RFQ - Five Year Community Engagement Plan

Background
The City of Spring Hill, Tennessee, is seeking qualified consultants or firms to prepare, manage, and implement a Community Engagement Plan as part of its five-year long-range planning program. The city has experienced significant population growth and development over the past decade, leading to the need for effective community engagement strategies that cater to diverse populations and stakeholders. The goal is to design inclusive and equitable engagement methods that support the city's planning initiatives.

Work Details
The selected consultant/firm will be responsible for:

1. Project Initiation & Planning: Review background materials, meet with city staff to confirm project goals, and develop a detailed work plan.

2. Community Engagement Plan Development: Identify stakeholder groups, develop outreach strategies tailored to diverse populations, recommend engagement tools (workshops, surveys), and outline communication materials.

3. Implementation & Facilitation: Manage and facilitate engagement activities (both in-person and virtual), coordinate logistics, and document community input.

4. Reporting & Evaluation: Prepare summaries of engagement activities, provide recommendations for continued engagement, and deliver a final Community Engagement Report summarizing the process and outcomes.

Deliverables include a tailored Community Engagement Plan (draft and final versions), schedules for engagement activities, summary reports after each phase, and a comprehensive final report.

Period of Performance
The contract will commence on February 16, 2026, following the selection process which includes submission deadlines on January 5, 2026.

Place of Performance
The services will be performed in Spring Hill, Tennessee.

Bidder Requirements
Respondents must demonstrate experience in community engagement processes for public agencies similar to Spring Hill. They should possess knowledge of creative and equitable engagement practices, experience facilitating public meetings and workshops, strong communication skills, project management capabilities, and familiarity with long-range planning efforts outlined in the city's draft scope of work.