3-RFP Survey Panel Build.pdf

REQUEST FOR PROPOSALS (RFP)

Survey Panel Build

QUESTIONS SUBMITTED IN BONFIRE DUE:

Thursday, February 26, 2026, BY 4:00 PM EST

PROPOSALS DUE:

Tuesday, March 10, 2026, BY 4:00 PM EST

Late submittals will not be accepted Submittals are only accepted through Bonfire

Please see the information on the following page to access the link to register as a vendor and to submit Proposals in

BONFIRE:

Electronic proposal must be labeled:

Survey Panel Build

RFP released: 2/12/2026

Project Number: EI-2026-097

To Register:

Atlanta Beltline Inc. (ABI) has partnered with Bonfire Interactive to create a new procurement portal that will allow you to receive notifications of procurement opportunities and to submit responses to ABI electronically.

Vendors are directed to visit the ABI website at https://www.Beltline.org/procurement. Next, follow the instructions and click the Bonfire vendor registration link to register your company.

Registration is easy and free. Please be sure to select commodity codes based on the types of services listed on the ABI website and/or listed in the Bonfire registration portal.

Vendors who are already registered or wish to view current solicitations may access the portal here:

���� https://Beltline.bonfirehub.com/portal/?tab=openOpportunities https://www.beltline.org/procurement https://beltline.bonfirehub.com/portal/?tab=openOpportunities

Project Overview:

The Atlanta Beltline seeks to engage a qualified partner organization or consultant to recruit and build a survey panel that reflects the diversity of residents living in the neighborhoods Beltline serves. This panel will serve as a long-term engagement and data collection mechanism to understand sentiment and impact of the Beltline alongside program planning and decision-making.

The survey panel is envisioned as a cohort of approximately 400 participants who are demographically and geographically representative of the population. Panelists will be engaged on a bi-monthly basis, with surveys administered two to three times per year.

This Scope of Work covers the initial development of the panel, confirmation of participation, and the design of a pilot survey and communication eHort.

Objectives:

• Develop a sustainable and representative community survey panel of approximately 400 individuals who live within the 46 Beltline neighborhoods.

• Ensure the panel reflects the demographic characteristics of the area population, including but not limited to race and ethnicity, age, gender, income, education, and housing tenure.

• Establish clear protocols for recruitment, consent, participation, and ongoing engagement of panel members.

• Confirm panelist commitment to participate in maximum three surveys per year (paid participation) and receive bi-monthly engagement.

• Collaborate on the design, test, and administration of a pilot survey to validate functionality, response rates, and data quality.

• Deliver recommendations to improve future survey waves and panel management.

Scope of Work & Deliverables:

The selected consultant or partner organization will be responsible for the following

Task 1: Panel Design and Recruitment Strategy

• Develop a comprehensive panel design and recruitment plan aligned with ABI goals.

• Define target quotas to ensure representation across the neighborhoods and key demographic variables.

• Identify and recommend recruitment channels (e.g., digital outreach, community-based organizations, events, mailers, or mixed-method approaches).

• Develop recruitment messaging and materials that are culturally responsive and accessible.

Deliverables

• Panel design and recruitment plan, including sampling framework, demographic targets, and recruitment methods.

Task 2: Panel Recruitment and Enrollment

• Recruit approximately 400 eligible participants

• Collect baseline demographic and geographic data to verify representativeness.

• Obtain informed consent from all panel participants.

• Fully recruited panel of approximately 400 participants.

• De-identified demographic profile of the panel compared to benchmarks.

Task 3: Participation Confirmation and Engagement Framework

• Develop a participation agreement or commitment process outlining expectations (bi-monthly engagement and two to three surveys per year).

• Establish protocols for ongoing communication, incentives, retention, and attrition management.

• Participation confirmation process and engagement plan.

• Documentation of confirmed panelists and participation commitments.

Task 4: Pilot Survey Development and Administration

• Collaborate with ABI to design and implement a pilot survey.

• Monitor, alongside ABI team, response rates, survey completion times, and data quality and provide recommendations

Deliverables

• Recommendations for response rates, survey completion, and data quality

• Identify recommendations for improving future survey waves and panel management

Consultant Qualifications

The ideal consultant or partner organization will demonstrate the following qualifications:

• Proven experience designing and managing community-based or longitudinal survey panels, particularly in urban or neighborhood-focused contexts. Experience in Atlanta is a plus.

• Demonstrated expertise in equitable and inclusive research methods, including recruitment of historically underrepresented populations.

• Strong understanding of sampling methodologies and demographic benchmarking.

• Experience working with public-sector, nonprofit, or community-based organizations.

• Capacity to manage participant recruitment, data collection, privacy, and compliance with applicable data protection standards.

• Excellent communication and project management skills, with the ability to collaborate closely with ABI staff and community stakeholders.

Timeline

This project will last for 6 months.

Project Budget:

The budget for this project is not to exceed $35,000.00

Proposal Submission Requirements:

Proposals should include:

1. Understanding of Project and Context

2. Proposed Approach and Methodology to building the panel

3. Participant Engagement Strategy

4. Experience and Qualifications

5. Budget and Cost Proposal

6. References

Proposals should be no longer than 12 pages.

Evaluation Criteria:

1. Understanding of Project and Context (10 pts)

2. Technical Approach and Methodology (20 pts)

3. Participant Engagement Strategy (20 pts)

4. Experience and Qualifications (20 pts)

5. Budget and Cost Proposal (20 pts)

6. References (10 pts)

Procurement Timeline:

• Open Date: Thursday, February 12th, 2026, at 4:00 PM EST

• Question Due Date: Thursday, February 26th, 2026, at 4:00 PM EST

• Close Date: Tuesday, March 10th, 2026, at 4:00 PM EST

Addenda and Interpretation:

All questions by prospective vendors as to the interpretation of the solicitation document must be submitted within the Bonfire Portal and must be submitted no later than the time and date specified on the first page of this RFP. Every interpretation made to a bidder will be in the form of an addendum to the solicitation document. All addenda will be accessible at the Bonfire Portal link listed within this RFQ. The Bonfire Portal link is listed on the first page of this RFQ. It is the is the vendor’s responsibility to inquire as to the addenda issued. All such addenda shall become part of the Agreement, and all bidders shall be bound by such addenda, whether received by the vendors. Please double-check the Bonfire Portal to ensure that you have all the documents that have been issued prior to submitting your bid.

ABI shall not be bound by any information, explanation, clarification, or any interpretation, oral or written, by whosoever made

Ex Parte Communication:

To preserve the integrity and fairness of the procurement process, all communications related to this Procurement must occur solely through Bonfire. Any form of ex parte communication—whether direct or indirect—with ABI staff, evaluation committee members, officers, agents, or external parties identified in Exhibit A is expressly prohibited.

Failure to comply with this requirement may result in disqualification from further participation in the Procurement process or other remedies deemed appropriate by ABI.

Additional information:

• Please see Exhibit A for ABI’s terms, conditions, and required submittal forms.

• Please see Exhibit B for ABI’s SAMPLE agreement; this is an example only – please do not complete the forms in the sample agreement, only complete the forms in Exhibit A.

• Per Ex Parte Communication, please do not contact ABI staff, please submit all questions in Bonfire by the due date and time.

Thank you for your interest. ABI looks forward to your response.