Communication Consulting Services

The Vendor is required to provide communication consulting firms or individuals to support implementation of a comprehensive communication and community engagement strategy related to zoning initiatives.
- Strategic communications and community engagement
•    Collaborate with the city's communications team to implement a comprehensive communications strategy related to zoning
•    Participate in two meetings per month with the communications team to discuss overall strategy, planning and messaging. 
•    Assist in establishing and implementing a comprehensive community engagement strategy. 
•    Support internal coordination through: 
o    Weekly internal working group meetings as needed. 
o    Coordination with city councilors, the mayor, planning and zoning staff and the communications team, as requested
- Meetings, outreach and facilitation
•    Meetings, outreach and facilitation attend two working group meetings per month 
•    Organize, coordinate, and facilitate one public outreach and community meeting per month (approximately two hours). 
•    The consultant shall help design a process to ensure that the meeting lengths are managed to not exceed approximately two hours. 
•    Attend three monthly board meetings 
•    The consultant should be in communication with the city's future contracted zoning consultant to ensure they are informed and aware of changes and have up to date information resulting from these meetings. 
•    This may include attendance at night meetings or viewing portions of the recordings of prior meetings, as needed. 
•    Facilitating well organized, inclusive and transparent public outreach and community meetings (excluding formal public hearings unless otherwise directed by the city) coordinating public event participation such as tabling at community events including:
o    Development of outreach materials for the event 
o    Assistance with event staffing, as needed
- Content development and messaging
•    Translate zoning concepts and policy changes into clear, understandable language for a general audience.
•    Develop content across multiple platforms, including but not limited to:
o    Develop, curate and maintain a standalone zoning website
o    City webpages (creation and ongoing updates)
o    Rob calls
o    Physical flyers and handouts
o    Mailers and mailer inserts
o    Newsletter content
o    Social media posts
o    Medford community media channel
o    Video content
o    Other city communication channels or media systems as identified
- Website and communications platform management
•    Help develop, curate and maintain a standalone zoning website
•    Provide and support zoning-related content on the city website.
•    Ensure all communication platforms are current, accurate, and aligned.
- Internal communications and coordination
•    Ensure city leaders, departments, and staff are informed of zoning-related communications and engagement activities.
•    Develop and maintain a comprehensive communications calendar
- Public comment management and reporting
•    Review all written public comments, help staff to provide clear summaries, and reflect public comment trends and concerns in communications.
•    Organize, review, and aggregate public feedback from community meetings and events.
•    Provide bi-weekly reports to city staff and leadership that include:
•    Breakdown of comments by topic and sentiment
•    Summary of key themes, questions, and concerns
•    Reports should be clear, concise, and designed to support city decision-making.
- Review and approval
•    All materials developed by the consultant are subject to review and final approval by city staff prior to publication or distribution.