Overview
Big Bend Cares (BBC), a nonprofit AIDS Service Organization serving the 8-county Big Bend Region, seeks proposals to assist the organization with developing a comprehensive, 3-year Strategic Plan in collaboration with the Board of Directors and Staff.
Introduction of Big Bend Cares
Our Mission
To advance community wellness for all by providing comprehensive care and promoting sexual health.
Our Purpose
Since 1985, Big Bend Cares has served people living with HIV/AIDS with remarkable care and radical acceptance. We take a holistic approach to health care by treating the entire individual, with the mission to advance community wellness for all by providing comprehensive care and promoting sexual health. As the lead AIDS Service Organization in our local community, we provide medical case management services, as well as education and HIV prevention services.
In 2017, we opened Care Point Health & Wellness to serve as a one-stop-shop for all one’s healthcare needs; a place where clients and community members can receive primary care, radiology, dental, prescription refills, and lab work all in one location. Learn more about us at www.bigbendcares.org.
Today, BBC has nearly 50 staff members serving the 8 counties and continues to grow. We provide HIV/AIDS support services to more than 850 individuals per year, with offices in Gadsden, Leon, and Madison Counties.
Purpose of the RFP
BBC seeks an experienced consultant to support and facilitate a Board-owned Strategic Planning Process to clearly reflect a shared Board and Staff vision of the organization’s priorities, goals, scope of services, regional impact, and long-term sustainability. BBC’s current strategic plan was developed in 2021 and was refreshed in 2023. BBC is committed to a comprehensive and inclusive process that results in a cohesive strategy to achieve our mission, maximize our impact, and prioritize limited resources across our service area.
Consultant Deliverables
A 3-year strategic plan to include: Client Services, including Medical Care Management, Community Education and Outreach, and Client Access; Development, including Fundraising and Program/Grant Development; Cultural Competency and Organizational Culture; Human Resources and Professional Development; Clinic Optimization and Patient-Centered Model of Care; and Technology. Strategic Planning will focus on evidence-based practices, programmatic flexibility, building and enhancing capacity, and improving efficiency.
The selected consultant will be expected to work closely with BBC’s executive management team designated staff, and Board to:
- Designing and executing of strategic planning process consistent with criteria outlined in this RFP;
- Establish a work plan rooted in collaboration with Big Bend Cares’ community partners, current and former clients, nonprofit service providers, businesses, and local government.
- Facilitating conference calls and in-person interviews with members of the Board of Directors, BBC’s Leadership Team, staff, volunteers, select participating current and former clients, and members of the public;
- Facilitate all meetings and provide leadership, direction, and expert advice related to the development of an effective strategic plan;
- A flexible and adaptive framework to guide our impact growth planning and decision-making moving forward.
- Conduct a SWOT Analysis with emphasis on Opportunities to be incorporated as part of the established plan.
- Define infrastructure and resources needed to achieve goals: Bylaws, Policies and Procedures, Operations, Organizational Chart and Ideal Staffing Patterns, Facilities, Technology, and Financial Resources.
- Develop a timetable of implementation with specific measurable benchmarks, objectives, tasks to be accomplished to achieve goals.
- Identify clear measurable outcomes for how to measure organizational and strategic effectiveness, impact, and success.
Consultant Expertise in the following areas is not required, but helpful:
- Knowledge of the nonprofit and philanthropic sectors – regionally and nationally.
- Understanding of HIV, STI, LGBTQ+ health and/or public health issues.
- Ability to develop common understanding, if not consensus, of Board and Staff.
Required Consultant Expertise
- Have a strong track record of supporting nonprofits with strategic planning.
- Be highly collaborative and process-driven.
- Value justice, equity, diversity, and inclusion and approach this work through this lens.
The BBC Board of Directors Executive Committee will select the desired Strategic Planning consultant, and the BBC Board will approve at its August Meeting.
The Consultant will work closely with:
- Chief Executive Officer
- Big Bend Cares/Care Point C-Suite
- Executive Committee of the Board
Inquiries/Contact Information
Questions about this RFP may be directed to Amber R. Tynan, President, at atynan@bigbendcares.org.
Timeline
The consultancy needs to be complete no later than January 2026.
- Issue RFP: July 1, 2025
- Proposals Due: August 1, 2025
- Award of Contract: September 2, 2025
- Project Implementation: October – December 2025
Proposal Delivery and Due Date
Proposals are due on or before 5:00PM EST on August 1, 2025. Delivery of proposals should be made electronically to atynan@bigbendcares.org with “BBC Strategic Planning Proposal” in the subject line, PDF preferred. If you have large file size items, please provide a file sharing link with instructions for accessing the proposal materials.
In your submission, please include:
- Resume/CV/Bio
- Letter of Interest outlining how you would approach the work
- Proof of previous relatable experience
- Example of completed strategic plan
- Detailed cost proposal including billable time and any projected related costs
Project Budget
This consultancy has a budget between $25,000 – $30,000.
Location
Big Bend Cares is in Tallahassee, Florida. This consultancy can be based anywhere in the United States with the ability to connect virtually for planning meetings, and one-site for the facilitation of an in-person retreat.
Evaluation Criteria and Award of Contract
BBC may elect to schedule a conference call with potential consultants prior to awarding a final contract. We anticipate that conference calls will be schedule between August 11 – 15, 2025. Please include contact information for scheduling purposes in the proposal.
Proposals will be evaluated upon the contractor’s responsiveness to the RFP, qualifications, experience demonstrated with similar projects, and total price quoted for all items covered by the RFP. Award of contract resulting from the RFP will be based upon the most comprehensive response that is advantageous to BBC in terms of cost, functionality, experience, and quality of past work.
BBC ideally seeks a consultant that understands its needs as a nonprofit and AIDS Service Organization and is invested in our mission.
BBC reserves the right to accept or reject any and all proposals and to waive any minor discrepancies or technicalities in the proposal or specifications, when deemed to be in the best interest of BBC. We also reserve the right to negotiate with all respondents to the RFP and reject any and all offers and discontinue this RFP process without obligation or liability to any respondent.
Big Bend Cares is an Equal Employment Opportunity Employer.
People of color, women, LGBTQ+ individuals and people living with HIV are strongly encouraged to apply.
