HomeMy WebLinkAboutRFP 2025131-01 Strategic Management Planning Prorgam FINAL
REQUEST FOR PROPOSAL for
STRATEGIC MANAGEMENT PLANNING PROGRAM PROPOSAL AND FIVE-YEAR
FINANCIAL PLAN
FOR THE COUNTY OF FRANKLIN, PA
COUNTY OF FRANKLIN, PENNSYLVANIA
RFP# 2026131-01
County of Franklin, PA
272 North Second Street
Chambersburg, PA 17201
Contents
SECTION I – INTRODUCTION & INSTRUCTIONS ....................................................................................................... 1
1.01 PURPOSE ..................................................................................................................................................... 1
1.02 RFP SCHEDULE ............................................................................................................................................. 1
1.03 REQUIRED REVIEW ...................................................................................................................................... 1
1.04 AMENDMENTS TO PROPOSALS ................................................................................................................... 1
1.05 AMENDMENTS TO THE RFP ......................................................................................................................... 2
1.06 QUESTION & ANSWER PERIOD ................................................................................................................... 2
1.07 PRE-PROPOSAL CONFERENCE ..................................................................................................................... 2
1.08 RETURN INSTRUCTIONS .............................................................................................................................. 2
1.09 NONDISCRIMINATION CLAUSE.................................................................................................................... 3
SECTION II - BACKGROUND & INFORMATION ........................................................................................................ 4
SECTION III - ENGAGEMENT OBJECTIVES ................................................................................................................ 5
SECTION IV - SCOPE OF WORK TO BE PERFORMED ................................................................................................ 6
SECTION VI - REPORTS REQUIRED/DELIVERABLES .................................................................................................. 8
SECTION VII - RESPONSE FORMAT .......................................................................................................................... 9
SECTION VIII - EVALUATION OF THE PROPOSALS & GENERAL SELECTION PROCESS ............................................ 11
SECTION IX - CONTRACT PROVISIONS & INSURANCE REQUIREMENTS ................................................................ 11
9.01 CONTRACT PROVISIONS ............................................................................................................................ 11
9.02 INSURANCE ................................................................................................................................................ 12
SECTION X - GENERAL LEGAL INFORMATION ....................................................................................................... 13
10.01 RIGHT OF REJECTION ............................................................................................................................... 13
10.02 VENDOR CLEARANCE ............................................................................................................................... 13
10.03 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS ......................................................................... 13
10.04 DISCLOSURE OF PROPOSAL CONTENTS .................................................................................................. 13
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SECTION I – INTRODUCTION & INSTRUCTIONS
1.01 PURPOSE
The County of Franklin is requesting proposals for a professional consulting firm to provide a
financial analysis of the County and a five-year financial plan for the purpose of guiding county
plans and maximizing benefit to the residents and consumers of the County. The County has
applied for grant funds offered by the Commonwealth of Pennsylvania, Department of
Community and Economic Development’s Strategic Management Planning Program (STMP).
The purpose of the program is to establish short and long-term financial and managerial
objectives that will strengthen the fiscal capacity of the county government along with the
integration of long-term community and economic development strategies that strengthen the
area’s tax base. More information on this program can be found at
https://dced.pa.gov/programs/strategic-management-planning-program-stmp/. The Strategic
Management Planning Program is designed, in part, on recommended financial management
practices of the Government Finance Officers Association (GFOA).
1.02 RFP SCHEDULE
The RFP schedule set out herein represents Franklin County’s best estimate of the schedule that
will be followed. If a component of this schedule, such as the deadline for the receipt of
proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Franklin
County, Pennsylvania time.
RFP Released……………………………………………………. Monday January 5, 2026
Proposer Questions due by ………………………………… Monday January 19, 2026 at 4:00 PM
Responses to Questions to be posted by ……………… Friday January 23, 2026 at 4:00 PM
RFP Submission Deadline ………………………………….. Friday January 30, 2026 at 4:00 PM
Presentations & Discussions with selected firms…… Expected March 2026
Anticipated Selection Date…………………………………. April 15, 2026
Plan due by ……………………………………………………… October 31, 2026.
1.03 REQUIRED REVIEW
Offerors should carefully review this solicitation for defects and erroneous material. Comments
concerning defects and erroneous material should be made in writing and received by the
procurement office at procurement@franklincountypa.gov at least ten days before the deadline
for receipt of proposals. This will allow time for the issuance of any necessary amendments. It
will also help prevent the opening of a defective proposal and exposure of the offeror’s
proposals upon which award could not be made.
1.04 AMENDMENTS TO PROPOSALS
Amendments to or withdrawals of proposals will only be allowed if an acceptable request is
received prior to the deadline that is set for the receipt of proposals. No amendments or
withdrawals will be accepted after the deadline.
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1.05 AMENDMENTS TO THE RFP
If an amendment is issued, it will be posted on the Franklin County, PA website at
https://www.franklincountypa.gov/current-solicitation-opportunities/.
1.06 QUESTION & ANSWER PERIOD
All questions must be submitted in writing to procurement@franklincountypa.gov. Questions
may be submitted until Monday January 19, 2026 at 4:00 PM, prevailing Franklin County,
Pennsylvania time.
1.07 PRE-PROPOSAL CONFERENCE
There is no pre-proposal conference for this RFP.
1.08 RETURN INSTRUCTIONS
Proposals shall be submitted to the Procurement Office as electronic PDF files at the following
address:
Franklin County, Pennsylvania
Procurement Department RFP #2026131-01
272 North Second Street
Chambersburg, PA 17201
The electronic files may be submitted via email to procurement@franklincountypa.gov or via a
USB flash drive.
The technical proposal shall be titled in the format of “VENDOR A – STRATEGIC MANAGEMENT
PLANNING PROGRAM PROPOSAL – TECHNICAL” where VENDOR A is the name of your firm.
The cost proposal shall be saved in a separate PDF file from the main proposal and clearly
named in a format such as “VENDOR A – STRATEGIC MANAGEMENT PLANNING PROGRAM –
COST PROPOSAL”.
Any confidential information submitted by the vendor must be submitted in a separate PDF
Document from the main proposal and labeled similarly as described above including the word
“Confidential” at the end of the file name.
The County is not responsible for deliveries that do not reach the Procurement Department by
the required due date and time.
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1.09 NONDISCRIMINATION CLAUSE
Franklin County assures that no person shall be excluded from participating in, be denied the
benefits of, or be otherwise subjected to discrimination on the grounds of race, gender, creed,
color, sexual orientation, gender identity or expression, or in violation of the Pennsylvania
Human Relations Act, which prohibits discrimination on the basis of race, color, religious creed,
ancestry, age, sex, national origin, handicap or disability, or in violation of any applicable local,
state, or federal laws. With advance notification, accommodations may be provided for those
with special needs for language, speech, sight or hearing. If you have a request for a special
need, wish to file a complaint, or desire additional information please contact the Risk
Management Department at (717) 261-3819 or riskmgt@franklincountypa.gov.
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SECTION II - BACKGROUND & INFORMATION
The County of Franklin is a fourth-class county located in south-central Pennsylvania, operating
under an elected three-person Board of Commissioners. The County provides services to its
residents in many areas, including various general government services, a court system, public
safety, health and welfare, and community enrichment programs. The county operates with fifty-
two (52) departments and approximately 700 full-time, part-time, and casual employees. More
information on the County of Franklin can be found at www.franklincountypa.gov.
The rate of Franklin County’s growth, with respect to both population and expenses, continues
to outpace the growth of revenues, and the gap is clearly unsustainable. Regardless of Franklin
County’s frugality in spending, and vigilance in seeking outside funding for initiatives, the fact
remains that there is a need to address the gap. Since 2019, the County has utilized $12 million
of its General Fund reserves in order to comply with its fund balance policy. This would not have
been possible without ARPA funds received as a result of the pandemic. Future projections
indicate that by 2029 we will no longer be in compliance with our fund balance reserve policy.
As a result of this, the County has applied for and received a grant to allow for the development
of a strategic financial management plan using the Commonwealth of Pennsylvania’s
Department of Community and Economic Development’s Strategic Management Planning
Program (STMP). STMP is guided by a philosophy that establishes five (5) specific measures that
a local government can take to manage its financial position and achieve or maintain its long-
term economic viability. These are:
1. expenditure reduction,
2. revenue enhancement,
3. implementation of a long-term economic development strategy,
4. adoption of best management practices to achieve operating efficiencies, and
5. pursuit of intergovernmental cost-sharing strategies.
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SECTION III - ENGAGEMENT OBJECTIVES
As the County moves forward facing the financial challenges ahead, it is critical that it meets the
needs of its residents and does so in the most efficient and effective way. Through information
gained in this review of the services provided, the County’s goals are to ensure that mandates
are met, redundancies are minimized, and there is a proper staffing complement in the best
locations to provide services to our citizens. This is the ultimate objective of good government.
The County desires to maximize the benefit received from its assets, both human capital and
fiscal assets. This may include a review of its compensation structure to ensure market
competitiveness, facilities and land use planning, evaluation of its ERP system for effectiveness
and opportunities for improvements, and other areas identified during evaluation and
discussions with the consultant.
The result of the plan will be to provide guidance for the County to use in addressing the above
noted challenges. It shall seek to maximize benefit to its residents and consumers by identifying
the long-term objectives and budget decisions that can be made to allow for the achievement of
the County’s defined priorities.
The successful consultant shall assist the County of Franklin in developing and implementing a
multi-year financial management program and strategies with the goals of:
• Improving management, financial administration, operations, and economic development
activities within the County.
• Assessing possible revenue creation opportunities in a community which has limited
taxation ability.
• Assisting the County in developing a Strategic Management Planning Program framework to
identify and address financial difficulties.
• Evaluating the County’s system of multi-year revenue and expenditure financial monitoring
and trend analysis for anticipating and planning for future financial circumstances. This
includes analysis of retirement plans, liability and health insurance coverage and cost.
• Evaluating and assisting in developing the capacity within the County to be able to develop,
adopt, monitor, and implement Multi-Year Financial Management plans and incorporate this
process into the annual budget process.
• Providing a mechanism by which the County may adopt prioritized short- and long-term goals
and objectives for subsequent adoption and implementation.
• Determining and establishing the adoption of “best practices” for management of the
County and the development of standards that support financial stability.
• Exploring opportunities for promoting inter-municipal and regional cooperation strategies
and cost-sharing among area local governments.
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SECTION IV - SCOPE OF WORK TO BE PERFORMED
The STMP requires that the County prioritize its most critical needs and establish a process that
ensures that resources are focused on areas of highest priority, thus creating a “triage”
approach to potential fiscal distress intervention. It must be designed to meet the individual and
specific needs of the County of Franklin. The consultant’s role is the development of a plan in
these five (5) steps:
Step 1 Financial Condition Assessment – This assessment is to be performed as a means to
establish a realistic baseline of the County’s historic and financial condition and includes a
review of each fiscal fund starting with the General Fund and including all governmental and
proprietary funds that exist for the County. This review should include a minimum of four (4)
years of detailed historical financial data.
Step 2 Financial Trend Analysis – Using a multi-year period, this analysis will project future
revenue, expenditure, economic and demographic trends for at least a three (3) year period so
that the County can understand its future financial position and take immediate steps to
counteract any negative trends.
Step 3 Management Audit – The consultant shall assist the County in performing a
management audit of all departments and operations. The audit is to include narrative
summaries of each department comprised of budget and personnel information as well as other
relevant data. This data is to be supported by interviews with members of the governing body,
department heads, and key staff members as may be required in order to facilitate the most
comprehensive view of the County’s most critical operational needs. This part of the study shall
include an analysis of the appropriate structure, command, scheduling, and staffing levels of
each department and a review of current practices compared to established “best practices”
and standards of excellence for local government service delivery. The management audit shall
encompass any and all areas outlined by the County during the interview and consultant
selectin process.
This step may also include a review of all current collective bargaining agreements and
recommendations regarding cost containment and cost sharing for relevant departments and
operations.
Step 4 Multi-Year Plan Strategy – The consultant shall provide a Multi-Year Plan that will
identify the County’s top three financial management priorities. Additional prioritization should
be conducted at the departmental level including interdepartmental objectives that are county-
wide and detailed in this Plan. Each objective priority is to contain a detailed action plan that
describes:
• policy objectives to be achieved,
• the budgetary impact,
• the timing and deadlines for each action step, and
• which employee and/or department has the primary responsibility for the objective.
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Step 5 Multi-Year Plan Implementation – The STMP is an ongoing process and an adopted plan
must be evaluated, adjusted and adopted each year. The consultant shall create and provide a
master implementation schedule that specifies key deadlines for each objective set forth in the
Multi-Year Plan. This schedule will serve to monitor whether or not individual department
objectives are being met, thus providing a means by which the local government can measure its
overall progress in implementing the Plan.
SECTION V - SUPPORT TEAM
The consultant will be expected to work with a consortium of individuals representing the
County’s management, elected officials and any community members appointed by the
governing body.
During the review, the consultant may be required to meet with various elected or appointed
officials, department heads, staff members or members of the public to discuss the progress of
the engagement or related matters.
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SECTION VI - REPORTS REQUIRED/DELIVERABLES
The following reports as detailed above in Section IV are expected during the course of and at the
completion of the engagement:
A. Assessment of the County’s Financial Condition
B. Financial Trend Analysis
C. Management Audit Narratives and Recommendations
D. Multi-Year Plan
E. Master Implementation Schedule
All reports are to be provided to the Board of Commissioners of the County no later than the
following dates:
Steps 1 and 2: The Assessment of the County’s Financial Condition and Fiscal Trend
Analysis…………………………………………………………….. July 15, 2026
Step 3: The Management Audit ……………………………………………………… August 26, 2026
Step 4: The Multi-Year Plan …………………………………………………………… September 30, 2026
Step 5: Implementation Schedule …………………………………………………. October 28, 2026
A preliminary review may be undertaken by the Board prior to final delivery. The preliminary
report shall include:
• The Assessment of the County’s Financial Condition and Fiscal Trend Analysis
• The Management Audit
• The Multi-Year Plan and Operational Analysis
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SECTION VII - RESPONSE FORMAT
The County discourages overly lengthy and costly proposals. In order for the County to evaluate
proposals fairly and completely, offerors must follow the format set out in this RFP and provide
all requested information.
If your firm has prior experience working with the County DO NOT assume this prior work is
known to the evaluation committee. All firms are evaluated solely on the information contained
in their proposal, information obtained from references, and interviews or presentations if
requested. All submittals must be prepared as if the evaluation committee has no knowledge of
the firm, their qualifications or past projects.
Any submission that does not follow this format or does not require all the information
requested may be deemed unresponsive by the County and not evaluated.
Technical Proposal
1. Title Page – List the RFP subject, the name of the firm, the local address, telephone
number, name of the contact person and date.
2. Table of Contents – Include a clear identification of the material included in the proposal
by page number.
3. Introduction/Transmittal Letter (1 page max)
A transmittal letter must accompany the RFP submission. The purposes of this letter are
to transmit the proposal, acknowledge receipt of any addenda and to allow the firm an
opportunity to indicate their ability to provide the services requested. The letter must
contain the following information about the primary firm and any subconsultants or
partner firms:
• Primary Point-of-Contact Name
• Primary Project Lead Name (if different from above)
• Primary Contact Address
• Primary Contact Phone, Fax and Email
• Company Internet Address
• Name(s) of the person(s) who will be authorized to make representation for your firm,
their title, phone number and email address.
• Authorized signature confirming the proposal will remain open and valid for at least
180 days from the date set as the deadline for receipt of proposals.
4. Profile of Proposer (1 page max)
State whether your firm is local, national or international in size. Give the location of the
office from which the work is to be done, and the number of partners, managers,
supervisors, seniors, and other professional staff employed at the office. Briefly describe
the range of activities performed by the local office such as legal, auditing, accounting,
tax services, and management advisory services.
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5. Summary of the Proposer’s Qualifications (3 pages max and resumes)
Provide details as to the capability of your firm to provide financial management advisory
services over a multi-year period.
Describe recent local and/or regional experience similar to the type requested in the
proposal and provide the names and telephone numbers of client references who might
be contacted regarding your firm’s work. At least three (3) references are requested.
Provide a list with job titles of the team to be assigned to this project. Include a brief
resume for each of the persons to be assigned to the engagement. At a minimum,
detailed information should be provided of the consultant in charge of the review and the
consultant who will oversee the field work. Resumes should include educational and
professional experience with particular emphasis on financial consultation to
governmental units.
6. Management Review Approach (5 pages max and sample)
Provide a statement reflecting an understanding as to the scope of work requested.
Briefly describe your firm’s management review approach and provide specific
illustrations of the review procedures which will be employed. Submit at least one (1)
sample of a recent management audit report prepared by your firm for a governmental
unit.
7. Utilization of County Staff Resources (1 page max)
The Proposer should provide an estimate of the number of hours which will be required
of: (1) County fiscal staff to assist with the provision of data; (2) County department
heads to provide interviews; and (3) interviews/meetings of intergovernmental individuals
and members of the public.
8. Additional Data
Include in this section any pertinent information not covered in any of the previous
sections. If there is no additional information to present, please state so.
Cost Proposal
1. Compensation – Provide the estimated maximum number of hours and hourly rates by
staff classification necessary to complete the engagement. Include the estimated out-of-
pocket costs and the resulting all-inclusive maximum fee for requested work.
2. Sample Contract – Proposers shall include a sample proposed engagement letter or
contract for this work. Note that monthly progress billings are preferred for both the
consultant fees and out-of-pocket expenses. Billings shall show the total professional
hours, by classification, together with applicable rates and extensions, actual travel
expenses incurred, and a reasonable itemization of other out-of–pocket expenses.
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SECTION VIII - EVALUATION OF THE PROPOSALS & GENERAL SELECTION
PROCESS
Proposals will be evaluated by a team consisting of representatives of the County and others
selected by the County.
The Technical Proposals will be evaluated in terms of: (1) the Proposer’s demonstrated
understanding of the County’s requirements and plans for meeting them; (2) the professional
qualifications and related experience of the professionals assigned to the engagement; (3) the
prior experience and reputation of the Proposer in performing municipal management
consultation, and (4) the organization size and structure of the Proposer.
After the top proposals have been selected by the evaluation team, an award will then be made
to the firm which, in the opinion of the Board of County Commissioners, submitted the most
beneficial proposal, with cost and other relevant factors considered. Please note that the award
may or may not be given to the firm submitting the lowest cost proposal.
The County reserves the right to reject all proposals submitted and to request additional
information from Proposers. Notice is also given of the possibility that an award may be made
without discussion or after limited negotiations. It is, therefore, important that all proposals
contain the most favorable terms possible and should be complete in all respects.
SECTION IX - CONTRACT PROVISIONS & INSURANCE REQUIREMENTS
9.01 CONTRACT PROVISIONS
After the County of Franklin makes its selection, it shall proceed to negotiate a contract at a
mutually agreeable price based upon a Scope of Work for the project. If the County is unable to
negotiate a satisfactory contract with the most highly qualified person or firm, the County shall
formally end negotiations with that person or firm and begin to negotiate with the second most
highly qualified person or firm. Negotiations shall continue in this sequence until a contract is
agreed upon.
The performance of this contract shall be in accordance with all Federal, State and local laws as
may be applicable. Any contract between the County of Franklin and the consultant shall be
subject to the rules and regulations of any agencies where funding is being requested.
The contract between the County and the selected consulting firm will include the following non-
negotiable contract provisions:
1. Indemnification of the County.
2. Non-Indemnification of the Contractor.
3. Forum Selection (Franklin County, PA Court of Common Pleas).
4. Choice of law (Commonwealth of Pennsylvania).
5. Prevailing party attorneys’ fees.
6. Termination for convenience/termination for cause by the County.
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7. County ownership of the instruments of service/deliverables.
8. Work-for-Hire Transfer of Copyrights/Intellectual Property.
9. All data is the property of the County of Franklin. The contract must include
express provisions guaranteeing County ownership of all data and guaranteeing
that the data may be accessed post-contract using non-proprietary means. No
mining, analytics, or duplication is allowed without the County’s express written
permission.
10. Data security, confidentiality, and use of County data and information.
11. Nondiscrimination.
12. Suspension and debarment.
13. Release of liability in favor of the County.
14. Non-release of liability of the contractor.
15. Insurance coverage and County’s status as additional insured as set forth in
Section 9.02.
16. Terms of payment and invoicing, including 45-day payment period.
17. Any and all federal and state provisions required as a result of grant funding.
A separate “Data Sharing Agreement” will be signed by the selected consultant and Franklin
County during the Scope of Work process. Any work proposed and undertaken by this RFP that
requires the use, access, and sharing of County data shall be addressed via the “Data Sharing
Agreement” as compliant with current County of Franklin processes and procedures.
The County reserves the right to request additional contract provisions it deems necessary in
order to protect the best interest of the County.
9.02 INSURANCE
Prior to and during the performance of any services covered by this RFP, vendor shall provide the
County, upon execution of an agreement, in a form and manner reasonably acceptable to the
County Solicitor or Risk Manager, a certificate of insurance as evidence that it has obtained and
maintains in full force and effect during the term of this Agreement the following types of
insurance in the amounts described as follows:
i. General Liability insurance covering liability for death and bodily injury and
liabilities for loss of or damage to property with a combined single limit of not less
than One Million Dollars ($1,000,000) per occurrence and One Million Dollars
($1,000,000) in the aggregate;
ii. Worker’s Compensation and Employer’s Liability insurance as required by the
laws of the Commonwealth of Pennsylvania;
iii. Employee Dishonesty coverage at a minimum limit of $25,000;
iv. Professional Liability insurance of not less than One Million Dollars ($1,000,000)
per occurrence; and
v. Cyber Liability insurance of not less than One Million Dollars ($1,000,000) per
occurrence and Two Million Dollars ($2,000,000) aggregate.
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The County shall be endorsed as additional insured on the General Liability Insurance for
services and activities provided by the vendor under this agreement. Vendor shall provide proof
of insurance and the requirements of this section upon execution of this agreement as
requested after that. Should the vendor have any changes to their current insurance coverage,
they shall notify the County within five business days.
SECTION X - GENERAL LEGAL INFORMATION
10.01 RIGHT OF REJECTION
Franklin County reserves the right to cancel this request for proposals at any time for any
reason. Any proposal received may be rejected in whole or in part when in the best interest of the
County.
10.02 VENDOR CLEARANCE
All vendors will be required to submit a W-9 and pass clearance checks including a debarment
check and other background checks as deemed necessary by Franklin County.
10.03 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS
The County will not pay any cost associated with the preparation, submittal, presentation, or
evaluation of any proposal.
10.04 DISCLOSURE OF PROPOSAL CONTENTS
All responses are subject to the Pennsylvania Right to Know Law, 65 P.S. §§ 67.101-3104,
(“RTKL” or Right to Know Law”), which may mandate the release of any and all information and
documents submitted by the proposer. By submitting a proposal, all proposers acknowledge the
County’s non-waivable duties under the Right to Know Law and agree to cooperate therewith.
Any confidential or proprietary information should be marked accordingly. Additionally, any
confidential information submitted by the vendor must be easily separable from the non-
confidential sections of the proposal and as such must be submitted in a separate PDF
Document from the main proposal and labeled similarly to as described above including the
word “Confidential” in the file name. Notwithstanding the foregoing, all proposals, documents,
submissions and data are subject to the Pennsylvania Right to Know Law.
Any exceptions taken to such mandatory terms may result in rejection of the proposal. Any
exceptions to the terms and conditions must be set forth in writing, with reasons for such
objection, and alternate language suggested, or is otherwise waived.