Loudoun Economic Development seeks proposals from qualified vendors to implement and coordinate the Launch Loudoun Technical Assistance Pilot Program

OVERVIEW:  Launch Loudoun, a program of Loudoun Economic Development (DED), provides experiences and services for Loudoun entrepreneurs through the entire lifecycle of their small business. Find value in Day 1 and Day 1,001 via large-scale events, targeted programs, partner counseling, and personalized 1-on-1 services with industry specialists. We create an environment of success for businesses of all sizes and circumstances, targeting the core focus areas of entrepreneurial business growth: finance, legal, human resources/workforce, sales/marketing, and ownership/leadership. Loudoun Economic Development is excited to utilize this program to launch the next #LoudounPossible success story.

To support the Launch Loudoun program, DED was provided American Rescue Plan Act (ARPA)[1] dollars to allow programming and events to be produced and available throughout the County, materials provided in multiple languages, technical assistance offered to both groups and individual businesses, bring in trainers and speakers in the key areas, and support specific tools for business stability and growth. Through Launch Loudoun, DED hopes to increase participation by and support specifically to rural, woman and minority-owned business across the County.

Since its inception in May 2023, Launch Loudoun has seen over 2,600 attendees at programs and events, served over 245 individual businesses with over 42% of those served being minority-owned. A consistent need that Launch Loudoun hopes to address is a dedicated referral service and minimizing the cost burden to small businesses accessing critical technical support services. As an example, when a business attends a 1-on-1 meeting with DED staff or attends a Launch Loudoun event they often have questions about specific tasks or concerns they have with one of the five core focus areas of the Launch Loudoun program[2]: finance, legal, human resources/workforce, sales/marketing, and ownership/leadership. They may need help reviewing or executing their first lease, help writing a business plan or preparing financial documents for their first loan or grant application, marketing support to get a website or e-commerce platform running, accounting support, or other professional services.

REQUEST FOR PROPOSALS: DED seeks proposals from qualified vendors to implement and coordinate the Launch Loudoun Technical Assistance Pilot Program in partnership and at the direction of DED. This Pilot Program will connect vetted Launch Loudoun clients with an identifiable need for technical support services with a pre-determined list of Loudoun-based service providers. A downloadable copy of this RFP can be found here. The pilot program will accomplish all of the following:

• Offer targeted, 1-on-1 professional support to small businesses.
• Create a sustainable framework for connecting businesses with pre-vetted service providers.
• Generate measurable outcomes to inform future iterations and funding opportunities.

The chosen vendor will deliver all of the following services:

• Create and Manage a Network or List of Pre-Vetted Service Providers:
  • Collaborate with DED to recruit and approve technical service providers.
  • Maintain provider profiles within a centralized system for tracking services and assignments.
• Manage the Process of Connecting Approved Launch Loudoun Clients with Approved Service Providers[3]:
  • Develop a transparent process to match businesses with suitable service providers.
  • Include tools for tracking requests, approvals, and project outcomes, ensuring County oversight.
  • Execute and enforce partnership agreements with service providers.
  • Create, execute and reconcile invoices with service providers.
• Support Participant Outreach and Engagement:
  • Assist DED with outreach via newsletters, social media, and community partnerships.
  • Address participation barriers such as language access and digital literacy through multi-format materials and available interpretation services to be provided by the County.
• Project Tracking and Performance Reporting:
  • Implement tools to monitor project status, hours used, and outcomes.
  • Submit monthly performance reports and a final summary report within 60 days of program completion.
  • Provide monthly accounting of project funds, funds remaining and any outstanding issues as well as a final accounting 60 days prior[4] to end of project period.
• Compliance with ARPA Guidelines:
  • Ensure all program documentation aligns with ARPA compliance requirements.
  • Retain records for County audits and reporting needs.
• Data Collection for Scalability:
  • Gather insights on program effectiveness, participant satisfaction, and outcomes to inform program improvements.

Responses should include all of the following information:

• Company Profile:
  • Overview of your organization, including experience with program management and small business support. Previous experience working with DED and/or the Launch Loudoun program should be specifically addressed.
  • Name, title and brief background on primary contact and any other key personnel who will work on the project.
• Project Plan and Methodology:
  • Detailed approach for managing service providers, matchmaking businesses, and program tracking.
  • Describe your process for outreach, participant engagement, and performance reporting including key metrics to be tracked.
• Describe the system to be used for managing provider assignments and reporting[5].
• Budget Proposal:
  • Detailed cost breakdown for services and whether service is provided at an hourly or overall rate[6].
• References or past projects that demonstrate your expertise in small business program delivery and vendor coordination.
• Estimated timeline for project from execution of agreement, preparation to when Launch Loudoun clients can access the service.

BUDGET: This project is made possible by American Rescue Plan Act (ARPA) funds and must be in compliance with all rules therein as well as all procurement rules of Loudoun County and the Economic Development Authority. Responses that include any additional support services or fees not pertaining to the above requirements will be reviewed but must separate out those costs and services.

Loudoun County provides payment under approved Purchase Orders with net 30 terms. As such, all responses should include any additional payment terms including but not limited to a percentage required at signing necessary for fulfillment of the required components.

The budget for this agreement includes assumed administrative fees to allow the vendor to execute payments, the estimated costs of all the items noted above and is considered all inclusive.

The total budget allocated for this project is $50,000 all inclusive.

TIMELINE:

1. RFP Released: Tuesday, February 4, 2025
2. Questions should be submitted to [email protected] by Tuesday, February 18, 2025
3. Responses due no later than COB Friday, February 28^th, 2025, and should be emailed to [email protected]
4. Services to begin Spring 2025 through 2026 based on date of approved agreement.

OTHER:

• Please include in all responses any terms, conditions or standard contracts/agreements that are required for your services.

[1]The chosen vendor will be receiving payment from the County of Loudoun of revenues from the Coronavirus State and Local Fiscal Recovery Funds Program (SLFRF) established under the American Rescue Plan Act of 2021 (ARPA) pursuant to sections 602 and 603 of the Social Security Act, as added by Section 9901, Public Law 117-2, codified at 42 U.S.C. 802 et. Seq. (March 11, 2021).

The third parties use of funds received as direct payment from the County pursuant to sections 602(c)(1) and 603(c)(1) of the Social Security Act will be used only to cover those costs that:

• Respond to its negative economic impacts, and;
• Have been approved by County Staff.

Funds received as a direct payment from the County pursuant to this agreement must adhere to official federal guidance issued or to be issued regarding what constitutes a necessary expenditure.

As a condition of receiving the SLFRF funds pursuant to this contract/certification, the chosen vendor shall retain documentation of all uses of the funds, including but not limited to payroll records, invoices, and/or sales receipts and must report on all uses of funds, and must maintain proper accounting records.

[2] https://biz.loudoun.gov/launch-loudoun/

[3] Each Launch Loudoun client will be allowed to apply for up to two projects in the core focus areas. Each project can be approved for up to five hours of service with limitations based on the type of service requested and the stage of the business applying for support. Business will be identified by a unique EIN. Business owners with multiple unique businesses will only be approved for one project for one business and added to a wait list if funds remain later in the program cycle.

[4] The date at which the final accounting report is due to the County may change based on County and/or ARPA final reporting requirements.

[5] All information provided to or used by DED can and should be considered a public record for Freedom of Information Act (FOIA) purposes. Please reach out to DED prior to your response to discuss proprietary or confidential information that could be contained in your response.

[6] Please note that the funds available for this project do NOT include the funds to pay the service providers. Those funds are separate from those intended for the chosen vendor and should NOT be accounted for in the budget portion of the response. No commission or other fees may be charged by the chosen vendor to the service providers or Launch Loudoun clients.