Review & Analysis of Community Partner Organization's (CPO) Scope & Mission Alignment & Accomplishments for the CBJ.

Contact, Questions & Addenda : CBJ Purchasing Division of Finance is the sole point of contact for all matters pertaining to this solicitation. No oral interpretations will be made. Submit any interpretation requests in writing, noting issuing buyer, solicitation number and title, via email to contact@example.gov or to +1 (555) 000-0000. Request must be received a minimum of seven (7) business days prior to the solicitation deadline . Any changes to CBJ issued documents will be in the form of an addendum to the solicitation and will be issued as promptly as possible to all plan holders. All such addenda will become part of the solicitation. Submission Instructions : Timely responses are accepted via Electronic Submission * at Public Purchase www.publicpurchase.com Late responses will not be accepted.Contractors who successfully register may submit a response by doing the following: Complete the online acknowledgements* of the Terms & Conditions (ATTACHMENT A), Insurance Requirements (ATTACHMENT B) and the City& Borough of Juneau Standard Contract Sample (ATTACHMENT C). Contractors must acknowledge or acknowledge with exceptions. *(NOTE: Exceptions: must be reviewed by CBJ RISK & LAW and may not qualify for award .) Load PDF Proposal Response as indicated. Include a redacted version if necessary to comply with any requests for confidentiality and be sure to note which version is which. Purpose : The City and Borough of Juneau (City or CBJ) Assembly, seeks proposals from qualified Contractors for the provision of scope review and analysis of mission alignment and accomplishments of CBJ funded Coumminty Partner Organizations (CPO). It is the intent of the CBJ to enter into a contract with a responsible and responsive Contractor to complete the review of CPOs and provide a report as specified. Background & Intent : On March 17, 2025, the CBJ Lands, Housing, and Economic Development Committee discussed the need to evaluate the scope of CBJ’s relationship with the Community Partner Organizations that have a marketing and/or economic development functions and who are receiving CBJ funds to achieve these goals. The objective of the review and analysis would be to determine if these community partners are using the dispersed money in a manner that aligns with the CBJ’s goals and that funding these organizations is in the best interest of the community. Having a completed review of the CPO’s mission statements, goals and achievements will allow for consistency in CBJ’s approach to funding partner organizations, avoid duplicative efforts, and minimize mission creep. The awarded consultant would be expected to review the scope of each organization, complete a report possibly and facilitate one or more strategy sessions aimed at ensuring that all community partners are using CBJ funds to fulfill their mission as defined by the CBJ Assembly. About Juneau : Located in the panhandle of Southeastern Alaska, on the traditional land of the Tlingit people, the City and Borough of Juneau (CBJ or City) consists of 3,250 square miles and is only accessible by air or sea. Juneau is Alaska’s capital and has a population of approximately 31,000 people. The Juneau area is a temperate rainforest and receives around 92 inches of annual precipitation. For more information on Juneau, visit CBJ’s Website Project Funding : The City is funding this contract with General Operating Funds. Operational funding for the renewal periods is dependent upon City Assembly appropriations. If funds are not appropriated, the City may terminate the contract effective June 30 of the then current fiscal year and shall not be obligated to renew beyond the then current fiscal year. Budget & Project Timeline : Contractors are asked to provide their best competitive pricing possible. The work for this project is estimated to cost no more than ten thousand dollars ($10,00.00). To optimize the environment for the project, and to assist the Assembly in making funding decisions for coming fiscal years, the review and analysis should begin the fall of 2025 with the final report to be provided to the CBJ before or by January 15, 2026. Dates may be adjusted in consultation with the selected contractor. Contract Term : The contract period will be from date of award through project completion. At this point there is no plan to continue the project beyond the work specified in this project. If the CBJ Assembly or the Contract Administrator decides that it is necessary to continue this work and additional funding is appropriated, contract renewals would be allowed, if the scope of the work remains as defined in this contract. With funding and by mutual agreement between the Contractor and the CBJ there could be up to a total of four (4) additional annual renewals which would be documented by written contract amendment. Contract/Project Administration : In an effort to maintain the expected level of performance and ensure that the Contractor is fulfilling all duties and/or reporting requirements, CBJ will assign Alexandra Pierce, CBJ Visitor Industry Director, as the Contract and Project Administrator. (Or upon written notice, an alternate designee may be selected). Payments & Invoicing : The Contractor and CBJ will negotiate a mutually agreeable timeline for submission of invoices to ensure timely payments. Payments will be initiated upon receipt of approved invoices and completed required reports. Travel Expenses : There is a limited amount of funding for this project. It is assumed that the entirety of the project work will be completed electronically therefore there is no need for travel expenses related to this project. If for some reason a Contractor believes that there is a necessary in-person component of the project they must justify why this is essential and explain how it would be advantageous to the CBJ. Contractors then must include all travel expenses (per diem, lodging, transportation, etc.) in their fee proposal. The CBJ Project Manager reserves the right to negotiate with the selected Contractor on any part of the in-person component that the Contractors identify as necessary. Disclosure : The CBJ is a municipal corporation and political subdivision of the State of Alaska, is subject to the Alaska Public Records Act, AS40.25.100-220, and the public records provisions of CBJ Charter, section 15.7. The contents of this RFP and any/all Consultant RFP responses received will be subject to dissemination to members of the public upon formal records request. Do not submit RFP responses that contain proprietary or confidential information such as trade secrets. If any proposed information is to be kept confidential, you must provide a redacted copy to accompany your proposal. Data, Findings & Report Ownership : All data, models, reports, calculations, documentation, and other materials, whether draft or final, produced under this contract shall become the sole property of the CBJ upon creation or receipt. The selected Contractor shall not release, reproduce, publish, or otherwise distribute any materials developed in connection with this project without the express written permission of CBJ. CBJ reserves the right to use, reproduce, adapt, and modify all deliverables and supporting data for its own purposes without limitation. The Contractor shall provide all working files (e.g., Excel spreadsheets with formulas intact, Word documents, etc.) in formats that allow CBJ to update and reuse the materials independently. All proprietary information or tools used by the Contractor in the course of the engagement must be clearly identified in advance and approved by CBJ for use. Any third-party software, templates, or methods included in the deliverables must either be licensed for CBJ’s unrestricted use or clearly documented with use limitations. Review of General Terms & Conditions, Insurance & CBJ Contract : Attached to the RFP are documents required for this project (ATTACHMENTS A, B & C). Contractors should carefully review all attachments. The awarded Contractor must comply with all requirements and must sign the CBJ’s contract. Note: A State of Alaska Business License (SOA-BL) is required to complete the contract award. Contractors who do not have a current SOA-BL at the time of proposal submission may find it difficult to fulfil this requirement in time to meet the required deadline for contract award. Award : Following the posting of scores, the successful Proposer and the CBJ may need to hold discussions to refine areas of the project so that a contract award can be made. All discussions will be limited to the scope of the RFP and will not include anything that would have an effect on the ranking of proposals. If an agreement cannot be reached with the first ranked proposer, the City may choose to terminate the discussion and move on the next best ranked Proposer in the order each respective ranking. Prior to drafting a contract Contractors must provide proof of compliance with pre-award requirements, i.e. SOA BL and Certificate of Insurance (COI). After final contract execution, the CBJ Purchasing Division will issue a purchase order to the Contractor that will serve as the Notice to Proceed (NTP). CPO Background Data : The structuring, goals and Memorandum of Agreements (MOAs) that the CBJ has with three (3) Community Partner Organizations, Travel Juneau, Juneau Economic Development Council (JDEC), and Downtown Business Association (DBA) are defined in the following information. Included is the CBJ’s current contractual relationship with each organization and the organization’s priorities. Travel Juneau (TJ) : Travel Juneau has the most comprehensive MOA and reporting structure of the three organizations. Travel Juneau also receives the most funding of the three with $1,267,900 in Hotel Bed Tax in FY25. They also receive Marine Passenger Fees for visitor services ($171,000 in FY25) and crossing guards ($358,800 in FY25). Travel Juneau’s MOA includes metrics and Travel Juneau provides quarterly updates to the LHED committee. Travel Juneau’s Duties Include : 1. Develop and deliver destination marketing for CBJ, focusing on fully independent travelers (FITs), groups and meeting planners. Campaigns will include in-state, domestic, and international travelers and will include digital, limited print, social, and video platforms. Destination marketing will incorporate appropriate Tlingit visual and language elements and will support cultural tourism; 2. In marketing Juneau as a meetings and convention destination, provide planner services including, but not limited to, full bids, hotel room bids and rates, catering bids and rates, service referrals, familiarization tours to qualified planners, and event promotion; 3. Market and sell Centennial Hall Convention Center to meeting planners; collaborate with facility staff to help ensure ease of booking and delivery of events and services; 4. Develop and deliver a comprehensive array of accurate visitor information via destination website, mobile application, phone, face-to-face, and online inquiry; 5. Provide additional marketing and promotional opportunities to local visitor industry businesses; 6. Engage with the Alaska Travel Industry Association to ensure Juneau is represented in their ongoing national and international marketing programs; 7. Work with a variety of local organizations to encourage entrepreneurship and small business development in the visitor industry; 8. Maintain working relationships with visitor industry transportation providers to maintain and improve access to Juneau and Southeast; 9. Collaborate with state and regional tourism-related groups, committees, and commissions; 10. Staff visitor information centers during the regular tour season; and 11. Provide crossing guard services during the regular tour season. TJ’s Reporting : Travel Juneau’s reporting mechanisms include a list of metrics ranging from room nights to website statistics. Quarterly reporting to the LHED Committee, is not spelled out in the MOA but has happened at the request of the committee for the past several years. Juneau Economic Development Council (JDEC) : JEDC’s MOA is extremely broad, and funds are loosely directed to four categories. JEDC received Marine Passenger Fees for one-off projects : In FY25, JDEC received $110,000 to fund a mobile data purchase. JEDC received $440,000 in FY25 to perform the following functions : Help make Juneau a great capital city; Strengthen key regional industries; Develop talent; Promote entrepreneurship and small businesses; and Deliver economic development services. The funding memo also directs JEDC to “pursue long-term goals, invest in developing and retaining talented staff, and be ready when needed to support the community to respond to crisis and opportunities”. JEDC Reporting : JDEC is required so submit an activity report within 90 days after the end of the grant year with the following information: • An accounting of the disbursement or obligation funded with the CBJ grant; and • A report on the programs funded and the progress of the Scope of Program. Downtown Business Association (DBA) : In FY25, DBA received $90,000 in Marine Passenger Fees for the Downtown Ambassador Program. This program hires staff to patrol downtown to provide visitor information. In FY25, DBA received $40,000 in CBJ funding for the Main Street America Program, to “strategically implement the work of volunteer committees that who will work within the Main Street approach of Design, Promotion, Economic Vitality, and Membership.” Duties for DBA include the following : 1. Promote downtown as a family-friendly destination through activities and programs such as Gallery Walk, monthly First Friday events, and Brunch Punch Card promotion; 2. Foster an attractive, safe, and clean environment to attract people downtown, through activities and programs such as partnering with the Visitor Industry Cluster Working Group, implementing a Downtown Ambient Lighting Plan, and providing the coordination the annual Downtown Clean Up; 3. Strengthen and add capacity to DBA membership by promoting, fostering, and encouraging downtown business, and acting as an advocate on issues that face downtown businesses. 4. Develop and grow Light Up Juneau campaign to enhance atmosphere and safety, promote activities to attract more people to the downtown area during the winter months, and as a whole provide support for more family-friendly activities located downtown. DBA Reporting : Nothing is currently required. Report, Project Goal & Enhanced CPO Engagement : At this critical time in Juneau’s economy, it’s important that the entities trusted with promoting and growing the community are all working toward the same set of goals with a defined set of projects and priorities tailored to their areas of expertise. The definitive goal of the Contractor’s final report is measurable and quantifiable data which can be realized to ensure that CPOs are achieving the goals and priorities established. This goal of this project is to ensure that the CBJ is getting the best value from all CPOs by their use of these limited funds. To allow for more engagement and promote an enhanced understanding CBJ wishes to invite other CPO’s that do not currently receive CBJ funding, to be part of the discussion. Allowing CPO’s that do not currently receive CBJ funds will ensure that all local entities are clear on each other’s roles and responsibilities and to ensure continued positive and collaborative working relationships between local organizations. Scope of Work : The following requirements shall be required in the performance of this contract. Using comprehensive, uniform and quantifiable methodology, the Contractor must complete a review, analysis and evaluation of each CPO independently. The Contractor will conduct in-person or virtual interviews with each participating organization to gain an understanding of each organization’s mission, current workplan, strategic directives, and ongoing initiatives. The Contractor will facilitate at least one robust group discussion between the participating organizations. The Contractor will produce a brief report on the goals and core functions of each organization. The report will provide recommendations with a focus on defining the scope of each organization and how participating organizations can support one another and avoid redundancy, mission creep, and competition. The CPOs will be analyzed and reviewed to ensure that all three CBJ-funded CPOs abide by their agreements with the City to help CBJ develop more effective and tailored agreements in the future. CBJ’s ultimate goal is to update the agreements so that each organization has clear deliverables and reporting requirements. Note: The current agreements vary greatly from organization to organization, in their intended scope, detail and documentation of efforts to achieve mission goals, and the depth or level of reporting metrics that are provided to the CBJ. If possible, CBJ Staff recommends inviting competing community organizations that do not receive CBJ funds to participate in the analysis. Other organizations who could be invited to participate may be Juneau Chamber of Commerce and University of Alaska Southeast. Final Report & Deliverables : The following deliverables are required in the final report produced by the Contractor: The Contractor should conduct interviews with each participating organization and facilitate one or more group strategy sessions. The outcome of the Contractor’s final report should offer a clear picture of what is being provided by CBJ funded organizations – JEDC, Travel Juneau, and DBA. The report should identify if these organizations are fulling their goals as determined by their accompanying MOA’s and suggest potential metrics to be included in future MOA’s. The report should set recommendations for each organization’s scope and role in the community. Proposal Requirements : The page limit for this RFP is eight (8) pages of content and excludes the transmittal letter, CV’s or resumes, copies of required business or professional licenses, and professional references. Provide the following information in your proposal: a. Title page and transmittal letter. Include the number and title of the RFP, the name of your firm, name of the contact person, address, telephone and fax number, email address and date of submission. A person who has authority to bind the company must sign the transmittal letter and provide their title. b. Understanding, Methodology & Management. (Weight 25%) Briefly describe briefly your understanding of the project, the services required and your proposed method to accomplish the project. Provide brief details of your ability to successfully manage projects so they are completed on time and within budget. c. Experience&Qualifications. (Weight 35%) Specify each person who will provide services to CBJ under this Contract, their role, and a brief summary of qualifications and specialized experience. Specify project manager, their availability and anticipated scale of involvement. d. References. (Weight 30%) Describe two (2) projects accomplished by the proposed personnel which are similar in concept and scope. Provide client names, individual contact persons, and telephone numbers for these projects. (Note: Juneau, Alaska experience is not required but may be preferred.) e. Fee proposal*.(Weight 10%) Provide a price proposal for the compensation that you expect to receive for the performance of the contract. The following formula will be used: Points Awarded = (Lowest Price Proposal) x (Maximum Points for Price) Price of This Proposal *NOTE: There is a maximum allowable budget for this project. CBJ realizes that by providing this information there is a tendency for Proposers to submit their Fee Proposal at that exact allowable budget amount. CBJ would encourage all Contractors to precisely prepare a Fee Proposal that is reasonable and equitable for the amount of work needed to complete the project. Proposals that are priced higher than the project budget may not qualify for award. Evaluation Form Evaluator No.____ Proposer________________ Maximum Score Achievable = 1,000 points CRITERIA Weight % Score (0 – 10*) Total Points = (Numerical Score X Weight) Understanding, Methodology & Management 25 Experience & Qualifications 35 References 30 Fee Proposal (determined using formula) 10 Determined by Purchasing Rank __________ Grand Total *Point Guide : Outstanding (9 or 10 points) Adequate to Good (6 to 8 points) Marginally Acceptable (3 or 4 points)Unacceptable (0 or 1 point)No scores using numbers 2, or 5