Fractional COO Consultant Services RFP

5G Open Innovation Lab (herein referred to as “5G OI Lab”) invites your participation in the following RFP. Responses are due no later than 5/8/23. Proposals must be emailed only to Ryan@edgecluster.org with the subject line “Fractional COO Consultant RFP.” No late responses will be accepted. Each respondent is solely responsible for the timely delivery of their response.

Proposal Checklist

Proposal submissions should be organized as follows:

• Introductory Page and Exec Summary
• Response to Scope
• Company Background
• Project Timeline
• Compensation and Fees
• Other Services
• Declarations: page 5 of this document: reviewed, completed and signed

Background

5G OI Lab’s Edge Cluster Program was launched under Washington State’s Innovation Cluster Acceleration Program (ICAP) through the Department of Commerce in 2021. Led by an Executive Director (staff FTE=1) and Board of Directors, the Edge program is seeking a professional Fractional COO Consultant to assist with program and membership services management, fund development, and grant compliance and reporting. The selected contractor will work exclusively on the Edge Cluster Program.

 

Program Mission: To foster economic development in Washington State through 5G and edge computing by establishing networks in agriculture, advanced manufacturing, logistics, education, healthcare, and other key sectors.
 

Program Vision: Make Washington State a global leader in 5G and edge computing by convening industry, entrepreneurs, academics, civic leaders, and investors to research, innovate, and deploy these technologies.

Project Scope

1. Program & Membership Services Management - Establish, implement, and cultivate the EDGE Cluster membership model in partnership with the Edge Cluster Executive Director. This includes member identification and database implementation, seminar planning, membership communications strategy, and implementation.

1. Implement Organization’s Membership Programming
   1. 1. In the first year, plan and coordinate one event. This may include:
         1. Half-day virtual conference– including panels by three sector areas with partner organizations. Establish this as an annual event.
         2. Introductory seminars with target enterprise decision-maker groups.
         3. Convening industry forums for multiple sectors.
      2. Support and plan a minimum of 1 technology training session on skills relevant to edge compute and 5G architectures starting 2023.
   2. Membership Communications- Develop and implement a stakeholder cultivation and communications strategy to grow the Cluster’s membership base to 25 members per priority industry (established by the Executive Director). Promote Edge branding and showcase cluster membership successes through a comprehensive communications strategy.
      1. Collaborate with Executive Director to develop a messaging strategy for membership and outreach.
         1. Monthly newsletter via Mailchimp– Build the market by educating the target audience through the monthly newsletter and social media content.
         2. Support the launch of the new Edge website
            1. Capture and amplify innovation by curating blog posts by board members and industry leaders.
         3. Manage Edge social media channels (LinkedIn, Twitter)
   3. Deliver Membership Recruitment– Create and implement strategy to increase the total number of unpaid cluster members.
      1. Develop and implement new member outreach and strategy
         1. Establish basic CRM effort (Email, call, email, 7 touches)
         2. Identify mechanisms to reach new members (For example, WA secretary of state website database, companies within our size range, form email to every contact)
      2. Help to define project scope and goals based on the number of possible members.
   4. Coordinate the Deliverables for Membership Commitments

 

2. Fund Development– Support the organization's growth through grant writing, fund development, and finance modeling. Support the organization’s efforts to raise $500,000 by the end of 2023 to cover operational and Innovation Project costs from diverse sources.
   1. Grant Writing
      1. Apply for a minimum of 2 grants per year: 1 federal, 1 state
      2. USDA– federal funds focused on agriculture and the Yakima Valley project
      3. WASDA– State funds
   2. Grant Research
      1. Develop and manage a grant tracker of relevant government and institutional grants, including submission timelines, deliverables, etc.
      2. Coordinate letters of support for grant applications.
   3. Fundraising Strategy
      1. Comprehensive strategy development
         1. Establish relationships with public and private funders of non-profit entities.
         2. By the end of the year, collaborate with Executive Director to create a fundraising plan and a budget.
   4. Membership Paid Model Strategy
      1. Explore Fee for Service model (webinars, annual conference, certifications), endowment, and other business models.
      2. Test and establish a Project Sponsorship fee structure.

 

3. Grant Compliance and Reporting
   1. Government Grant Reporting
      1. Ongoing EDA reporting (monthly, annually)
      2. Evergreen manufacturing grant (in progress)
         1. Submit receipts
         2. End-of-project plans and reports
      3. Once federal grants are procured, compliance needs will increase

 

Anticipated hours per week: 20

Proposal Submittal Requirements

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposed services to satisfy the requirements of the RFP. The proposal should be organized as follows:

1. Introductory Page and Executive Summary

Include a title page with the RFP name, company name, address, and telephone number. The Executive Summary should introduce the company, provide a brief narrative summarizing the company's interest in the project and outline the proposal.

2. Response to Scope

Describe how the company will accomplish the work identified in the scope of work. The proposal should also specify the names of any firms or independent contractors that are part of the proposed solution for Edge. If there are additional and related services offered by the company but not proposed, identify these additional services and how they would benefit Edge.

3. Company Background

Provide information about the company's experience in similar projects, its ability to meet the needs of Edge, and the ability to support the commitments outlined in response to the RFP.

4. Project Timeline

Estimate project timeline, identifying high-level meeting participation, milestones, and deliverables.

5. Project Staffing

This section should describe the proposer’s approach to staffing the project as well as the project management methodology. It should also provide:

• A list of key members of the project team that will be on Edge’s project.
• Identification of the roles each member will have on the team.
• Resumes for each key personnel.

6. Compensation and Fees

Estimate costs and hours with the understanding that assumptions may be required. Such assumptions should be stated in the proposal. The maximum amount of the contract is $60,000.

7. Declarations page reviewed and signed.

Required Qualifications

1. Registered WA State business as fractional COO or comparable consulting business.

2. Minimum of 5 years experience in non-profit management, fundraising, grant-writing, or comparable experience.

3. Ability to meet WA State Department of Commerce Subcontractor Requirements – included in the RFP documents.

Evaluation Criteria

30 points: Qualifications and experience of the key individuals assigned to this project, as indicated by prior involvement in similar projects.

40 points: A proposed approach to completing the scope of work and understanding of the project and issues.

30 points: Fee Schedule costs

100 points total

 

RFP Schedule

Event	Date & Time	Instructions
Proposals due	Monday 05/8/23 12 pm/Noon PST	Proposals due to Ryan@edgecluster.org no later than 12 pm/Noon (PST). No late responses will be accepted.
Contractor selection & notification	May 2023
Contracting scope begins	May 2023
Contracting scope ends	September 30th, 2023

Terms and Conditions

Right to Reject Any and All Proposals – Failure of the candidate to provide any information requested in the RFP may result in the disqualification of the submitted proposal. 5G OI Lab/Edge reserves the right to select or reject any and all submissions in its best interest. Edge also reserves the right to pre-qualify any or all proposers or reject any or all proposers as unqualified, including, without limitation, the right to reject any or all nonconforming, nonresponsive, unbalanced, or conditional qualifications. Likewise, 5G OI Lab/Edge also reserves the right to re-solicit, waive all informalities not involving price, time, or changes in the work, and to negotiate contract terms with the apparent successful candidate.

 

Verification of Information – Candidates are hereby notified that 5G OI Lab/Edge will rely on the accuracy and completeness of all information provided in making its selection. As such, candidates are urged to carefully review all information provided to ensure clarity, accuracy & completeness of such information. As 5G OI Lab/Edge deems necessary and appropriate in its sole discretion, 5G OI Lab/Edge reserves the right to make any inquiries or other follow-up required to verify the information provided. 5G OI Lab/Edge reserves the right to select or reject any & all submissions in their best interest.

 

Discrimination in Employment – In connection with the performance of work on this project, the selected Contractor agrees not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability; and the Contractor further agrees to insert the foregoing provision in all subcontracts hereunder.

 

Applicable Laws – This evaluation and selection process and the performance of any selected shall be subject to, governed by, and construed in accordance with applicable Federal Laws, the laws of the State of Washington, and other applicable regulations as the same may be amended from time to time.

 

Assignment – The successful Contractor is prohibited from assigning or subcontracting the whole or any part of the contract without the prior written consent of 5G OI Lab.

WA State Department of Commerce Subcontractor Requirements

5G OI Lab’s Edge Cluster Program operates under contract with the WA State Department of Commerce. As a subcontractor of WASDOC, consultants are required to agree and comply with the following subcontracting requirements. In the following, “Contractor” refers to 5G OI Lab, and “Subcontractor” refers to the Fractional COO service provider for the Edge Cluster Program of 5G OI Lab.

 

Subcontracting– If COMMERCE approves subcontracting, the Contractor shall maintain written procedures related to subcontracting, as well as copies of all subcontracts and records related to subcontracts. For cause, COMMERCE in writing may: (a) require the Contractor to amend its subcontracting procedures as they relate to this Contract; (b) prohibit the Contractor from subcontracting with a particular person or entity; or (c) require the Contractor to rescind or amend a subcontract.

Every subcontract shall bind the Subcontractor to follow all applicable terms of this Contract. The Contractor is responsible to COMMERCE if the Subcontractor fails to comply with any applicable term or condition of this Contract. The Contractor shall appropriately monitor the activities of the Subcontractor to assure fiscal conditions of this Contract. In no event shall the existence of a subcontract operate to release or reduce the liability of the Contractor to COMMERCE for any breach in the performance of the Contractor’s duties. COMMERCE and the State of Washington are not liable for claims or damages arising from a Subcontractor’s performance of the subcontract.

 

Subcontractor Collection Data– Contractor will submit reports, in a form and format to be provided by Commerce and at intervals as agreed by the parties, regarding work under this Grant performed by subcontractors and the portion of Grant funds expended for work performed by subcontractors, including but not necessarily limited to minority-owned, woman-owned, and veteran-owned business subcontractors. “Subcontractors” shall mean subcontractors of any tier.

Insurance– The Subcontractor shall maintain insurance coverage as set out in this section. The intent of the required insurance is to protect the state should there be any claims, suits, actions, costs, damages or expenses arising from any loss, or negligent or intentional act or omission of the Contractor or Subcontractor, or agents of either, while performing under the terms of this Contract. Failure to maintain the required insurance coverage may result in termination of this Contract. 

The insurance required shall be issued by an insurance company authorized to do business within the state of Washington. Except for Professional Liability or Errors and Omissions Insurance, the insurance shall name the state of Washington, its agents, officers, and employees as additional insureds under the insurance policy. All policies shall be primary to any other valid and collectable insurance. The Subcontractor shall instruct the insurers to give COMMERCE thirty (30) calendar days advance notice of any insurance cancellation, non-renewal or modification.

The Subcontractor shall submit to COMMERCE within fifteen (15) calendar days of a written request by COMMERCE, a certificate of insurance which outlines the coverage and limits defined in this insurance section. During the term of the Contract, if required or requested, the Contractor shall submit renewal certificates not less than thirty (30) calendar days prior to expiration of each policy required under this section.

 

The Subcontractor shall provide, at COMMERCE’s request, copies of insurance instruments or certificates from the insurance issuing agency. The instruments or certificates shall show the insurance coverage, the designated beneficiary, who is covered, the amounts, the period of coverage, and that COMMERCE will be provided thirty (30) days’ advance written notice of cancellation. 

The Subcontractor shall secure insurance coverage that shall be maintained in full force and effect during the term of this Contract, as follows:

Commercial General Liability Insurance Policy–  Provide a Commercial General Liability Insurance Policy, including contractual liability, written on an occurrence basis, in adequate quantity to protect against legal liability arising out of contract activity but no less than $1,000,000 per occurrence. Additionally, the Subcontractor is responsible for ensuring that any Subcontractors provide adequate insurance coverage for the activities arising out of subcontracts.

Automobile Liability–  In the event that performance pursuant to this Contract involves the use of vehicles, owned or operated by the Contractor or its Subcontractor, automobile liability insurance shall be required. The minimum limit for automobile liability is $1,000,000 per occurrence, using a Combined Single Limit for bodily injury and property damage.

Professional Liability, Errors and Omissions Insurance– The Subcontractor shall maintain Professional Liability or Errors and Omissions Insurance. The Subcontractor shall maintain minimum limits of no less than $1,000,000 per occurrence to cover all activities by the Subcontractor and licensed staff employed or under contract to the Subcontractor. The state of Washington, its agents, officers, and employees need not be named as additional insureds under this policy.

Fidelity Insurance–  Every officer, director, employee, or agent who is authorized to act on behalf of the Subcontractor for the purpose of receiving or depositing funds into program accounts or issuing financial documents, checks, or other instruments of payment for program costs shall be insured to provide protection against loss:

The amount of fidelity coverage secured pursuant to this Contract shall be $100,000 or the highest of planned reimbursement for the Contract period, whichever is lowest. Fidelity insurance secured pursuant to this paragraph shall name COMMERCE as beneficiary.

Subcontractors that receive $10,000 or more per year in funding through this Contract shall secure fidelity insurance as noted above. Fidelity insurance secured by Subcontractors pursuant to this paragraph shall name the Contractor as beneficiary. 

The Subcontractor shall provide, at COMMERCE’s request, copies of insurance instruments or certifications from the insurance issuing agency. The copies or certifications shall show the insurance coverage, the designated beneficiary, who is covered, the amounts, the period of coverage, and that COMMERCE will be provided thirty (30) days advance written notice of cancellation. 

Thank you for your time and interest in this project.

 

 

 

 

 

 

 

 

 

 

 

Declarations Page

Company Name:

 

Company Address:

 

City, State, Zip:

 

Phone:

 

Number of years in business:

 

Name and Title of Contract Representative:

 

Name and Title of Person Legally Authorized to bind Contractor:

 

Indicate that you are not federally debarred in SAM.gov:

• I confirm that neither my organization nor any of the employees working on behalf of the proposed contracting entity have been federally debarred in SAM.gov.

 

Disclosure of any pending legal action against your company:

 

Disclosure of any conflict of interest(s):

 

Name:

Signature:

Date: