Strategic Planning Facilitator (Contract Position)

STEPPING STONE STRATEGIC PLAN RFP

Request for Proposals No.: RFP 0620.25

Issued: October 21, 2025

Submission Deadline: December 5, 2025

Stepping Stone is seeking proposals from qualified consultants or firms to facilitate the development of a comprehensive strategic plan that will guide our organization over the next 3-5 years. The selected consultant will work closely with Stepping Stone leadership, staff, stakeholders, and the community to develop a strategic vision, priorities, and an implementation roadmap.

WHO ARE WE

Stepping Stone is an innovative grassroots organization dedicated to ending homelessness in Guelph. Originally known as the Drop In Centre, Stepping Stone was founded in 1983 by a local nun, Sister Christine Leyser, to address a need for support, food and accommodation for those affected by homelessness. An emerging need for emergency overnight shelter led to the opening of Stepping Stone in 1986 in partnership with the County of Wellington.

Although the Drop In Centre and the Stepping Stone addressed a critical need for emergency shelter, there was a growing recognition over the ensuing years that without an increase in permanent housing, homelessness would continue to grow. Consequently, in 2021 the Drop In Centre restructured under the name Stepping Stone and shifted its primary focus from providing emergency shelter services, to securing and providing permanent housing for those experiencing homelessness. A significant milestone in realizing this new mission was the opening of Grace Gardens in August 2023. With the assistance of the Federal Government and the County of Wellington, Stepping Stone purchased and renovated a local motel, transforming it into 32 permanent supportive housing units, now collectively known as Grace Gardens.

Stepping Stone has grown rapidly over the past five years and now provides a broad array of services including outreach for those unwilling or unable to engage with the health and social service system; emergency overnight shelter; preventative and ongoing support for those requiring assistance to maintain their housing; and the provision of permanent housing through facilities such as Grace Gardens. The Board and Staff have shown adaptability, resilience, and dedication over the past few years of rapid expansion and are strongly committed to finding and applying innovative and creative solutions to overcoming homelessness. A detailed description of Stepping Stone’s services is available at https://steppingstonegw.com.

About the Need

Stepping Stone has grown significantly over the past five years and is transitioning from a small grassroots organization to one with increased administrative needs, greater organizational accountability, and higher service expectations from funders, community partners and those accessing service. Consequently, we are seeking an experienced strategic planning consultant to design and facilitate a robust strategic planning process that results in an effective framework for addressing challenges related to organizational growth, setting priorities, allocating resources, addressing risks, and capitalizing on emerging opportunities.

Stepping Stone Objectives

A Strategic Plan that:

1. Reflects the input and feedback of decision makers, funders, staff, community partners and people who use Stepping Stone services.
2. Focuses on increasing the number of people who secure and maintain permanent housing.
3. Promotes organizational excellence, resilience, and service innovation.
4. Strengthens Stepping Stone’s partnerships and role within Guelph’s health and social service system.
5. Emphasizes and reinforces our non-hierarchical, person-centered philosophy of service.
6. Provides enough clarity and structure to direct the achievement of desired outcomes, but is flexible enough to accommodate unexpected risks and/or changing needs
7. Specifies clear and measurable outcomes and indicators of success.

Project Scope

The selected consultant will be responsible for:

• Conducting an environmental scan based on stakeholder feedback, service trends, internal assessments and alignment with funder priorities.
• Complete a robust stakeholder engagement process that includes input from funders, service and community partners, people using Stepping Stone’s services, and relevant government agencies and representatives.
• Facilitating strategic planning sessions with key stakeholders.
• Revisiting the vision, mission and values to ensure these statements inspire and guide our Board and staff.
• Identifying key priorities, goals, and objectives aligned with Stepping Stone’s mission.
• Developing an implementation framework, including measurable outcomes and performance indicators.
• Preparing a final Strategic Plan document with actionable recommendations and a visual representation of the plan.
• Developing a communication plan and tools to market the plan internally and externally.

Deliverables

Expected deliverables include:

• A detailed project work plan and timeline. 
• Summary report of environmental scan and feedback from stakeholder engagement.
• A retreat with the Board and senior management focused on:
  • Drafting a Strategic Plan informed by the summary report of the environment scan and stakeholder engagement.
  • Ensuring that:
    • the Mission Statement clearly reflects Stepping Stone’s fundamental purpose.
    • the Vision Statement is future oriented and aspirational.
    • Stepping Stone’s Values are clearly defined, resonate with the Board, staff and stakeholders, align with the mission and vision, and provide concrete guidance.
  • Identifying strategic goals and objectives that are specific, measurable, attainable, relevant and timely.
• A draft Strategic Plan with actionable recommendations and an implementation framework detailing how intended impacts will be achieved with measurable outcomes and performance indicators.
• A final meeting with the Board and senior staff to present the Strategic Plan and any ancillary documents for discussion and feedback.
• A finalized strategic plan and visual representation prepared in 3 formats (full detail, summary document and presentation format), completing the engagement.
• A plan to communicate the mission, vision and strategic priorities internally and externally

Preferred Skills and Experience

• Proven track record of developing effective strategic plans that have been successfully implemented within non-profit organizations in the social service or health sectors.
• Experience conducting multi-stakeholder consultations, including experience using virtual platforms and a hybrid approach (i.e. in person and by videoconferencing). 
• Proven ability to effectively apply a range of accepted and current strategic planning tools and methods.
• Excellent facilitation and communication skills.
• Experience developing communication plans and tools to market a strategic plan.
• Project management expertise and proven ability to meet ambitious timelines.
• Understanding of multi-service organizations, community development, and permanent housing approaches for addressing homelessness would be an asset.

Timeline

December 5, 2025: Deadline for proposal submission

December 19, 2025: Selected consultants contacted to arrange an interview

January 20 – 25, 2026: Interviews with Consultants

February 2, 2026: Chosen consultant notified and meeting schedule to discuss the project plan and timeline. Following dates subject to revision based on discussion with consultant.

July 13, 2026: Draft Strategic Plan circulated for Board Review

July 20, 2026: Board Feedback on Draft Plan

July 20, 2026 – August 10, 2026: Refine and finalize strategic plan and metrics

August 20, 2026: Board approval of final strategic plan

Reporting and Working Relationship  

The successful Consultant will report to the Executive Director and engage with the Strategic Planning Committee, at regular intervals.  

Budget

• The budget for this project is up to $30,000 tax inclusive

Proposal Submission and Requirements

Proposals must not exceed 15 pages (not including resume) and include: 

• A cover letter including the legal name and contact information of the consultant and signed by an authorized representative of the consultant.
• Information about any conflict (real or potential) of interest, previous experience with Stepping Stone in any role, or connection to any Stepping employees or Board members.  
• A description of the consultant’s capacity to complete the work according to specified timelines.
• A workplan describing the consultant’s approach to providing the services outlined above, including deliverables and timelines. 
• Resumes of key personnel who will be leading the work including details about two (2) recent projects as they relate to the above-mentioned skills and experience. 
• Three (3) references with similar project requirements, including full name and contact information and a brief description of organization type and services provided. 
• The proposed fee with breakdown of costs.

Selection Criteria

All proposals will be evaluated according to the following criteria:

1. Quality and credibility of the proposal
   • Clear understanding of the scope and nature of the work required.
   • Realistic and appropriate work plan with suitable time frames for meeting the requirements of the proposal.
   • Sound and comprehensive design and methodology.

1. Qualifications of consultant

• Specialized experience in designing, leading and facilitating strategic planning processes.
• Experience with non-profit agencies in human services and/or health care sectors.
• Experience conducting facilitated planning processes with multiple stakeholders.
• Proven track record of developing sound strategic plans that have been successfully implemented within organizations.
• Knowledge of homelessness and the provision of permanent housing an asset.
• At least two examples of work with prior clients for similar type projects

1. Costs
   • The maximum budget of the project is $25,000. Applicants must provide a detailed cost breakdown.
   • Appropriateness of costs for each component of the proposal .

1. References

• Three references with similar project requirements, including full names and contact information and a brief description of organization type and services provided.

Weighting

Weighting is used to assign relative importance to the selection criteria. This weighting should be considered by the respondent when developing its proposal:

Quality and Credibility of the Proposal 40%

Qualifications and Relevant Experience 20%

Cost Estimates & Budgets 35%

References 5%

Total=100

Evaluation Process

The evaluation process will identify the proposal(s) that best meets the requirements of the RFP, based on the described evaluation criteria.

Step 1: Evaluation and ranking of proposals

Step 2: Interview with selected proponents

Step 3: Reference Check

Financial

The respondent will bear all costs incurred in the preparation and presentation of the response to this RFP.

Stepping Stone is not liable for any costs or damages related to rejection of any or all proposals.

Stepping Stone is not liable for any error or omission in any part of this RFP.

The quoted price may not be increased after the closing date of the RFP and/or during the term of the agreement unless otherwise agreed to in writing by Stepping Stone.

Public Communication

The respondent shall not issue any public communication pertaining to any agreement awarded under this RFP unless expressly agreed to in writing by Stepping Stone.

Intellectual Property

All deliverables, services, and intellectual property rights derived under this RFP remain the exclusive property of The Stepping Stone.

Requests to publish or present information derived from work under this RFP to any external forums or entities require prior written approval from Stepping Stone.

Submission of Proposals  

To be eligible for consideration, proposals must be received by 4:30 pm on December 05, 2025.

Stepping Stone will not be responsible for any technical problems regarding the submissions. Consultants will receive confirmation that their proposal has been received shortly after submission. 

Late proposals will not be accepted. It is the consultant’s responsibility to ensure that their proposal is submitted on or before the RFP closing date. 

Responses must be mailed, couriered, or hand delivered. Facsimile responses will not be accepted. Email responses will be accepted at admin@steppingstonegw.com provided that original documents are received within 72 hours of the closing date/time.

Please address envelopes to: Unit B - 18 Wilson Street, Guelph, ON, N1H 4G5

Inquiries

Inquiries about the details of the RFP can be directed to Gail Hoekstra, Executive Director gailh@steppingstonegw.com . All questions must be received at least three days prior to the submission deadline.

Stepping Stone recognizes the value of lived, educational, and professional experience in the development of expertise. If you are enthusiastic about this opportunity and believe you have the capabilities and commitment to fulfill the objectives and responsibilities of the contract, but your qualifications do not align perfectly, we encourage you to apply. In accordance with the Accessibility of Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, 1990, we will accommodate applicants’ needs throughout all stages of the award process.