Major Census‐Focused Events

Request for Proposals (RFP) Hawai‘i Counts Campaign Outreach and Promotion for the 2020 Census

Major Census‐Focused Events

Summary: A contract with the Hawai‘i Community Foundation (HCF) to plan, develop and implement statewide Census‐focused events to increase awareness of and promote the 2020 Census as it relates to the State of Hawai‘i to ensure Hawai‘i residents are aware of the importance of the Census, receive accurate information about the process, and are encouraged to complete the Census survey. The work is slated to start in November 2019 and run through May 2020.

Proposals Due: Monday, December 9, 2019, 4:00 pm HST

Required Scope of Work: 1. Plan, organize, and conduct four or more major promotional events featuring the 2020 Census prior to April 1, 2020. There should be at least one major event in each Hawai‘i county (County of Hawai‘i, County of Kaua‘i, County of Maui, and City and County of Honolulu). NOTE: Proposals may be for one or more county. Proposals may include more than one event to be held only in one county that together will reach at least 2,000 people or one major event in one county that alone will reach a minimum of 2,000 people. The following conditions also apply to these major events: a. The location for the events should be in geographic areas with a high concentration of the hard‐to‐count population or a low responding rate community as identified by the U.S. Bureau of the Census. b. In total, the number of attendees for an event or events held in each county should total at least 2,000 people. For example, one large Census event may be held in the County of Maui that attracts at least 2,000 people to learn about the Census, or three (3) events may be held in the County of Maui but, together, the total attendance at these three events must be at least 2,000 people. c. The event should be free of charge to attendees. d. Awardee responsibility includes, but is not limited to, budgeting, marketing, registration, venue, staffing (including managing event on that day), entertainment (such as music, MC duties, dancers or other), rental equipment, insurance, refreshments (snacks and drinks), decorations (including flowers and signage), promotional materials, leis, parking, transportation, safety guards, cleanup, securing permits, and other activities needed for a successful operation.

e. The State of Hawai‘i shall assist with invitations to the U.S. Census Bureau representatives, state government officials and legislators. f. All major event decisions shall be approved by HCF and the State of Hawai‘i. This includes, but is not limited to, possible locations, dates as well as time of day, parking and other considerations. g. Awardee is responsible for all event payments. h. Awardee shall submit a final report to HCF regarding the events which shall include a list of activities, number of attendees, list of promotional materials distributed, and costs.

Eligibility: Applicants must be either a 501(c)(3) organization operating in the State Hawai‘i or a for‐profit entity registered to do business in the State of Hawai‘i. If such entities represent and serve as the fiscal sponsor for a Community Complete Count Committee as defined by the U.S. Bureau of the Census, this relationship should be noted in the proposal.

Budget: The budget is subject to negotiation depending on the number of events and planned reach, and depending on the hard‐to‐count population targeted by the proposed efforts. This total budget is all‐inclusive and should cover labor, expenses, travel, fees, overhead and administration, and all taxes. The agreement is subject to the availability of funding.

Payment Schedule: Monthly payments (amount per month to be negotiated and determined as needed) will be available upon receipt and approval of monthly written reports and an invoice to HCF detailing expenses to date. This schedule is negotiable depending on planned event dates and other requirements.

Reporting and Management: The awardee will report to HCF’s Director of Programs, Omidyar Initiatives and should plan to have regular communication with HCF staff and participate in regular meetings including in‐ person meetings, estimated as twice per month, and as needed.

Written monthly reports must include information on activities completed in the month prior and include data as to the estimated attendance at completed events. A final report summarizing all of the work including total number of people attending the events will be due on completion of the project.

Other Conditions: All designs and materials developed under the contract shall be the property of the Hawai‘i Community Foundation, which shall own and control all media rights, including talent releases, so that produced media and collateral may be used in other media campaigns, and in subsequent years without dispute or further compensation.

Proposal Submission Proposal submissions should include:

A. Organizational Information and Documentation: Include official organizational name and mailing address and phone number, organizational status and tax identification numbers, Hawai‘i Counts Campaign – Major Census‐Focused Events

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B. C.

D. E. F. G.

and other relevant information. Also include primary contact and contact information including title, direct email, telephone number, and other relevant information. Please identify whether or not the organization is, or is representing and serving as fiscal sponsor, for a Community Complete Count Committee as defined by the U.S. Bureau of the Census.

Scope of Work: Provide a concise description of the proposed work plan.

Targeted Population(s): Specify the hard‐to‐count population(s) and/or the low‐responsive rate community(ies) you plan to reach through your event(s). Include an estimated number of people you plan to reach with your work in the county(ies).

Experience and Prior Work: Provide a concise summary of previous or existing work that demonstrates the applicant’s experience with similar projects.

Personnel: Provide resumes for key personnel to be in charge of the program, and a listing of other key staff and volunteer support as available.

Proposed Budget: Provide a proposed budget detailing expenses related to the required scope of work.

References: Provide contact information for at least two references for similar past or current work.

Submit proposal materials electronically to: Robbie Kane, Director of Programs, Omidyar Initiatives, Hawai‘i Community Foundation Email: rkane@hcf‐hawaii.org

Questions regarding the initiative and this RFP can be submitted by e‐mail to Robbie Kane, Director of Programs, Omidyar Initiatives, at rkane@hcf‐hawaii.org. Responses to all questions will be shared with all bidders by e‐mail and/or posting on the HCF website www.hawaiicommunityfoundation.org.

Selection Criteria: HCF will evaluate the responses based on the quality and completeness of the proposed scope of work; qualifications and experience of the organization and key staff to complete the work; reasonableness of the proposed budget; and planned reach. In addition, consideration will be given to the identified hard‐to‐count population(s) and/or low‐response rate community(ies) targeted in the proposal.

HCF retains the right to negotiate the final proposed fee schedule prior to selecting any respondent for an award. HCF also retains the right to make selections to ensure that all key hard‐to‐count populations and low‐response rate communities are covered (whether by one or multiple applicants).

Preference may be given to established Community Complete Count Committees in Hawai‘i (or representatives of these Committees) as defined by the U.S. Bureau of the Census.

Projected Timeline: Thursday, November 14, 2019 Request for Proposals released Monday, December 9, 2019 Proposals due to HCF by 4:00 pm Hawai‘i Counts Campaign – Major Census‐Focused Events

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~Friday, December 20, 2019 Proposal(s) selected ~Friday, December 27, 2019 Contract/Grant Awarded ~December 2019 to May 31, 2020 Award term

Background: Census 2020 On a national level, the primary requirement served by the decennial census is the apportionment of seats allocated to the states for the House of Representatives. Decennial data are also used by government for redistricting congressional, state legislative and school districts, and voting precincts.

More importantly for Hawai‘i, the Census Bureau also uses the census results to determine the statistical sampling frames for the American Community Survey (ACS). The ACS collects a wide range of data including employment, education, health, income, housing and general demographic information. The information from these surveys impacts commerce and the economy and is used to shape communities.

The decennial census numbers are also used to determine the level of federal funding to local communities for 10 years until the next census count and, therefore, an undercount can have a major impact on federal dollars available to each state. In other words, our communities are at risk of losing critical revenue for programs and services relied on by all Hawai‘i residents. For example, in 2016, through just 55 federal programs that are allocated based on Census data, Hawai‘i received $3.7 billion in federal funds that support many programs and services of importance to our most vulnerable citizens. Under current estimated funding figures, Hawai‘i would lose about $1,800 of federal funds per year for every person not counted.

Those with the most to lose from an undercount are the hardest to count, including Native Hawaiians, immigrants, young children, the homeless, the elderly, and the disabled. Many of the “hard‐to‐count” (HTC) individuals live in hard‐to‐reach rural areas and on our neighbor islands which also represent the geographic areas with the lowest initial 2010 self‐response rates. And while participation in 2010 went up on O‘ahu, the neighbor islands all had decreased participation.

Additionally, the Census Bureau is facing significant budget constraints and have instituted changes to the process for 2020 including collection of information online; and reduction of the number of local offices and staffing, including enumerators to conduct door‐to‐door outreach.

Considering the current political climate, it is likely that many individuals from HTC groups will be hesitant to complete the Census and provide information to the government. These changes increase the potential of undercounts, particularly in Hawai‘i’s neighbor island communities and in areas experiencing economic stress and high levels of poverty.

We are clear that without a coordinated effort in 2020, Hawai‘i is more than likely going to experience significant undercounts. The 2020 Hawai‘i Counts Campaign is a collaborative effort

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to encourage participation in the Census with a focus on communities at significant risk of being undercounted.

Hawai‘i Community Foundation (HCF) HCF was established in 1916 and incorporated as a separate entity in 1987. Today, HCF ranks among the top 40 largest community foundations out of nearly 790 across the nation. With over 100 years of community service, HCF is the leading philanthropic institution in the State of Hawai‘i. We steward over 900 funds, including more than 200 scholarship funds, created by donors who desire to transform lives and improve communities.

Over the last two years, we have developed a framework for CHANGE as a practical tool to apply an equity lens to the development of our grant programs, strategies and initiatives. The framework uses data to highlight and analyze the greatest inequities in our state and identifies indicators to measure impact over time. The framework focuses on people and place to drive the power of collective action around shared goals to address Hawai‘i's most complex issues.

Each letter in the framework represents a sector of focus:

C – Community and Economy H – Health and Wellness A – Arts and Culture N – Natural Environment G – Government and Civics E – Education

Through the framework, our hope is to inspire a movement for CHANGE that will create a Hawai‘i where every person has the opportunity to thrive. The large scale, meaningful impact that we strive to deliver for Hawai‘i is fueled and supported by our deep community knowledge and partnerships with philanthropists, nonprofits, businesses, and government.

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