PUBLIC NOTICE
The City of Excelsior Springs, Missouri is seeking a qualified consultant with experience in AmeriCorps Planning and Intermediary Grants to perform a Community Capacity Initiative Assessment for an AmeriCorps Service Program for the City of Excelsior Springs, and to advise regarding application for an operational grant from AmeriCorps. This project is funded with a Planning and Intermediary Grant from AmeriCorps/ServMO under the Department of Higher Education and Workforce Development. Applicants shall provide a complete bid packet and all the necessary attachments in a sealed bid.
Objective and Purpose
The City of Excelsior Springs, Missouri (City), invites proposals from qualified consultants or consulting teams to lead and complete the planning work associated with its AmeriCorps/ServMO Planning Grant. The consultant will be the primary professional responsible for all planning analyses, stakeholder facilitation, program feasibility assessment, strategic recommendations, and final planning deliverables described in this RFP. City staff will provide project oversight, administrative assistance, and local coordination. The resulting work should provide a practical, evidence-based assessment of whether and how the City and its partners could establish a sustainable national service initiative. This procurement is for planning services, not for the operation of an AmeriCorps program or a guarantee of future funding.
Submission and Proposal
Sealed bids for the AmeriCorps/ServMO Community Capacity Initiative Project will be received by the City Manager's Executive Secretary at Excelsior Springs City Hall, 201 E. Broadway, Excelsior Springs, Missouri 64024 until 2:00 p.m., on December 3, 2026, and then publicly opened and read aloud. All questions should be submitted in writing to Laura Mize, Neighborhood Specialist, at Neighborhoods@ExcelsiorSprings.gov. Bid and Contract Documents may be obtained at Excelsior Springs City Hall or on the City of Excelsior Springs' website. The City reserves the right to waive any informality or to reject any or all bids.
Project Background
Excelsior Springs is located in Clay and Ray Counties, Missouri. The City seeks to strengthen community partnerships, understand service gaps, assess volunteer infrastructure and organizational readiness, and identify feasible AmeriCorps service opportunities. The consultant should review existing City materials, including the Community Rising Comprehensive Plan, and the approved grant application and work plan provided after selection.
Scope of Services and Required Deliverables (summary)
- Task 1: Initiation and project management — review grant materials; kickoff; methodology; work plan and schedule. Deliverable: approved work plan, milestone schedule, monthly progress updates.
- Task 2: Community needs assessment — analyze demographic and socioeconomic data, existing plans, gather stakeholder input, prioritize needs. Deliverable: written Community Needs Assessment with methods and source documentation.
- Task 3: Stakeholder engagement and partnerships — develop partner inventory; conduct interviews and ~3–5 stakeholder meetings/workshops. Deliverable: partner inventory, engagement summary, meeting documentation, partnership recommendations.
- Task 4: Volunteer infrastructure and readiness — assess recruitment, onboarding, training, supervision, retention, data/reporting, capacity. Deliverable: Volunteer Infrastructure and Organizational Readiness Assessment.
- Task 5: AmeriCorps program feasibility — identify member activities and host sites; assess eligibility and operational considerations, staffing, costs, risks, feasibility. Deliverable: AmeriCorps Program Feasibility Assessment with recommended model and preliminary cost scenarios.
- Task 6: Five-year community capacity strategy — prioritized goals, service initiatives, performance measures, phased actions, responsibilities, resources, milestones. Deliverable: Five-Year Community Capacity Strategy and Implementation Roadmap.
- Task 7: Financial feasibility and sustainability — operating and implementation scenarios, match/resource needs, funding opportunities, risks, long-term strategies. Deliverable: Financial Feasibility and Sustainability Plan.
- Task 8: Final reporting and presentation — consolidate findings, draft/revise, present results, provide accessible PDF and editable originals plus supporting data and engagement materials. Deliverable: final comprehensive report, executive summary, presentation, editable files, supporting grant documentation.
Funding and Compliance
This project is funded with a grant from the Missouri Department of Higher Education and Workforce Development and administered through the Missouri Community Service Commission (dba ServMO). As a recipient of a federal subaward, the City is subject to 2 CFR Part 200 requirements and AmeriCorps/CORPORATION Terms and Conditions. The chosen consultant must be able to comply with grant requirements when creating the Community Capacity Initiative plan. The full grant agreement and terms and conditions are attached to the RFP (Attachment A).
Schedule and Milestones
Proposers shall provide a detailed work plan demonstrating completion within the approved grant performance period. The City targets final deliverables no later than July 9, 2027. Draft final materials should be submitted at least 20 calendar days before final acceptance. Specific milestone targets include kickoff within 15 calendar days after notice to proceed and needs assessment/engagement plan by January 15, 2027, among others.
Proposed Cost and Budget Requirements
Each proposer shall independently determine and propose the total cost to complete the full scope. Submit a detailed project budget showing proposed costs by task and deliverable, personnel classification, estimated hours and hourly rates, subcontractor fees (if any), travel, materials, other direct expenses, and any indirect or administrative costs. Identify assumptions and exclusions and show a clear grand total inclusive of all costs. Submit a proposed deliverable-based payment schedule tied to City acceptance of milestones.
Minimum Qualifications and Selection Criteria
Minimum qualifications include relevant experience in community needs assessments, municipal/nonprofit strategic planning, national service or volunteer program design, stakeholder engagement, organizational capacity assessment, program evaluation, and grant-funded projects. Familiarity with AmeriCorps/ServMO is preferred. Selection criteria: primarily price and qualifications; also time of completion, experience, and other factors deemed relevant. The City reserves rights to award by sections, reject any/all bids, waive irregularities, negotiate further, and determine the lowest and best bidder.
Contract and Attachments
The City’s professional services agreement form is included as Attachment B. Attachment A contains the ServMO AmeriCorps 2026–2027 Subgrantee Agreement (Planning Grant), including project/budget period (August 15, 2026–July 31, 2027), maximum award amount ($100,000), required 24% match, financial management and reporting requirements, branding and AmeriCorps identification requirements, and other federal/state grant compliance provisions.
Other Requirements
Proposals must include references, a signed signature page/certification, and required affidavits (e.g., work authorization/E-Verify) as indicated. The City may require consultants to provide documentation needed for grant reporting. Bids may be withdrawn prior to the public opening by written request to the Executive Secretary. Any bid received after the specified time and date shall not be considered. No bidder may withdraw a bid within 90 days after the bid opening without forfeiture of Bid Security, if applicable.
