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HomeMy WebLinkAbout3105-Mini-Packet City of Palo Alto (ID # 3105) City Council Staff Report Report Type: Informational Report Meeting Date: 9/4/2012 Summary Title: Update on Public Opinion Research Request for Proposals Title: Update on Public Opinion Research Request for Proposals From: City Manager Lead Department: City Manager Discussion The purpose of this information memo is to provide the City Council with an update on the Requests for Proposals (RFP) recently released for professional polling and public opinion research services. On September 18, 2012, the City Council will consider a comprehensive plan and schedule for placing a possible bond or other revenue measure on California’s 2014 General Election ballot. As a part of this plan, the City of Palo Alto is seeking the services of a professional polling firm that can prepare and conduct a series of community opinion polls/assessments over the next two years to identify: 1) Level of community support for infrastructure projects and improvements 2) Specific projects and improvements that are community priorities 3) Type of funding mechanism the community is willing to support 4) Level of tax threshold the community is willing to support 5) Optimal election timing 6) Effective themes/messages 7) Potential issues The research will be used to help inform the Council’s decision on whether to place a funding measure on the ballot in November 2014, what the content of a potential measure should be, and to help identify areas where information and communications are needed. The RFP was released on August 22, 2012 on the City’s web-site for current solicitations, and invitations were sent to prospective bidders. As of August 28, there are 13 prospective bidders. The tentative procurement schedule is as follows: Milestone Schedule RFP Issued 08/22/2012 Pre-Proposal Meeting 08/30/2012 10:00 AM PST Deadline for Questions, Clarifications 09/14/2012 Answers Provided to Questions 09/18/2012 Proposals Due 09/24/2012 3:00 PM PST Finalist Identified Week of 10/01/2012 Consultant Interviews Week of 10/09/2012 Consultant Selection and Contract Preparation 10/15/2012 Council Awards Contract 10/30/2012 Work Commences November 2012 Ideal candidates will have: 1) extensive experience in assisting local governments in public opinion research on successful ballot funding measures, including bonds and other general and special tax measures, and 2) demonstrated experience assisting local governments with infrastructure related ballot initiatives, and cities of similar size and complexity. Innovative uses of technology, social media and other innovative options for gathering community input/opinions are also highly desirable. Proposals will be evaluated by a panel comprised of internal staff with expertise in finance, communications, public policy and infrastructure, as well as a member of Infrastructure Blue Ribbon Commission. See the Scope of Work for the RFP attached (Attachment A). Link to Public Opinion Research RFP Attachments:  Attachment A: Polling Services (PDF) Prepared By: Sheila Tucker, Assistant to the City Manager Department Head: James Keene, City Manager City Manager Approval: ____________________________________ James Keene, City Manager ATTACHMENT ASCOPE OF SERVICES In preparation for placing a possible bond or other revenue measure on California’s 2014 General Election ballot, the City of Palo Alto is seeking the services of a professional polling firm that can prepare and conduct a series of community opinion polls/assessments to identify: 1) Level of support for infrastructure projects and improvements 2) Specific projects and improvements that are community priorities 3) Type of funding mechanism the community is willing to support 4) Level of tax threshold the community is willing to support 5) Optimal election timing 6) Effective themes/messages 7) Potential issues In October 2010, the Palo Alto City Council appointed a 17-member Infrastructure Blue Ribbon Commission (IBRC) to evaluate the state of Palo Alto’s infrastructure and to make strategic recommendations for meeting the challenges of maintaining and improving the City’s extensive infrastructure inventory. The Infrastructure Blue Ribbon Commission Report was released in January 2012. Since then, the City Council has held four retreats to focus on infrastructure needs and next steps on the IBRC’s recommendations. The City Council is considering a possible bond or other revenue measure for the 2014 General Election to fund infrastructure needs. The surveys will be used to inform City City Council, and the community regarding current sentiment towards the City’s infrastructure, willingness to fund potential projects and improvements, potential funding mechanisms and levels of tax thresholds. The surveys will also be used to assess optimal election timing. The surveys must be conducted consistent with current federal and state laws governing polling authorized and funded by local governments. As part of the proposal, firms should outline a proposed strategy, based on previous experience, to design and undertake community polling over the next two years to ascertain the feasibility of passing a funding measure and to help shape successful communications. It is anticipated that this will include recommendations as to the number of polls, the cost of each, any other innovative mechanisms useful for gauging public opinion, and the recommended timing of baseline and tracking polls and other measurements leading up to the November 2014 general election. Proposers may include other optional services not requested that the consultant believes may assist in the process. There is also interest in exploring the use of technology, social media and other innovative options for gathering community input/opinions. ATTACHMENT ASCOPE OF SERVICES Expected Work Products: The primary work* product will be a series of community opinion polls relating to a possible bond or other revenue measure for infrastructure projects and improvements. Other work products will most likely include the following, as deemed necessary by the City and the selected firm: 1) Consultation with City staff, and possibly City Council members and members of the community, on the design of the questionnaire. 2) Telephone interview polls conducted using generally-accepted polling practices. 3) Preparation of a variety of statistical tables and analyses. 4) Preparation of draft and final reports of the data with key findings. Reports will include visual presentation, executive summary, written report, and strategic analysis. 5) Meet with and present to City representatives, City Council, members of the community and others as needed to review results and discuss findings. This could include attendance and presentation at Council Committee and Council meetings. 6) Overview of current polling practices and uses for City staff members. 7) Any other tools or processes that would be useful in understanding current community opinions. *Consultants – Staff from your firm assigned to this project need to be present during the interviews and should be the same individuals assigned to work on this project from beginning to end. When submitting your proposal, indicate the percentage of work each staff member assigned to this project will work and their hourly rate. Qualifications and Experience: The City is seeking the services of a professional polling firm with extensive experience in assisting local governments in public opinion research on successful ballot funding measures, including bonds and other general and special tax measures. It is highly desirable that firms have demonstrated experience assisting local governments with infrastructure related ballot initiatives and cities of similar size and complexity as Palo Alto.