Community Engagement Services

The vendor is required to provide engagement portion of the study is designed to inform the public of the study, understand the experiences of vendors, and provide recommendations.
- Data review and collection
•    The study will consider five-years (2019 – 2023) for each contracting area which will be indicated. 
•    The study will consider the experiences of vendors to determine if barriers exist regarding their ability to be ready, willing, and able to participate in procurement opportunities. 
•    The data collected should include the experiences of businesses.
1. Past and current state and needs:
•    Determine vendors understanding of what it means to be ready, willing, and able to participate in city contracts.
•    Address current or past challenges and opportunities related to their ability to be ready, willing, and able to participate in city contracts.
•    Identify the vendor's unique needs and concerns related to their ability to obtain contracts
•    Determine what an ideal scenario looks like that would assist vendors in becoming ready, willing, and able.
•    Identify what types of resources or support would be most helpful in addressing any challenges vendors experience related to successful contracting.
2. Early assessment and stakeholder engagement:
•    Conduct pre-data assessment meetings with stakeholders to identify data gaps and challenges early in the process.
•    Discuss data needs and expectations, ensuring alignment and establishing a clear strategy for addressing gaps.
3. Comprehensive data collection strategies:
•    Use external sources to supplement missing data.
4. Data cleaning and validation:
•    Utilize tools for data cleaning, validation, and cross-checking to ensure accuracy and consistency.
•    Address inconsistencies or duplicates through systematic data validation processes.
- Stakeholder engagement
•    Virtual, hybrid, and in-person public hearings, public forums, and focus groups
•    Surveys and interviews
•    Ongoing communication
o    Maintain a dedicated email address for stakeholder input, updates, and feedback.
o    Provide regular progress updates and resources throughout the study to keep stakeholders informed and engaged.
o    Prioritize personal interactions with local businesses to foster trust and encourage participation.
o    Build partnerships with trusted community organizations to ensure effective outreach to underrepresented groups.
•    Key goals
o    Inclusive participation: adapt outreach methods to ensure accessibility and language diversity.
o    Trust and relationship building: emphasize transparency, responsiveness, and community engagement to strengthen stakeholder relationships.
o    Comprehensive data collection: gather a wide range of quantitative and anecdotal evidence to support the study's findings and recommendations.
- Project management requirements
•    Identify key managers and stakeholders.
•    Determine data requirements.
•    Schedule and facilitate required meetings.
•    Generate status reports.
•    Identify, schedule, survey, and interview outside resources.
•    Assist with public hearings.
•    Schedule a regular meeting cadence with division leaders.
•    Provide a detailed timeline.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 4, 2025