Township of Manheim, Lancaster County, Pennsylvania
STRATEGIC MANAGEMENT PLANNING PROGRAM PROPOSAL AND FIVE-YEAR FINANCIAL PLAN
REQUEST FOR PROPOSAL
RESPOND NO LATER THAN:
5:00pm, August 1st, 2025
INTRODUCTION
Manheim Township, PA is seeking a qualified financial consultant to lead the development of a Five-Year Financial Plan through the Pennsylvania Department of Community and Economic Development (DCED) Strategic Management Planning Program (STMP). The Township is participating in this program to perform in-depth financial planning that will place it on a sustainable long-term fiscal track.
Manheim Township is a First-Class Township located in Central Lancaster County, Pennsylvania. Founded in 1729, Manheim Township is one of the oldest communities in the County. It is primarily suburban in character, with 60% of the housing stock consisting of detached single-family homes; however, it also includes more urbanized areas with a greater mix of housing types (in the south, bordering Lancaster City) and areas that are still predominantly agricultural (in the northeast).
The Township has a population of 43,977 residents in 2020, making it one of the most populous municipalities in Lancaster County. It has experienced a very high rate of population growth in the last 25 years, increasing by 29.6% between 2000 and 2022. The population of the Township is also aging, with a median age of 44.1 years, which is higher than the county, state, or national average. Finally, housing in the Township is expensive, especially for renters; 52.4% of renters in the Township are housing-cost burdened.
Manheim Township is currently experiencing a structural budget deficit, due to the combination of providing a high-level of service to residents and low municipal millage rate. While a large reserve fund (created through the sale of the Township’s municipal sewer system in 2003) has been used for balancing the Township budget in recent years, and some small steps have been taken to increase municipal revenues (such as a .43 mills fire tax in 2009 to help fund a newly created professional fire department, and a .33 mills municipal tax increase in 2010), Township leaders and staff recognize that this is fiscally unsustainable over the long term.
As a result, Manheim Township would like to conduct an in-depth analysis of its finances and develop a multi-year financial management plan that will help the Township make changes to better align its costs and revenues over the long term.
A. PROPOSAL SUBMISSION
1. Five (5) copies of the sealed proposal, as well as a CD/flash drive with the Technical Proposal and Price Proposal, must be submitted not later than 5:00pm, August 1st, 2025. Proposals can also be submitted by email at the contact address below.
MUNICIPAL CONTACT AND ADDRESS:
Rick Kane, Township Manager at Manheim Township at (717)-569-6408, ext. 1109 or rkane@manheimtownship.org, 1840 Municipal Dr, Lancaster, Pennsylvania, 17601
2. The envelope(s) must be clearly marked on the outside “STRATEGIC MANAGEMENT PLANNING PROGRAM PROPOSAL.”
3. Fee/Cost information shall be in a separate sealed envelope marked “STRATEGIC MANAGEMENT PLANNING PROGRAM PROPOSAL.”
4. The proposal must be mailed, or hand delivered. No faxed proposals will be accepted.
5. Proposals will be handled confidentially by Manheim Township during the pre-award process.
6. Acceptance of a proposal and contract award shall be contingent upon the Manheim Township being granted State Funding for the Strategic Management Planning Program.
7. Manheim Township will not be responsible for any expenses incurred by a Proposer in connection with this procurement.
8. All proposals shall be valid and binding for a period of 180 days.
B. QUESTIONS
Any questions concerning the Request for Proposal should be directed to Rick Kane, Township Manager at Manheim Township at (717)-569-6408, ext. 1109 or rkane@manheimtownship.org
I. GENERAL CONDITIONS
A. No verbal instructions or verbal information to proposer (hereafter proposer or contractor) will be binding on Manheim Township. These written specifications will be considered clear and complete unless written attention is called to any apparent discrepancies or incompleteness before the opening of the proposals. Should any alterations to these specifications be made in the form of a written addenda, they will be emailed to all contractors. These addenda shall then be part of these specifications.
B. Submission of a proposal will be considered as conclusive evidence of the contractor’s complete examination and understanding of the specifications.
C. Manheim Township reserves the right to reject any or all proposals; the right to request additional information from any proposer; the right in its sole discretion, to accept the proposal considered most favorable; and the right to waive minor irregularities in the procedures or proposals if it is deemed in the best interest of the Township.
Manheim Township reserves the right to negotiate with proposers to establish variations from the original proposal(s), including proposed cost, which may be in the interest of the Township.
D. The award will be given to the responsive and responsible contractor whose proposal, conforming to specifications, will be most advantageous to Manheim Township. Price and other factors will be considered, such as delivery time, quality, service, experience and specific skills and disciplines represented on the consulting team, etc. The award may or may not be made to the consultant or contractor with the lowest-cost price proposal.
E. Manheim Township shall have the right, without voiding the contract, to make amendments to the items or work covered by the specifications. In case such amendments are made, an equitable price adjustment shall be made between the Township and the Contractor. All adjustments in price shall be made in writing.
F. The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or handicap. The contractor will take affirmative action to ensure that applicants are employed without regard to race, color, religion, sex, age, handicap, or national origin. Contractors will take steps to insure employees are treated during employment without regard to race, color, religion, sex, age, handicap, or nation origin. Such actions shall include but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoffs or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.
G. The contractor shall not initiate work or incur any cost until such time as Manheim Township receives confirmation that grant funds shall be available, at which time the Township shall issue a Notice to Proceed.
H. CONTRACT TERMINATION: A contract may be cancelled by Manheim Township by giving the contractor a minimum of seven business days or provided in written notice to the contractor.
I. INDEMNIFICATION: The contractor shall hold Manheim Township harmless from and indemnify the Township against any and all claims, demands and actions based upon or arising out of any activities performed by the contractor and its employees and agents under this Contract and shall, at the request of the Township, defend any and all actions brought against the Township based upon any such claims or demands.
J. INSURANCE: The successful contractor, prior to commencing work, should demonstrate compliance with the following liability limits of insurance:
(a) General Liability
$2,000,000.00 General Aggregate
$2,000,000.00 Products/Completed Operations Aggregate
$1,000,000.00 Personal Injury & Adversing Injury
$1,000,000.00 Each Occurrence
$300,000.00 Fire Damage Injury
$50,000.00 Medical Expense
(b) Excess/Umbrella Liability
$5,000,000.00 Each Occurrence
$5,000,000.00 General Aggregate
(c) Automobile Liability
$1,000,000.00 Combined Single Limit
(d) Worker’s Compensation and Employer’s Liability
$1,000,000.00 Each Accident
$1,000,000.00 Disease/Each Employee
$1,000,000.00 Disease Policy Limit
II. SCOPE OF WORK
Manheim Township has applied for grant funds offered by the Commonwealth of Pennsylvania, Department of Community and Economic Development’s Strategic Management Planning Program. The purpose of the program is to establish short- and long-term financial and managerial objectives that will strengthen the fiscal capacity of the municipal government along with the integration of long-term community and economic development strategies that strengthen the area’s tax base. The Strategic Management Planning Program is designed, in part, on recommended financial management practices of the Government Finance Officers Association (GFOA).
III. ENGAGEMENT OBJECTIVES
With financial assistance from this program and assistance from the consultant, Manheim Township will develop and implement a multi-year financial management program and strategies. The objectives of the engagement are to:
A. Strengthen multi-year financial planning processes for Manheim Township.
B. Assist Manheim Township on a Strategic Management Planning Program basis to identify and address financial difficulties.
C. Develop the internal capacity within Manheim Township so that it can develop, adopt, monitor, and implement Multi-Year Financial Management plans and incorporate this process into the annual budget process.
D. Assess possible revenue creation in a community which has limited taxation ability.
E. Conduct related management studies that will improve the management, financial administration, operations, and economic development activities within Manheim Township. This part of the study should include but not be limited to an analysis of the appropriate structure, command, scheduling, and staffing levels of each department and a review of current practices compared to established “best practices” and standards of excellence for local government service delivery. It should also include a review of all current collective bargaining agreements and recommendations regarding cost containment and cost sharing for relevant departments and operations.
F. Implement a system of multi-year revenue and expenditure financial monitoring and trend analysis so that Manheim Township can anticipate and plan for future financial circumstances. This includes analysis of retirement plans, liability and health insurance coverage and cost.
G. Determine and establish the adoption of “best practices” for management of Manheim Township and develop standards that support financial stability.
H. Provide a mechanism by which Manheim Township may adopt prioritized short- and long-term goals and objectives for subsequent adoption and implementation.
I. Explore the opportunities for promoting inter-municipal and regional cooperation strategies and cost-sharing among area local governments.
IV. STATEMENT OF WORK TO BE PERFORMED
The Strategic Management Planning Program is guided by a philosophy that establishes five (5) specific measures that a local government can take to manage its financial position and achieve or maintain its long-term economic viability: 1) expenditure reduction; 2) revenue enhancement; 3) implementation of a long-term economic development strategy; 4) adoption of best management practices to achieve operating efficiencies; and 5) pursuit of intergovernmental cost-sharing strategies.
The Strategic Management Planning Program requires that the municipality prioritize its most critical needs and establish a process that ensures that resources are focused on areas of highest priority, thus creating a “triage” approach to fiscal distress intervention.
The Strategic Management Planning Program must be designed to meet the individual and specific needs of Manheim Township. The development of the plan is to be divided into 6 steps:
Step 1 Financial Condition Assessment – This assessment is to be performed as a means to establish a realistic baseline of Manheim Township’s historic and financial condition. A review of each fund starting with the General Fund and all Municipal funds that exist for the Township. This review should include a minimum of four (4) years of detailed historical financial data.
Step 2 Financial Trend Analysis – Performed over a multi-year period, this analysis will project future revenue, expenditure, economic and demographic trends for at least a three (3) year period so that Manheim Township can understand its future financial position and take immediate steps to counteract any negative trends.
Step 3 Management Audit – With assistance from the consultant, Manheim Township shall perform a management audit of all departments and operations. The audit is to include narrative summaries of each department comprised of budget and personnel information as well as other relevant data. This data is to be supported by interviews with members of the governing body, Department Heads, and key staff members as may be required in order to facilitate the most comprehensive view of the Township’s most critical operational needs. Recommended structure, command, scheduling and staffing levels (based on “best practices” for local government service delivery) should be provided for each department so that it will be possible for management to use a “benchmarking” strategy to address operational deficiencies. The management audit shall encompass any and all areas outlined by the Township during the interview and consultant selection process.
Step 4 Multi-Year Plan Strategy – The Plan, at its foundation, will identify Manheim Township’s top three financial management priorities. Additional prioritization should be conducted at the departmental level, and interdepartmental objectives that are Municipal-wide. These should be detailed in the Plan. Each objective is to contain a detailed action plan that describes: 1) policy objectives to be achieved; 2) the
budgetary impact; 3) the timing and deadlines for each action step; and 4) which employee and/or department has the primary responsibility for the objective.
Step 5 Multi-Year Plan Implementation – The Strategic Management Planning Program is an ongoing process, and an adopted plan must be evaluated, adjusted and adopted each year. A master implementation schedule should be created that specifies key deadlines for each objective set forth in the Plan. Key to the ultimate implementation of the Plan, this schedule will serve to monitor whether or not individual department objectives are being met, thus providing a means by which the local government can measure its overall progress in implementing the Plan.
V. SUPPORT TEAM
The consultant will be expected to work with a consortium of individuals representing Manheim Township’s management, elected officials and any community members appointed by the governing body.
VI. REPORTS REQUIRED
The following reports as detailed above in Section V are expected during the course of and at the completion of the engagement:
A. Assessment of Manheim Township’s Financial Condition
B. Financial Trend Analysis
C. Management Audit
D. Five-Year Plan
VII. SCHEDULE
During the review, the consultant may be required to meet with various elected or appointed officials, department heads, staff members or members of the public to discuss the progress of the engagement or related matters.
All reports are to be presented publicly to the governing body of Manheim Township no later than the following dates:
Steps 1 and 2: The Assessment of Manheim Township’s Financial Condition and Fiscal Trend Analysis November 2026
Step 3: The Management Audit February 2027
Step 4 and 5: The Five-Year Plan and Implementation Schedule April 2027
A preliminary review may be undertaken by the governing body. The report should include:
The Assessment of the municipalities Financial Condition and Fiscal Trend Analysis
The Management Audit
The Five-Year Plan and Operational Analysis
VIII. PROPOSAL
Proposals are to be submitted in two (2) parts with each sealed in a separate envelope. The first part of the proposal (marked “Technical Proposal”) shall include the technical aspects as thereafter explained but shall not include any discussion of fees or out-of-pocket expenses to be billed to Manheim Township. The second part of the discussion (marked “Price Proposal”) shall include details as to fees charged and out-of-pocket expenses to be billed. Five (5) copies of each of the Technical Proposal and the Price Proposal shall be submitted. Manheim Township also requires a CD or flash drive with the “Technical Proposal” and “Price Proposal” be included. All proposals shall be valid for a period of 180 days.
A. Technical Proposals should include the following information in the order detailed:
1. Title Page – List the RFP subject, the name of the firm, the local address, telephone number, name of the contact person and date.
2. Table of Contents – Include a clear identification of the material included in the proposal by page number.
3. Letter of Transmittal – Limit to two (2) pages. State a positive commitment to perform the required work within the time requested. Also, provide the name(s) of the person(s) who will be authorized to make representation for your firm, their title, and telephone numbers.
4. Profile of Proposer – State whether your firm is local, national or international in size. Give the location of the office from which the work is to be done, and the number of partners, managers, supervisors, seniors, and other professional staff employed at the office. Briefly describe the range of activities performed by the local office such as legal, auditing, accounting, tax services, and management advisory services.
5. Summary of the Proposer’s Qualifications – Describe recent local and/or regional experience similar to the type requested in the proposal and provide the names and telephone numbers of client references who might be contacted regarding your firm’s work. At least three (3) references are requested.
Provide a brief resume for each of the people to be assigned to the engagement. At a minimum, detailed information should be provided for the consultant in charge of the review, and the financial consultant who will oversee the field work. Resumes should include educational and professional experience with particular emphasis on financial consultation to governmental units.
Provide details as to the capability of your firm to provide financial management advisory services over a multi-year period.
6. Management Review Approach – Provide a statement reflecting an understanding as to the scope of work requested and briefly describe your firm’s management review approach and provide specific illustrations of the review procedures which will be employed. Submit at least one (1) sample of a recent management audit report prepared by your firm for a governmental unit.
7. Utilization of Municipal Resources – The Proposer should provide an estimate of the number of hours which will be required of: (1) Manheim Township’s staff to assist with the provision of data; (2) management staff to provide interviews; and (3) Manheim Township interviews/meetings.
8. Additional Data – Include in this section any pertinent information not covered in any of the previous sections. If there is no additional information to present, please so state.
B. Price Proposals shall include the following information for each year:
1. Compensation – The estimated maximum number of hours and hourly rates by staff classification necessary to complete the engagement. The estimated out-of-pocket costs and the resulting all-inclusive maximum fee for which the requested work will be done.
2. Billings and Payment Terms – Proposers shall include required payment terms, although monthly progress billings are preferred for both the consultant fees and out-of-pocket expenses. Billings should show the total professional hours, by classification, together with applicable rates and extensions, actual travel expenses incurred, and a reasonable itemization of other out – of – pocket expenses.
IX. EVALUATION OF THE PROPOSALS
The Technical Proposals will be evaluated in terms of: (1) the Proposer’s demonstrated understanding of Manheim Township’s requirements and plans for meeting them; (2) the professional qualifications and related experience of the professionals assigned to the engagement; (3) the prior experience and reputation of the Proposer in performing municipal management consultation, and (4) the organization size and structure of the Proposer.
After the three (3) best Technical Proposals have been selected including the Price Proposals of these three (3) firms, an award will then be made to the firm which, in the opinion of the Governing Body of Manheim Township [submitted the most beneficial proposal, cost and other relevant factors considered. Please note that the award may or may not be made to the firm submitting the lowest cost proposal.
Manheim Township reserves the right to reject all proposals submitted and to request additional information from Proposers. Notice is also given of the possibility that an award may be made without discussion or after limited negotiations. It is, therefore, important that all proposals contain the most favorable terms possible and should be complete in all respects.
Proposals will be evaluated by a team consisting of representatives of the governing body of Manheim Township, a regional representative of the DCED/CLGS and others as selected by the Township.