7-RFP260071 Work Plan.pdf

SME 1 — Outreach & Entrepreneurship: Work Plan

October 2025 – July 2026 |

1) Purpose & Context SME 1 expands and equips the pool of qualified local vendors for goods/services and small construction & repair opportunities through outreach, education, and coordination with Task Force members and the existing systems in place. In addition, SME 1 will actively partner with entrepreneurship programs throughout the community to strengthen and scale these efforts, ensuring local businesses are not only connected to opportunities but also supported in building long-term capacity and resilience.

2) Collaboration with Task Force & Existing Systems

• Operate through Task Force subcommittees (Workforce; Policy & Compliance;

Community Benefits & Outreach; Data & Reporting).

• Leverage and build on existing systems and programs (centralized bid‑document repository model, Task force led initiatives; Task Force‑designated portals such as Bonfire; shared vendor lists; HRC Good Faith Efforts workflows).

• Avoid duplication; document integration points and hand‑offs to SME 2 for technical assistance readiness.

3) Timeline & Milestones (Oct 2025 – Jul 2026)

Quarter cadence: Q1 Oct–Dec ’25 | Q2 Jan–Mar ’26 | Q3 Apr–May ’26 | Q4 Jun–Jul ’26.

• Oct ’25 (Kickoff, M1): Notice-to-Proceed; finalize Work Plan within 10 business days; baseline KPIs and vendor lists; finalize data dictionary, survey tools, and event calendar; announce office-hours schedule.

• Nov ’25 (M2): Publish the comprehensive Upcoming Opportunities list by Nov 30, 2025; targeted outreach campaigns with partners; finalize repository contribution templates.

• Dec ’25 (M3): Centralized repository active (content contribution begins); first webinar/training; Q1 Dashboard prep (Oct–Dec).

• Jan ’26 (M4): Matchmaker planning; micro-workshops; publish Q1 Dashboard.

• Feb ’26 (M5): Vendor fair or matchmaker #1; office hours & micro-coaching

(proposal writing, compliance, portals).

• Mar ’26 (M6): Training series #2; publish Q2 Dashboard (Jan–Mar); coordinate hand-offs to SME 2 for TA.

• Apr ’26 (M7): Focused outreach to under-represented categories; success-story collection; repository refresh.

• May ’26 (M8): Training series #3; partner co-host events; GC/CM engagement support with SME 2.

• Jun ’26 (M9): Matchmaker #2 or vendor fair; publish Q3 Dashboard (Apr–May).

• Jul ’26 (M10): Summer mini-series; survey & evaluation cycle; prepare annual report outline; final events and close-out; publish Q4 Dashboard (Jun–Jul) and Annual Close-Out Report by July 31, 2026.

4) Deliverables (dated)

• Finalized Outreach & Education Plan (Oct ’25, within 10 business days of NTP).

• Comprehensive Upcoming Opportunities list (by Nov 30, 2025).

• Repository contributions from Dec ’25 onward (monthly content updates).

• Matchmaker/Training cadence: ≥1 by Mar ’26 and ≥1 additional by Jun ’26.

• Quarterly Dashboards (Q1–Q4) and Annual Close-Out Report (by Jul 31, 2026).

5) Key Performance Indicators (KPIs)

• Events delivered (workshops, webinars, vendor fairs, matchmakers) and attendance.

• Growth and engagement of opt‑in vendor lists (baseline vs. Q4).

• Participant satisfaction and post‑training skill gains (survey‑based).

• YoY increase in vendor participation and successful bids attributable to SME 1 programming.

• Coordination with HRC and Task Force subcommittees; documented success stories.

6) Reporting & Data

• Reporting & Data

• Dashboards will be published quarterly with aggregated, privacy-respecting metrics;

the annual close-out report will include outcomes and recommendations.

• Each dashboard will include:

– Events & Engagement (number, type, and attendance).

– Vendor Growth (baseline vs. current, with under-represented categories highlighted).

– Repository Usage (opportunities posted, agencies contributing).

– Satisfaction & Outcomes (survey results, success stories).

– Risks & Mitigations (attendance patterns, repository adoption).

• Example: The Q1 Dashboard (Sep–Nov 2025) may show: 3 workshops, 1 vendor fair with 75 participants, vendor list growth from 120 to 165 (38%), and 20 opportunities posted in the repository, alongside 85% positive feedback and three success stories.

• Use a shared data dictionary; retain records to support audits and continuous improvement.

7) Risks & Mitigations

• Vendor fatigue → staggered scheduling and co‑marketing with partners.

• Low registration/attendance → targeted reminders; incentives through partner networks.

• Repository adoption → simple content standards; recurring reminders; SME 2 coordination. SME 2 will focus on increasing local vendor participation in construction and related sectors, with a particular emphasis on capital projects. This includes providing comprehensive technical assistance for vendors through one-on-one guidance, training workshops, proposal feedback, and pre-bid briefings to improve readiness and competitiveness. SME 2 will also engage directly with General Contractors and Construction Managers (GC/CM) to expand opportunities for smaller firms and ensure inclusion in project pipelines. In addition, SME 2 will connect vendors to capital and bonding resources by partnering with CDFIs, banks, and bonding agents, ensuring local businesses have both the knowledge and financial tools to successfully access and bid on Metro capital projects.