RFP793 - Community Engagement Platform

RFP793
REQUEST FOR PROPOSALS
Community Engagement Platform
Executive Summary
The Transportation Planning Department of the Atlanta Regional Commission (ARC) is issuing
this Request for Proposals (RFP) to provide an online public engagement platform for local and
regional plans and projects. The primary objective of the platform is to gather community input
from diverse residents on a range of regional and local planning projects including comprehensive
plans, transportation plans, land use plans, and other similar projects. The successful bidder will
have the opportunity to virtually meet with the Atlanta Regional Commission to assess the needs
of the organization and to tailor the program.
Background
Effective community engagement is essential to the work carried out by the Atlanta Regional
Commission. Staff are continually seeking new ways to meaningfully engage diverse groups,
including virtual tools and techniques. The use of online engagement has become a best practice,
providing convenient and effective means to engage with a variety of audiences. The Atlanta
Regional Commission is seeking use of a versatile platform developed to engage diverse
audiences and achieve a high level of participation.
Scope of Service and Deliverables
We are looking for an outward-facing tool that enables us to engage residents through:
- Surveys and polls
- Map-based tools that enable users to mark geographic areas of opportunity and concern.
- On-line meetings
- Virtual forums or message boards that allow residents to post and discuss ideas.
- The ability to aggregate collected data to make charts, graphs, maps, and other
data visualizations to include in presentations.
- Live polling
- Formal public comment period
- Newsletters and other communication media
We are looking for an inward-focused tool that enables staff to:
- Track citizen participation over time
- Host on-line meetings
- Share the tool with consultants, as needed.
- Own the data collected.
- Communicate with participants in various ways and at various times.

- Have preliminary analysis of public input analyzed by generative AI.
- Export data to a variety of other platforms
- Assemble various panels of participants, sorting by geography and
demographics.
Work Tasks
Task 1 -Implementation and Onboarding
The consultant will:
* Facilitate a kickoff meeting to scope system use and establish training schedule;
* Conduct administrative training #1 for ARC's public engagement professionals and consultants;
* Import contact list and social media connections, as needed;
* Construct/build out tailored templates for multi-disciplinary use of platform; and
* Conduct administrative training #2 on data management and reporting.
Task 2 - Platform licensing/Public Engagement Dashboard
The consultant will:
* Provide up to 8 platform licenses which offer access to a public engagement dashboard which
includes tools necessary to support public engagement activities.
Task 3 - Annual Service/Support for Community Engagement Platform
The consultant will:
* Provide platform support for up to 8 users; and
* Provide technical support and on-demand training, as needed.
Proposal Submittal
Proposals must include:
- Name of Lead firms and any subconsultants
- Point of Contact (name, title, phone number, mailing address, and email address) of lead firm
- Description of relevant experience on projects of this type and list of at least 2 references
within the last 5 years with current contact information.
- Description of approval proposed for scope of services and deliverables.
- A proposed schedule and work plan for the accomplishment of the work described above
- Proposed project budget in format of Exhibit A and A-1 (attached)
- Any other pertinent information

Proposals shall not exceed a total of 15 pages (8.5x11). Covers, end sheets, budget exhibits, and an
introductory letter shall not county against these maximums. Font size should be at a minimum of 11
points.
Note: It is anticipated that the available funds for this project will not exceed $76,000.
Evaluation Criteria
Proposal will be evaluated based on experience (40%), the technical capabilities and ease of use of
the platform to meet needs (40%), and cost (20%).
PROPOSAL SUBMISSION THROUGH WEBSITE
Electronic Submission Requirements
All proposals must be submitted electronically through the Atlanta Regional Commission (ARC)
procurement website. Proposal submitted by any other method (including email, mail, fax, or hand delivery)
may not be accepted unless specified in the solicitation document.
Respondents must complete the two-step registration process (initial registration and application
completion) on the ARC procurement website to access the solicitation and submit a proposal. It is the
responsibility of the respondent to ensure successful registration and timely submission.
Proposals must be received no later than Wednesday, October 14, 2026, at 5:00 PM EST. The
procurement system will automatically record the date and submission. Late proposals will not be accepted
under any circumstances.
The Respondent(s) is solely responsible for:
* Uploading all required documents;
* Verifying that files are complete, readable, and properly labeled; and
* Ensuring submission is finalized prior to the deadline.
* Only one proposal containing all required information may be uploaded per responder.
ARC is not responsible for technical difficulties, internet outages, user errors, or system delays experienced
by the respondent. Respondents are strongly encouraged to submit proposals well in advance of the
deadline.
Upon successful submission, the system will provide email confirmation. This confirmation serves as proof
of receipt.

QUESTION AND ANSWERS (Q&A)
Question Regarding Solicitation
All questions concerning this RFP must be submitted electronically through the procurement website by
4:00 PM EST on Wednesday, September 23, 2026. Question submitted after this deadline or through any
other means will not be considered.
To ensure fairness and transparency, respondents are prohibited from contacting any ARC staff, board
members, or consultants regarding this solicitation outside of the formal Q & A process.
RESPONSE TO QUESTIONS
Official responses to all timely submitted questions will be posted on the procurement website as a written
addendum by 5:00 PM EST on Monday, October 5, 2026. Only written responses issued through the
website shall be considered official and binding.
It is the responsibility of each respondent to regularly check the procurement website for addenda,
clarifications, and updates. Failure to review posted addenda shall not relieve a respondent from compliance
with any requirements of the RFP.
CONFIDENTIALITY AND CONFLICT OF INTEREST
ARC is subject to the Georgia Open Records law. All proposals submitted will become public
records to be provided upon request. Any information containing trade secrets or proprietary
information, as defined by state law, must be marked as confidential to prevent disclosure.
Confidential markings must be limited to the protected information. Entire proposals marked
confidential will not be honored. Additionally, conflicts of interest are governed by the ARC
Standards of Ethical Conduct available here: Standards of Ethical Conduct. Respondents must
disclose any potential conflicts of interest that may arise from the provision of services described
herein. Such disclosure should include the name of the individual(s) with whom there is a conflict,
any relevant facts to the potential conflict, and a description of the internal controls proposed to
mitigate any such conflict. ARC's Staff Legal Counsel will determine whether such disclosure
presents a potential organizational conflict of interest that should preclude award to the
respondent.

EXHIBIT A
Proposed Project Budget
1. Direct Labor Estimated Hours Rate/Hour Total Est.
Cost (List by position all professional personnel participating in project)
Total Direct Labor $
2. Overhead Cost
(2 CFR Part 225)
(Overhead percentage rate) X (Total Direct Labor)
Total Overhead $
3. Other Direct Costs
(List other items and basis for computing cost for each.
Examples include computer services, equipment, etc.)
Total Other Direct Costs $
4. Subcontracts
(For each, list identity, purpose and rate)
Total Subcontracts $
5. Travel
a. Travel by common carrier from/to the ARC offices.
(List number of trips and Economy class airfare, plus taxi and shuttle fares, etc.)
b. Travel by private automobile within ARC area.
(List # of days x rate)
Total Travel $
6. Profit (Percentage rate X basis)
Total Profit $
TOTAL PROPOSED BUDGET (all costs and profit) $

EXHIBIT A-1
Proposed Project Budget - By Task
TASK AMOUNT
Task 1
Task 2
Task 3
TOTAL

EXHIBIT B
CONTRACT FORMS
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in the physical performance of services under a contract with the Atlanta Regional Commission
has registered with and is participating in a federal work authorization program, in accordance
with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.
The undersigned person or entity further agrees that it will continue to use the federal
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business days after any subcontractor is retained to perform such service.
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SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
DAY OF , 20
[NOTARY SEAL]
Notary Public
My Commission Expires:

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