Partnerships with Community-Based Organizations on Engagement Projects

Update

The submission period for this Request for Proposals closed on March 10, 2023. On May 2, 2023, staff issued a public Notice of Intended Award to all respondents. Staff is currently recommending award of a master agreements to 22 local community-based organizations to be the first to join this new partnership program. You can review the Notice of Intended Award and recommended organizations here.

Overview

The City of San Jose is working to create a new partnership program with Non-Profit and Community Based Organizations to assist the City with project-based outreach and engagement efforts. The City is currently seeking local organizations to respond to a Request for Proposals (RFP) to be considered for this exciting partnership opportunity.

Based on the proposals received, the City intends to award Master Agreements to multiple CBOs. The selected consultants would then be on call to partner with staff from any department on future projects, as needs arise.

This website is intended to be a resource for interested organizations, with links to the RFP itself and resources to help you with the process, including Q&A events with staff.

Purpose of the Program

Every year the City of San Jose works to develop new public services, programs, or guide policy decisions. For these efforts, City staff seek feedback from residents and stakeholders. However, it can be difficult to reach and engage all segments of the population.

The City recognizes the value of the trusted relationships CBOs have developed with community members and the communication channels they have established. CBOs have subject area expertise and deep knowledge of community issues and needs, which is uniquely valuable to generating quality feedback. CBO’s have firsthand experience with connecting to community members, particularly with underrepresented populations (e.g., lower income, people of color, limited English speaking, immigrants, people with disabilities, unhoused people, LGBTQ, youth, etc.). Partnering with CBOs on engagement helps to increase the breadth and depth of participation across communities.

The list of on-call CBOs with Master Agreements established through this RFP process will provide City staff with a formal and predictable mechanism that can be utilized to partner with CBOs on specific projects, as needs arise. The program will enable staff to quickly bring on a partner(s) and help shape the overall strategy. The specific scope of services and nature of the partnership will vary based on individual project needs.

This program can help drive more inclusive decision-making processes, equitable outcomes, and stronger community relationships. It is also an opportunity for capacity building among local organizations and among staff – through providing experiences with procurement process and through working and learning together on projects.

How will the Master Agreements work?

Each Master Agreement will specify the total not-to-exceed amount for all service orders under that agreement for each individual organization. The not-to-exceed limits are anticipated to range from $100,000 to $500,000. Service orders will utilize a portion of each CBOs not-to-exceed amount, depending on the scope of the project and engagement needs. Master agreements executed as a result of this RFP will be in place for approximately three years, with the option to extend for up to two one-year terms.

This program does not provide a specific source of funding associated with the master agreements. It instead gives community-based organizations a direct connection to the city and the opportunity to grow their organizational capacity by providing services to the City as needed.

The City will allocate funding when a service order is executed with an identified organization under their master agreement. The City is under no obligation to utilize services from CBOs, and respondents may not see any funding from the master agreement. The master agreements will be in place for approximately three years with the option to extend for up to two one-year terms.

Biddingo Resources

Like any new program, it can take some time to learn how to use the Biddingo platform. But do not worry – there are many resources available to help you!

Biddingo provides the following resources through the top left menu on the main City of San Jose page here: https://portal.biddingo.com/landingpage/sanjose

1. Biddingo Vendor New Features – This section provides an overview of recent changes to the Biddingo user interface.

2. Vendor Registration/Update – This section links directly to the online vendor registration form you will need to complete for your organization before applying for this RFP.

3. Doing Business with the City – This section provides more information on business opportunities with the City of San Jose and how to work with the City.

4. Local and Small Business Preference – This section provides information on the Local Small Business preference and how to qualify. Organizations that meet the qualifications will receive additional points during the review and scoring of submissions. To qualify, you will need at minimum, a valid San Jose Business Tax Certificate and a legitimate business presence in Santa Clara County.

5. Living/Prevailing Wage – This section provides more information on the City’s prevailing wage policy.

6. Reports – This section provides access to the City’s annual financial, procurement, and investment reports.

7. FAQ – the City of San Jose frequently asked questions webpage.

8. Vendor User Guide – This section links directly to a downloadable PDF providing guidance on how to become a vendor with the City of San Jose.

9. Vendor Weekly Live Training – This section provides information on how to sign up for Biddingo’s weekly vendor trainings, where you can receive direct support from Biddingo staff in setting up your organization in the system.

If you have a problem registering, contact Biddingo directly at (800) 208-1290 or by email to info@biddingo.com. Technical support hours are from 8:30 AM to 5:30 PM PT.

The Finance Department’s purchasing website includes more information for organizations interested in working with the City, such as insurance submission requirements, procurement preferences, and conflict of interest policies. https://www.sanjoseca.gov/your-government/departments-offices/finance/purchasing.

OUTREACH EVENTS

We are offering these two events to provide opportunities for interested organizations to learn more about the RFP and get help with the process. We will post the questions and answers from these events on this website and in the Biddingo platform shortly after each event, so it can serve as a resource.

Virtual Question and Answer Meeting

Join us for a virtual Q&A outreach event. On this zoom webinar, you will be able to ask any questions you may have about the RFP and application process.

Location: Zoom Webinar
Date: February 15, 2023
Time: 12:00 PM – 1:00 PM
Recording of Question and Answer Session: https://youtu.be/KMiJpVe66so

Non-Profit and Community Based Organization Networking Event

The City has partnered with the Silicon Valley Council of Non-profits to host an in-person FAQ and networking event. At this event, you will be able to ask any questions you may have about the RFP and application process, as well as participate in a networking event with other community-based organizations. Light refreshments will be provided.

Location: Roosevelt Community Center
Date: February 23, 2023
Time: 10:30 AM to 11:30 AM
Registration Link: https://forms.office.com/g/XHGtjJPdTc

Need Assistance?

For questions or comments, please contact Zacharias Mendez at zacharias.mendez@sanjoseca.gov or call the Office of Economic Development and Cultural Affairs at 408-535-8181.

City of San José

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Partnerships with Community-Based Organizations on Engagement Projects

Update

Overview

OUTREACH EVENTS