Public Communications and Community Outreach Support Services

The vendor required to provide public communications and community outreach support services for include:
- Project manager (PM)
•    PM will serve as the primary point of contact. 
•    The consultant PM will be responsible for leading and managing the consultant team and subconsultants; overseeing the budget and monitoring the burn rate; executing the public outreach program; meeting deadlines and delivery of work tasks; and ensuring best practice and quality standards are met.
•    PM shall communicate and coordinate in a timely manner all work and progress on the outreach program to the octa PM. 
•    PM will be held accountable for the consultant team’s overall performance.
•    The consultant PM must possess experience, knowledge, and skills in the following key areas:
o    Demonstrated ability to develop public awareness and understanding of rail capital improvement projects including project complexity and benefits
o    Proven experience communicating technical information to the general public in a manner that is clear and concise 
o    Principles and practices of effective communications and community outreach, including the ability to leverage multimedia platforms and technology (i.e., social media, geofencing, email, text alerts, etc.) to engage a wide range of multilingual stakeholders. 
o    Management and oversight of the consultant team
- Community liaison
•    The community liaison will be responsible for providing day-to-day professional, organizational, and logistical services and support for each project. 
•    The community liaison’s duties include, but are not limited to, organizing stakeholder meetings and special events, managing social media platforms, developing collateral and presentation materials, coordinating direct mailers and canvassing efforts, identifying potential problems for early resolution, and responding to constituent concerns. 
•    The community liaison is expected to communicate technical information in a way that is understandable to the public.
- Account coordinator
•    The account coordinator is a junior support staff member who assists the project manager and community liaison on day-to-day organizational and logistical needs for each project. 
•    Typical duties include content development for social media, collateral and presentations, event setup and staffing, canvassing, database maintenance and documenting outreach metrics among other tasks.
- Graphic designer
•    The graphic designer will be responsible for conceptualizing, designing, and producing high-quality visual communications – both online and in print – that are clear and informative and that establish or enhance the public’s understanding of projects and associated activities. 
•    Include flyers, brochures, poster boards, maps, infographics, short social-media videos, and advertisements. 
•    The graphic designer shall have experience presenting technical information in a way that is understandable to the public and must be able to develop and distribute collateral within the same day when required due to the dynamic nature of construction.
- Communications and outreach program
1. Appropriate outreach tactics and tools may include:
•    Print communications (e.g., flyers, postcards, door hangers, etc.)
•    Digital communications (e.g., emails, social media, project webpage, etc.)
•    Signage
•    Mail house services
•    One-on-one meetings with impacted stakeholders
•    Virtual meetings
•    Public event and community meeting
•    Presentations
•    Council briefings
- Copywriting and graphics collateral development
•    Consultant shall write copy and content for a range of collateral materials including fact sheets, public notices, flyers, webpages, social media content, presentations, frequently asked questions, and similar documents. 
•    Consultant shall clearly explain the purpose of each project. 
•    Consultant shall be able to write for different platforms, and its work product must resonate with and appeal to various target audiences. 
•    The graphic designer shall create graphics that clearly convey project scope and details to the public and complement project messaging.
- Engagement with underrepresented communities
•    Consultant shall support engagement with underserved and hard-to-reach communities such as limited english proficiency households or neighborhoods or other communities that have an interest in or might otherwise be impacted by the project.
•    Engagement should include, as appropriate:
o    Multilingual printed and digital collateral
o    Translation and interpretation services
o    Cultivating partnerships with community-based organizations
o    Participation in cultural events.
- Budget for $100,000

- Questions/Inquires Deadline: November 17, 2025