CBO_Outreach_Partners_On-Call_RFQ_(Addendum_#2_Revision).pdf

REQUEST FOR QUALIFICATION

2023-RFQ-045

CBO OUTREACH PARTNERS ON-CALL RFQ

San Joaquin Council of Governments

555 E Weber Avenue

Stockton, CA 95202-2804

RELEASE DATE: September 7, 2023

DEADLINE FOR QUESTIONS: March 25, 2025

RESPONSE DEADLINE: March 31, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/sjcog https://secure.procurenow.com/portal/%7bproject.government.code%7d

San Joaquin Council of Governments

REQUEST FOR QUALIFICATION

CBO Outreach Partners On-Call RFQ

I. Notification II. Introduction

III. Services To Be Provided IV. Statement of Qualifications V. Instructions to Firms

VI. Evaluation Phases VII. Vendor Questionnaire

Request For Qualification #2023-RFQ-045 Title: CBO Outreach Partners On-Call RFQ

1. Notification

To: All Interested Parties

From: Kim Anderson, Planning

Date: Thursday, September 7, 2023

Subject: CBO Outreach Partners On-Call RFQ

SJCOG, is soliciting qualifications from firms, community-based organizations, local non-profit groups interested in pre-qualifying for its CBO Outreach Partners On-Call RFQ.

Firms interested in providing the services described in the enclosed Request for Qualifications (RFQ) must submit a Statement of Qualifications by Monday, March 31, 2025 at 4:00 pm to the Council's e-

Procurement Portal. Once approved, applicants will remain on the CBO Outreach Partners On-call list through June 30, 2028.

Proposers shall submit all inquiries regarding this RFQ via the San Joaquin Council of Governments

(SJCOG) e-Procurement Portal. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the SJCOG e-Procurement Portal. Proposers are encouraged to click “Follow” on this RFQ to receive an email notification when answers are posted. It is the responsibility of the proposer to check the website for answers to inquiries.

If you have any questions about this RFQ, please contract Christine Corrales at Corrales@sjcog.org

2. Introduction

2.1. Summary

Thank you for your interest in this partnering opportunity with the San Joaquin Council of Governments

(SJCOG). Due to the high response from outreach for SJCOG’s Social Equity Advisory Committee RFQ, SJCOG staff expanded the budget authority and is releasing this RFQ to continue inviting more CBOs to be part of the on-call list. This comes on the heels of the historical amount of funding coming into the region, which has allowed for the development of far more projects. SJCOG is seeking statements of qualification from qualified organizations to participate as an on-call outreach partner. Selected organizations would form part of an ongoing bench of CBOs that would be called upon to assist SJCOG with outreach and engagement for its projects and programs through 2028. The RFQ outlines the required scope of services, the selection process, and the minimum information that must be included in the statement of qualifications.

2.2. Background

SJCOG is a Joint Powers Authority (JPA) comprised of the County of San Joaquin and the Cities of

Stockton, Lodi, Manteca, Tracy, Ripon, Escalon, and Lathrop. SJCOG serves as the Regional

Transportation Planning Agency (RTPA), the Local Transportation Authority (LTA), the Metropolitan

Planning Organization (MPO), and the Congestion Management Agency (CMA). In addition to the voting members, the SJCOG Board of Directors includes advisory representatives from the California

Department of Transportation, the San Joaquin Regional Transit District, and the Port of Stockton.

https://procurement.opengov.com/portal/sjcog https://secure.procurenow.com/portal/sjcog https://www.sjcog.org/ https://www.sjcog.org/

SJCOG’s monthly board meetings provide the public forum and decision point for significant regional issues such as growth, transportation, environmental management, housing, open space, and air quality.

SJCOG’s Board of Directors adopt plans, allocate transportation funds, establish policies, and develop programs to address these regional issues which are used by the local governments of San Joaquin

County. Citizens, special interest groups and other agencies are involved in the planning and approval process by participating in SJCOG’s committees as well as attending workshops and public meetings.

2.3. Timeline

Date Issued September 7, 2023

Question Submission Deadline March 25, 2025, 4:00pm

Proposal Submission Deadline March 31, 2025, 4:00pm

3. Services To Be Provided

3.1. SERVICES TO BE PROVIDED

Scope of Work

Community-based organizations will be selected from part of an ongoing bench of CBOs that would be called upon to assist SJCOG with outreach and engagement for its projects and programs through 2028

(on an as-needed basis). Selected organizations (e.g., community-based, advocacy, environmental, faith-based, etc.) may be approved to assist with any one or more of the following projects and/or programs.

Members of the on-call outreach bench will be eligible to be selected for contracts funded by a variety of funding sources, including but not limited to the state Sustainable Transportation Equity Project

(STEP) Implementation Grant, the Regional Early Action Planning (REAP) Grant, SB 1 funds, and more.

Amount allocated will depend on project/programs as well as the extent of assistance needed from selected organizations.

• Stockton Mobility Collective (SMC)

• Unmet Transit Needs (UTN) Assessment

• Social Equity Planning Project (SEPP)

• Dibs: Smart Travel. Your Way

• Regional Transportation Plan/Sustainable Communities Strategy (RTP/SCS)

• Public Participation Plan (PPP)

• Affordable Housing and Sustainable Communities (AHSC)

• Regional Congestion Management Program (RCMP)

SJCOG is looking for applicants who have a well-established and trusted role in their respective communities with a reputation for consistency and excellence in service. Applicants should have experience working in the San Joaquin region, and/or have a local presence, particularly with communities who traditionally may not have been involved in regional public policy planning processes

(e.g., minorities, seniors, low-income, residents with limited English fluency, and other selected populations). Organizations should have the capability to perform the tasks within the scope of work as well as the availability of key personnel through 2028.

Taks 1: Task Management and Reporting

Each organization shall be responsible for the management and oversight of all Tasks (Task #1 - #4) and their respective deliverables, as well as invoicing which will be coordinated with the help of SJCOG staff.

The awardees shall provide a summary report of their work and contributions within outreach and engagement to SJCOG projects and programs.

Task Deliverables:

• Invoices

• Summary Report

Task 2: Projects and Programs Outreach Coordination

Each organization shall coordinate with the project/program’s respective lead to gain a better understanding of their needs, process and progress thus far. Project/program lead will define organization’s role. Both parties will work to establish a plan for the outreach and engagement specific to the project/program. This Outreach Plan should highlight how applicant will provide comprehensive planning and implementation support toward outreach and community engagement. This may include:

• Assisting with scoping and developing (organizing) outreach activities such as events/workshops, information campaigns, and/or focus groups to gather information from or share information with community members, businesses, and other audiences.

• Providing facilitation support for outreach activities; multilingual support may be helpful for some events.

• Providing communications support to directly reach various constituencies through text messaging, email, in-person, social media or other methods.

• Coordinating with and involving community influencers and trusted community members in events.

• Providing guidance on methods to reach various constituencies (e.g., older adults, people with disabilities, Latinx, etc.). For example, suggestions for preferred communication strategies, venues, methods, and timing of communications.

• Recommending strategies to ensure approaches and messaging are culturally and linguistically appropriate for the intended audience as well as benefit all communities.

Individual task orders may include work not described above but generally falling under the umbrella of community outreach and engagement specific to this task.

Task Deliverables:

• Check-in (as needed) materials, i.e., agenda, meeting notes, etc.

• Outreach Plan and any other planning documents developed.

Task 3: Outreach and Community Engagement Activities

Each organization shall meaningfully and authentically engage diverse community members through various outreach activities such as events/workshops, information campaigns, focus groups and/or other methods to gather information from or share information with community members, businesses, and other audiences. This engagement may include media and communication, public participation, focus groups, community surveys, supporting community-based organizations and more. These activities should build community relationships and an awareness of SJCOG projects and programs.

Task Deliverables:

• Outreach Tracker

• Any Outreach materials developed

• Photos of outreach activities

Task 4: Other Contributions to Projects and Programs

Selected organization may be asked to contribute to SJCOG projects and programs as needed through

2028. These services may be items not previous outlined in Task 3, but that applicant is still open to conduct. Examples are listed below. Further details for these efforts shall be provided to the organization ahead of time and can be delegated or declined.

• Coordinate with existing meetings, events and communications venues.

• Provide technical assistance based on your areas of expertise.

• Assist with translation of outreach and promotional material as needed.

• Review documents that have already been translated, including for community/cultural relevancy and language accessibility.

• Review various aspects of a project/program that will affect residents.

• Co-design trainings for organization staff.

• Assist with developing plans for future outreach.

• Assist with developing a plan for project/program longevity with residents.

Individual task orders may include work not described above but generally falling under the umbrella of community outreach and engagement specific to this task.

Task Deliverables:

• Any materials or plans developed.

• Any meeting materials (if applicable) i.e., agenda, meeting notes, etc.

4. Statement of Qualifications

Please submit the following information as a minimum.

4.1. Cover Letter:

A letter describing the firm's interest in partnering with SJCOG and forming part of an ongoing bench of

CBOs. The person authorized by the firm to negotiate a contract with SJCOG shall sign the cover letter.

Include the name and phone number of a contact person for the qualification process.

4.2. Contact Person:

The name of a single contact person for the selection process if different from the person who signs the cover letter. Include their phone numbers, address, and e-mail address.

4.3. Project Team:

A description of key personnel that will be assigned to this ongoing bench. Please provide resumes of all key staff. In addition, please make a distinction between the key personnel used for completing the services listed above.

4.4. Experience:

Provide firm's experience in conducting services as described in the Scope of Work. Include in response answers to the following questions:

• What experience does your organization have conducting community engagement in the San

Joaquin region?

• What specific demographics of the community has your organization worked with?

• What geographic area(s) have your organization’s program (s) have reached?

• What communities is your organization familiar with engaging?

• Does your organization engage with communities who traditionally may not have been involved in the planning processes (i.e., seniors, youth, low-income, communities of color, immigrants/refugees, limited English proficiency, etc.)?

• What outreach and engagement strategies does your organization find effective for your community?

• How many people does your organization regularly engage in applicant activities (e.g., organization membership; attendance numbers at events/meetings/workshops; survey participation rates; etc.)?

• What staff capacity does your organization have to assist SJCOG with outreach and engagement for its projects and programs through June 2028?

4.5. Location:

The address of the office where your project manager will reside.

4.6. References:

Provide a minimum of three (3) references for recent work performed on projects with an emphasis on outreach and community engagement.

4.7. DBE Goal:

SJCOG has established a Disadvantaged Business Enterprise (DBE) program in accordance with 49 CFR

Part 26 and may utilize Federal Funds. This project is subject to 49 CFR, Part 26 entitled “Participation by

Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”.

Although DBE participation goals have not been set for the agreement, SJCOG encourages the participation of DBEs, as defined in 49 CFR 26, in performing Agreements financed in whole or in part with federal funds. Disadvantaged Business Enterprises (DBE) are encouraged to submit proposals to ensure the participation of DBEs in the performance of agreements financed in whole or in part with

Federal Funds to achieve its federally mandated Statewide overall goal, as defined in 49 CFR 26.

Consultants who obtain DBE participation on this contract will assist Caltrans in meeting its federally mandated statewide overall DBE goal of 22.2%. Please refer to the following website for guidance:

https://www.transportation.gov/civil-rights/disadvantaged-business-enterprise or http://www.dot.ca.gov

DBEs and other small businesses are strongly encouraged to participate in the performance of contracts financed in whole or in part with federal funds. The consultant should ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts. Proposers are encouraged to use services offered by financial institutions owned and controlled by DBEs.

5. Instructions to Firms

5.1. Length of RFQ Response

Excluding the cover letter (maximum of 2 pages), and resumes of key members, the statement of qualifications shall be a maximum of 10 pages.

5.2. Submittal

Submit Electronic Responses via the SJCOG e-Procurement Portal.

Please submit your response in the Vendor Questionnaire.

https://www.transportation.gov/civil-rights/disadvantaged-business-enterprise http://www.dot.ca.gov/ https://secure.procurenow.com/portal/sjcog/projects/50220/document?section=421158

Statements of Qualifications may be received up to but not later than Monday, March 31, 2025 at 4:00 pm via SJCOG e-Procurement Portal. The San Joaquin Council of Governments (SJCOG) e-Procurement

Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections or incomplete submissions. SJCOG strongly recommends completing your response well ahead of the deadline.

5.3. Addenda Notification and Acknowledgement

Addenda Notification: Firms are required to register for an account via SJCOG e-Procurement Portal hosted by OpenGov Procurement. Once firm has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each firm to periodically check the site for any addenda via SJCOG e-Procurement Portal.

5.4. Submitting Questions and Receiving Responses

Firms shall submit all inquiries regarding this RFQ via SJCOG e-Procurement Portal. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on SJCOG e-Procurement Portal.

Firms may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the firm to check the website for answers to inquiries.

5.5. Solicitation Disclaimer

All Statements of Qualifications become the property of SJCOG upon submission. Cost of preparing, submitting, and presenting a Statement of Qualification is at the sole expense of the offeror. SJCOG has the right to reject any or all of the Statements of Qualification received as a result of this request.

Solicitation of statements in no way obligates SJCOG to contract with any firm or individual. The decision to contract is at the discretion of SJCOG.

6. Evaluation Phases

Statement of Qualifications will be evaluated based upon the following criteria with the maximum points identified in parenthesis:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Completeness of Statement of Qualification Points Based 10 (8.7% of Total)

2. Experience Working in the San Joaquin Region Points Based 30 (26.1% of Total)

3. Experience with Engaging Communities and

Conducting Outreach Points Based 30

(26.1% of Total)

4. Qualifications of Team Points Based 20 (17.4% of Total)

5. References Points Based 15 (13% of Total)

6. Oral Interview (if applicable) Points Based 10 (8.7% of Total)

7. Vendor Questionnaire

7.1. RFQ File Upload*

Please upload your COMPLETED submission here.

*Response required