Task 1: Community Advisory Council Recruitment The consultant will review the existing application and evaluation processes used in a previous pilot CAC process and propose adaptations. Then, using the revised processes, consultants will conduct outreach to share the application with potential council members in collaboration with WSDOT staff and in line with Title VI and ADA. The outreach and application processes are the first impression that potential council members will have of the project, so the process will prioritize delivering a welcoming and inclusive experience. The outreach process will focus on sharing the invitation to apply with community members who have the qualities that WSDOT is looking for in council members. After applications are received the consultant will work with the WSDOT team to develop a list of recommended Community Advisory Council Members that WSDOT will invite to join the council. Deliverables: • Outreach, application, and evaluation processes for WSDOT review and approval • Outreach materials, including an invitation email and application, for WSDOT review and approval • Outreach and application tracking spreadsheet • Evaluation rubric • Ensure all deliverables intended for applicants are ADA-accessible and translated as needed Task 2: Community Advisory Council Member Onboarding • The consultant will support council members in completing the required paperwork needed to receive community compensation for their participation. Council members may require varying degrees of support, making this a vital element for a successful council. Answer any questions that arise related to council members onboarding over email or phone, with translation or interpretation as needed for members to have full understanding. Deliverables: • Paperwork will be completed by and for members that will need compensation • Office hours provided to support council members with paperwork, answer any questions. • Spreadsheet that tracks council member status for vendor number and paperwork • Provide accessibility and translation as needed Task 3: Community Advisory Council Meetings The consultant will facilitate all Community Advisory Council meetings. WSDOT and the consultant will collaboratively develop key goals to accomplish over the course of these meetings, and then the consultant will create a meeting plan designed to accomplish these goals. In addition, meetings will be designed to build and strengthen relationships between council members and WSDOT, both through activities that specifically serve this purpose and by embedding a focus on relationships throughout all discussion topics. Deliverables: • Meeting plan • Meeting materials such as presentation slides • Develop accessible materials. • Provide translation and interpretation on an as-needed basis for final committee members • Agendas and notes for up to 20 meetings • Summary of key takeaways from the meetings • Meeting logistics for virtual and in-person meetings • Facilitation support for subcommittee(s) • Meeting with WSDOT staff monthly to plan for council Task 4: Grant Project Review process The consultant working with WSDOT staff will facilitate the project review group orientation and develop materials for up to 4 grant programs. Consultants will support the work of project review such as providing a list of projects that the council would recommend for funding, partially recommend or not recommend. This may include the formation of subcommittees to focus on specific programs, with meeting support provided for those. Deliverables: • Orientation materials • Orientation meeting facilitation • Discussion meeting facilitation • Support with project review as needed • Accessibility and translation as needed Task 5: General Community Engagement, Facilitation • Utilization of Community based Participatory research for program development and statewide plans • Community engagement communication • General meeting facilitation • facilitation practices that center equity, inclusion, creativity, and belonging. Will support in the collaboration to design meetings, workshops, or retreats • Other activities including cost estimation on an as needed basis up to $5,000 Task 6: Funding Programs evaluation The Consultant will conduct a program evaluation of the active transportation funding program application and project consideration processes. The consultant will work with WSDOT to define the parameters to be evaluated. The evaluation will solicit input from project awardees, unsuccessful applicants, and those who have not applied for the funding programs. Through outreach and review, the consultant will determine which changes in recent application cycles and technical assistance have achieved ATD’s intent to streamline the application process, provide more transparency, contribute to the legislative directive to increase geographic diversity in grant recipients, and meet funding distribution requirements for overburdened communities and vulnerable populations as required for use of Climate Commitment Act funding. The consultant will provide recommendations for how to improve the programs to better serve the applicants while achieving the legislative direction for the programs to better serve the people of Washington. Deliverables: Program evaluation report for up to 3 programs • Work with past applicants, grantees, and community to learn how the funding programs have or have not worked for them • Better understand how technical assistance and other resources are supporting their work • Look at specific grant processes, such as project prioritization and project evaluation criteria
