(RFP) Multilingual Outreach Services for Borough Initiatives

PURPOSE AND OVERVIEW

The Borough of Red Bank is requesting proposals from qualified firms to provide multilingual community outreach services to support a range of municipal, local initiatives aimed at improving access to services, promoting available resources, and engaging residents who may face linguistic or cultural barriers.

This engagement is designed to enhance equity in communication, ensuring that all residents—including those who speak languages other than English—are informed of and have access to important municipal, local and state services and programs.

The selected contractor will be responsible for planning, implementing, and reporting on a strategic, multilingual outreach program that incorporates direct engagement methods (door-to-door canvassing, phone banking, and text messaging), supported by printed and digital outreach materials.

SCOPE OF SERVICES

The successful proposer will be expected to perform the following:

A. Planning & Program Design

• Develop a targeted outreach plan tailored to Red Bank’s demographics, geographic areas, and community needs.
• Identify appropriate languages based on Red Bank’s population data (including Spanish as a minimum, others as applicable).
• Define goals, anticipated outcomes, and metrics for success.

B. Direct Outreach Execution

• Conduct:
  • Door-to-door canvassing in selected neighborhoods.
  • Phone banking and text messaging campaigns.
• Ensure all outreach is delivered in at least English and Spanish, and additional languages based on need.
• Provide interpreters and/or translated materials as required.

C. Staffing & Oversight

• Recruit, train, and supervise all canvassing and outreach staff.
• Ensure proper background checks and training in respectful engagement practices.
• Maintain adequate staff levels to ensure timely and thorough coverage of target areas.

D. Materials & Technology

• Design and produce printed outreach materials (flyers, brochures, door hangers).
• Provide or license technology platforms needed for phone and text banking.
• Supply all tablets, mobile devices, or tracking forms as necessary for outreach.

E. Reporting & Evaluation

• Submit biweekly progress reports detailing:
  • Number of residents reached by method and language.
  • Qualitative data (resident feedback, key concerns).
  • Summary of outreach team activity and issues encountered.
• Provide a final report summarizing the effectiveness of the outreach campaign and recommendations for future efforts.

III. PROGRAM FOCUS AREAS

Outreach messaging will be directed by the Borough Manager (or his designee) and Community Engagement Coordinator and may include, but is not limited to:

• Affordable housing programs
• Utility assistance and arrearage relief programs
• Health and wellness services
• Veterans support programs
• Public health and emergency preparedness information
• Recreation
• State and Local Assistance programs
• Any additional initiatives designated by the Borough during the contract period

PROGRAM FOCUS AREAS

Outreach messaging will be directed by the Borough Manager (or his designee) and Community Engagement Coordinator and may include, but is not limited to:

• Affordable housing programs
• Utility assistance and arrearage relief programs
• Health and wellness services
• Veterans support programs
• Public health and emergency preparedness information
• Recreation
• State and Local Assistance programs
• Any additional initiatives designated by the Borough during the contract period

TERMS & CONDITIONS

• The Borough reserves the right to reject any or all proposals.
• All proposals will remain valid for 60 days.
• The selected proposer will enter into a formal contract with the Borough of Red Bank.
• Proposers must comply with New Jersey Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq.

1.        Cover Letter
o        Briefly introducing the firm and identifying the main point of contact.

2.        Company Qualifications
o        Description of your firm's relevant experience.
o        Organizational structure and capabilities.
3.        Key Personnel
o        Names, titles, and resumes of key staff.
o        Staffing plan for outreach efforts.

4.        Approach & Methodology
o        Narrative describing your outreach approach.
o        Tools and systems to be used for canvassing, calling, and messaging.

5.        Work Plan & Timeline
o        Schedule for outreach activities, staff recruitment, and reporting.

6.        Cost Proposal
o        A total cost for services from September 1 – December 31, 2025.
o        Include a narrative describing how funds will be allocated (staffing, materials, overhead, etc.).

7.        References
o        At least three (3) references from similar work with government or nonprofit organizations.

8.        Required Forms
o        Business Registration Certificate
o        Statement of Ownership Disclosure
o        Non-Collusion Affidavit
o        Affirmative Action Certificate (or AA-302 form)
o        Disclosure of Investment Activities in Iran
o        Any other forms required by the Borough or State statutes

*The Borough reserves the right to conduct interviews with top-rated respondents.