Request for Proposals (RFP)
Equity & Inclusion Audit for:
Capital City Farmers Market (CCFM)
PO Box 515
Montpelier, VT 05601
http://www.capitalcityfarmersmarket.com/
1. Introduction
The Capital City Farmers Market (CCFM) invites proposals from qualified equity and inclusion consultants to conduct a comprehensive equity audit of the market. The purpose of this project is to assess CCFM’s governing structures, policies, practices, and community engagement through an equity lens, and to provide actionable recommendations that will strengthen inclusivity and accessibility for vendors, customers, and the broader community.
This RFP is an open solicitation. All interested equity and inclusion consultants are encouraged to submit a proposal in accordance with the requirements below.
2. Background
CCFM has served Montpelier and the surrounding region for decades by providing a vibrant marketplace for locally grown produce, locally made goods, and prepared foods. The market is governed by a volunteer board and relies on membership feedback and community support to thrive. CCFM is committed to ensuring equitable access and participation for all community members and is seeking external expertise to assess its policies, practices, and operations.
3. Scope of Work & Phased Approach
The equity audit will take place in two phases between December 2025 and June 2026.
Phase 1 – Policy & Governance Audit (December 2025 – February 2026)
- Review and analyze market governing documents, including bylaws, rules, and policies.
- Assess board structure, decision-making processes, and rule enforcement frameworks.
- Evaluate membership and vendor policies for accessibility, equity, and inclusivity.
- Deliverable: A written report summarizing findings, identifying barriers to equity, and providing actionable recommendations for governance and policy improvements.
Phase 2 – In-Person Market Audit (April – June 2026)
- Conduct on-site observations of the market during the start of the 2026 outdoor season.
- Assess vendor engagement, customer experience, rule enforcement, signage, accessibility, and community inclusion practices.
- Engage stakeholders (e.g., vendors, board, customers) through interviews, surveys, or focus groups.
- Deliverable: A written report summarizing findings and recommendations for improving community engagement, vendor inclusivity, and equitable enforcement of rules.
Final Deliverables
- Phase 1 Report due by February 28, 2026
- Phase 2 Report due by June 30, 2026
- Both reports should include prioritized recommendations and suggested implementation steps.
4. Period of Performance
December 2025 – June 2026
5. Proposal Requirements
Interested firms should submit a proposal including:
- Firm Overview – history, mission, and relevant experience in equity and inclusion audits.
- Project Approach & Methodology – description of how your firm will complete the work in each phase.
- Key Personnel – bios and qualifications of the proposed project team.
- Work Plan & Timeline – tasks, milestones, and deliverables aligned to the project schedule.
- Budget – itemized cost estimate for each phase, including fees and expenses.
- References – at least two recent, relevant clients.
6. Evaluation Criteria
Proposals will be evaluated based on:
- Demonstrated experience in equity and inclusion work.
- Strength and clarity of proposed methodology.
- Qualifications of the project team.
- Alignment with CCFM’s goals and values.
- Cost effectiveness and value.
7. Submission Instructions
- Proposals must be submitted electronically in PDF format to: [email protected]
- Deadline for submission: Friday November 14, 2025
- Questions may be directed to: CCFM Board, Community Advisory Member (239) 398-2113 - [email protected]
8. Terms & Conditions
- CCFM reserves the right to reject any or all proposals.
- The selected firm will be expected to enter into a contract with CCFM.
- All deliverables become the property of CCFM.