MOVEON REQUEST FOR PROPOSALS
Project: MoveOn Staff Retreat Facilitators & Logistics Support
Proposals accepted on a rolling basis until: November 22, 2019
Project begins: ASAP, no later than December 6, 2019
Project Overview: MoveOn seeks an experienced individual consultant or team of consultants to help oversee the success of an important all-staff gathering — by designing, facilitating, and supporting substantial components of the organization's upcoming annual all-staff retreat. (In previous years, this role was exercised by an individual member of the team, on a rotating basis; as MoveOn has grown, the team seeks an experienced outside partner to own this responsibility.) This meeting will involve approximately 75 people, and will take place over 4-5 days at an off-site location in the continental US in late February 2020.
Scope of work:
Responsible for the overall success of the retreat in meeting the organization's goals — e.g., to build trust and cohesion as a staff team; to advance election planning; and to nurture the resilience of individual staff members and the group as a whole
Hold bottom-line responsibility for designing the overall program and agenda for the retreat, working closely with key MoveOn staff:
Listen, draft, refine, assign out work, and finalize the program for the retreat
Coordinate closely with a specially-constituted cross-staff retreat committee, that can give feedback on emergent retreat plans and help with facilitation and other retreat work
Ensure proper preparation of sessions
May facilitate some or all of the retreat sessions while on-site, along with facilitators drawn from within the staff team
Ensure successful logistics at the meeting — potentially including pre-retreat logistics planning and also on-site logistical support (this may be a bigger or smaller component of the contract, depending on capacity)
Figure out the rooms needed & set-up of rooms
Monitor comfort of participants with things like overall space set-up and availability of food and drinks, including attention to dietary restrictions
Oversee equity and accessibility for the event, including things like clear access to gender-neutral bathrooms, scrutinizing access to venue and activities for people who aren't able-bodied, and more
Think through the look and feel of the space as a whole — is it a great place to be in for 4-5 days? Identify options for excellent spatial design. As determined by the retreat plan, this could include things like: collect and display photos and graphics needed to ensure the space is welcoming, comfortable, secure, and attractive
Liaison with on-staff security contact to ensure the security plan for the event is strong
Ensure a post-retreat debrief process including documenting lessons learned for future retreat committees
Reports to: MoveOn's Chief of People. The project manager will also work closely with key staff including MoveOn's Chief of Staff, Director of Administration, Special Assistant, and members of retreat planning committee.
Criteria for selection: The MoveOn team welcomes proposals that are soup-to-nuts, as well as proposals that focus in on one portion of the retreat (e.g. focusing more on planning and facilitation but not on logistics, etc). All applicants will be judged on the basis of criteria including:
Previous excellent work in assessing team needs and then designing and planning high-level meetings to achieve the goals of the group and organization
Demonstrated strength in front-of-the-room facilitation: clear, compelling, insightful at reading a room, nimble and able to adapt to the needs of a group. Excellent at communication and relationship-builder in smaller and larger groups and one-on-one
Strong equity lens, commitment to undoing systemic oppression in society and within workplaces, and skill in navigating complex dynamics around identity
Demonstrated experience working with value-driven organizations of similar national scale, complexity, public brand, and risk profile
Sophisticated progressive political analysis, with comfort across a range of issues & constituencies
Track record of exercising the highest level of confidentiality and judgment in high-risk political and/or organizational environments
"Heart and head": ability to design a retreat that can drive rigorous work intellectually and emotionally
Accountable, timely, and pays excellent attention to detail
Comes with a credible theory of how you'd work with MoveOn to achieve excellent outcomes for this retreat. If a solo operator: can you work excellently with MoveOn staff to achieve retreat outcomes? If the project manager comes with a team: is there a clear proposal on how your team members would divide labor and interface with MoveOn staff before and during the retreat?
Proposal submissions: To be considered for this role, please submit a resume and a proposal which includes the following information below. Please make sure to include the following information:
Background: Name, title and contact information.
Experience: Tell us about your relevant experience. A resume may be submitted in lieu of this section if your relevant experience appears within your resume.
Approach: In two pages or less, briefly explain how you would work with us to design, facilitate, and/or support substantial components of the organization's upcoming 3-5 day annual, off-site all-staff retreat
Cost and availability: Include an estimate for hourly rate in your proposal and any limitations on your availability. The project begins December 6 or ASAP. We anticipate this project will require 5-15 or more hours of work per week, as well as full-time availability during the week of the retreat itself. The debrief portion of this contract should be completed by March 1, 2020. Consultant may be based anywhere in the continental US, and must be available to be in-person during the week of February 22, 2020. Travel expenses will be reimbursed by the organization.
References: Past clients that MoveOn may reach out to as references, with contact info.
Submission: Submit to proposals@moveon.org and put "MoveOn Staff Retreat Facilitators & Logistics Support" in the subject line. Please submit by November 22, 2019.
Most-favorable terms:
MoveOn reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms that the vendor could propose. There will be no best-and-final-offer procedure. MoveOn does reserve the right to contact a vendor for clarification of its proposal.
The vendor should be prepared to accept this request for proposal for incorporation into a contract resulting from this request for proposal. Contract negotiations may incorporate some or the vendor's entire proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to MoveOn.
No obligation to contract
This request for proposal does not obligate MoveOn to contract for services specified herein.
Rejection of proposals
MoveOn reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this request for proposal.
Nondiscrimination
The vendor will adopt and disseminate a policy that the vendor, in employment, recruitment, selection, compensation, benefits, promotion, demotion, layoff, termination, and all other terms and conditions of employment will not discriminate on the basis of race, color, creed, age, sex, national origin, ethnic identity, physical or mental disability, veteran status, marital status, economic status, religion, sexual orientation, gender identity, or any other legally protected basis.
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