San Pablo City Council
June 17, 2024

City of San Pablo - Organizational Culture Survey Design and Administration Submitted To: City of San Pablo
Submitted By: CircleUp Education
Summary of Scope of Service
CircleUp Education will partner with the City Manager or their designee to determine nal survey requirements, interpret results, and participate in presentations to leadership and staff.

Consultant Deliverables
Below is a list of deliverables that your organization expect CircleUp to accomplish:
• Design: consult with the human resources staff, DEIB ocers, and union leadership to inform the design of the survey.•
• Development: draft a workplace survey to be administered condentially and electronically citywide. The survey will need to be administered in English and should be available to be completed on a mobile or desktop to facilitate access for all staff.•
• Survey implementation: implement and host the electronic survey with appropriate data protections in place; develop a communication strategy to support survey deployment and facilitate participation; implement the communication strategy; assist staff with troubleshooting and resolving survey administration challenges.
• Analysis & Reporting: interpret survey results; collate and communicate results to targeted stakeholder groups; and generate user friendly reports based on the ndings across various demographics (ensuring subgroups have sucient numbers to preserve anonymity.

Recommended Additions to the Scope of Services
Based on our experience delivering similar services for other organizations, we would like to recommend some modications and additions. You will nd these bulleted below:
• Consider offering Focus Groups as another condential method to gather annonymous feedback from staff who may not feel comfortable with completing a survey. • Consider offering options to complete the organizational survey using hand written responses (may require additional admin fees, or can be completed internally by COSP employees) Total Project Completion Time
CircleUp Education is prepared to begin working on this project starting as soon as June 1, 2024 and taking between 3-4 months to complete, depending on scheduling and availability.

Total Project Completion Time
City of San Pablo - Organizational Culture Survey Design and Administration Submitted To: City of San Pablo
Submitted By: CircleUp Education
Step 1 - Survey Design Preparation
Time To Complete - 1-2 Weeks
• Objective: Provide work plan to consider all elements of the scope of work with detailed timelines, includes document review, and scheduling
• Steps include:
• Extract initial needs and brainstorm a pathway toward your goals • Identify key people in the city who will be working with CircleUp's team on this project • Discuss current workplace culture and climate
• Discuss and analyze what DEI work has happened in the past, what challenges have occurred, and what goals this project will produce.
• Review any relevant documents or data pertaining to workplace culture and past survey tools
• Schedule meetings with key stakeholders to gather input about survey design and implementation
• Estimated Time Required: 5.5 hours
Step 2 - Survey Design & Development
Time To Complete - 2-3 weeks
• Objective: Design survey instrument with input from city and union representatives, includes incorporating feedback, revising and nalizing survey drafts with input along the way • Steps include:
• Meet with HR Staff and DEIB Ocers to assess needs and develop rst draft of survey • Leverage existing survey questions or support development of valid survey questions • Meet with HR Staff, DEIB Ocers, and Union Leadership to gather feedback about draft questions, assess concerns related to launching an Organizational Culture Survey, and gather suggestions on how to maximize staff participation • Compile feedback from Union Leadership and other key stakeholders to nalize survey • Add customized elements for City of San Pablo
• Meet with HR, DEIB Ocers, and the City Manager to review the nal survey and make any nal edits
• Create a live survey link for testing by City representatives to nalize any nal edits • Estimated Time Required: 10.5 hours
City of San Pablo - Organizational Culture Survey Design and Administration Submitted To: City of San Pablo
Submitted By: CircleUp Education
Step 3 - Survey Implementation
Time To Complete - 3-5 Weeks
• Objective: Ensure and maintain successful deployment of Survey. includes design, communication, and troubleshoot support
• Steps Include:
• Design yers to help generate interest, excimtement, and purpose of the survey to City staff.
• Distribute survey to appropriate stakeholders to distribute to City staff • Monitor survey and troubleshoot survey instrument issues and be available to answer calls related to any survey issues,
• Respond to emails from staff about the survey as needed. • Provide weekly status reporting highlighting completion rates, issues, and resolutions • Estimated Time Required: 10.5 hours
Step 4 - Survey Analysis, Recommendations & Reporting
Time To Complete - 2-3 weeks
• Objective: Draft and deliver an electronic report containing survey results, analysis, and recommended actions
• Steps Include:
• Compile the raw data into visual graphs, and compiled themes if qualitative feedback is collected
• Design a live dashboard link of the results and provide results in PDF form • Share the report with HR staff, DEIB Ocers and City Manager and edit report as necessary before distribution to senior leadership and other targeted audiences • Provide recommendations based on key themes or ndings for City consideration including suggestions on next steps
• Estimated Time Required: 10 hours
City of San Pablo - Organizational Culture Survey Design and Administration Submitted To: City of San Pablo
Submitted By: CircleUp Education
Step 5 - Communicate Survey Findings
Time To Complete - 1-2 Weeks
• Objective: Share survey analysis and recommendations with targeted groups - includes design and facilitation of services
• Steps Include:
• Design and facilitate an interactive data analysis with interested or all City staff to share back ndings, engage in discussion about themes or trends, and provide staff an additional opportunity to provide more detailed input
• Design and facilitate an information sharing session that reports out common themes and ndings of the Organizational Survey, and engages Leadership to process the data and reect on recommendations and potential action items • Estimated Time Required: 3 hours
Cost Proposal
Milestones Estimated
Hours
Cost
Step 1: Survey Design Preparation
Provide work plan to consider all elements of the scope of work with detailed timelines, includes document review, and scheduling

5.5 $3,372.50
Step 2: Survey Design & Development
Design survey instrument with input from city and union representatives, includes incorporating feedback, revising and nalizing survey drafts with input along the way

10.5 $6,647.50
Step 3: Survey Implementation
Ensure and maintain successful deployment of Survey. Includes support with communication, promotion, survey response updats and troublshooting as needed.
11 $6,745.00
Step 4: Survey Analysis, Recommendations & Reporting
Draft and deliver an electronic report containing survey results, analysis, and recommended actionsf
10 $6,754.00
Step 5: Communicate Survey Findings
Share survey analysis and recommendations with targeted groups - includes design and facilitation of presentations/ workshops with Staff and Leadership
3 $5,763.00
Subtotal $29,282.00
Discount $0.00
Tax $0.00
Total $29,282.00