Public Engagement Consultant Services

The Vendor is required to provide a consultant, who will assist the Agency’s Office with public engagement that informs an assessment of fair housing report.
- The public engagement consists of
• A public engagement plan,
• Public engagement events
• Community surveys and
• A public Engagement Report.
- The Report is published to the general public and submitted to the legislature.
- Engage the Public in the Development and Advancement of Fair Housing Policy.
- For each of these Focus Groups, the Consultant will be responsible for the invitations/outreach, event management, technology, accessibility, materials and the recordkeeping/reporting
- The Consultant will update and disseminate two community surveys (“Community Surveys”) on housing discrimination and fair housing more broadly, to be completed by
• Fair housing stakeholders throughout State (e.g., housing developers, fair housing organizations, other state agencies, public housing authorities, etc.), and
• The general public.
- The Community Surveys must be translated into Spanish, Chinese, Russian, Haitian Creole, Bengali, Korean, Yiddish, Italian, Arabic, Polish, French and Urdu.
- The Consultant will compile and summarize the results of all the Public Engagement Events and all of the Community Surveys and generate them into a report (“Public Engagement Report”) within ten (10) business days from the date of the last Public Engagement Event.
- Outreach & Invitations
• Create a stakeholder list from existing lists provided by office and original research by Consultant.
• Create and distribute invitations, including flyers translated into Spanish, Chinese, Russian, Haitian Creole, Bengali, Korean, Yiddish, Italian, Arabic, Polish, French and Urdu, that can be posted and distributed by the invitees either on social media, email or by physical posting.
• Manage all invitations, track RSVPs and conduct appropriate follow-up, which may include individual calls.
• Coordinate concerns and requests regarding transportation, translation, accessibility, and technological capabilities.
- Media Outreach:
• Facilitate placement of upcoming Public Engagement Events and Community
• Surveys in social media and local community/municipal calendars
• Track the response rate from each ad and the population of those who responded - the Consultant should ask each attendee/participant how they heard about the Public Engagement Event/Community Survey
• Provide and staff a telephone hotline and email address for interested parties to get more information about upcoming Public Engagement Events in their region
• Deploy innovative techniques to maximize public participation in Public Engagement Events and Community Surveys, particularly among populations who are less likely to engage due to barriers and other considerations, including individuals with disabilities, foreign language speakers and other minority populations.
- Event Management
• Outreach to locations that provide community meeting space free of cost, the list of which will be a mix of places provided by office and original research by Consultant
• Securing the location of any Public Engagement Event with a backup location and time in case of inclement weather
• Setting up and breaking down any Public Engagement Event
• Ensuring necessary accessibility and translation services are available
• Presenting and facilitating the discussion
• Tracking attendance and time management to ensure timeliness
- Technology
• Securing access to computers/TV monitors for PowerPoint presentations
• Establishing and providing call-in numbers for any Public Engagement Event
• Setting up any applicable WebEx/live streaming capabilities
• Securing microphone access where necessary
• Video recording and audio recording.