REQUEST FOR PROPOSALS FOR STRATEGIC VISIONING AND PLANNING
Re: Centro San Vicente
8061 Alameda Ave.
El Paso TX 79915

March 2025

Point of contacts:
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Name: Christina Paz
Title: Chief Executive Officer
Phone: 915-859-7545
e-Mail: christina.paz@sanvicente.org
Address: 8061 Alameda Ave. El Paso TX 79915

Name: Howard Williams
Title: Chief Operating Officer
Phone: 915-859-7545
e-Mail: howard.williams@sanvicente.org
Address: 8061 Alameda Ave. El Paso TX 79915

Name: Crystal Durant
Title: Chief Financial Officer
Phone: 915-859-7545
e-Mail: crystal.durant@sanvicente.org
Address: 8061 Alameda Ave. El Paso TX 79915

PURPOSE:
Centro San Vicente (CSV) has initiated a Request for Proposal (RFP) process to identify a qualified vendor to guide and execute a strategic visioning and comprehensive planning process.

WHO MAY RESPOND:

CSV seeks a vendor who has demonstrated experience in successfully developing consensus-based strategic plans, has strong facilitation skills, has proven experience with non-profit strategic planning, and a strong understanding of the structure and purpose of Federally Qualified Health Care Centers.


Table of Contents:
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1. About the Organization
2. Project Overview
3. Scope of Work and Deliverables
4. Project Goals and Target Audience
5. Ownership and Confidentiality
6. Proposal Format
7. Scoring
8. Process for Proposal Submission and Evaluation

1. About the Organization

Centro San Vicente has provided compassionate health care in El Paso for 37 years. After the sale of Hotel Dieu Hospital in 1988, the Daughters transitioned their efforts, establishing a community health ministry known today as Centro San Vicente (CSV). CSV is designated as a non-profit with a 501(c) (3) status and is a Federally Qualified Health Center.

With 4 locations in El Paso, CSV offers affordable high quality, evidence based primary and preventive health services to address the needs of the total individual. Women's health and Obstetric care, Pediatric care, Behavioral health, Health Education, Dental, Pharmacy, Radiology, Laboratory, Outreach and Enrollment services, are also available at select health centers. Specialty clinics are available to include Hepatitis C, PrEP, Sexually Transmitted Infections and Medication Assistance Treatment Program for Substance Use Disorder, Remote Patient Monitoring for Hypertension and an individual tailored program for those living with and struggling to control Diabetes.

Our Mission is to empower our region's individuals/families to embrace their role in caring for their health and well-being. Our holistic, innovative and affordable health care service model is based on respect, kindness, dignity and simplicity affirming Centro San Vicente's drive to positively impact everyone's wellness leading to an enhanced quality of life.

2. Project Overview

CSV is governed by a Board of Directors (17 directors) representing CSV in terms of demographic factors. The Board is led by an Executive Committee (3 officers) who provide policy and financial direction and work closely with the Chief Executive Officer to oversee implementation.

CSV currently employs 210 individuals to include a Chief Executive Officer, Chief Operating Officer, Chief Medical Officer, Chief Nursing Officer and Chief Financial Officer. Staffing levels fluctuate based on service needs.

Since 2019, CSV has experienced significant changes that can effect organizational and financial structure to include fluctuating resources from federal and state government and grants, but has seen an increased engagement from local stakeholders.

To help capitalize on these changes, CSV is looking for a consultant to create a strategic plan through a comprehensive and participatory process that will focus on:
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 Health Center Financial Strengthening
 Access to Healthcare

3. Scope of Work and Deliverables

We expect the project to include the following:
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• Project management
• Design and execution of a strategic visioning and comprehensive planning process
• Develop an actionable strategic plan, including a projected budget for implementation
• Develop recommendations regarding the plan’s implementation and support structure

The proposal should include:

• Understanding of the work to be performed, estimated hours, and other pertinent information.
• Organization description, size and structure. Indicate whether the firm is a locally owned business.
• Qualifications of all staff to be assigned to the project and specify the project manager.
• Resumes of staff to be assigned to the project. Education, position in firm, years and type of experience, continuing professional education, etc., will be considered. Vendor is not able to sub-contract out any of the work without the pre-approval of the sub-contractor by CSV.

It is expected that these tasks will be accomplished through a combination of activities, including:

• Background research by consultant on CSV to include environmental scan of organization and opportunities ahead.
• Benchmarking our organizations with other similar sized non-profits or additional organizations with similar focus.
• Focus groups, interviews, surveys and/or any other method that will be useful in receiving partner and community input.
• Facilitated group meetings with the board and staff to create consensus regarding a strategic vision and plan. Meetings may be conducted virtually.

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4. Project Goals and Target Audience

While CSV seeks the consultant’s recommendations regarding the best process to develop an actionable strategic plan, the organization envisions the scope of work being completed in stages.

Stage 1. Discovery - Vision and key goal of Growth with CSV Executive Leadership
This stage includes consensus building among CSV Executive Leadership to:
• discover a shared strategic vision that: is clearly stated, is compelling, is timely, describes a clear and present need and motivates people to act to a worthwhile challenge

Stage 2. Research and Validation - Needs assessment, gap analysis, SWOT analysis, research, etc.
This stage should produce the substantive documentation and solutions needed for validation of discovered vision and key goal of Growth and inform the strategic planning process.

Stage 3. Identify strategic goals and write the strategic plan, including detailed budget
After the discovery and research phases, stage 3 entails the key strategic goal of “Growth” and the development of an actionable strategic plan that will serve as the overall blueprint for our work. This plan should include:

• An executive summary
• A comprehensive, detailed plan that identifies: The goals of Growth, Objectives, Strategies, Tactics, Responsible partners and their roles, Measures, and Outcomes
• This plan should also include: Resource development strategies, Initial communications strategies (What are the key messages? Who are the targets for those messages? How are the messages delivered? Who delivers the messages?)

Stage 4. Development of implementation recommendations

This stage includes the development of recommendations regarding the implementation phase of CSV’s work. Included within this phase should be a detailed budget to implement the plan and methods of measuring successful implementation.

5. Ownership and Confidentiality

All intellectual property will become the property of CSV. All data remains the sole property of the organization. The vendor shall further agree to keep information related to any and all contracts with CSV in strict confidence, including, but not limited to, the terms of the contract(s) and any confidential business information or proprietary information learned through its dealings with us.

6. Proposal Format

To best evaluate the ability of the vendor to meet our goals, please include the following in your proposal:

• Examples of similar projects
• Your approach to strategic planning
• A summary of strategic planning experience
• Three client references
• Suggested project timeline with major tasks and milestones
• Project budget by line item
• Sample project plan
• Identify who will be involved on your project team, their role, and including their relevant experience.

Proposal – Must include the following:

General Information

CSV understands that the scope of work requested may be conducted by a single consultant, a consultant group, or by a partnership of consultants. The proposal should provide the name, title, address, telephone number, and email address for each person engaged in the project. If a consultant group or partnership of consultants, the proposal should indicate who will serve as the point person.

Consultant Qualifications and Roles

The proposal must describe the consultant’s qualifications to conduct the RFP scope of work activities, expertise, knowledge, and experience. Experience should include examples of conducting similar or related work (i.e., working with other collaborative or collective impact initiatives to create a strategic vision and strategic plan), as well as experience working with non-profits, small to medium sized organizations, and rural communities.

To accomplish the scope requested, the consultant will need to possess the following qualifications:

• Experience at successfully developing consensus-based strategic plans
• Knowledgeable of collective impact or collaborative strategic initiatives
• Strong facilitation skills
• Experience at creating a neutral environment for, and soliciting input from, individuals from various sectors
• Experience at gathering and utilizing data to inform the strategic planning process
• Knowledge of budgeting
• Knowledge of marketing, communications and branding
• Knowledge of resource development
• Ability to constructively challenge key stakeholders
• Experience inspiring others to think innovatively
• Project management experience

If a consultant group or partnership of consultants is proposed to conduct the RFP scope of work, the proposal must indicate which activities each consultant will conduct as well as information about their level of expertise, knowledge and experience to conduct those specific activities.

Work Plan

The proposal should contain a detailed description of the activities to be conducted by the consultant to complete the requested scope of work, including:

• the specific activities to be conducted at each stage
• a timeline for the activities at each stage
• milestones and deliverables tied to those activities, and
• a detailed budget for each task, along with a proposed payment schedule tied to project milestones and/or deliverables.

References

The proposal should include at least three references of individuals who can speak to their experience with the consultant in conducting projects of similar scope. Information regarding each reference should include the individual’s name, address, telephone number and email address.

Previous Work Product

The proposal should include at least two examples of written work similar to the scope of work requested within this RFP (e.g., strategic plan).

7. Scoring

Proposals will be reviewed and evaluated based on the following criteria

 Qualifications the consultant has necessary to successfully complete the scope of work
 The consultant has prior experience working on similar projects
 The consultant has prior experience working with similar organizations
 Scope of Proposal
 The proposal demonstrates an understanding of the project objectives and desired results
 The proposal illustrates an approach to the scope of work that will likely lead to the successful development of an actionable strategic plan
 The proposal illustrates the consultant’s ability to successfully execute the proposed approach
 The proposal includes an appropriate process to interact with committee members.
 Work Plan.
 The proposal adequately details project activities and milestones, or deliverables associated with each stage of the scope of work
 The proposal includes a detailed timeline for each stage
 The work can be completed within a reasonable project timeline
 Budget.
 The proposal includes a detailed budget for each stage of the scope of work.
 Proposed costs are reasonable
 Vendors submitting proposals must include a statement indicating that the respondent is not on the U.S. General Services Administrator’s System for Award Management’s (SAM’s) list of excluded entities.

8. Process for Proposal Submission and Evaluation Instructions for submission

Closing Submission Date Proposals are due by 5:00 PM MST 04/21/2025.

Inquiries concerning this RFP should be directed to Christina Paz, Howard Williams or Crystal Durant, no later than 04/21/2025.
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All costs incurred in the preparation of a response to this RFP are the responsibility of the bidder and will not be reimbursed by CSV.

Submission Instructions Proposals should be submitted in PDF format via email to Christina Paz, Howard Williams and Crystal Durant before the closing submission date.

Late arrivals will not be accepted.

Mail submissions will not be accepted.

It is the responsibility of the bidder to ensure that the response is received by CSV by the closing submission date. A response may be judged nonresponsive and excluded for further consideration if it is not received by the deadline or does not follow the specified format.

CSV reserves the right, in its sole discretion, to reject any and all responses received in response to this RFP. A contract for the accepted response will be based upon the factors described in this RFP.

A bidder qualifies if it meets the definition established by the Small Business Administration.

Confidentiality If the bidder deems any material submitted to be proprietary or confidential, that must be indicated in the relevant section(s) of the response.

Notification of Selection and Timeline It is expected that a bidder will be selected within two to three weeks of the closing submission date, although this timeline is subject to change.

CSV reserves the right to cancel this RFP at any time.

Upon conclusion of negotiations with the successful bidder, all bidders submitting responses to this RFP will be informed in writing.

CSV will select the proposal which it feels will deliver the highest quality deliverable at the best value.

Price will be a significant, but not the only criteria in evaluating the proposals.

A locally owned firm will be a significant factor, but not the only criteria in evaluating the proposals.

Proposals will be initially reviewed by the Chief Executive Officer. Selection of vendor will be made by the Executive Committee and Mission final approval from the Board of Directors.

CSV, in its sole discretion, may request proposal presentations by meeting with any or all bidders to clarify or negotiate modifications to proposals. However, CSV reserves the right to make an award without further discussion of the proposals submitted. Therefore, proposals should be submitted initially on the most favorable terms, from both technical and price standpoints, that the bidder can propose.

The Bidder must disclose, in an exhibit to the proposal, any possible conflicts of interest that may result from the award of the Contract or the services provided under the Contract. Except as otherwise disclosed in the proposal, the Bidder affirms that to the best of its knowledge there exists no actual or potential conflict between the Bidder, the Bidder’s project manager(s) or its family’s business or financial interests (“Interests”) and the services provided under the Contract. In the event of any change in either Interests or the services provided under the Contract, the Bidder will inform CSV regarding possible conflicts of interest, which may arise as a result of such change and agrees that all conflicts shall be resolved to CSV’s satisfaction or the Bidder may be disqualified from consideration under this RFP. As used in this Section, “conflict of interest” shall include, but not be limited to, the following:

1. Giving or offering a gratuity, kickback, money, gift, or anything of value to a CSV Board of Director, CSV officer, or employee with the intent of receiving a contract from CSV or favorable treatment under a contract;

2. Having or acquiring at any point during the RFP process or during the term of the Contract, any contractual, financial, business or other interest, direct or indirect, that would conflict in any manner or degree with Bidder’s performance of its duties and responsibilities to CSV under the Contract or otherwise create the appearance of impropriety with respect to the award or performance of the Contract; or

3. Currently in possession of or accepting during the RFP process or the term of the Contract anything of value based on an understanding that the actions of the Bidder or its affiliates or Interests on behalf of CSV will be influenced.
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