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Home My WebLink About8.3 Accept a Proposal from ETC Institute of Olathe, Kansas to Conduct a CommunityItem Cover Page ,a" wubject Accept a Proposal from ETC Institute of Olathe,, Kansas to Conduct Communityfor the Village of Mount Prospect for the amount of $20,rSOOE Meeting I - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - Pollar Amount -M1 1 1 Category Type Consent Information Throughout th1 6 year, Village. ! ! • conduct a Village community survey. This survey was a priority in the Strategic Plan for that year,, and was used to help establish a baseline of where the Village stands with regard to various categories, such as quality of life, infrastructure,, communication andcommunitypriorities. Villagelooking • produce a similar community survey to update the results. Some questions may be updated to reflect current issues and policies, while others related to basic Village services would remain,allowing staff •compare!theprevious attachedThe proposal !includes details on following: Task 1: Design the Survey and Prepare the Sampling Plan. Deliverable: ETC to provide a copy of approved survey instrument. Task 2: Administer the Survey. Deliverable: i results survey 1 Task 3: Analysis and Final Report. Deliverable: ETC will submit the survey findings report in an electronic format. ETC Institute will also provide the raw data in an Excel database, or other format as requested by the Village. Listed below is ETC Institute"s typical timeline for administering a community survey. Since the surveys will be administered entirely by ETC, the completion date for the project can be adjusted as needed. • Design survey instrument • Finalize sampling plan N=M4 * Administer the surve\A N=M • Draft Report submitted for review • Prepare and deliver the Final Report Approving the attached proposal is the first step in beginning the survey process. Thc. Village Board will see drafts of the survey questions prior to the survey being finalized. Similar to the previous survey, ETC will complete final formatting of survey questions and test the survey internally. ETC will also incorporate the questions into an online format for those that wish to complete the survey electronically. The cover letter and survey questions will be complied into an eight -page booklet for mailing to randomly selected residents. ETC will ensure a minimum of 400 surveys are completed by following up with phone calls until approximately 7-10 days after the survey was mailed. If the survey respondents require language accommodation, the survey vendor will ensure the residenjil- needs are met. ETC will provide the Village with data and analysis based upon survey responses once the minimum number of responses is received. Individual survey responses will be confidential. Staff will follow up with Village Board on the results of the survey at a future meeting. The attached scope of work was presented to the Village in March. Staff verified on Junt 25f 2020 the scope of work and prices are unchanged from the March document. Alternatives 1. Accept a Proposal from ETC Institute of Olathe, Kansas to Conduct a Community Survey forof Mount• •r the amount • $20,500. 2. Action at the discretion of the Village Board. Staff Recommendation Accept a Proposal from ETC Institute of Olathe, Kansas to Conduct a Community Survey for the Village of Mount•- • the amount • $20,500. ATTACH M E NTS: Mount Prospect Community Survey Scope of Work Fees - March 6 2020.pdf 3 1, '' r II �'f U Ir I� ��ryry rmummc r�auamm mmuuw I unum�u �nmiu� € unumm iva��n dmwrvwrwr� �1��IPr �" Wii�ou�iranuttlr, i �� mraimm j h`� I �I �r �� I fVyff�J�jf,IIIIIUI�I�pllg /� �� 'Ili»11 Yr�rir�Nii�/ 111!- �� wurr�uir�� rviirrrr, March 6, 2020 Nellie S. Beckner Assistant Village Manager Village of Mount Prospect 50 S. Emerson Street Mount Prospect, IL 60056 (847) 818-5305 N Beckner(cbmou ntprospect.orq Research,Marketing Demography, i ! low Subject: Proposal to Conduct a Community Survey for the Village of Mount Prospect Dear Ms. Beckner: ETC Institute is pleased to submit a quote to conduct a Community Survey for the Village of Mount Prospect, Illinois. If selected for this project, ETC Institute will provide the following services: Task 1: Design the Survey and Prepare the Sampling Plan. Task 1 will include the following services: • Working with Village staff to develop the content of the survey. ETC Institute will meet with the Village via phone to discuss the goals and objectives for the project. ETC Institute will review the 2016 Community Survey conducted for the Village. To facilitate the survey design process, ETC Institute will also provide the Village with sample surveys created for similar projects. It is anticipated that 3-4 drafts of the survey will be prepared before the survey is approved by the Village. The survey will be approximately 6 pages in length. • Participating in meetings by phone to develop the survey. • Conducting a pilot test of the survey to ensure the questions are understood by residents. Based on the results of the pilot test, ETC Institute will recommend changes (if needed) to the survey. • Selecting a random sample of residents to be contacted for the survey. The sample will be address -based Deliverable Task 1. ETC Institute will provide a copy of approved survey instrument. Ell Task 2: Administer the Survey. Task 2 will include the following services: • ETC Institute will administer the survey by a combination of mail, Internet and phone. • ETC Institute will mail the survey and a cover letter (on Village letterhead) to a random sample of households in the Village. Only one survey per household will be sent. Postage -paid envelopes will be provided by ETC Institute for each respondent. The Village will provide a cover letter for the mailed survey. The cover letter will contain a link to an online version of the survey. Residents who receive the survey will have the option of returning the printed survey by mail or completing it on-line. • Approximately 7-10 days after the surveys are mailed, ETC Institute will follow-up via e-mail and/or phone with households that received a mailed survey. ETC Institute will continue following up with households until reaching a minimum of 400 completed surveys. A sample of 400 completed surveys will provide results that have a margin of error of +/-4.9% at the 95% level of confidence at the Village level. The results would be statistically valid Village -wide. • ETC Institute will monitor the distribution of the sample to ensure that the sample reasonably reflects the demographic composition of the Village with regard to age, geographic dispersion, gender, race/ethnicity and other factors. Deliverable Task 2. ETC Institute will provide a copy of the overall results for each question on the survey. Task 3: Analysis and Final Report. ETC Institute will submit a final report to the Village. At a minimum, this report will include the following items: • Formal report that includes an executive summary of the survey methodology and a description of major findings. • Charts and graphs that show the overall results of each question on the survey, including comparisons to 2016 when applicable • Benchmarking analysis showing how the Village compares to other communities regionally and nationally. Importance -Satisfaction Analysis that will identify the areas where the greatest opportunities exist to enhance overall satisfaction with Village services. • GIS maps that show geocoded survey results for selected questions on the survey. • Tabular data that shows the results for each question on the survey, including open ended questions. • A copy of the survey instrument Deliverable Task 3: ETC Institute will submit the survey findings report in an electronic format. ETC Institute will also provide the raw data in an Excel database, or other format as requested by the Village. 2 5 Project Schedule Listed below is ETC Institute's typical timeline for administering a community survey. Since the surveys will be administered entirely in-house, the completion date for the project is completely within our control. If desired, we can meet a more ambitious timeline and are available to start at a date most convenient for the Village. • Month 1 Design survey instrument Finalize sampling plan • Month 2 Administer the survey • Month 3 Draft Report Submitted for review Prepare and Deliver the Final Report Fee The table below shows a breakdown of the fees for the services described in this proposal. The total cost for a sample size of 400 surveys would be $17,000. Task Design Survey & Prepare Sampling Plan -00 Surveys $2,500.00 Administration of a 15-20 minute survey (up to 6 pages) $11,000.00 Formal Report (includes executive summary, charts, benchmarking, Importance -Satisfaction Analysis) $2)000.00 GIS Maps $1,500.00 TOTAL $17,000.00 Optional Services. If desired, ETC Institute will provide the following "optional" services. The fees for "optional" services would be in addition to the prices shown in the table above. • Cross -tabulations that show the results for different demographic groups and other variables as desired by the City ($1,500) • An on-site presentation of the final results at a date to be determined by the City ($21000) 3 6 CLOSING: We appreciate your consideration of this proposal and look forward to your decision. If you have any questions, please do not hesitate to call me at (913) 254-4514. Sincerely, Jason Morado Director of Community Research ETC Institute 725 W. Frontier Circle Olathe, KS 66061 (913) 254-4514 jason.morado(@-etcinstitute.com 4 7