Addendum 1 Community Visioning RFP.pdf

Question Answer

What is the anticipated end date for the project?

Ideally, this is a 4-6 month project but we are open to recommendations around timing as part of the proposed scope.

Are there particular phases or upcoming event milestones you’re anticipating?

Kick-off event can happen as soon as new Tribal

Council members are sworn in on October 27th.

There are community wide events already scheduled the week of December 11 and in mid-

January, however we have to get special permission from Tribal Council to have Visioning activities at those events.

We hope to kick-off our Master Planning efforts in early April.

Is there a budget range for this work?

There is not a budget range because we recognize that right amount of the right kind of community engagement can be tricky and time intensive and we are looking for a high-level of polish and creativity in the final products.

Is out-of-state travel expected for engaging tribal members who live out of state? If so, how extensive is that travel expected to be? How likely is it to include international travel?

Travel is expected to Coos Bay/North Bend. It may be recommended for Medford, Eugene, and/or Portland depending on your scope and approach. No out-of-Oregon travel is expected.

Any formatting requirements? Page count limitations or expectations? No.

What enterprises might be included as participants or drivers in the 2039 Plan?

For the Visioning, Tribal Council has made clear that they only want Tribal family input. It may be that staff expertise is helpful for development of strategic indicators or milestones, depending on the draft Aspiration statements.

Enterprise participation in the Master Plan will depend on the outcomes of the Community

Aspirations project.

Does The Tribe have existing resident or member data that will be accessible—demographic information, survey results, previous outreach efforts and results, etcetera?

Yes.

How long has The Tribe’s current vision and values been understood, e.g. when was that work completed? And will any input into that effort be available for analysis?

Current Vision and Core Values were adopted by

Tribal Council in early 2018. The inputs to those efforts were not recorded.

Can you please provide an estimate of The Tribe’s expected budget for the scope of work listed in the RFP?

There is not a budget range because we recognize that right amount of the right kind of community engagement can be tricky and time intensive and we are looking for a high-level of polish and creativity in the final products.

Can you also inform of us how long the contract is anticipated to be?

Ideally, this is a 4-6 month project but we are open to recommendations around timing as part of the proposed scope.

REQUEST FOR PROPOSAL (RFP)

FOR

COMMUNITY VISIONING CONSULTANTS

Addendum #1

RFP FOR COMMUNITY VISIONING CONSULTANTS

Addendum #1 Page 1

Question Answer

Are out of state firms encouraged to apply? We operate nationally and are headquartered in

Minnesota.

Out of state firms are encourage to apply.

Is there a budget or budget range for this project that you can share with us?

There is not a budget range because we recognize that right amount of the right kind of community engagement can be tricky and time intensive and we are looking for a high-level of polish and creativity in the final products.

Is there is a maximum length requirement for the final proposal? If so, what is(n’t) included in the page count?

No.

Should offerors budget for travel to the Coquille Indian Tribal lands? If so, how many trips should be budgeted

Travel is expected to Coos Bay/North Bend. It may be recommended for Medford, Eugene, and/or Portland depending on your scope and approach. No out-of-Oregon travel is expected.

The number of trips depends on your scope and approach.

Deliverable 2: Is there a minimum number of public participation efforts we should plan and budget for?

Yes, at minimum there needs to be vision development and then opportunity to review and comment on the draft Aspiration statements.

Additionally, anticipate 2-3 Tribal Council workshops that can be attended virtually to provide milestone updates to Tribal Council.

Deliverable 2: Should the “ability to facilitate a variety of participation methods and activities effectively” be budgeted for in-person or virtual?

Both.

Deliverable 3: Are there any specific social media platforms The Tribe currently maintains or uses (or hopes to use) that offerors should plan for within the communication plan?

Yes. We have a private webpage for Tribal

Members and a Tribally hosted Facebook page, as well as a public website. We also have a constant contact weekly email digest and a text alert system, as well as a print monthly newsletter.

Deliverable 4: Are the materials developed one-time use or templates for multiple, future use by The Tribe (i.e. social media templates, PowerPoint templates, etc.)?

One time use.

Deliverable 4: Are there specific items that are to be included in the toolkit (newsletter layout, brochure templates, etc.)?

No. The intention is to have engagement materials that can be utilized by staff with committees and boards so that the consultants don't have to be at every single community engagement opportunity.

Deliverable 6: Just to clarify, the graphic representation is NOT expected to occur after a meeting, live/during a meeting, based on a written document, or some other avenue, but will be a final deliverable that documents “both the outreach efforts and the results” of the period of service of the contract?

Correct, graphic representation is not expected during or immediately following a meeting, however we have found some sort of visual facilitation helpful for successful meetings.

We are looking for final products that represent the Tribe, the Aspirations and Strategic Indicators that we end up selecting, and that are just creative and cool. Two (wildly divergent) examples of products we like can be found here:

https://www.thegrove.com/ https://www.ashevillenc.gov/projects/haywood-page-master-plan-and-conceptual-design/

RFP FOR COMMUNITY VISIONING CONSULTANTS

Addendum #1 Page 2