Communications & Engagement Plan

CARMICHAEL WATER DISTRICT
COMMUNICATIONS AND ENGAGEMENT PLAN
REQUEST FOR
STATEMENT OF QUALIFICATIONS
Statement of Qualifications
Due by 1:00 PM PT, July 27, 2026
Inquiries to: Carmichael Water District
interimgm@carmichaelwd.org
7837 Fair Oaks Blvd
Carmichael, CA 95608

Request for
STATEMENT OF QUALIFICATIONS
Communications & Engagement Plan
Date: June 19, 2023
Statement of Qualifications Due: July 27, 2026, 1:00 pm
Carmichael Water District (District) is seeking Statement of Qualifications (SOQs) for a Communications
and Engagement Plan by or before July 27, 2026, at 1:00 pm. SOQs shall be emailed to Interim General
Manager at interimGM@carmichaelwd.org.
Statement of Purpose
Carmichael Water District invites qualified communications consultants to assist the District to develop a
District-wide Communications and Engagement Plan (Plan). The key goals of the Plan are to:
1. Establish communication and engagement standards and best practices across the District
2. Identify communication gaps and resources needed
3. Create templates for communication for District projects and programs (i.e. key messages and
outreach strategies for events, projects, crisis communications)
4. Outline tools, including translation services, that allow the District to reach a diverse audience
5. Provide strategies and best practices for inclusive internal communications.
Background
Carmichael Water District communicates with residents, businesses, and community stakeholders about
a variety of district matters, including:
* Programs, projects, and campaigns
* News and events
* Key issues and areas of interest
* Water alerts, drought alerts, traffic, public safety, and alerts
* District policies
* Disaster preparedness
The key Customer Service Objectives for effective customer outreach are based on the following:
* Educate customers on the value, cost, and sources of water
* Promote conservation and efficiency
* Build trust and transparency regarding district operations and finances
* Encourage customer involvement in decision-making and feedback

Key District Communication Objectives, which includes District Board members and employees, are
based on the following:
* Communicate key messages to residents, businesses, and other stakeholders and organizations
* Ensure residents and businesses have access to emergency alerts
* Ensure residents have access to up-to-date traffic and road closure information
* Establish plans and procedures for communicating about emergency issues and disasters
* Increase awareness and engagement of District projects and programs
* Increase overall civic engagement and participation
* Broaden the reach of District communications
* Establish trust with residents and businesses
* Communicate with all audiences such as youth, older adults, and people with disabilities
* Encourage District departments to increase overall communications
* Expand the District's social media presence using Facebook, Twitter, & Instagram
Scope of Work
The District is looking for a highly qualified Consultant to work closely with the District's management
staff to create a district-wide Strategic Communications and Engagement Plan (Plan).
The comprehensive Plan will serve to guide communications and engagement initiatives throughout
2026-2031. The Plan should focus on a consistent, effective, and collaborative approach that engages
the District Board members, District employees, residents, visitors, and stakeholders. This includes
clearly defining the messages, priorities, strategies, and tools the District will deploy for targeted venues
such as District news and social media releases, advocacy programs, project and budget information,
website information, and media training for the District's Board members and management staff. Please
note, that the District is interested in moving quickly to develop its Plan; however, depending on the
costs, the District may consider phasing elements of the Plan over a subsequent budget cycle.
The Consultant is expected to review the District's existing communications materials, media coverage,
internal communications, and seek staff and community feedback to identify the opportunities and
barriers to achieving our communications goals. As a guide for developing the scope of work, the District
identified the following elements or topics for consideration that are in no apparent order or priority:
A. Establish communication and engagement standards and best practices across the organization
* Review and update style guide
* Develop best practices for social media, alert messages, surveys
* Create ideas for planned social media posts and campaigns
* Establish a greater regional presence on social media sites
* Define a process for effective advertising, and provide guidance on advertising outlets
* Create best practices to establish a District-wide photo database and photo release policy
B. Identify communications gaps and resources needed for District Communications:
* Provide recommendations for maintaining and enhancing District-wide communications
* Guidance to establish citywide newsletter, annual report, annual community survey
* Guidance to identify and to participate in media training opportunities
* Develop recommendations, budget and staffing to implement and maintain the Plan
2 | P age

* Review and make Recommendations for reports, programs and major documents such as:
Annual Water Quality Reports (CCR)
o
Budget and rate explanation guides
o
Board agendas, minutes, and video archives
o
Regular updates on capital improvement projects and system upgrades
o
Water Conservation Programs
o
Incentives/rebates for low-water-use appliances and landscaping
Workshops on drought-tolerant landscaping (xeriscaping)
Free water audits or consultations
Smart meter education and water use monitoring tools
C. Create templates for communication of projects and programs
* Develop key messages and outreach strategies for event, project, and crisis communications
* Develop boilerplate language for press releases and emergency messaging
* Share case studies about disaster preparedness and effective social media and other
messaging from municipalities and other organizations
* Develop communication templates across the organization, including PowerPoint, flyers,
and email newsletters.
* Develop clear customer objectives and messaging
Educate about the value, cost, and sources of water
o
Promote conservation and efficiency
o
Build trust and transparency regarding district operations and finances
o
Encourage customer involvement in decision-making and feedback
o
D. Outline tools, including translation services, which allow Carmichael Water District to reach a
diverse audience:
* Distinguish/Identify Audience
Residential customers (homeowners, renters)
o
Commercial and institutional water users
o
Schools and youth organizations
o
Community leaders and civic groups
o
Media and online influencers
o
* Establish audience profiles and methods to reach different audiences, including harder to
reach communities and ensure input is received by a broad cross section of each community
Education & School Programs
o
Partnerships with schools for water curriculum
School visits, tours of water facilities, student art/essay contests
Science fairs, environmental days, and in-class presentations
Community Engagement & Events
o
Open houses and facility tours (e.g., treatment plant visits)
Booths at local fairs, farmers markets, and civic events
Water conservation challenges or rebate program promotions
Partnerships with local environmental or civic groups
3 | P age

Multilingual and Accessible Content
o
Materials in languages spoken in the community (e.g., Spanish, Chinese)
ADA-compliant web and print materials
Inclusive outreach for underrepresented or vulnerable populations
Provide direction on where to publish translated materials
o
Print Media: Newsletters, bill inserts, brochures, direct mail
Digital Media: District website, e-newsletters, social media (e.g., Facebook,
X, Instagram, Nextdoor)
Public Meetings & Webinars: Board meetings, town halls, and Q&A sessions
Local Media: Press releases, local newspaper columns, radio spots
Customer Service: Well-trained reps able to explain policies, rates, and
programs
E. Provide strategies and best practices for inclusive internal communications:
* Create opportunities to share information with Carmichael Water District employees
* Staff engagement activities
* Staff newsletter
* Customer Feedback & Interaction
Surveys and polls
o
Online forms for questions or service issues
o
Regular feedback loops with customers via email or forums
o
* Performance Measurement & Improvement
Metrics for engagement (event attendance, social media reach, survey responses)
o
Water savings data from outreach and rebate programs
o
Regular review of outreach effectiveness with adjustments as needed
o
Annual staff survey
o
Evaluation Criteria
A Selection Committee assembled by the District will review the submittals. The committee will rank the
respondents based on the following criteria:
* Experience in web site development.
* Knowledge of Water District business and responsibility.
* Skills in training staff.
* Proven track record in managing communications for utilities, special districts, or municipal
government.
* Experience to develop a comprehensive Communications plan
Submittal Requirements
The District is requesting a PDF copy of the SOQ and a sealed envelope that includes the estimated
costs and a rate schedule, which must contain the following information:
A. Letter of Interest and Approach: Please include a cover letter expressing the Consultant's
interests in the project. As part of the letter, please describe your approach to establish a
Communications Plan for the District and key features of your approach. ................. Max 2 pages
B. Project Manager Experience: Please include information about the specific relevant experience
of the proposed project manager, who will lead the efforts to draft the Communications Plan
4 | P age

and serve as the primary contact to the District. A full resume for the proposed project manager
should be included. ....................................................................................................... Max 2 pages
C. Project Team Experience: Please include information about the specific relevant experience of
the Consultant Team, who will be involved to draft the Communications Plan. Bio-briefs for key
staff should be included. ............................................................................................... Max 4 Pages
D. Case Studies: Please provide five sample products from the communications plans developed by
you or your company. Samples can include links to news releases, advocacy/position fact
sheets; newsletters, social media releases, etc. ........................................................ Max 10 Pages
E. Scope: Provide a Scope of Work based on your suggested approach with proposed activities and
tasks include an estimated number of hours for each activity or task with estimated start and
end date. .................................................................................................................... Max 15 Pages
F. Client References: Client references and case studies demonstrating successful outcomes on
similar projects
G. In a table format, list activities or tasks with estimated hours assigned to each team member.
Hourly rates of team members should be listed with employee name. ........................Max 1 Page
Selection Process
All responsive submittals will be reviewed and ranked by the Selection Committee that will be composed
of individuals familiar with the project requirements. As determined by the evaluation criteria, the
proposer deemed most qualified by the Selection Committee at the conclusion of the evaluations will be
invited into contract negotiations with the District. If agreement cannot be reached to the mutual
satisfaction of the District and the selected applicant, negotiations will be terminated and the District
will begin negotiations with the next most qualified applicant. When staff has completed the scope of
work and cost negotiations, the contract will be taken to the Board for approval and begin execution.
Submittal Information
Statement of Qualifications must be received by e-mail with a separate e-mail including the Rate/Fee
Schedule and estimated cost of service.
* Please submit one (1) copy of the SOQ and a cover or transmittal letter in PDF format.
* In a separate transmittal, submit the Rate/Fee Schedule corresponding to the proposed
estimated hours.
* No fax submittals will be accepted and late submittals will not be considered.
All material submitted to the District as part of the qualification package will be retained by the
District.
* The District reserves the right to (1) reject any and all submittals; (2) request clarification of any
submitted information; (3) waive any informalities in any submittals; and/or (4) cancel all or any
portion of the selection proceedings at any time.
* Responses should be submitted by email or mail by 1:00 pm on July 27, 2026 to:
Interim General Manager
Carmichael Water District
interimgm@carmichaelwd.org
7837 Fair Oaks Blvd
Carmichael, CA 95608
5 | P age