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RFQ FY19-1 PLANNING SERVICES FOR REGIONAL ENGAGEMENT FOR THE METROPOLITAN TRANSPORTATION PLAN

RFQ PACKET

 

Employee Contact

Robert Wertman, AICP, PTP
robert@heartlandmpo.org

 

Additional Resources
Questions (Updated 10/11/2018)

Question 1
What is the targeted budget range for this engagement?

Answer
Our solicitation is a Request for Qualifications (RFQ).  We do not have a final budget; however, funds are not unlimited.  The intent of the RFQ is to allow respondents to be creative in their approach to assist us in achieving outstanding community engagement and participation throughout the development of the 2045 Metropolitan Transportation Plan.  A final budget will not be determined until after the scope of work is finalized with the selected vendor.

Question 2
What local community engagement, PR and Marketing firms have you used and reached the success you expected on a project that involved public/stakeholder and community engagement?

Answer
MCCOG has typically conducted local community engagement activities in-house for planning activities.


Question 3
What information is available that pinpoints community-based ortganizations that can be utilized to help publicize and what has MCCOG used in the past to publicize its public meetings?

Answer
MCCOG has had contact with several larger community-based organizations as it conducts its work in communities, however, we do not have a comprehensive list. MCCOG would like particular assistance in identifying community-based groups that we are unaware or have had little engagement with. MCCOG in the past has used social media, stakeholder engagement, and public notices to publicize its public meetings.

Question 4
What, if any, underrepresented populations need to be targeted for specific engagement during this effort?

Answer
MCCOG has identified a need to ensure engagement is obtained with the following types of underrepresented populations:
A) Minority populations
B) Low-income populations
C) Zero-vehicle populations
D) Large-household popluations

Question 5
In addition to MindMixer, what other virtual community engagement tools have you utilized?

Answer
MindMixer is the only virtual engagement tool that MCCOG has utilized.

Question 6
Is there a local business utilization requirement for this engagement?

Answer
There is no local business utilization requirements for this engagement. Respondants are encouraged to deploy cutting-edge/state of the practice solutions to community engagement issues in the plan making process.

Question 7
Where can we get access to the 2045 Plan?

Answer
The RFQ is targeting services to assist in the community engagement componenets of the 2045 Metropolitan Transporation Plan. The selected firm (or firms if a partnership), will be an integral part of teh development of the 2045 Metropolitan Transporation Plan by ensuring that adequate community representation is employed throughout the development of the plan.

Question 8
What is the total number of regional households for the Metropolitan area that is being served?

Answer
According to the 2010 Census, there are 54,701 households in the Metropolitan Area.

___________________________________________________

RFQ FY19-2 PLANNING SERVICES FOR REGIONAL ADVERTISEMENT AND SOCIAL MEDIA OUTREACH

RFQ PACKET

 

Employee Contact

Neil Stevenson, AICP
neil@heartlandmpo.org

 

Additional Resources
Questions (Updated 10/11/2018)

Question 1
What is the anticipated budget for this work? If not able to share the full budget, are you able to share the amount available for Advertising Spend?

Answer
Our solicitation was a Request for Qualifications (RFQ).  Additionally, this is a publicity and social media outreach project for our planning process.  We do not have a final budget; however, funds are not unlimited.  The intent of the RFQ was to allow respondents to be creative in their approach to assist us in achieving outreach to meet our participation goal.  A final budget will not be determined until after the scope of work is finalized with the selected vendor.

 

Question 2
Seeing as Mindmixer use will correspond with Public Meetings, is the vendor expected to provide services during all Public Meeting hours (outside of business hours)?

Answer
Madison County Council of Governments (MCCOG) staff will be responsible for hosting and attending public meetings. The vendor will not be required to attend meetings; rather market or advertise and share information regarding the public meetings.

 

Question 3
Do Landing Pages exist for these campaigns? If so, are they optimized and tracked?

Answer
MCCOG has established a website and a Facebook page for Forward Madison County. Neither of these pages are currently optimized or tracked.

 

Question 4
How is attendance tracked at meetings? Will this be shared with the vendor?

Answer
Attendance at the meetings will be tracked via sign-in sheets and shared with the vendor.

 

Question 5
Are public meetings to be held in accessible spaces? Are there any perceived barriers/limitations for members of the public that would prevent attendance?

Answer
Public meetings are held in accessible spaces and there are not any perceived barriers or limitations for members of the public that would prevent attendance.

 

Question 6
In the goal of "engaging 4-5% of county households," how is engagement defined? What actions matter most to MPO?

Answer
MCCOG defines public engagement as responses through the MindMixer site, other surveys, or active participation during public meetings. The responses and active participation from the public are the actions that matter most to MCCOG.

 

Question 7
Do you have an established PR strategy?

Answer
MCCOG does not have an established PR strategy for Forward Madison County.

 

Question 8
Is MPO looking for a media partner or a PR partner?

Answer
MCCOG is looking for both a media and PR partner for the Forward Madison County public engagement process. Primarily, MCCOG needs a PR partner to help engage media outlets and do social media.

 

Question 9
In "Deliverables" on Page 4, #1 states "Social media pages for the following platforms: Facebook, Twitter, and Mindmixer." Can you please clarify which specific deliverables you are looking for (any that apply): A) Creation of Social Media Pages, B) Community Management of Posts and Comments on the Pages, C) Advertising Placed on the Pages, D) Posts Written for the Pages (not paid ads), or E) other?

Answer
A) MCCOG is able to create pages but will need assistance in the management of these pages.
B) MCCOG is looking for assistance with community management of posts and comments on these pages.
C) MCCOG is looking for assistance with publicity placed on these pages.
D) MCCOG is looking for assistance with posts written for these pages. MCCOG can assist with developing the content, while the vendor is responsible for posting and engaging on these pages.

 

Question 10
To what extent is the Consultant selected responsible for or involved in participation of the Forward Madison County comprehensive plan?

Answer
The selected consultant will be responsible for the development of a strategic public engagement plan with the intent to encourage/enhance public participation in the process. One primary concern with outreach and engagement for the project is to reach groups that typically do not participate such as minority populations, low-income populations, and large family populations.  This includes the creation of materials and assistance with the distribution of said materials. This shall include content development and management of any social media pages. MCCOG will be responsible for the management and operation of all public participation events and meetings.


Question 11
Will the Consultant have a role on the Committee and be expected to take part in work sessions throughout the planning process?

Answer
The Consultant is not expected to participate in Steering Committee meetings; however, there may be a need for some participation on a limited basis at select times in the planning process.   It is for the selected consultant to be creative in their approach as to how that might be done.

 

Question 12
Has any or will any research be conducted as part of the creation of the Comprehensive Plan? To what extent will the Consultant selected be responsible for or involved in this research?

Answer
MCCOG has already completed significant research into county-wide and local demographic data, community analytics, and economic data for the region. The consultant will not be responsible for conducting research as a part of this plan. However, the consultant will be responsible for maintaining and measuring data as it pertains to engagement and outreach.


Question 13
What demographic information can be shared for Madison County residents or business owners?

Answer
MCCOG is willing to share any information or research we have collected and analyzed that has been obtained through resources available to the public (US Census Bureau, BEA, BLS, etc.)

 

Question 14
How was the engagement goal of 4-5% of households established? How does this breakdown further?

Answer
Based upon previous levels of community engagement, MCCOG has set an expectation of 4-5% of household participation. This goal represents an overall increase in the level of participation from previous projects yet is a range that MCCOG feels is achievable. 

 

Question 15
With regards to question 14, how will engagement be measured?

Answer
MCCOG defines public engagement as unique responses through the MindMixer site, other surveys, or active participation during public meetings that are unique. The responses and active participation from the public are the actions that matter most to MCCOG.

 

Question 16
Are there particular criteria expected to measure the success of Public Relations, Advertising and Social Media efforts? What constittutes the success of the initiative?

Answer
The success of the public engagement process will be measured by the total level of participation throughout the planning process and whether we have reached our goal of 4-5% of households within the county.

 

Question 17
Approximately, how many households are there (in the region)?

Answer
There are 51,927 total households in Madison County, IN (US Census Bureau, 2010).

 

Question 18
Will a representative of the MCCOG serve as the moderator for the public meetings?

Answer
Yes. A MCCOG representative will always serve as the moderator for public meetings.

 

Question 19
Please share the URL for the webste and Facebook page?

Answer
The website can be located at www.forwardmadisoncounty.com. It is currently under development. As of now, Social Media pages have not been set up.

 

Question 20
Is it your intention to include the design/creation of a website for Forward Madison County as part of the Scope of Work?

Answer
MCCOG will handle the design and creation of the website. However, public engagement materials produced by the consultant may be used to adjust the design of the website.




 
 
 
 
 
     
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