City of

Long Beach Request for Qualifications RFQ - CM-24-479

Community Engagement and Outreach

Community Engagement and Outreach | RFQ - CM-24-479

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Overview

Summary

The City seeks to establish a Pre-Qualified List of vendors for various, as needed, community outreach and engagement services. This approach allows for quicker engagement with specialists across multiple disciplines, ensuring that the City has access to the right expertise in a timely manner.

Key Dates

Release Date: Wednesday, August 04, 2026

Optional Virtual Information Session: 10:00 AM (PST), Wednesday, August 19, 2026

Questions Due to the City: 11:00 AM (PST), Wednesday, September 02, 2026

Statements of Qualifications Due: 11:00 AM (PST), September 30, 2026

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Vendors.

Statement of Qualifications Information

Instructions for what to include in your Statement of

Qualifications and how to submit it are detailed in

Section 4.

Statements of Qualifications must be submitted electronically via LongBeachBuys.com.

Official Contact

Keisha Sanker rfppurchasing@longbeach.gov

All communication with the City related to this RFQ must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov

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Contents

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Rolling RFQ

3.2 Minimum Qualifications and Evaluation Criteria

4 Statement of Qualifications Instructions & Content

4.1 Timelines & Instructions

4.2 Statement of Qualifications Content

4.3 Narrative Qualification Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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1 The Opportunity

1.1 Project Summary

The City seeks to establish a Pre-Qualified List of Vendors that can be called upon, on an as needed basis, for various community outreach and engagement services to allow for quicker engagement with specialists across multiple disciplines, ensuring that the City has access to the right expertise in a timely manner. The Qualified Vendors will provide specialized services that fall outside the expertise of City staff, are most effectively delivered by organizations familiar with and trusted by historically under-served populations or are mandated by state or federal funds to be facilitated by non-City entities.

The City is looking for Vendors with expertise to implement community outreach and engagement strategies that will strengthen community capacity, gather input, and raise awareness of City initiatives. Additionally, the City seeks Vendors capable of centering equity and reaching historically under-served communities by offering community outreach and engagement services that are accessible, culturally responsive, and linguistically appropriate.

This opportunity encourages responses from both large firms and smaller community-based organizations (CBOs) that bring valuable local knowledge and expertise. The City values diversity in its vendor pool and aims to include a wide range of perspectives and experiences. Qualified Vendors are encouraged to apply if they have demonstrated expertise and proficiency in developing and implementing the community engagement and outreach services described in Section 2.1 (Description of Services) across various disciplines, including but not limited to:

• Active Transportation, Mobility, Transit, and Bike and Pedestrian Right-of-Way

• Americans with Disabilities Act (ADA) Access and Inclusion

• Art, History and Culture

• Budget and Finance

• Capital Projects and Infrastructure

• City Planning and Urban Development

• Economic Development and Workforce Development

• Emergency Preparedness

• Food Security and Urban Agriculture

• Homelessness, Housing, and Affordable Housing

• Library Services

• Marinas, Beaches, and Waterways

• Parks, Open Space, and Recreation

• Public Health, Community Wellness, and Human Services

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• Public Safety

• Public Utilities (Electricity, Gas, Sewer, Water)

• Racial Equity and Environmental Justice

• Streets, Roads, Bridges, and Public Right-of-Way Accessibility

• 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

Please note, placement on this bench does not guarantee work. It is a list of pre-qualified vendors that the City can quickly access on an as-needed basis for community engagement and outreach services. Only Vendors on the Pre-Qualified List will be eligible for future work.

1.2 Background

In 2022, the City of Long Beach (City) adopted the Long Beach Strategic Vision 2030

(Strategic Vision), a citywide vision guiding long-range decision making and policy direction through 2030. This vision captures the insights, goals, and community voices that make up more than 30 city plans and initiatives developed over the past six years, as well as input from the mayor, council members, city staff, and community members. Specifically, the

Strategic Vision outlines the City’s goals in the areas of education, economic opportunity, digital inclusion, housing and homelessness, public safety, mobility, health, climate, and environmental sustainability. To successfully implement the Strategic Vision, the City is committed to engaging the community to ensure programs and projects are aligned with community needs and priorities. This approach will help the City achieve a future in which all residents experience Long Beach as a safe, clean, and healthy place to live, learn, work, play, and thrive.

As the City pursues opportunities to fulfill the Strategic Vision’s goals in the coming years, it will need to efficiently and effectively engage the community. For example, the City launched the Elevate ‘28 program, the largest infrastructure investment in a generation, as part of a five-year Capital Improvement Plan. This program aims to revitalize the City’s infrastructure, prepare for the 2028 Olympic and Paralympic Games, and continue to improve and enhance City parks, major corridors, and visitor-serving areas. Many of these programs and projects will require specialized community outreach by entities that are familiar with and trusted by specific populations to ensure that residents in historically

Community Engagement and Outreach | RFQ - CM-24-479 | Template v11.30.23 | 6 under-served communities stay well-informed and have opportunities to provide input on a variety of projects.

In addition, some state and philanthropic grant programs require or strongly encourage local municipalities to partner with non-City entities to facilitate community engagement and outreach strategies. This shift underscores the importance that grantors are increasingly placing on community-driven solutions and strong cross-sectoral collaborations in their grant programs. To apply for and implement such grants, the City will need to quickly identify organizations capable of executing the required community engagement and outreach strategies.

Needs Statement: With the anticipated increase in programs and projects requiring specialized and equitable community engagement and outreach over the next three to five years, the City may need to depend on external organizations for support. Further, quick access to Qualified Vendors to provide community outreach and engagement services will strengthen City grant applications that require non-City entities to deliver these services thereby maximizing grant funding to the City.

1.3 Goals

The goals of the RFQ are to:

• Strengthen the City's ability to connect with historically under-served communities by working with vendors who are familiar with and trusted by these communities.

• Increase the City’s competitiveness when applying for grants that require a non-City entity to facilitate community outreach and engagement.

• Increase the City’s capacity to efficiently and effectively implement strategic and equitable community outreach and engagement strategies, allowing community members to provide input, gain information, and/or participate in City programs, projects, plans, events, or services.

• Enhance the City’s ability to provide services that are culturally responsive and tailored to the unique needs of historically under-served groups and ensure that effective, linguistically appropriate, and accessible communication strategies are prioritized.

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1.4 Award Terms

Any contract awarded to a Qualified Vendor from the Pre-Qualified List will be for a period of one year with the option to renew for three additional one-year periods. The total contract term will not exceed four years.

In order to reduce the administrative burden, barrier to entry, and loss of resources, particularly for smaller organizations, non-profits, and CBOs, it is the City’s desire to establish a rolling RFQ such that Responders will be able to provide a submission to this

RFQ for an open period of time. This period will consist of a clear beginning and end date during which time Responders can submit their qualifications on an ongoing basis.

Statements of Qualification will be evaluated at designated intervals based on when they were submitted. Qualified Vendors to this RFQ should be aware of the City’s intention and that there will be an opportunity for additional organizations to respond to the opportunity and be qualified.

2 Scope of Work

2.1 Description of Services

This opportunity seeks to establish a diverse Pre-Qualified List of vendors capable of delivering equitable, community-centered outreach and engagement services that fall outside the expertise of City staff, are most effectively delivered by organizations familiar with and trusted by historically under-served populations, or are mandated by state or federal funds to be facilitated by non-City entities. Services should be culturally responsive and tailored to the unique needs of historically under-served communities and neighborhoods, while ensuring that effective, linguistically appropriate, and accessible communication strategies are prioritized.

Qualified Vendors will provide one or more community engagement and outreach services for various City departments that include but are not limited to:

• Develop and implement comprehensive community engagement and/or outreach plans to support a City program, project, plan, event, or service. Plans should be data-driven and ensure meaningful participation from historically under-served communities, with clear strategies to overcome barriers to engagement (e.g., language, digital access, disability accommodations, etc.).

• Plan and facilitate various culturally and linguistically responsive engagement activities, including capacity-building opportunities, focus groups, community meetings, interviews, surveys, tabling events, tours and walk audits, and canvasing.

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These activities should be focused on identifying community needs and priorities that will inform City initiatives.

• Plan and implement community events, educational workshops, capacity building, and/or presentations to foster community interest, build trust among historically undeserved communities, and gather input on City initiatives. Events should be well-coordinated and inclusive, offering multilingual and hybrid opportunities for community engagement and participation.

• Organize and manage virtual community outreach and engagement initiatives, including online workshops, meetings, and other methods for gathering community feedback that are accessible and linguistically appropriate.

• Compile, analyze, and produce detailed reports based on data collected from community outreach and engagement activities. Reports should highlight the participation of historically under-served communities and provide actionable insights to address disparities. Data should be presented in formats accessible to both technical and non-technical audiences, with a focus on transparency, language access, and community accountability.

• Develop and implement associated equitable communication plans that ensure consistent, inclusive engagement with community members, particularly those from historically under-served groups. These plans should utilize multi-channel strategies such as email, text, phone, and social media but should also incorporate culturally relevant and linguistically appropriate communication methods (e.g., community radio, in-person canvassing, partnerships with local grassroots organizations) to reach populations that are typically harder to engage.

• Offer comprehensive, culturally appropriate, and high-quality language translation and interpretation services to support inclusive community engagement and outreach. Services should cover, but are not limited to, English, Spanish, Khmer, Tagalog, and other languages as needed.

• Provide additional support services, such as food, gift cards, stipends, transportation vouchers, and supervised child-watch (e.g., offering supervised activities for children during events), to remove barriers and promote full participation in community outreach and engagement activities. These services are intended to support, not replace, formal childcare, especially for low-income and historically under-served populations

• Design, produce, and disseminate culturally relevant and accessible outreach and educational materials across traditional and digital platforms including social media content and print collateral. Materials should be aligned with equity principles and

Community Engagement and Outreach | RFQ - CM-24-479 | Template v11.30.23 | 9 tailored to the specific needs of diverse communities. Materials should be easy to understand, visually compelling, compliant with accessibility standards, and aligned to the City’s style guide.

• Provide graphic design and layout services to create high-quality, visually compelling, and culturally affirming materials such as flyers, posters, poster boards, educational brochures, banners, and digital content. Materials should align with the City’s style guidelines and be optimized for accessibility and engagement with diverse audiences, including those with limited literacy or digital skills.

• Create, order, and/or procure incentive or promotional items to be distributed at community outreach and engagement events. Items should be relevant and designed to increase engagement and awareness, consistent with community engagement best practices.

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Qualified Vendor if the Qualified Vendor is selected from the Pre-Qualified List for an awarded contract. This list is an indication of the performance metrics of interest to the

City, and is not exhaustive or final. As a part of a response to this RFQ, responders may propose additional or alternative performance metrics to be tracked on a regular basis.

The final set of performance metrics and frequency of collection will be negotiated by the

Awarded Qualified Vendor and the City prior to the finalization of any agreement between parties, and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. Number and diversity of community members engaged and educated through outreach activities.

This metric tracks the extent to which the Awarded

Qualified Vendor is successfully reaching a broad and representative segment of the community.

Varies by project Reported by the

Awarded Qualified

Vendor

2. Satisfaction and perceived effectiveness of the community outreach and

This metric assesses how well the engagement process meets the needs and

Varies by project Reported by the awarded Qualified

Vendor

Community Engagement and Outreach | RFQ - CM-24-479 | Template v11.30.23 | 10 engagement activities.

expectations of the community

3. Accuracy, relevance, and usability of data collected and reported from community engagement activities.

This metric focuses on the thoroughness and precision of the data collected during community engagement activities.

Varies by project Reported by the City

4. Accuracy and relevance of promotional materials produced.

This metric focuses on the quality, thoroughness and precision of the promotional materials produced

Varies by project Reported by the City

5. Effectiveness of multimedia communication strategies

This metric focuses on the effectiveness of communication materials across all channels.

Varies by project Reported by the City

6. Availability and usage of language translation and interpretation services

This metric focuses on the effectiveness of the offered translation and interpretation services.

Varies by project Reported by the City

2.2.2 Contract Management

The City Manager’s Office will oversee the coordination and management of the Pre-

Qualified Vendor list. Departments will be responsible for initiating and managing any resulting contracts.

When the City Department identifies a need for a Qualified Vendor, the Department will conduct a quote process specific to the Department’s needs to select a Qualified Vendor from the Pre-Qualified Vendor List. Once the Department has selected a Qualified Vendor from the bench, the

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Department will initiate and manage the contract with the Awarded Qualified Vendor including performance reports, if needed.

Important Note:

Placement on this bench does not guarantee work. It is a Pre-Qualified Vendor list that the

City can quickly access on an as-needed basis for community engagement and outreach services. Only Qualified Vendors on this list will be eligible for future work within the

Scope of Work identified herein.

2.2.3 Contract Payment

If a contract is ultimately awarded, to an Awarded Qualified Vendor, the City of Long

Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Awarded Qualified Vendor should invoice the City. The City will remit payment within 30 calendar days of being billed.

3 How We Choose

3.1 Rolling RFQ

In order to reduce the administrative burden, barrier to entry, and loss of resources, particularly for smaller organizations, non-profits, and CBOs, it is the City’s desire to establish a rolling RFQ such that Responders will be able to provide a submission to this

RFQ for an open period of time. This period will consist of a clear beginning and end date during which time Responders can submit their qualifications on an ongoing basis. SOQs will be evaluated at designated intervals based on when they were submitted. Qualified

Vendors to this RFQ should be aware of the City’s intention and that there will be an opportunity for additional organizations to respond to the opportunity and be qualified

3.2 Minimum Qualifications and Evaluation Criteria

Statements of Qualification must meet the following minimum qualifications to be eligible for inclusion on the Pre-Qualified List and will be consistently evaluated based upon the following Criteria:

QUALIFICATION CRITERIA COMPLY:

(Yes/No)

1. Qualified to Do Business with the City

• Qualification to conduct business in the City as demonstrated by evidence of a W-9, business license, and proof of registration with the Secretary of State.

• Not having been debarred by Federal, State or local government.

☐Yes ☐ No

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2. Organizational Capacity & Experience

• The Responder demonstrates they have successfully provided community engagement and outreach services similar to the services described in the RFQ for a minimum of three years.

• The Responder demonstrates they have successfully provided services similar to the services described in the RFQ in historically under-served communities.

• The Responder demonstrates they have sufficient staffing to produce high quality and timely deliverable.

• The Responder demonstrates the capacity to provide services in multiple languages.

☐ Yes ☐ No

2. Method of Approach

• The Responder describes an effective approach to plan and implement community outreach and engagement 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.

3. Communications & Reporting

• The Responder adequately describes how they will collect and report data to demonstrate progress against performance measures.

• The Responder adequately describes how they will ensure responsive day-to-day communication with the City.

• The Responder adequately describes their plan to provide the

City proof of payment of any subcontractors used for the project.

4. Reasonableness of Cost

• The Responder provides a cost schedule that is fair, appropriate, and justifiable for the types of services described in the RFQ.

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4 Statement of Qualifications Instructions & Content

4.1 Timelines & Instructions

The timelines for Evaluation Periods 2 and 3 will be announced via Bid Amendments /

Addenda. Please check Bid Amendments for more information.

MILESTONE

TIME (PACIFIC) &

DATE

LOCATION /

ADDITIONAL

INFORMATION

Release date August 04, 2026

Optional Virtual Info Session

(Evaluation Period 2)

Evaluation Period 3

10:00 AM (PST),

August 19, 2026

Summer 2027

• Microsoft Teams. Click the link below to join the meeting.

• Join Meeting

• Meeting ID: 226 064 642 849 848

• Passcode: mu9Tj6v6

• Dial in by phone;

• +1 213-279-1690,,724680917#

Questions due to the City

(Evaluation Period 2)

Evaluation Period 3

11:00 AM (PST),

September 02, 2026

Summer 2027

• Submit all inquiries via email to rfppurchasing@longbeach

.gov

Posting of the Q&A

(Evaluation Period 2)

Evaluation Period 3

September 16, 2026

Summer 2027

• Responses to the questions will be posted on

LongBeachBuys.com.

Statement of 11:00 AM (PST), Qualifications September 30, 2026

Due (Evaluation Period 2)

Evaluation Period 3 Summer 2027

• Statements of Qualifications should be submitted electronically via

LongBeachBuys.com.

• Late Statements of Qualifications, or Statements of Qualifications submitted through other channels will not be accepted.

https://teams.microsoft.com/meet/226064642849848?p=6XzgYEDQUS2OFLDyhL mailto:rfppurchasing@longbeach.gov mailto:rfppurchasing@longbeach.gov ../AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/AppData/Local/Microsoft/Windows/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com ../AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/AppData/Local/Microsoft/Windows/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com

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• Responders are responsible for submitting their Statements of

Qualifications completely and on time.

o Responders will receive an e-bid confirmation number with a time stamp from

LongBeachBuys.com indicating that the Statement of

Qualifications was submitted successfully. The City will only receive Statements of

Qualifications that were transmitted successfully.

o For technical support, email or call the City during normal business hours at

LBPurchasing@longbeach.gov or (562) 570-6200.

Evaluation of

Statements of

Qualifications

(Evaluation Period 2) Fall 2026

Evaluation Period 3 Fall 2027

• An Evaluation Committee will review Statements of Qualifications to determine if a Responder is qualified.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section

3.2.

Qualified Vendor

Selection (Evaluation

Period 2) Fall 2026

Evaluation 3 Fall 2027

• Selected Qualified Vendors will be notified in writing.

• Please note, placement on this bench does not guarantee work. It is a Pre-

Qualified Vendor List that the City can quickly access on an as-needed basis for community engagement and outreach services. Only Qualified

Vendors on this list will be eligible for future work.

• Individual City Departments will be responsible for conducting a quote process specific to the needs to select

../AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/AppData/Local/Microsoft/Windows/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

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An Awarded Qualified Vendor from the bench and will be responsible for active contract management with the

Awarded Qualified Vendor including performance reports, if needed.

Departments will need to request contract authority from the City

Manager’s Office.

Estimated Contract

Execution (Evaluation

Period 2) Fall 2026

Evaluation Period 3 Fall 2027

Responder Debrief After

Qualified

Vendors are

Selected

• Successful and unsuccessful

Responders are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their

Statements of Qualifications. The intent of the debrief is to provide the

Responder with constructive feedback to equip them with information to effectively meet the City’s requirements and be successful in future Statements of Qualifications.

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4.2 Statement of Qualifications Content

Complete Statements of Qualifications will include the following. Responders are encouraged to use this table as a checklist to ensure all components are included in their

Statement of Qualifications.

STATEMENT OF

QUALIFICATION

☐ Qualification

Narrative

The Qualification Narrative should provide a straightforward, concise delineation of capabilities to satisfy the RFQ. Guidance on preparing a Qualification Narrative is detailed in Section 4.3.

☐ Cost Schedule The Cost Schedule should include a detailed hourly rate schedule for key staff; and/or other basis for fees.

The City reserves the right to negotiate the fees or rates and payment schedules with the vendor either at the time of selecting the vendor for the qualified bench or at the time of initiating a specific project.

STATEMENT OF QUALIFICATIONS APPENDICES

☐ Financial

Stability

Documentation

Provide one or more of the following financial statements to provide the City with enough information to determine financial stability of the Responder and subcontractor(s).

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Work Samples Provide 1-3 samples of a completed project. The sample(s) should demonstrate the organization’s attention to detail, compelling and accessible content, and skillful graphic displays.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Responder.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

Attachments Which May be Submitted Upon Selection | Upon selection, Qualified

Vendors will be required to submit the following. We encourage Responders to take note of these requirements, and where possible, include available information as part of their

Statement of Qualifications to expedite processing.

☐ C. W-9

☐ D. Business License

☐ E. Proof of Registration with the California Secretary of State

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☐ Contact Information | Ensure Responder’s profile is up to date in Long Beach Buys, including an email address, phone number, and for any classifications you may qualify for.

4.3 Narrative Qualification Template

An editable version of the template below has been posted to Long Beach Buys. Responders should complete the editable template and submit it as the narrative for their Statement of

Qualifications.

Organizational Capacity & Experience

RESPONDER CONTACT INFORMATION

Responder

Company Name

Company Address

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

RESPONDER CAPACITY & EXPERIENCE

What type of enterprise is the Responder?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other

Please describe why the Responder is qualified to provide the services described in this RFQ (1-2 paragraphs).

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Please indicate which of the following disciplines the Responder is able to provide services in.

☐ Active Transportation, Mobility, Transit, and Bike and Pedestrian Right-of-Way

☐ Americans with Disabilities Act (ADA)

Access and Inclusion

☐ Art, History and Culture

☐ Budget and Finance

☐ Capital Projects and Infrastructure

☐ City Planning and Urban Development

☐ Economic Development and Workforce

Development

☐ Emergency Preparedness

☐ Food Security and Urban Agriculture

☐ Homelessness, Housing, and Affordable

☐ Housing

☐ Library Services

☐ Marinas, Beaches, and Waterways

☐ Parks, Open Space, and Recreation

☐ Public Health, Community Wellness, and

☐ Human Services

☐ Public Safety

☐ Public Utilities (Electricity, Gas, Sewer, Water)

☐ Racial Equity and Environmental Justice

☐ Streets, Roads, Bridges, and Public

Right-of-Way Accessibility

☐ 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

Please describe Responder's experience delivering the services outlined in Section

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2.1, Description of Services. For each applicable service, provide specific examples of past projects or initiatives, key outcomes, and Responder's role in delivering the service.

Describe the length of time the Responder has provided these services. A minimum of three years is required. (1-3 sentences)

Please describe the Responder's experience in successfully providing these services, with a particular focus on how these services were provided to historically under-served communities.

How many employees does the Responder have in total and residing in Long Beach?

Where are the representative(s) that would service the City’s account located?

Who are the key staff likely to be involved in providing these services? For each, please include their name, title, and a brief description of their expertise and role.

Please describe the Responder’s experience and capacity to provide services in languages other than English (speaking, reading, and writing).

REFERENCES

Reference 1

Agency / Organization

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Agency / Organization

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 3 Agency / Organization

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Project Manager

Phone Number

Project Description

Project Start and

End Dates

SUB-CONTRACTOR CONTACT INFORMATION

Does the Statement of Qualifications include subcontractors?

☐ Yes

☐ No

If applicable, provide the following for all subcontractors included in this

Statement of Qualifications.

Subcontractor Company Name

Company Address

Name

Authorized

Representative

Other Point of

Contact (if required)

Title

Email Address

Phone Number

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the

Subcontractor?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

Which specific requirements of this RFQ will the Subcontractor perform?

Please describe why the Subcontractor is qualified to provide the services described in this RFQ (1-2 paragraphs).

☐ Limited Liability Company

☐ Other

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Please describe the length of time the

Subcontractor has been providing the services described in this RFQ (1-3 sentences).

How many employees does the

Subcontractor have nationally, locally, and residing in Long Beach?

Where are the representative(s) that would service the City’s account located?

Method of Approach

1. Describe the Responder's approach to preparing and planning for a new inclusive community outreach or engagement project. Be sure to include how the

Responder ensures that services effectively reach historically under-served communities.

2. Provide a detailed description explaining how the Responder planned and implemented a specific inclusive community outreach or engagement project. The description should include goals, activities, timeline, involvement of historically under-served communities, and a description of the completed project.

3. Please attach 1-3 samples of a completed project. The sample(s) should demonstrate the Responder’s attention to detail, compelling and accessible content, and skillful graphic displays.

Communications & Reporting

1. Describe how the Responder will collect and report data to demonstrate progress against performance measures.

2. Describe how the Responder will ensure responsive day-to-day communication with the City.

3. The City requires that Qualified Vendors provide proof of payment of any subcontractors used for this project. If the Statement of Qualifications includes subcontractors, please describe the plan for how the City will be notified of such payments.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. Qualified Vendor: The organization/individual that is selected for the Pre-Qualified

List of vendors for various, as needed, community outreach and engagement services described in this RFQ.

2. City: The City of Long Beach and any department or agency identified herein.

3. Vendor/Responder: Organization/individual submitting a Statement of Qualifications in response to this RFQ.

4. Department / Division: City of Long Beach, City Manager

5. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review Statements of Qualifications submitted in response to the RFQ, evaluate the Statements of Qualifications, and select a Qualified Vendors for inclusion on the Pre-Qualified List.

6. May: Indicates something that is not mandatory but permissible.

7. NOQ: Notice of Intent to Qualify

8. RFQ: Request for Qualifications.

9. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a Statement of Qualifications as non-responsive.

10. Should: Indicates something that is recommended but not mandatory. If the

Responder fails to provide recommended information, the City may, at its sole option, ask the Responder to provide the information or evaluate the Statement of

Qualifications without the information.

11. Subcontractor: Third party not directly employed by the Responder who will provide services identified in this RFQ.

12. Awarded Qualified Vendor: A Qualified Vendor that is later selected from the Pre-

Qualified List to undertake work for the City under an awarded contract.

13. Pre-Qualified List: Responders meeting the minimum qualifications to be included on a list of vendors for various, as needed, community outreach and engagement services.

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5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFQ, or to withdraw this RFQ, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any Statement of Qualifications term from Responders.

3. The City may contact the references provided; contact any Responder to clarify any response; contact any current users of a Responder’s services; solicit information from any available source concerning any aspect of a Statement of Qualifications;

and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Responder to satisfy the City will be commensurate with the size and complexity of the engagement and

Responders should submit accordingly. If the information submitted by the

Responder, or available from other sources, is insufficient to satisfy the City as to the

Responder’s qualifications, the City may request additional information from the

Responder or may deem the Statement of Qualification non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in

Statement of Qualifications received.

6. The City reserves the right to reject any or all Statements of Qualifications received prior to selection.

7. The City’s determination of the Responder’s responsibility, for the purposes of this

RFQ, shall be final.

8. Any irregularities or lack of clarity in the RFQ should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Responders.

9. Statements of Qualifications must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language that would be requested should Responder be awarded a contract with the City.

10. Statements of Qualifications may be withdrawn by written notice received prior to the Statement of Qualifications opening time.

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11. The price and amount included with this Statement of Qualifications must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other Responder or prospective Responder.

12. No attempt may be made at any time to induce any firm or person to refrain from submitting a Statement of Qualifications or to submit any intentionally high or noncompetitive prices with their Statement of Qualifications. All Statements of

Qualifications must be made in good faith and without collusion.

13. Prices offered by Responders in their Statements of Qualifications are an irrevocable offer for the term of any awarded contract and any contract extensions. The

Qualified Vendor agrees to provide the purchased services at the costs, rates and fees as set forth in their Statement of Qualifications in response to later awarded contracts from the Pre-Qualified Vendor list. No other costs, rates or fees shall be payable to an Awarded Qualified Vendor.

14. The City is not liable for any costs incurred by Responders prior to entering into a formal contract. Costs of developing the Statement of Qualifications or any other such expenses incurred by a Responder in responding to the RFQ, are entirely the responsibility of the Responder, and shall not be reimbursed in any manner by the

City.

15. In the event a Responder received assistance from City staff or a representative of the City (technical assistance provider), the City is not responsible for any mistakes, inaccuracies, delays, or any other impact that the assistance provided did to impact the Responder’s final product. Available technical assistance support services are only intended to provide advice and does not constitute a basis for any protest to this RFQ opportunity. It is solely the Responder’s responsibility to prepare and submit a response to the RFQ.

16. Statements of Qualifications will become public record after the conclusion of the process and before final approval by the awarding body unless the Statement of

Qualification or specific parts of the Statement of Qualification can be shown to be exempt by law. Each Responder may clearly label all or part of a Statement of

Qualification as "CONFIDENTIAL" provided that the Responder thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

17. A Statement of Qualifications submitted in response to this RFQ must identify any subcontractors, and outline the contractual relationship between the Responder and each Subcontractor. An official of each proposed Subcontractor must sign, and

Community Engagement and Outreach | RFQ - CM-24-479 | Template v11.30.23 | 26 include as part of the Statement of Qualifications submitted in response to this

RFQ, a statement to the effect that the Subcontractor has read and will agree to abide by the Responder’s obligations.

18. Each Responder must adhere to the City’s Vendor Code of Conduct, including, but not limited to, disclosure of any existing or potential conflict of interest relative to the performance of the contractual services resulting from an Awarded contract to a Vendor on the Pre-Qualified Vendor List. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Responder on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

19. Each Responder must include in its Statement of Qualifications a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Responder or in which the Responder has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any Statement of Qualifications. The City reserves the right to reject any Statement of Qualifications based upon the

Responder’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

20. The City reserves the right to negotiate final contract terms with any Awarded

Qualified Vendor. Any contract between the City and Awarded Qualified Vendor will consist of the RFQ together with any modifications thereto, and the Qualified

Vendor’s Statement of Qualifications, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process and any engagement specific Statement of

Qualifications. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFQ, any modifications and clarifications to the Vendor’s

Statement of Qualification. Specific exceptions to this general rule may be noted in the final executed contract.

21. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

https://longbeach.gov/globalassets/finance/media-library/documents/business-https://longbeach.gov/globalassets/finance/media-library/documents/business-https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

Community Engagement and Outreach | RFQ - CM-24-479 | Template v11.30.23 | 27

22. Any contract to a Vendor on the Pre-Qualified Vendor List for work identified in this RFQ shall not be effective unless and until approved by the City Council / City Manager, as applicable.

23. The City will not be liable for Federal, State, or Local excise taxes.

24. Execution of Attachment A of this RFQ shall constitute an agreement to all terms and conditions specified in the RFQ, including all contract terms and conditions therein, except such terms and conditions that the Responder expressly excludes.

25. Responder understands and acknowledges that the representations above are material and important and will be relied on by the City in evaluation of the

Statement of Qualifications. Any Responder misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the Statement of

Qualifications.

26. Statements of Qualifications shall be kept confidential through the process prior to selection.

27. No announcement concerning the selection of a Qualified Vendor or Awarded

Qualified Vendor as a result of this RFQ may be made without the prior written approval of the City.

Responders are advised that any contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long

Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance.

28. All Responders shall complete and return, with their bid, the Equal Benefits

Ordinance Compliance form contained in Attachment B, if applicable. Unless otherwise specified in the procurement package, Responders do not need to submit with their Statement of Qualifications supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the Responder is selected for award of a contract from the Pre-Qualified Vendor List.

5.3 Contract Terms & Conditions

1. The Awarded Qualified Vendor will be the sole point of contract responsibility. The

City will look solely to the Awarded Qualified Consultant for the performance of all contractual obligations which may result from an award based on this RFQ, and the

Awarded Qualified Consultant shall not be relieved for the non-performance of any or all Subcontractors.

2. The Awarded Qualified Vendor must maintain, for the duration of its contract, Community Engagement and Outreach | RFQ - CM-24-479 | Template v11.30.23 | 28 insurance coverages as required by the City. Work on the contract shall not begin until after the Awarded Qualified Vendor has submitted acceptable evidence of the required insurance coverages. As a condition precedent to the effectiveness of any contract, Awarded Qualified Vendor shall procure and maintain at Awarded

Qualified Vendor’s expense for the duration of any contract from an insurance company that is admitted to write insurance in the State of California or that has a rating of or equivalent to an A: VIII by A.M. Best and Company the following insurance:

a. Commercial general liability insurance equivalent in coverage scope to ISO CG

00 01 10 93 naming the City of Long Beach and its departments, officials, officers, agents, and employees as additional insureds on a form equivalent in coverage scope to ISO CG 20 26 11 85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out activities performed by or on behalf of the Awarded Qualified Vendor in an amount not less than One

Million Dollars (US $1,000,000) per occurrence and Two Million Dollars (US

$2,000,000) in general aggregate. If services provided potentially include direct contact with minors, seniors, or other vulnerable groups, such insurance shall not exclude coverage for abuse and molestation.

b. Workers’ compensation coverage as required by the Labor Code of the State of California and Employer’s liability insurance with minimum limits of One

Million Dollars (US $1,000,000) per accident or occupational illness. The policy shall be endorsed with a waiver of the insurer’s right of subrogation against the City of Long Beach, and its insurers, departments, appointees, officials, officers, agents, and employees.

c. Commercial automobile liability insurance equivalent in coverage scope to ISO

CA 00 01 06 92 in an amount not less than One Million Dollars (US $1,000,000) combined single limit (CSL) covering Symbol 1 (“any auto”) naming the City of

Long Beach, and its departments, appointees, officials, officers, agents, and employees as additional insureds. If services provided include transportation of residents, limits shall be in in an amount not less than Five Million Dollars

(US $5,000,000) combined single limit (CSL).

d. Professional liability or errors and omissions liability insurance in an amount not less than One Million Dollars ($1,000,000) per claim and in aggregate covering the discipline(s) of the professional services provided pursuant to this

Contract.

e. If services relate to the provision of internet or phone service or the collection

Community Engagement and Outreach | RFQ - CM-24-479 | Template v11.30.23 | 29 of information digitally, as applicable, cyber and privacy insurance that does not exclude coverage for liability resulting from the Awarded Qualified

Vendor’s or its contractors’, employees’, or agents’ failure to protect private or confidential information of its customers or others from unauthorized access on or through the internet, making known to any person or organization material that violates a person or organization’s right to privacy or publicity right, and failure to prevent the transmission of a computer virus to its authorized users of its web site or any private…