RFP: Seeking a Consultant for Habitat for Humanity Nova Scotia’s Strategic Plan

Habitat for Humanity Nova Scotia logo

Request for Proposals (RFP) Development of 3-Year Strategic Plan (2026–2029) 
Issued by: Habitat for Humanity Nova Scotia [Date: February 4th, 2025] 
Project Title: Strategic Planning Consultant for 2026–2029 Plan
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Proposals Due: February 17th, 2025 (5:00 p.m. ADT) 

Proposal Submission Contact:
Donna Williamson
Chief Executive Officer
Habitat for Humanity Nova Scotia
Email: donna@habitatns.ca
Phone: 902-225-6499 

Proposal Submission Instructions:

  • Proposals should be submitted in PDF format.
  • All submissions must be received by 5:00 p.m. ADT on February 17th, 2025.
  • Late submissions will not be considered.
  • Proposals should not exceed four double-sided pages.

1. Introduction 

Habitat for Humanity Nova Scotia (HABITAT NS) is seeking an experienced consultant to develop a three-year strategic plan for the organization from 2026 to 2029. The successful consultant will work closely with HABITAT NS’s Board of Directors, leadership team, staff, volunteers, and key stakeholders to ensure the plan is aligned with our organizational vision, mission, and core values. 

Scope and Vision HABITAT NS aims to significantly increase its impact across Nova Scotia, not only in the number of homes we build but also in the operations and reach of our ReStores. With the increasing need for affordable housing in the province, we are poised to play a pivotal role in addressing the housing crisis. Our new strategic plan will guide HABITAT NS through this critical period, ensuring that we continue to expand our programs, reach more families in need, and grow our ReStore operations, which are vital to our sustainability and mission. 

The consultant will support us in creating a flexible, actionable, and ambitious strategic plan that outlines clear objectives, actionable steps, and measurable outcomes for the next three years. 

Objective The successful consultant will help facilitate a thorough and inclusive process for the development of the strategic plan, ensuring it reflects the evolving needs of the communities we serve, the broader housing crisis in Nova Scotia, and the continued growth of our ReStores. The plan will focus on sustainability, community impact, and long-term financial health. 

2. Scope of Work 

The consultant will be responsible for facilitating a comprehensive strategic planning process to guide Habitat for Humanity Nova Scotia (HABITAT NS) from 2026 to 2029. The scope of work includes the following key components: 

    1. Initial Assessment and Data Review Review of the current strategic plan (if applicable) and relevant organizational documents to assess past successes, challenges, and opportunities. 
      • Conduct a thorough analysis of HABITAT NS’s operations, including homebuilding programs, ReStore operations, and financial health. 
      • Gather relevant external data on affordable housing trends, community needs, and sector benchmarks.
    2. Engagement and Consultation Process
      • Design and implement a consultation process with HABITAT NS’s Board of Directors, leadership team, staff, volunteers, and key stakeholders (including donors, partners, and community members). 
      • Conduct one-on-one interviews and focus groups with key stakeholders to gather insights and feedback on the organization’s strengths, weaknesses, opportunities, and threats.
      • Facilitate a half-day workshop with Board members and the Management Team to discuss strategic priorities and gather input on potential areas of focus. 
      • Hold consultation meetings with key stakeholders, including staff, volunteers, clients, and community partners, to ensure diverse perspectives are captured. 
    3. Strategic Visioning and Direction
      • Collaborate with HABITAT NS leadership to identify the strategic vision, mission, and core values that will guide the organization’s future direction. 
      • Facilitate discussions on setting ambitious yet achievable goals for both homebuilding and ReStore operations, ensuring alignment with organizational values and long-term sustainability. 
      • Develop strategic imperatives (i.e., key priority areas) for the 2026-2029 period, addressing both the affordable housing crisis and the need to grow and sustain HABITAT NS’s ReStores. 
      • Identify communities to serve and areas where HABITAT NS should focus its homebuilding efforts. Consider geographic, socio-economic, and demographic factors to target communities with the highest need for affordable housing. 
      • Determine the construction approach to be taken, whether continuing with volunteer-led “stick build” projects, or exploring partnerships with developers or other entities to increase efficiency and expand the organization’s reach. 
    4. Strategic Plan Development
      • Prepare a comprehensive draft strategic plan, including measurable objectives, action steps, timelines, and resource allocation. This plan should include clear strategies for:
        • Expanding the number of homes built and supported through HABITAT NS’s programs, identifying new areas for construction. 
        • Growing the ReStore operations across the province to further support HABITAT NS’s mission and financial sustainability. 
        • Exploring new partnerships for construction, including potential collaborations with developers or other housing providers to increase project scale and sustainability. 
        • Addressing emerging trends in affordable housing, community development, and volunteerism. 
        • Ensuring a strong DEI (Diversity, Equity, and Inclusion) lens is incorporated into the plan, emphasizing inclusivity in both housing programs and ReStore activities. 
    5. Revisions and Finalization
      • Incorporate feedback from the Board, leadership, and stakeholders into the final strategic plan.
      • Ensure the final plan is actionable, with specific performance indicators to measure progress over the three-year period.
      • Provide a final draft of the strategic plan, including all supporting documentation and materials, for Board approval.
    6. Ongoing DEI Integration
      • Throughout the process, ensure that diversity, equity, and inclusion are integrated into every step, from stakeholder engagement and strategic direction setting to final recommendations and plan implementation.

3. Proposal Format and Submission Guidelines 

To ensure a fair and efficient evaluation process, all proposals must adhere to the following format and submission guidelines: Proposal Structure Proposals should be submitted in PDF format and should not exceed four double-sided pages (eight single-sided pages). The proposal should include the following sections:

Proposal Structure 

Proposals should be submitted in PDF format and should not exceed four double-sided pages (eight single-sided pages). The proposal should include the following sections: 

  1. Cover Page
    • The cover page should include the proposal title, the name of the proposing consultant/firm, contact information (including address, phone number, and email), and the date of submission.
  2. Understanding of the Project
    • A high-level summary of your understanding of Habitat for Humanity Nova Scotia’s (HABITAT NS) needs, the goals of this strategic planning process, and your approach to fulfilling those needs. 
  3. Methodology and Approach
    • A detailed description of the methodology you will use to complete the scope of work, including the process for stakeholder engagement, data collection, analysis, and plan development. 
    • A simple timeline for project execution, outlining key milestones and deliverables, ensuring that the plan is completed on time. 
  4. Roles and Responsibilities
    • A list of your responsibilities in delivering the project, including key deliverables at each stage of the process.
    • A description of what you would expect from HABITAT NS (e.g., access to key personnel, relevant documents, etc.) to facilitate a smooth planning process.
  5. Fees and Payment Structure
    • A firm price for completing the scope of work, excluding HST.
    • A payment schedule based on project milestones or deliverables.
    • Any additional costs or expenses, such as travel or consultation fees, should be broken down and listed separately.
  6. References
    • At least three references from similar projects completed within the past five years, including the name of the organization, a brief description of the project, and contact information for the reference.
  7. Company Overview
    • An overview of your business, including a brief description of your experience and expertise in strategic planning, particularly for non-profits or organizations working in affordable housing or community development.
    • Contact details, including the name, email, and phone number of the primary contact for the proposal.
  8. Motivation for Proposal
    • A rationale for why you are interested in working with HABITAT NS and why you believe your firm is the best fit for this project. Highlight your relevant expertise, knowledge, and experience in developing strategic plans with a DEI lens.

Proposal Submission Guidelines 

  • Submission Deadline: All proposals must be submitted by 5:00 p.m. ADT on February 17th, 2025. 
  • Submission Method: Proposals must be submitted via email in PDF format to: donna@habitatns.ca 
  • Late Proposals: Proposals received after the deadline will not be considered. 
  • Proposal Adjustments: Once submitted, proposals cannot be amended. If you need to withdraw your proposal, please contact the designated recipient by email prior to the submission deadline. 

Clarifications and Questions 

  • If you have any questions or require clarification regarding the RFP, please submit your questions in writing via email to donna@habitatns.ca by February 17th, 2025. Responses will be provided to all interested consultants by email. 

Addenda

  • Any changes or clarifications to the RFP will be issued as an addendum and sent to all interested consultants by email. Ensure that you are on our distribution list by contacting donna@habitatns.ca.

4. Evaluation Criteria

Proposals will be evaluated based on the following criteria. The goal of the evaluation process is to select a consultant whose expertise, approach, and understanding of HABITAT NS’s mission align with our goals for the strategic planning process.

A. Relevant Experience and Expertise (25%)

  • Experience with Non-Profit Strategic Planning: Proven track record of facilitating strategic planning processes for non-profit organizations, particularly in the affordable housing or community development sectors.
  • Demonstrated Success: Past success in developing and implementing strategic plans that have led to tangible results for similar organizations.
  • Experience with DEI Initiatives: Demonstrated experience in incorporating Diversity, Equity, and Inclusion (DEI) into strategic planning processes and aligning these principles with the organization’s overall strategy.
  • References: Positive feedback from references regarding the consultant’s ability to manage similar projects effectively.

B. Methodology and Approach (30%)

  • Strategic Process Design: A well-defined methodology that is tailored to HABITAT NS’s needs and objectives, including clear stages, activities, and timelines.
  • Stakeholder Engagement: A strong plan for engaging key stakeholders (Board, staff, volunteers, community partners, and clients) in the process to ensure the strategic plan reflects diverse perspectives.
  • DEI Considerations: Integration of DEI principles throughout the methodology, ensuring the plan reflects HABITAT NS’s commitment to fostering a diverse, inclusive, and equitable organizational culture.
  • Community and Housing Focus: A clear approach to identifying the communities HABITAT NS should serve, determining where to build, and how to implement building strategies (e.g., volunteer-based construction or partnerships with developers).

C. Local Connection and Cultural Understanding (10%) 

  • Understanding of Nova Scotia: A demonstrated understanding of Nova Scotia’s unique culture, communities, and diverse population, and how this shapes the context in which HABITAT NS operates. 
  • Local Insight: Preference for consultants with strong local ties to Nova Scotia, who have experience working within the province’s social, cultural, and economic environment. This will ensure the consultant can make informed recommendations and offer insights that reflect the region’s values and needs. 
  • Cultural Sensitivity: Ability to integrate a culturally competent approach into the strategic planning process, considering the diverse needs of the communities HABITAT NS serves. 

D. Project Timeline and Deliverables (15%) 

  • Clarity of Timeline: A realistic and well-defined timeline with clear milestones, ensuring the strategic plan is completed within the project’s time frame. 
  • Key Deliverables: A detailed list of deliverables, including drafts, workshops, and final approval of the strategic plan, with specific dates for each. 

E. Cost and Value for Money (10%) 

  • Firm Price: The consultant’s proposed price should align with the scope of work, with no hidden costs. 
  • Value for Money: Consideration of how the proposed costs compare to the overall value the consultant can deliver in terms of experience, expertise, and quality of deliverables. 
  • Payment Terms: Clear and reasonable payment structure based on project milestones or deliverables. 

F. Consultant’s Fit and Motivation (5%) 

  • Alignment with HABITAT NS’s Mission: The consultant’s understanding of HABITAT NS’s mission and values, including how their approach aligns with HABITAT NS’s objectives for the next strategic phase. 
  • Rationale for Proposal: A clear explanation of why the consultant is motivated to work on this project and why they believe they are the best fit for HABITAT NS’s needs. 

G. Innovation and Creativity (5%) 

  • Innovative Approaches: The degree to which the consultant demonstrates innovative and creative ideas to address the current and future challenges HABITAT NS faces, particularly in housing development and community engagement. 
  • Impactful Recommendations: Ability to propose strategic initiatives that are bold, forward-thinking, and actionable within the context of the organization’s resources and capabilities. 

5. Additional Terms and Conditions 

    1. Confidentiality
      • All information provided by HABITAT NS, including financial data, strategic documents, and internal communications, must be treated as confidential by the consultant. The consultant shall not disclose any information to third parties without the express written consent of HABITAT NS, unless required by law. 
      • The consultant must sign a confidentiality agreement before beginning any work. 
    2. Conflict of Interest
      • The consultant must disclose any potential conflicts of interest in their proposal, including any relationship with HABITAT NS employees, Board members, or affiliates that could affect the impartiality of their services. 
      • HABITAT NS reserves the right to disqualify any consultant if a conflict of interest is identified that could impair the integrity of the project. 
    3. Ownership of Work
      • All work produced under this contract, including the final strategic plan and any supporting materials, will be the sole property of HABITAT NS. The consultant shall not use or release any part of the work for other purposes without the written consent of HABITAT NS. 
      • HABITAT NS shall have unrestricted rights to use, modify, and distribute the materials as it sees fit. 
    4. Indemnification
      • The consultant agrees to indemnify and hold harmless HABITAT NS, its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising out of or in connection with the consultant’s actions during the strategic planning process, including any failure to meet the terms of the contract. 
    5. Compliance with Laws
      • The consultant must comply with all applicable local, provincial, and federal laws, regulations, and ordinances during the term of the contract. This includes, but is not limited to, laws governing the protection of personal data, non-discrimination, and occupational health and safety. 
    6. Subcontracting
      • The consultant shall not subcontract any part of the project without the prior written approval of HABITAT NS. If subcontracting is permitted, the consultant remains fully responsible for ensuring the subcontractor’s work meets the standards and timelines required by the project. 
    7. Timeline and Delays
      • The consultant is expected to adhere to the timeline outlined in their proposal. Any delays caused by the consultant that result in missed deadlines may result in penalties or termination of the contract. 
      • If delays are caused by factors beyond the consultant’s control, the consultant must notify HABITAT NS promptly to make adjustments to the timeline.
    8. Payment Terms
      • Payment will be made according to the agreed-upon milestones and schedule outlined in the consultant’s proposal.
      • Payments will only be made upon receipt of satisfactory deliverables as agreed in the contract.
        HABITAT NS reserves the right to withhold payments if the consultant fails to meet the terms of the contract or submits substandard work.
    9. Amendments to the Contract
      • Any changes or amendments to the contract must be agreed upon in writing by both HABITAT NS and the consultant. No verbal agreements will be considered binding.
    10. Termination
      • HABITAT NS reserves the right to terminate the contract if the consultant fails to perform the duties outlined in the RFP or if the consultant becomes unable to fulfill the obligations of the contract for any reason. In the event of termination, the consultant will be paid for work completed up to the termination date, and any outstanding payments may be withheld until all deliverables are received and approved.
      • The consultant may terminate the contract with 30 days’ written notice to HABITAT NS, provided that all work and obligations are completed up to the termination date.
    11. Insurance
      • The consultant must maintain general liability insurance covering the work to be performed, including professional liability insurance, with coverage limits sufficient to protect HABITAT NS from any potential claims arising from the project.
      • The consultant shall provide proof of insurance upon request.
    12. Force Majeure
      • Neither HABITAT NS nor the consultant shall be liable for any delays or failure to perform due to unforeseen circumstances beyond their reasonable control, including, but not limited to, natural disasters, strikes, pandemics, or government restrictions. In such cases, both parties will work together to develop a solution or modify the timeline as necessary.
    13. Governing Law and Dispute Resolution
      • This contract shall be governed by and construed in accordance with the laws of the Province of Nova Scotia, without regard to its conflict of laws principles. 
      • In the event of any disputes arising from the contract, the parties agree to attempt to resolve the dispute through mediation before pursuing any legal remedies. 
    14. No Agency or Partnership 
      • Nothing in the RFP or resulting contract shall be construed to create an agency, joint venture, partnership, or other formal relationship between HABITAT NS and the consultant. The consultant is an independent contractor, and nothing in the RFP shall be interpreted as granting the consultant authority to bind HABITAT NS in any manner. 

6. Timeline and Deadlines 

The following is the proposed timeline for the Strategic Planning process. The consultant is expected to meet the key deadlines outlined below. HABITAT NS reserves the right to modify these deadlines as necessary, but any changes will be communicated in advance.

Activity

Deadline 

RFP Issued 

February 4, 2025 

Deadline for Submission of Proposals 

February 17, 2025 

Proposal Review & Consultant Selection 

March 7, 2025 

Kick-Off Meeting with Consultant 

March 12, 2025 

Initial Discovery Phase (Interviews, Research) 

March 13 – March 28, 2025 

Presentation of Preliminary Findings and Recommendations 

April 4, 2025 

Draft Strategic Plan Development 

April 1 – April 19, 2025 

Review of Draft Plan with Board & Leadership 

April 21 – April 28, 2025 

Final Strategic Plan Submission 

April 30, 2025 

Final Presentation to Board of Directors 

May 7, 2025 

Post-Submission Revisions & Finalizing Plan 

May 14, 2025 

7. Contact Information

All inquiries related to this RFP should be directed to:
Donna Williamson
Chief Executive Officer
Habitat for Humanity Nova Scotia (HABITAT NS)
Email: donna@habitatns.ca
Phone: 902-225-6499

Please submit your proposal to the following email address:
Email for Proposals: donna@habitatns.ca

For questions regarding the RFP, please contact Donna at the provided email address before submitting your proposal.

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