SSF Facilitation of Community Discussions of Decommissioned City Facilities | PLAN to PLACE Scope + Fee www.plantoplace.com
SSF FACILITATION SEVICES
SCOPE AND FEE (updated 8.13.24)
The following scope of work has been updated per the City’s request to include additional activities, building off of the approach in the RFP for Facilitation Services for Community Discussions of Decommissioned City Facilities.
Task 1 - Project Kick-Off and Management
This task will include an initial kick-off meeting with the project team and regular team check-ins throughout the duration of the project to assess the efficacy of our outreach and course correct as needed. Rachael Sharkland will be the point of contact and conduit between the Plan to Place team and the City, to review strategy, timeline and deliverables. The Plan to Place team will participate in a kickoff meeting to:
• Discuss the project goals, key issues, and project milestones; • Confirm expectations for work products and refine the scope of work and budget as necessary; and
• Discuss project roles and responsibilities.
Task 2 – Community Engagement Work Plan
Plan to Place will collaborate with City staff to prepare a dynamic engagement strategy to be refined throughout the course of the project. This will be a living, shared resource that all members of the team will have access to update throughout the project. The engagement strategy will be designed to:
• Outline goals and objectives for facilitating community conversations; • Confirm schedule, format, and resources for all engagement activities through the shared resource;
• Identify target demographic and interest groups, methods of multilingual communication (including Spanish, Tagalog, and Simplified Chinese) and engagement with hard-to-reach groups and special needs populations, and metrics to analyze progress and effectiveness; • Articulate a range of communication strategies to effectively reach target segments of the community;
• Confirm messaging and collateral for the promotion of events and online questionnaires; • Specify outreach tools including social media outlets to reach specific audiences in addition to traditional mailing and survey tools;
• Complete engagement analytics throughout the process to assess whether our engagement approach is reaching target communities; and
• Confirm coordination, facilitation and roles and responsibilities.
SSF Facilitation of Community Discussions of Decommissioned City Facilities | PLAN to PLACE Scope + Fee www.plantoplace.com
Task 3 - Develop Outreach Materials
Plan to Place will prepare messaging for City staff’s review to effectively communicate the background and intention of the effort to re-purpose the decommissioned MSB and West Orange Library. It will be important to articulate that this is a discrete effort and unique opportunity for residents to create a shared vision for enhancing valuable community resources.
Consistent and identifiable messaging will be used across promotional and outreach materials for inperson and online engagement, including:
• Outreach/Promotional collateral – Using the City’s style guide and document templates, Plan to Place will provide language and graphics for electronic formats (media release, e-blast notice, City newsletter, and social media postings).
• Fact Sheets/FAQs - In an effort to set accurate expectations and understanding of this effort, Plan to Place will collaborate with the City team through an iterative process to prepare project messaging templates (Fact Sheets or FAQs) that will continue to evolve throughout the duration of the project. This important collateral will be critical in helping identify the overall project objectives and helping provide answers to common questions, how information will be disseminated and how the input gathered will be used to inform the process. These materials will help emphasize the importance of input from diverse perspectives. It is anticipated that City staff and Plan to Place will co-create the language for these documents, and Plan to Place will maintain, organize and simplify the language to ensure the messaging is up to date and userfriendly. • Online feedback form (see task 4.4) – Plan to Place will collaborate with the City to craft one online feedback form to supplement the community conversations and site tours and create parity for residents and community members unable to attend in-person events.
Task 4 - Organize And Facilitate Community Conversations Task 4.1. Community Open Houses (2)
Plan to Place will collaborate with City staff to hold up to two in-person community-wide open houses to provide community members and decision makers a forum to learn about and share input on the future of the MSB and West Orange Library, and related planning process. It is anticipated that live polling and interactive exercises that encourage storytelling and participatory decision-making will be used to garner feedback. We will coordinate simultaneous interpretation for both open houses.
For each open house, Plan to Place will prepare outreach materials, content, and engagement activities for City staff’s review.
Anticipated roles and responsibilities for staff include:
• Plan to Place will work with City staff to identify the overall purpose, approach, objective, target audience and anticipated outcome of each open house.
• Plan to Place will assist with preparation of outreach materials including messaging for email blasts and social media posts, and preparation of postcards or flyers using the templates prepared in previous tasks.
SSF Facilitation of Community Discussions of Decommissioned City Facilities | PLAN to PLACE Scope + Fee www.plantoplace.com
• Plan to Place will prepare public-facing agendas, and internally annotated agendas as a resource to get to and through each event.
• Plan to Place will prepare content for each workshop for City staff’s review. • Plan to Place will lead facilitation at each open house and prepare and manage interactive inmeeting activities to foster input, and ensure meetings are engaging and accessible. • City staff will lead meeting logistics to confirm meeting space and a/v capabilities. • City staff will coordinate childcare and refreshments for each meeting. • Plan to Place will coordinate with translation services to translate material and provide live interpretation as needed in Spanish, Tagalog and simplified Chinese. Those services will be billed separately directly to the City outside of Plan to Places budget. • Plan to Place will provide meeting summaries after each open house.
Task 4.2. Hosted Tours of MSB and West Orange Library (2) City staff to prepare for tours of the Municipal Services Building and the West Orange Library and one member of Plan to Place will attend the two tours that will occur before on separate days from the Community Open Houses, to gather input that that will help inform the Open Houses.
Anticipated roles and responsibilities:
• City staff to plan and facilitate two walking tours on the day of each of the two Community Open Houses.
• Plan to Place to attend the walking tours to observe conversations and take notes to be incorporated into the Summary Report.
Task 4.3. Additional Meetings – Focus Group Meetings (8) Plan to Place will help coordinate and facilitate up to eight focus group meetings with community members. Plan to Place will work with City staff to identify meeting participants and to prepare agendas and discussion prompts for each meeting.
It is anticipated that the initial set of 4 meetings will be 50-min virtual meetings leaders of community groups including those that represent sub-population that are not always equitably included in the public planning process, to ensure all perspectives are represented.
An additional up to 4 meetings will be reserved for focus group discussions with community groups or pop-up events, ideally during existing meetings or events that are well attended, to share information about the process and gather valued input from diverse perspectives.
Anticipated roles and responsibilities:
• Plan to Place will team with City staff to identify meeting participants, draft meeting agendas and content, and coordinate and schedule the meetings. This will include drafting an email to participants and tracking RSVPs.
SSF Facilitation of Community Discussions of Decommissioned City Facilities | PLAN to PLACE Scope + Fee www.plantoplace.com
• City staff will lead meeting logistics (physical location set up) and Plan to Place will assist with meeting logistics as needed, including virtual platform settings. • Plan to Place will co-facilitate meetings.
• Plan to Place will coordinate with translation services to translate material and provide live interpretation as needed in Spanish, Tagalog and simplified Chinese. Those services will be billed separately directly to the City, outside of Plan to Place’s budget. • Plan to Place will summarize the key takeaways from each meeting.
Task 4.4. Online Feedback Form (1)
Plan to Place will prepare content for an online feedback form for City staff’s review. The feedback form will capture demographic information and responses to prompts similar to those asked in the in-person community open houses to provide an equitable opportunity for input. The online feedback forms will be concise and accessible on a computer or mobile device and translated in Spanish, Tagalog and simplified Chinese, through a budget set aside outside of Plan to Place’s budget. Plan to Place will coordinate the translation of the feedback forms through translation services that will be billed separately.
Plan to Place will summarize the results into a key themes memo supported by summary graphics and direct quotes. The feedback forms are anticipated to be administered and analyzed through Google Forms, or an equivalent software.
Task 5 - Community Engagement Summary Report
Plan to Place will prepare a final summary report to analyze and synthesize community input received to provide the foundation for future decision making about the potential redevelopment of the MSB and West Orange Library. Plan to Place will also prepare a short presentation of the results and present that at a City Council meeting. The summary report will be visually compelling and include graphics about recommended next steps for redevelopment.
Plan to Place Direct Costs / Expenses
An expense budget has been allocated for Plan to Place for travel and material expenses related to the two workshops. Additional budget of up to $2,000 has been set aside to purchase gift certificates for CBO’s support throughout the process.
Additional Expenses – City to Budget outside of Plan to Place contract It is anticipated that City staff will cover expenses related to Child Care, Refreshments, and Translation and Interpretation Services and printing of materials for the Open House and additional meetings, through a budget outside of the contract with Plan to Place.
SSF Facilitation of Community Discussions of Decommissioned City Facilities | PLAN to PLACE Scope + Fee www.plantoplace.com
BUDGET