Consultant Services

The vendor is required to provide as-needed services to district across a range of categories.
- The service categories are:
1. Communication and event support
• Developing and executing communication strategies to increase awareness of measure a grant program and encourage participation;
• Planning and implementing media outreach, including writing and distributing press releases, media kits, and advisories;
• Coordinating and producing events such as press conferences, award ceremonies, workshops, and public engagement events;
• Creating talking points, speeches, scripts, and other communications for district leadership and partners;
• Producing content for district website, social media platforms, newsletters, and other communication channels;
• Developing and managing social media strategies, including posts, multimedia content (e.g., short videos, reels, graphics), and audience engagement;
• Providing graphic design and production services for outreach materials and event collateral;
• Coordinating event logistics, including venue setup, audio/visual support, registration, signage, catering, and on-site event management;
• Translating materials and providing interpretation services to ensure accessibility for multilingual and diverse audiences;
• Supporting media coverage at events through photography, videography, and coordination with local and regional outlets;
• Evaluating communication and event effectiveness through data tracking, reporting tools, and post-event analysis;
• Reviewing existing communication strategies through an equity lens to ensure accessibility, inclusion, and cultural relevance; and
• Supporting crisis communication and reputation management in response to public inquiries or misinformation.
2. Community outreach
• Organizing and facilitating workshops, town halls, and events; 
• Gathering data and information through various means such as surveys, interviews, or focus groups; 
• Supporting the establishment of partnerships between district and other government agencies, community-based organizations, nonprofits, and schools; 
• Conducting outreach in the communities’ dominant language(s) to identify park needs and priorities for future studies assessing the condition of county parks and recreational facilities; 
• Creating outreach materials in multiple languages and offering translation or simultaneous interpretation services at outreach events; 
• Utilizing multi-channel communications, such as social media and local media, to share information about activities and objectives; 
• Analyzing the effectiveness of outreach efforts and providing recommendations for improvement in future community outreach activities; and 
• Designing outreach efforts to intentionally engage hard-to-reach and underrepresented communities, especially those in high and very high park-need areas.
3. Document digitization and management
• Supplying all necessary boxes, labels, and packaging materials to properly transport the documents; 
• Inventorying the documents and creating a tracking log; 
• Disposition of documents; 
• Prepping documents for transport and scanning; 
• High-quality and high-resolution scanning of various types of documents in different formats; 
• Capability to handle large volumes of documents at once, ensuring quick and accurate scanning; 
• Conversion of scanned documents into OCR (optical character recognition) editable and searchable text; 
• Assigning metadata tagging to key data points to each document to enhance search and retrieval; 
• Indexing scanned documents by categories for easy access and organization; 
• Coordinating the pickup of physical documents from office and delivering the digitized documents back in an organized and secure manner; 
• Organizing scanned documents into a cloud-based or on-premise digital archive, ensuring that they are structured in a way that supports easy retrieval; 
• Developing customized digitization workflows and document management based on needs and volume of documents; 
• Providing training to staff on accessing and maintaining digital archives; and 
• Assisting in the development of digital records management policies and procedures.
4. Financial and assessment support
• Supporting district administration of the measure a direct assessment, including tax roll review, parcel tax calculation, assessment data generation and verification, coordination with the assessor and auditor-controller, and taxpayer inquiry response; 
• Assisting in the preparation for internal and external audits, including gathering documentation, conducting risk assessments, and advising on corrective action plans; 
• Reviewing and strengthening internal financial controls, grant payment processing workflows, and fiscal monitoring procedures; 
• Advising on compliance with county fiscal policies, generally accepted accounting principles (GAAP), and grant-related accounting standards; 
• Preparing or reviewing financial reports, dashboards, or reconciliations related to grant funds, administration funds, or assessment revenue; 
• Providing fiscal analysis to inform grant program design, funding strategies, or resource allocation; and 
• Supporting the development or refinement of fiscal policies, procedures, and training materials for district staff and grantees.
5. Geographic information system (GIS) and mapping
• Creating high-quality custom and standard maps, shape files, graphics, and tables tailored to district needs; 
• Developing and maintaining user-friendly and interactive web-based GIS applications for stakeholders; 
• Converting data and information from non-GIS systems into GIS formats; 
• Updating GIS datasets to reflect changes in park conditions, new grant projects, land acquisitions, or alterations to park boundaries and infrastructure; 
• Updating and improving district geospatial web applications; 
• Conducting spatial data analysis to identify patterns, trends, and/or relationships in data; 
• Training grantees and district staff on GIS tools and applications; 
• Creating public-facing story maps or dashboards to enhance transparency, promote measure a outcome, and communicate complex data visually; 
• Assisting in the integration of GIS outputs into grant applications, annual reporting, or program evaluations; and 
• Providing GIS-related technical assistance to district grantees, particularly for projects in high or very high park-need areas.
6. Grant writing and program materials development
• Advising on the structure and goals of grantmaking programs; 
• Drafting and editing grantmaking program documents such as grant guidelines, funding manuals, application forms, policies, procedures, best practice guides, and internal staff handbooks; 
• Developing plain-language training materials, workshop presentations, and resource guides to help grantees and applicants understand the grant process and successfully apply for funding; 
• Designing scoring rubrics and review forms to promote fair, consistent, and transparent evaluation of grant proposals; 
• Editing and refining website and digital content to support user navigation and comprehension of measure a funding opportunities and requirements; and
 • Grant writing support for technical assistance.
7. Management consulting
• Assessing the current staffing and providing recommendations for workforce development, capacity-building, and retention; 
• Identifying inefficiencies, risks, and opportunities for organizational and operational improvement; 
• Streamlining operations by eliminating redundancies to improve efficiency and services for applicants and grantees; 
• Developing a comprehensive strategic plan; 
• Assisting in the implementation of new processes, procedures, and best practices; and 
• Providing organizational assessments or benchmarking against peer agencies or leading practices in public-sector grant administration.
8.Park planning and policy
• Conducting research and analysis on parks, trails, open space, sustainability, and community needs to inform funding decisions; 
• Evaluating potential park sites, assessing opportunities and constraints of sites, and recommending development strategies that meet community needs; 
• Assisting in the implementation of park initiatives through policy updates, planning studies, and community engagement; 
• Advising on community engagement approaches that promote cultural relevance, equity, and inclusive design; 
• Creating guidance materials and toolkits for grantees to support effective project planning and design under measure a; 
• Developing strategies for adapting park designs and operations as community needs evolve; 
• Evaluating completed park projects for impact, accessibility, usage, alignment with district and community goals, and developing best practices and success stories; 
• Conducting assessments of existing district policies to evaluate their effectiveness, alignment with regulatory frameworks, and consistency with district mission and values; 
• Working with district leadership to design or revise policies that address emerging needs and support equitable access to funding; 
• Advising on grant allocation strategies, fund management approaches, and program design to improve transparency, responsiveness, and long-term impact; 
• Drafting policy documents, guidelines, or program criteria, and facilitating stakeholder input to inform policy refinements; and 
• Providing research, benchmarking, and analysis on best practices and emerging trends in public-sector grantmaking, equity-based planning, and parks funding.
9. Program evaluation and compliance
• Reviewing and recommending improvements to district grantmaking, grant awarding, and reporting processes to ensure alignment with legal and organizational standards; 
• Developing and conducting training sessions, workshops, and presentations for district staff and grantees on relevant compliance topics; 
• Assisting in the development of internal compliance guidelines, procedures, and best practices for district staff and grantees; 
• Establishing performance metrics and evaluation criteria to assess the effectiveness of measure a-funded programs, including recreational and job training initiatives; 
• Conducting outcome evaluations to determine whether programs met stated goals, milestones, and deliverables; 
• Utilizing rating tools and data collection methods (e.g., surveys, interviews, focus groups) to measure program success; 
• Identifying program strengths, deficiencies, and areas for improvement, and making recommendations regarding continued or future funding; 
• Conducting site visits to monitor project implementation and ensure compliance with grant scope, timeline, and budget; and 
• Preparing detailed reports on evaluation findings, including recommended corrective actions for unmet deliverables.
10. Project technical assistance
• Early project scoping and feasibility assessments; 
• Land acquisition support, including title review, site control documentation, and due diligence (e.g., appraisals, environmental site assessments); 
• Development of project plans, schematic designs, and funding strategies; 
• Community engagement planning and facilitation; 
• Assistance with permitting, zoning, and local approval processes; 
• Budget development and fundraising strategy; 
• Construction-phase technical support; 
• Environmental review and compliance, including CEQA and related assessments; 
• Technical assessments, such as engineering, architectural, or site evaluation services; 
• Support with adaptive reuse, brownfield redevelopment, or joint-use and shared-use agreements; 
• Support for cultural resource review, including ab 52 tribal consultation and coordination with native american tribes in compliance with CEQA and related regulations; and 
• General technical support across a wide range of park-related project types.
11. Website development and design
• Improving website’s design, functionality, and content to ensure it’s user-friendly, informative, and engaging; 
• Designing and developing a new website or microsite from the ground up, including layout, navigation, information architecture, and interactive features; 
• Redesigning the website to promote intuitive navigation, visual clarity, and mobile responsiveness; 
• Recommending and implementing appropriate content management systems (e.g., WordPress, Drupal, custom CMS) tailored to district operational needs and technical capacity and integration with existing grants management systems and Esri technologies. 
• Creating content templates and reusable design components that enable ongoing updates by district staff; 
• Ensuring the website’s visual design, language, and overall aesthetic align with district brand identity and equity-focused mission; 
• Providing ongoing updates, security checks, patches, and improvements; 
• Ensuring compliance with applicable county web standards, including ADA digital accessibility guidelines and language access requirements; 
• Providing analytics and performance reporting, including user engagement metrics and recommendations for site improvements; and 
• Integrating website features that support district grant programs, such as funding calendars, interactive maps, document libraries, or digital intake forms.
- Contract Period/Term: 5 years
- Virtual Vendors Conference (Optional) Date: June 26, 2025
- Questions/Inquires Deadline: July 8, 2025