the City Commission. Final deliverables shall be provided in both printable and
editable electronic formats. The Consultant shall present the draft and final Strategic
Plan to City leadership and the City Commission, as requested.
2.3 ADDITIONAL INFORMATION
The City's visioning and strategic planning process shall commence as soon as
practicable following issuance of a Notice to Proceed and shall take no more than eight
(8) months to complete, with the final Strategic Plan completed, adopted, and ready for
implementation by January 2027. The Strategic Plan shall inform and guide the City's
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budgetary and operational planning processes. Just as the visioning process guides the
development of the Strategic Plan, the Strategic Plan shall drive the City's budget
process.
2.4 TECHNICAL QUALIFICATION - GENERAL REQUIREMENTS
The purpose of this section is to demonstrate the qualifications, competence and
capacity of the firms seeking to undertake the Strategic Planning & Visioning Services for
the City of Wilton Manors in conformity with the requirement of this Request for
Proposals. As such, the content of each Proposal will be evaluated based on what is
deemed to be in the best interests of the City, including such factors as Proposer's
experience and expertise in providing services for municipalities, the clarity and
effectiveness of the proposed approach, references from entities for which the Proposer
has previously provided similar services, and the qualifications of the personnel assigned
to the project.
Cost information shall not be submitted or considered as part of this evaluation. After
firms are ranked, the City intends to negotiate scope, schedule, and compensation with
the highest-ranked firm. If negotiations are unsuccessful, the City reserves the right to
terminate negotiations and proceed with the next highest-ranked firm.
Proposers should provide all information outlined in the Evaluation Criteria to be
considered responsive. Proposals will be evaluated based on the responsiveness of the
Proposer's information to the Evaluation Criteria which will demonstrate the Proposer's
understanding of the evaluation factors and capacity to perform the required services of
this Request for Proposal. The maximum points that shall be awarded for each of the
Evaluation Criteria are detailed and described below.
2.5 FIRM QUALIFICATIONS
This section of the Proposal should demonstrate the ability of Proposer's ability to
successfully perform the required work. Information provided shall address the firm's
experience in performing similar municipal strategic planning engagements;
demonstrated competence in the services to be provided; organizational strength and
stability; staffing capacity; current work load; record of meeting schedules on
comparable projects; and supportive client references.
2.5.1 Proposer should:
(1) Provide an overview of the Proposer's organization, including size,
qualifications, and years in business; form of the organization (corporation,
partnership, sole proprietorship); number, size and location of office(s); and
number of employees.
(2) Provide a general description of the firm's financial condition and identify any
material conditions (e.g., bankruptcy, pending litigation, planned office closures,
impending merger) that may impede the Proposer's ability to complete the
project.
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(3) Provide a minimum of five (5) references for the projects cited as relevant
experience and furnish the project, name, title, address, telephone number
and email of the person(s) at the client organization who is most knowledgeable
about the work performed. Proposers may also supply references from other
work not cited in this section as related experience.
(4) Describe the firm's experience in performing work of similar scope and
complexity to that solicited herein and identify the participation of key personnel
proposed for this engagement.
(5) Identify any proposed subcontractors, including company name, address,
contact person, telephone number, email and project function. Describe prior
working relationships with each subcontractor, if applicable.
2.6 MANAGEMENT AND KEY PERSONNEL
This section shall describe the Proposer's management approach and identify key
personnel proposed for assignment to the project.
2.6.1 Proposer shall:
(1) Describe experience providing comparable services within the public sector,
particularly for municipalities.
(2) Provide education, experience, and relevant professional credentials of key
personnel.
(3) Furnish brief resumes (not more than one page each) for the proposed
Project Manager and other key personnel.
(4) Identify the specific roles and responsibilities of key personnel and any
subcontractors.
(5) Include a project organization chart clearly illustrating communication and
reporting relationships.
(6) Provide a statement affirming that designated key personnel will be assigned
for the duration of the project and will not be removed or replaced without prior
written approval of the City.
2.7 METHODOLOGY AND UNDERSTANDING OF SERVICES
The Proposer shall provide a narrative demonstrating its understanding of the City of
Wilton Manors' needs and describing the proposed approach to performing the
services.
2.7.1 Proposer shall:
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(1) Describe the proposed methodology for completing the services
identified in the Scope of Services.
(2) Provide a proposed project schedule identifying major milestone and
anticipated completion timeframe. Identify assumptions used in developing the
schedule.
(3) Provide a statement confirming the ability to commence services upon
issuance of a Notice to Proceed.
(4) Identify any recommended procedural or technical enhancements that
support the objectives of the Scope of Services without materially altering its
intent.
Section 3 - Procurement Instructions
3.1 QUESTIONS
Any questions relative to interpretation of specifications or the proposal process must
be e-mailed to Ariel Montalvo at amontalvo@wiltonmanors.com by March 30, 2026,
7:00 a.m., EST. Answers to all questions will be included in an Addendum to the RFP
and will be posted on the City's website on April 6, 2026. It will be the responsibility
of the Proposer to review the answers to these questions prior to submitting a Proposal.
It is the Proposer's responsibility to ascertain if any addenda have been issued, to obtain
all such addenda, and to return executed addenda with the proposal. Proposers should
continue to monitor the City's website.
Written questions received after 7:00 am, March 30, 2026, 7:00 a.m. may not be
answered. Only written questions answered by a formal written Addendum will be
binding.
3.2 SUBMISSION OF PROPOSALS
3.2.1 Proposer shall submit one (1) original and four (4) paper copies of the proposal
in the prescribed form under Section 3.3 along with a single flash drive
containing the RFP response in Adobe PDF format. All copies and flash drive
must be plainly marked by the Proposer with the Proposer name, date and this
RFP Title and number.
3.2.2 Sealed proposals must be received on or before April 13, 2026, at 11:00 a.m.,
EST, at the Office of the City Clerk, 2020 Wilton Drive, Wilton Manors, Florida
33305. The City Clerk's office hours are 7:00 a.m. to 6:00 p.m., Monday through
Thursday, except City holidays. Any proposal received after the specified time
will be returned unopened. The Proposer is solely responsible for ensuring the
proposal is received on or before the deadline.
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3.2.3 On the envelope containing the proposal the following shall be written in large
letters:
Proposal For: Strategic Planning Consultant
RFP Number: RFP # 2026-09
To Be Opened: April 13, 2026 at 11:00 a.m.
3.2.4 Proposals will be opened and listed publicly in Commission Chambers, 2020
Wilton Drive, Wilton Manors, Florida 33305 on the date and time specified
above.
3.2.5 All proposals that are not submitted in the required format or are missing
required forms will be subject to rejection. The complete RFP and applicable
forms are available on the City's website (www.wiltonmanors.com) or by
sending an email to amontalvo@wiltonmanors.com. All proposals must be
signed in ink. It is agreed upon by the Proposer that the signing and delivery of
the Proposal represents the Proposer's acceptance of the terms and conditions
of the specifications.
3.2.6 All proposals must be submitted in a sealed envelope, addressed, and mailed or
delivered as stated in this Request for Proposal. Any Proposer may withdraw his
proposal either personally, or by electronic or written communication at any
time prior to opening of the proposals. All proposals must be in the possession
of the City Clerk's office at the time of the proposal opening. Proposals
submitted after the time specified shall not be considered and shall be returned
unopened. It is the sole responsibility of the Proposer to ensure that his or her
proposal reaches the City Clerk's Office on or before the closing date and time.
Proposals submitted by telephone, telegram or facsimile or email will not be
accepted. If the proposal is sent by overnight courier, (i.e., Federal Express, UPS,
etc.), the proposal must be enclosed in an envelope marked as instructed above.
3.2.7 Incurred Expenses - The City is not responsible for any expenses the Proposer
may incur in preparing and submitting proposals for this Request for Proposal.
3.2.8 Interviews / Presentations - The Evaluation Committee may conduct discussions
with no less than three (3) firms and may require presentations by those
respective firms, regarding their qualifications, approach to the project, and
ability to furnish the required services, capabilities, adequacy of personnel, past
record, experience and whether it fulfills a certified minority business enterprise
as defined by the Florida Small and Minority Business Assistance Act. The City
shall not be responsible for any expenses incurred for presentations.
Presentations/Oral Interviews are closed to the Public per Chapter 286, as
amended, of the Florida Statutes.
3.2.9 Request for Modification - The City reserves the right to request that the
Proposer modify his/her proposal to fully meet the needs of the City.
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