Specifications include, but are not limited to: Task 1 ‐ Fundraising Support The consultant shall provide staff support to successfully raise the funds needed to execute a comprehensive community engagement process. This support will include: ● Assisting the City in identifying, reaching out to, and meeting with potential funders. ● Preparing any grant or other materials needed to apply for philanthropic and other funds. ● Acting as recipient and responsible manager of philanthropic and other funds on behalf of the City, as required. ● Preparing materials needed for periodic grant reporting and managing the activities of other parties involved in work related to grants as required. Task 2 ‐ Stakeholder Outreach The consultant will coordinate with stakeholders across Omaha to build the structure needed to execute the community engagement process. This can include partnering with or contracting out work with other individuals or local non‐profits whose strengths and experience lie in understanding the needs of their immediate (proximal) community. An approach such as this will help the City to have a comprehensive, city‐wide engagement plan that respects the individual engagement and communication needs of communities within the city. This work includes: ● Identifying, reaching out to, and meeting with potential community partners across the City to engage as members of the (a) Core Partner Committee, (b) Partner Outreach groups, or (c) Community Ambassadors. ● In consultation with and approval from the City, develop guidelines, policies, role definitions, and any training materials necessary for the Core Partner Committee, Community Ambassadors, and Outreach Partners. ● Support the City of Omaha in their efforts to select committee members and seek approval of their committee membership from Planning and City leadership, as necessary. ● In consultation with and approval from the City, define a process for reaching out to, selecting, working with, and remaining engaged with Community Ambassadors. ● Identifying accessibility concerns or barriers to either recruit stakeholders or engage with them at events, and providing recommendations for addressing them (for example, but not limited to, translation services, vehicle ownership, broadband access). Task 3 ‐ Public Committees Management Facilitation, coordination, and operations of public committees (Core Partner Committee, Community Ambassadors, Outreach Partners, and Youth Advisory) during the project. This can include partnering with or contracting out work with other individuals or local non‐profits whose strengths and experience lie in understanding the needs of their immediate (proximal) community. An approach such as this will help the city to have a comprehensive, city‐wide engagement plan that respects the individual engagement and communication needs of communities within the city. ● Responsible for engaging with committee members and partners to ensure attendance and participation at meetings and events. ● Responsible for agenda creation and distribution for meetings; meeting format and activity development; meetings material development; meeting management; meeting facilitation; and meeting notes & follow‐up. Task 4 ‐ Engagement The consultant will provide staff and support to the City of Omaha for community engagement needs, including: ● Contribute to the execution of select community engagement activities which the City of Omaha asks for support on, including event tabling/traveling booth, national speaker series, etc. Support engagement activities, including: ○ Preparation and design of activity materials in accordance with brand standards and other guidelines determined by the City. ○ Scheduling of engagement activities, including scheduling of resources to assist with activities and securing locations for events. ○ Packing and operational readiness of materials for all events and activities. ○ Provide detailed overview into recruitment strategies for the engagement activities. ○ Execution of communications per City direction. ● Execute the procurement of services and materials selected by the City of Omaha for use in community engagement activities or promotions. This includes support to identify and partner with local artists and creative professionals for various components of outreach & engagement, including photography, videography, and art installations. ● Partner with a youth‐focused, community‐based non‐profit and the Youth Advisory Committee to find recruitment strategies and engagement activities suitable for the youth audience. ● Work with other individuals or local non‐profits whose strengths and experience lie in understanding the needs of their immediate (proximal) community. An approach such as this will help the city to have a comprehensive, city‐wide engagement plan that respects the individual engagement and communication needs of communities within the city. ● Provide any necessary collateral, presentations and support staff to execute a successful engagement process, as directed by City staff. ● Coordinate with the City and any other professionals hired as part of the process to ensure that engagement activities are promoted through project website, social media, and that all online resources are appropriately integrated with engagement activities. Task 5 ‐ Reporting Provide quality data, notes, feedback, and reporting that relates to each interaction with committees or community members during any facilitated engagement or committee activities. ● Capture all relevant data from each facilitated engagement and community interaction, including its time and location, number of participants / interactions, and demographic data in any format the City requests. ● Ensure that all relevant notes and feedback from facilitated meetings are appropriately recorded, including transcribing hand‐written notes and geocoding the results of map‐based activities when applicable, and that major themes are summarized. ● Deliver all raw data generated from engagement activities to the City, including all unedited notes and comments, and physical materials when applicable. ● Preparing materials needed for periodic grant reporting and managing the activities of other parties involved in work related to grants as required.
