SLED Opportunity · TEXAS · TRAVIS COUNTY
AI Summary
Travis County seeks facilitation services for a two-day strategic planning retreat to align leadership on goals for the Transportation and Natural Resources Department. The informal RFQ closes April 9, 2026, with submissions accepted electronically or physically.
N/A **Solicitation Type**: QQ - Quick Quote (Informal) **Source ID**: PU.OTH.USA.2774764.C19698551 **Piggyback Contract**: No **Question Acceptance Deadline**: 04/02/2026 06:00 PM EDT **Questions are submitted online**: Yes **Bid Submission Type**: Electronic or Physical Bid Submission **Solicitation Number**: 202-CW **Reference Number**: 0000417923 **Pricing**: Item Based **Bid Documents List**: | Item Name | Description | Mandatory | Limited to 1 file | |---|---|---|---| | Completed Documents | Completed Documents | Yes | Yes | | W9 | W9 | Yes | Yes | **Line Items**: | No | Description | UOM | Qty | |---|---|---|---| | 1 | Lump sum total for two-day strategic planning session per attached scope for Transportation and Natural Resources Department (TNR) to align the management team on strategic goals for TNR. May or June 2026. Brand Preference Not Applicable - Service Item | Lump-Sum | 1 | **Questions and Answers**: - Q2 Arrow Right Question: Submission Format In what format would you like to have proposals submitted? Is there a page limit and are there other requirements? Answer: Answered in Communication 1 03/27/2026 04:13 PM EDT 04/02/2026 02:34 PM EDT - Q3 Arrow Right Question: Question regarding "Completed Documents" Hello, We are interested in submitting a big for this retreat. In the uploads section, it references 'Completed Documents'; however, we don't see anything in the RFQ document that outlines what documentation is required (other than the Excel quote sheet). What information would you like to see in the proposal to show qualifications and experience, and is there a preferred format for these documents? Thank you! Answer: Answered in Communication 1 03/27/2026 05:13 PM EDT 04/02/2026 02:34 PM EDT - Q4 Arrow Right Question: Formatting Is there a specific format for the RFP response? Or is this open formatting? Answer: Answered in Communication 1 03/27/2026 05:58 PM EDT 04/02/2026 02:34 PM EDT - Q5 Arrow Right Question: Budget For RFQ Is there a budget for this RFQ? Or are you looking to price this retreat at this time to make a decision later? Answer: Answered in Communication 1 03/27/2026 06:00 PM EDT 04/02/2026 02:34 PM EDT - Q6 Arrow Right Question: Items Needed? For this proposal, what should we include in our cost proposal? For example, we have conducted retreats previously and the location was already provided by the provider. Should we include this and similar items in our cost proposal? Answer: Answered in Communication 1 03/27/2026 06:03 PM EDT 04/02/2026 02:34 PM EDT - Q7 Arrow Right Question: Project Timeline Is there an anticipated start date, or final report date for this project? Answer: Answered in Communication 1 03/30/2026 02:15 PM EDT 04/02/2026 02:34 PM EDT - Q8 Arrow Right Question: Retreat Location Is the retreat expected to be held within Travis County, or would a nearby off site location be acceptable if it supports the objectives of the engagement? Answer: Answered in Communication 1 03/30/2026 02:33 PM EDT 04/02/2026 02:34 PM EDT - Q9 Arrow Right Question: Retreat Location Does the County anticipate that venue selection, contracting, and logistics will be handled by the Consultant, or will those arrangements be managed directly by the County? Answer: Answered in Communication 1 03/30/2026 02:34 PM EDT 04/02/2026 02:34 PM EDT - Q10 Arrow Right Question: Pricing Related If the Consultant is responsible for securing an off site venue, should venue and catering costs be included as reimbursable pass through expenses, or excluded from the Consultant’s professional fee? Answer: Answered in Communication 1 03/30/2026 02:34 PM EDT 04/02/2026 02:34 PM EDT - Q11 Arrow Right Question: ADA Requirements Will the County manage ADA and accessibility compliance for the retreat venue, or is the Consultant expected to ensure that the selected venue meets accessibility requirements? Answer: Answered in Communication 1 03/30/2026 02:34 PM EDT 04/02/2026 02:34 PM EDT - Q12 Arrow Right Question: Budget for RFQ Has the County established a not to exceed amount or target budget range for this RFQ? Answer: Answered in Communication 1 03/30/2026 02:35 PM EDT 04/02/2026 02:34 PM EDT - Q13 Arrow Right Question: Pricing Related Should travel, lodging, and incidental expenses—if applicable—be included in the proposed fee, or itemized and billed separately? Answer: Answered in Communication 1 03/30/2026 02:35 PM EDT 04/02/2026 02:34 PM EDT - Q14 Arrow Right Question: Goals & Outcomes Is the primary outcome of the retreat intended to be leadership alignment and priority setting, or is the development of a formal written strategic plan expected? Answer: Answered in Communication 1 03/30/2026 02:35 PM EDT 04/02/2026 02:34 PM EDT - Q15 Arrow Right Question: Material Requirements Are printed materials or participant workbooks anticipated as part of the engagement, or are digital materials acceptable? Answer: Answered in Communication 1 03/30/2026 02:36 PM EDT 04/02/2026 02:34 PM EDT - Q16 Arrow Right Question: Prior Retreats Has the County conducted similar strategic planning retreats previously, and are there any lessons learned or preferred practices that should inform the Consultant’s approach? Answer: Answered in Communication 1 03/30/2026 02:36 PM EDT 04/02/2026 02:34 PM EDT - Q17 Arrow Right Question: Evaluation Factors Will responses be evaluated primarily on total cost, or on best value considering qualifications, experience, and facilitation approach? Answer: Answered in Communication 1 03/30/2026 02:36 PM EDT 04/02/2026 02:34 PM EDT - Q18 Arrow Right Question: Response Requirements Can you please clarify the information and format required to successfully bid on Request for Quote 202-CW? Is only the Lump Sum template to be submitted? If so, how would a respondent illustrate their qualifications and approach to the request scope of services? Answer: Answered in Communication 1 03/31/2026 10:16 AM EDT 04/02/2026 02:34 PM EDT - Q19 Arrow Right Question: Project Expertise The RFP lists experience in permitting, transportation, parks and natural resources as preferred. What level of subject matter expertise are you looking for — someone who can facilitate discussion in these areas, or an external expert who can present national best practices or technical content? Answer: Answered in Communication 1 03/31/2026 10:51 AM EDT 04/02/2026 02:34 PM EDT - Q20 Arrow Right Question: Project Expertise If a subject matter expert is desired (e.g., TCEQ, Texas Parks & Wildlife, transportation), is there a specific area of focus? We could scope an optional add-on to include a relevant specialist for part of the retreat. Answer: Answered in Communication 1 03/31/2026 10:52 AM EDT 04/02/2026 02:34 PM EDT - Q21 Arrow Right Question: Local Experience When the RFP references 'local experience,' does that mean Travis County specifically, or local government experience more broadly? Answer: Answered in Communication 1 03/31/2026 10:53 AM EDT 04/02/2026 02:34 PM EDT - Q22 Arrow Right Question: Submittal Items The solicitation requests a lump sum price, W-9, and insurance forms, but does not ask for a firm profile, cover letter, or resumes. Is that intentional? Are those materials unwanted, or should they be submitted in the Notes section of the spreadsheet? Answer: Answered in Communication 1 03/31/2026 10:54 AM EDT 04/02/2026 02:34 PM EDT - Q23 Arrow Right Question: Project Expertise Will you be reviewing resumes as part of your evaluation? If not, how will you assess the qualifications of the proposed team? Answer: Answered in Communication 1 03/31/2026 10:54 AM EDT 04/02/2026 02:34 PM EDT - Q24 Arrow Right Question: Selection Process Is the county selecting based on lowest bid, or will consultants be screened through an interview or qualifications review process? Answer: Answered in Communication 1 03/31/2026 10:55 AM EDT 04/02/2026 02:34 PM EDT - Q25 Arrow Right Question: Selection Process Is this quick quote a first step — meaning the county will use submissions to shortlist firms for a subsequent RFQ or interview process where qualifications can be reviewed in more depth? Answer: Answered in Communication 1 03/31/2026 10:56 AM EDT 04/02/2026 02:34 PM EDT - Q26 Arrow Right Question: Current Status Does Travis County already have an engagement consultant currently under contract? Answer: Answered in Communication 1 03/31/2026 11:07 AM EDT 04/02/2026 02:34 PM EDT - Q27 Arrow Right Question: Team Retreat Is the retreat intended to be offsite (with overnight stays) or held in your offices with blocked calendars? Answer: Answered in Communication 1 03/31/2026 11:08 AM EDT 04/02/2026 02:34 PM EDT - Q28 Arrow Right Question: Retreat Expectations What are your expectations for each day's programming — how many hours, and is that inclusive of breaks, lunch, and any keynote or guest presentations? Answer: Answered in Communication 1 03/31/2026 11:09 AM EDT 04/02/2026 02:34 PM EDT - Q29 Arrow Right Question: Retreat Expectations How much of the retreat is focused on strategic planning vs. team building and staff development? Answer: Answered in Communication 1 03/31/2026 11:11 AM EDT 04/02/2026 02:34 PM EDT - Q30 Arrow Right Question: Project Budget Is there a budget or not-to-exceed amount you can share? Answer: Answered in Communication 1 03/31/2026 11:13 AM EDT 04/02/2026 02:34 PM EDT - Q31 Arrow Right Question: Project Timing The RFP references a May-June timeframe. Does that mean the retreat itself must occur by end of June, or that the full engagement including the written summary must be completed by then? Answer: Answered in Communication 4 03/31/2026 11:14 AM EDT 04/06/2026 10:49 AM EDT - Q32 Arrow Right Question: Informal Quote Is this solicitation for an informal quote more like an RFI? Will the quote be used to select a vendor, or to develop a pricing structure for a vendor already under contract? Answer: Answered in Communication 1 03/31/2026 11:22 AM EDT 04/02/2026 02:34 PM EDT - Q33 Arrow Right Question: National Event Planning & Management Hello, Do you accept proposals from out-of-state event planning and management firms? Thanks! Answer: Answered in Communication 1 03/31/2026 02:39 PM EDT 04/02/2026 02:34 PM EDT - Q34 Arrow Right Question: Questions Submitted By Agilify To Seek Additional Information Not Provided 1- Have you used a vendor in the past to perform this work and what is the name of that vendor. If yes, what was the expenditure for that retreat and what was the outcome of the retreat? 2- What is the budget for this retreat? 3-When do you want the retreat to occur? What days of the week? 4-What has happened at Travis County to consider making an investment in a leadership retreat? 5-Last August, Travis County put out an RFQ for a Lean Six Sigma Training, but the RFQ was canceled. Is this retreat related to that potential procurement? What does TNR mean? 6-Will Travis County provide the location and space for the 2 day retreat? If no, does Travis County have a preference on location? 7-When will the pre-retreat planning occur? Has the County Executive decided on a list of objectives for the retreat? 8-What county wide challenges are top of mind that would drive the objectives of this 2 day retreat? Answer: Answered in Communication 3 04/01/2026 03:42 PM EDT 04/02/2026 06:13 PM EDT - Q35 Arrow Right Question: Timeline, Budget, Scope, & Facilitation Approach 1. What is the expected start date of this contract? 2. What are the critical deadlines leading up to the retreat (e.g., agenda finalization)? 3. What is the target budget range or not-to-exceed amount for this engagement? 4. Are there expectations for cost breakdown (e.g., planning, facilitation, reporting)? 5. Will the training venue, audio visual, food and beverage catering, and training supplies be provided by Travis County or should these items be included in the budget proposal? 6. Is any post-retreat support (beyond the report) anticipated or desired? 7. How should scope adjustments be handled if needs evolve? 8. Can agencies/entities that are not non-profits or government agencies apply? 9. Which is more critical: local government experience or TNR subject matter familiarity? 10. Are there preferred facilitation approaches or team structure? 11. What are the primary goals and desired outcomes for Day 1 and Day 2? 12. Are there any political or organizational sensitivities? 13. How will success be measured? 14. Are there known challenges, risks, or sensitive topics? Answer: Answered in Communication 4 04/02/2026 12:35 AM EDT 04/06/2026 10:49 AM EDT - Q36 Arrow Right Question: Solicitation Deadline Will the County consider extending the deadline beyond the 4/9 date to allow vendors additional time to respond? Answer: Answered in Communication 3 04/02/2026 11:21 AM EDT 04/02/2026 06:13 PM EDT - Q37 Arrow Right Question: Not-to-Exceed Amount Is there a not-to-exceed amount for this request? Answer: Answered in Communication 1 04/02/2026 11:29 AM EDT 04/02/2026 02:34 PM EDT - Q38 Arrow Right Question: Cost Proposal Does the County have a budget in mind for this effort? Having a budget helps consultants create a reasonable and aligned workplan that best meets the County’s needs. Answer: Answered in Communication 1 04/02/2026 01:43 PM EDT 04/02/2026 02:34 PM EDT - Q39 Arrow Right Question: Cost Proposal Does travel need to be included in the lump sum? Answer: Answered in Communication 1 04/02/2026 01:43 PM EDT 04/02/2026 02:34 PM EDT - Q40 Arrow Right Question: Retreat Facilitation What are the anticipated/desired dates for the 2-day retreat? Answer: Answered in Communication 3 04/02/2026 01:44 PM EDT 04/02/2026 06:13 PM EDT - Q41 Arrow Right Question: Retreat Outcomes What are the outcomes the County is trying to achieve with this 2-day retreat? Answer: Answered in Communication 3 04/02/2026 01:44 PM EDT 04/02/2026 06:13 PM EDT - Q42 Arrow Right Question: Past Performance Has the TNR department previously engaged an outside consultant to facilitate a strategic planning retreat or similar session? If so, was that the same vendor or a different firm? Answer: Answered in Communication 3 04/02/2026 02:40 PM EDT 04/02/2026 06:13 PM EDT - Q43 Arrow Right Question: Past Performance Prior to issuing this Quick Quote, what internal steps or initiatives did TNR leadership take to address the alignment or planning challenges this retreat is intended to resolve? Answer: Answered in Communication 3 04/02/2026 02:40 PM EDT 04/02/2026 06:13 PM EDT - Q44 Arrow Right Question: Subject-People What specific organizational, strategic, or operational challenges within TNR is this retreat primarily designed to address? Answer: Answered in Communication 3 04/02/2026 02:40 PM EDT 04/02/2026 06:13 PM EDT - Q45 Arrow Right Question: Subject-People Will Travis County staff manage all venue logistics, catering, and audio/visual equipment for the 22 participants, or must the Consultant's bid include the costs to secure an off-site facility and meals? Answer: Answered in Communication 2 04/02/2026 02:41 PM EDT 04/02/2026 05:25 PM EDT - Q46 Arrow Right Question: Subject-People Does the County expect a single lead facilitator or a facilitation team for this engagement, given the two-day structure and split participant groups? Answer: Answered in Communication 3 04/02/2026 02:41 PM EDT 04/02/2026 06:13 PM EDT - Q47 Arrow Right Question: Subject- Processes Does the County have a firm or target date for the retreat? If not, are there scheduling constraints — such as fiscal year milestones or leadership availability windows — that should inform the Consultant's proposed timeline? Answer: Answered in Communication 3 04/02/2026 02:41 PM EDT 04/02/2026 06:13 PM EDT - Q48 Arrow Right Question: Subject- Processes How will proposals be evaluated and scored, and what specific weight is assigned to the "preferred" experience in permitting/transportation versus overall cost? Answer: Answered in Communication 4 04/02/2026 02:41 PM EDT 04/06/2026 10:49 AM EDT - Q49 Arrow Right Question: Subject- Product Day 1 vs. Day 2 Agenda Design: Given that Day 1 includes 8 senior leaders and Day 2 adds 14 management-level participants, does the County expect two distinct facilitated agendas — one tailored to each group — or a single continuous agenda carried across both days? Answer: Answered in Communication 3 04/02/2026 02:42 PM EDT 04/02/2026 06:13 PM EDT - Q50 Arrow Right Question: Subject- Product Who is the intended audience for the post-retreat summary report, what format does the County prefer (e.g., narrative memo, slide deck, action-plan matrix), and how many rounds of revision are anticipated before the deliverable is considered accepted? Answer: Answered in Communication 3 04/02/2026 02:42 PM EDT 04/02/2026 06:13 PM EDT - Q51 Arrow Right Question: Subject- Product For the pre-retreat questionnaire, will the County provide access to an internal survey platform and handle participant distribution, or must the Consultant supply the survey software and independently manage participant follow-ups? Answer: Answered in Communication 3 04/02/2026 02:42 PM EDT 04/02/2026 06:13 PM EDT - Q52 Arrow Right Question: Subject- Product Will facilitation frameworks, tools, templates, or materials developed by the Consultant for this engagement remain the intellectual property of the Consultant, or does the County expect to own all deliverables and methodologies developed under this contract? Answer: Answered in Communication 3 04/02/2026 02:43 PM EDT 04/02/2026 06:13 PM EDT - Q53 Arrow Right Question: Subject- Profit What is the maximum allocated budget range for this Quick Quote engagement? Answer: Answered in Communication 2 04/02/2026 02:43 PM EDT 04/02/2026 05:25 PM EDT - Q54 Arrow Right Question: Subject- Profit Are travel, lodging, and out-of-pocket expenses for the facilitator(s) expected to be fully burdened into a single fixed-fee bid, or will the County allow them to be billed separately as pass-through reimbursable expenses? Answer: Answered in Communication 2 04/02/2026 02:43 PM EDT 04/02/2026 05:25 PM EDT - Q55 Arrow Right Question: Subject- Pay-off What specific outcomes or indicators will the County use to evaluate whether this retreat was successful, and over what timeframe will those outcomes be assessed? Answer: Answered in Communication 3 04/02/2026 02:43 PM EDT 04/02/2026 06:13 PM EDT - Q56 Arrow Right Question: Subject- Pay-off Does TNR have a formal strategic plan or documented agency-wide priorities that the retreat outcomes are expected to feed into, and if so, will those documents be shared with the selected Consultant in advance of the pre-retreat consultation? Answer: Answered in Communication 3 04/02/2026 02:44 PM EDT 04/02/2026 06:13 PM EDT - Q57 Arrow Right Question: Employee Count How many employees are expected to attend the retreat ? Answer: Answered in Communication 2 04/02/2026 03:47 PM EDT 04/02/2026 05:25 PM EDT - Q58 Arrow Right Question: Pre-Work & Stakeholder Input Will the selected consultant be expected to conduct pre-retreat stakeholder interviews, surveys, or discovery sessions prior to the retreat? Answer: Answered in Communication 4 04/02/2026 03:48 PM EDT 04/06/2026 10:49 AM EDT - Q59 Arrow Right Question: Deliverables After the Retreat Beyond facilitation, are there expectations for post-retreat deliverables such as a summary report, strategic roadmap, or documented action plan? Answer: Answered in Communication 2 04/02/2026 03:48 PM EDT 04/02/2026 05:25 PM EDT - Q60 Arrow Right Question: Current State Materials Will Travis County provide any existing strategic plans, priorities, or internal assessments to inform the retreat design? Answer: Answered in Communication 4 04/02/2026 03:48 PM EDT 04/06/2026 10:49 AM EDT - Q61 Arrow Right Question: Definition of Success How will Travis County define a successful outcome for this retreat? Answer: Answered in Communication 3 04/02/2026 03:49 PM EDT 04/02/2026 06:13 PM EDT - Q62 Arrow Right Question: Participant Composition Can you provide a general breakdown of participants (e.g., executive leadership vs. department heads vs. managers)? Answer: Answered in Communication 2 04/02/2026 03:49 PM EDT 04/02/2026 05:25 PM EDT - Q63 Arrow Right Question: Technology / Materials Will there be any preferred tools or formats for collaboration (e.g., digital boards, printed materials, templates) Answer: Answered in Communication 3 04/02/2026 03:49 PM EDT 04/02/2026 06:13 PM EDT - Q64 Arrow Right Question: Follow-Up Engagement Is there potential for follow-on work (e.g., implementation support, additional workshops, or coaching) after the retreat? Answer: Answered in Communication 3 04/02/2026 03:49 PM EDT 04/02/2026 06:13 PM EDT - Q65 Arrow Right Question: Scope and Logistics - Pearl Snap Consulting Ltd. 1. Does the County provide the retreat venue and AV equipment (projector, screen, etc.), or should the contractor include meeting space in their pricing? 2. Is the preference for the retreat to take place in travis county, state of texas or out of state? 3. Should travel and lodging for the participants be considered in the RFP? Are participants staying overnight anywhere or returning home each day?) 4. What are the expected hours each day? Are the two retreat days back-to-back? 7-8 hours including breaks 5. Is there a target date or timeframe for holding the retreat? 6. Will all participants be in person, or should we plan for any virtual attendees? 7. Has TNR done a strategic planning retreat before? If so, are there prior reports we could review to build on past work? 8. For pre-retreat planning, should we expect one kickoff meeting with the County Executive or designee, or multiple planning sessions? 9. What specific team behaviors or outcomes is the challenge meant to surface (e.g., cross-divisional communication, prioritization under constraint, decision-making under ambiguity) 10. Should the Collaborative Challenge prioritize building relationships across the team, reinforcing strategic content from the morning, or creating a high-energy close to the day — or are you envisioning something else entirely? 11. Who is responsible for selecting and contracting the caterer? 12. On the post-retreat report — is the County looking for a summary with high-level recommendations, or a more detailed action plan with timelines and owners? Answer: Answered in Communication 4 04/03/2026 11:58 AM EDT 04/06/2026 10:49 AM EDT - Q66 Arrow Right Question: Scope and Logistics - Pearl Snap Consulting Ltd. 13. Is there interest in an optional behavioral observation component — where a qualified analyst tracks team interaction patterns across both days and provides a debrief on communication strengths and dynamics? If so, this would increase the RFP. 14. Is the County open to proposals that include a follow-up check-in (say 30–60 days after the retreat), or should we keep the scope to the two days plus the written report? 15. How will responses be evaluated? Lowest price, best value, qualifications-based? 16. The PO terms say no partial payments unless stated. Can we propose milestone payments (e.g., 50% at retreat completion, 50% at report delivery)? Answer: Answered in Communication 4 04/06/2026 10:32 AM EDT 04/06/2026 10:49 AM EDT
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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