Item No. 7
Town of Atherton
CITY COUNCIL STAFF REPORT – REGULAR AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: GEORGE RODERICKS, CITY MANAGER
DATE: MAY 15, 2024
SUBJECT: AWARD OF CONTRACT FOR PROFESSIONAL SERVICES IN
THE COMPLETION OF A COMMUNITY SURVEY
RECOMMENDATION
It is recommended that the Council award a Professional Services Contract to Probolsky Research for an amount up to $19,000; direct the City Attorney to prepare the Contract; and authorize the City Manager to execute the Contract on behalf of the Town.
BACKGROUND
The City Council authorized the release of a Request for Proposal (RFP) to conduct a broad community survey beginning in early 2025. The Goals of the Survey are to:
• Measure general attitude of residents toward Town services and programs; • Determine residents’ priorities and areas of concern; and • Receive feedback on key policy issues or priorities.
The initial survey would include questions that could be used as a benchmark for future surveys and the Town could consider conducting future surveys on a multi-year cycle. Input from the community will help the Town better understand the community, inform budget priorities, and identify infrastructure needs.
An RFP was released in February 2024. A copy of the RFP is attached as Attachment 1.
ANALYSIS
The Town received 7 responses to the RFP. After review of the responses, two were selected to interview. The City Council Subcommittee (Mayor Hawkins-Manuelian & Vice Mayor Lewis) and staff interviewed the top two respondents.
After interview, the Subcommittee and staff recommend that the City Council award a Professional Services Contract to Probolsky Research in the amount of $19,000. The RFP response from Award of Contract – Community Survey
MAY 15, 2024
Probolsky Research is included as Attachment 2. The City Council has already authorized a budget amendment for the project in the FY 2023/24 Budget and this amount is within the City Manager’s signature authority. However, given the high-profile nature of a community survey, staff opted to return award of contract to a City Council meeting to allow the Council to ask any questions of the Council Subcommittee.
Probolsky Research’s work will involve collaboration with staff to determine the most costeffective, reasonable and productive survey methodology. Questions will be developed in concert with the City Council Subcommittee, staff and representatives from the Town’s key stakeholder groups. These groups include, but may not be limited to:
• Town Committees (Park & Recreation, Planning, etc.)
• Town Designated Groups (ADAPT, Art Foundation, Rail, Tree, Senior Group, etc.) • Ad Hoc Community Organizations (LHA, etc.)
Once input from stakeholder groups is consolidated, Probolsky Research will work with the Subcommittee and staff to finalize survey questions. To preserve the integrity of the survey process, it is recommended that Probolsky Research maintain control over the survey implement and that the survey not be “pre-released” at a public meeting. The survey is not intended to be released until early 2025.
FISCAL IMPACT
The contract for services is for an amount up to $19,000.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area E – Strengthen Community Engagement and Transparency
POLICY FOCUS
The policy focus for this item is on the need to conduct of a community survey.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
Award of Contract – Community Survey
MAY 15, 2024
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. RFP for Community Survey
2. Survey Response from Probolsky Research