Engagement RFQ Info Session 2025.pdf
PDF 2 MB Posted
- Attached to
- Community Engagement and Outreach
- Solicitation number
- CM-24-479
- Issued by
- Los Angeles County, California
About this file
Community Engagement and Outreach RFQ Information Session
This is an information session presentation for a Request for Qualifications (RFQ CM-24-479) issued by the City of Long Beach to establish a pre-qualified vendor bench for community engagement and outreach services. The City seeks to create a list of qualified vendors capable of delivering equitable, community-centered outreach and engagement services across 24 identified disciplines including active transportation, ADA access, arts and culture, budget and finance, capital projects, economic development, emergency preparedness, food security, homelessness and housing, library services, parks and recreation, public health, public safety, public utilities, racial equity, sustainability, technology and digital inclusion, violence prevention, waste management, water systems, youth education, and zoning. Qualified vendors will plan and implement community events, workshops, canvassing, and focus groups; produce detailed reports based on collected data; provide language translation and interpretation services; offer support services to encourage participation; produce and distribute educational materials; and provide graphic design services. The optional in-person information session was held April 1, 2025. Questions were due April 22, 2025, with responses posted May 6, 2025. Statements of Qualifications are due May 20, 2025 at 11:00 AM PST, with evaluation and awards anticipated in Spring 2025. This is a rolling RFQ that will reopen in Spring 2026 and 2027 to qualify additional vendors, though vendors already on the bench will not need to resubmit qualifications. Placement on the bench does not guarantee work or a contract; departments must issue specific scopes of work and request quotes from bench vendors for individual projects.
Minimum qualifications require vendors to be qualified to conduct business in the City, have minimum three years of experience providing community engagement and outreach services, and not be debarred by federal, state, or local government. Evaluation criteria include organizational capacity and experience demonstrating successful service delivery in historically underserved communities with sufficient staffing and multilingual capacity; method of approach describing effective planning and implementation with high-quality work samples; communications and reporting capabilities including data collection against performance measures and responsive communication; and reasonableness of cost with fair and justifiable pricing schedules. The City reserves the right to negotiate fees and rates at the time of vendor selection or when initiating specific projects. Required attachments include Authorization and Certification, Equal Benefits Ordinance Form, and optional W-9, business license, and proof of California Secretary of State registration. Funding and specific contract amounts are not disclosed in the RFQ materials presented. Additional information is available at longbeachbuys.com or by contacting RFPPurchasing@longbeach.gov or 562-570-6200.
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Community Engagement and Outreach Request for Qualifications (RFQ) Information Session
CM-24-479
April 1, 2025
Louisa Franco Grants Analyst City Manager’s Office
Keisha Sanker Buyer Procurement Services Division Department of Financial Management
Introductions
Community Engagement and Outreach RFQ
I. The Opportunity
II. Scope of Work
III. How we Choose
IV. Statement of Qualifications Instructions & Timeline
V. Closing
Today’s Agenda
Community Engagement and Outreach RFQ
• Establish a list of pre-qualified vendors (Bench) capable of delivering equitable, community-centered outreach and engagement services.
• Placement on this Bench does not guarantee work or a contract.
• It is a list of pre-qualified vendors that the City can quickly access.
Overview
• In 2022, the City of Long Beach (City) adopted the Long Beach Strategic Vision 2030 and will need to engage the community to help fulfill goals.
• Many grant programs are requiring the City to partner with outside organizations to facilitate community engagement and outreach strategies.
Why is the City Creating a Bench?
• Increase the City’s capacity to efficiently and effectively conduct outreach services that are outside the expertise of City staff.
• Strengthen the City's ability to connect with communities by working with vendors who are trusted by these communities.
• Increase the City’s competitiveness when applying for grants.
Goals
• Active Transportation, Mobility, Transit
• ADA Access and Inclusion
• Art, History and Culture
• Budget and Finance
• Capital Projects and Infrastructure
• City Planning and Urban Development
• Economic & Workforce Development
• Emergency Preparedness
• Food Security and Urban Agriculture
• Homelessness & Housing
• Library Services
• Marinas, Beaches, and Waterways
Disciplines
• Parks, Open Space, and Recreation
• Public Health, Community Wellness
• Public Safety
• Public Utilities (Electricity, Gas, Sewer, Water)
• Racial Equity and Environmental Justice
• Streets, Bridges, & Public Right-of-Way
• Sustainability and Climate Resiliency
• Technology and Digital Inclusion
• Violence Prevention
• Waste (Trash, Recycling, Organic Collection)
• Water, Wastewater, and Recycled Water
• Youth Education and Development
• Zoning, Public Policy and Municipal Code
Qualified vendors will provide community engagement and outreach services such as:
• Plan and implement community events and activities such as community meetings, workshops, canvasing, and focus groups.
• Produce detailed reports based on data collected during community outreach and engagement activities.
Description of Services
• Offer high-quality language translation and interpretation services to support community outreach and engagement.
• Provide additional support services to encourage participation (e.g. incentives, food, gift cards, child-watch).
• Produce and distribute educational materials across traditional and digital platforms.
• Provide graphic design to create materials such as flyers, posters, and digital content.
Description of Services
• Placement on this Bench does not guarantee work or a contract.
• When a City Department identifies a need for a Vendor, they will issue a scope of work and request a quote from a vendor on the Bench.
• Department will select vendor that is the most suited for project while adhering to City procurement polices.
• Once the Department has selected a Vendor the Department will setup the contract.
Contract Management
• This will be a rolling RFQ oWill open again in Spring 2026 and 2027 to qualify additional Vendors.
oVendors already on the Bench will not have to submit qualifications again.
Contract Management
III. How we Choose
• Qualified to conduct business in the City.
• Minimum of three years experience providing community engagement and outreach services.
• Not debarred by federal, state or local government.
Minimum Qualifications
The Responder demonstrates they have:
• Successfully provided community engagement and outreach services for a minimum of three years.
• Successfully provided outreach and engagement services in historically under-served communities.
• Sufficient staffing to produce high quality and timely deliverables.
• The capacity to provide services in multiple languages.
Qualification Criteria
Responder must comply with the following criteria to qualify:
1. Organizational Capacity & Experience
• The Responder describes an effective approach to plan and implement activities including services in historically under-served communities.
• The Responder provides high quality samples of their work that demonstrates attention to detail, compelling and accessible content, and skillful graphic displays.
2. Method of Approach
The Responder adequately describes how they will:
• Collect and report data to demonstrate progress against performance measures.
• Ensure responsive day-to-day communication with the City.
• Provide the City proof of payment of any subcontractors.
3. Communications & Reporting
III. How we Choose
4. Reasonableness of Cost
• The Responder provides a cost schedule that is fair, appropriate, and justifiable.
IV. Statement of Qualifications (SOQ) Instructions & Timeline
IV. SOQ Instructions and Timeline
Optional In-Person Information Session
11:00 AM (PST) April 1, 2025
Questions Due to the City 11:00 AM (PST) April 22, 2025
Posting Q & A May 6, 2025
Statement of Qualifications Due 11:00 AM (PST) May 20, 2025
Evaluation Period Spring 2025
Anticipated Award Spring 2025
IV. SOQ Instructions and Timeline (Rolling RFQ)
Release Date Evaluation Period 2 – Spring 2026 Evaluation Period 3 – Spring 2027
Optional Virtual Information Session
Evaluation Period 2 – Spring 2026 Evaluation Period 3 – Spring 2027
Optional In-Person Information Session
Evaluation Period 2 – Spring 2026 Evaluation Period 3 – Spring 2027
Questions Due to the City Evaluation Period 2 – Spring 2026 Evaluation Period 3 – Spring 2027
Posting of the Q & A Evaluation Period 2 – Spring 2026 Evaluation Period 3 – Spring 2027
Statement of Qualifications Due Evaluation Period 2 – Spring 2026 Evaluation Period 3 – Spring 2027
IV. SOQ Instructions and Timeline (Proposal Content)
V. Closing
• Today’s presentation and recording will be available on LB Buys.
• Spanish presentation will also be available
• To request PPT in Khmer or Tagalog please submit request to RFPPurchasing@longbeach.gov
Presentation Available
V. Closing
• Qualifications due May 20, 2025
• Website: longbeachbuys.com
• For more information please contact:
• RFPPurchasing@longbeach.gov
• 562-570-6200
Q & A https://longbeachbuys.buyspeed.com/bso/ mailto:RFPPurchasing@longbeach.gov
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