HomeMy WebLinkAboutC24640 Parks and Recreational Needs assesmentContract No. C24640
CITY OF PALM DESERT
DEVELOPMENT SERVICES
STAFF REPORT
REQUEST: Approval to Proceed with a Parks and Recreation Need
Assessment Survey.
SUBMITTED BY: Janis Steele, Parks and Recreation Services Manager
DATE: December 8, 2005
CONTENTS: Request for Proposal
Evaluation Matrix and Scores
Needs Assessment Proposal
Recommendation:
By Minute Motion:
1. Authorization to enter into a contract with ETC Institute, Olathe,
Kansas, to provide the City of Palm Desert with the development,
implementation, and presentation of a statistically valid parks and
recreational needs assessment survey of residents.
2. Allocate $22,400 from the Civic Center Park contracting services,
Account No. 110-4610-453-3092.
Executive Summary:
The City of Palm Desert Parks and Recreation Staff seeks approval of a
statistically valid Parks and Recreation Needs Assessment Survey. The survey
would provide City Staff with information from the residents of Palm Desert that is
accurate at +/- 4% at 95% confidence level regarding their satisfaction with
current levels of recreational and parks services. It will also indicate citizen
desires for future parks and recreation services. This type of survey will assist
Staff and the Parks and Recreation Commission, as well as the City Council in
making informed, objective decisions regarding the future of parks and recreation
services and development.
G tDevServices\Janis Steele\Word Files\Citizen Survey\Counci1\Stat1 report for Citizen Survey doc
Contract No. C24640
Staff Report
Approval to Proceed With a Parks and Recreation Needs Assessment Survey
Page 2 of 4
December 8, 2005
Discussion:
Staff recommended to the Parks and Recreation Commission on September 7,
2005, that the City of Palm Desert solicit proposals for the development of a
statistically valid Parks and Recreation Citizen Needs Assessment Survey. There
are numerous benefits to collecting this type of information, and Staff feels that it
is a high priority due in part to the following issues:
• Growth of the City over the past few years, and the shift in mean age of
the citizens of Palm Desert.
• The amount of development occurring and the park land dedication that
occurs as a result.
• The number of requests from outside organizations for land on which to
build recreational venues in the City.
• To determine the current satisfaction level with the City's parks and
recreation services, and to identify citizens' current and future needs and
desires for parks and recreation services.
• To assist in providing direction to plan for the future of parks and
recreation in the City of Palm Desert.
Description:
Determining the recreational needs and desires of the people we serve is the
primary goal of a citizens' survey. To do so in an objective, statistically valid
manner can help to increase the effective use of public funds. The benefits of a
citizens' survey can be invaluable for a number of other reasons as well. Among
these reasons are:
• Collecting information that indicates the public's satisfaction level with
local government, and in this instance, Parks and Recreation.
• Benchmarking the analyzed data to find how the City's service level
compares to other cities in the country.
• Promotion of community involvement by giving everyone a voice.
• Helping staff turn community desires and needs into action, and thus
helping improve the quality of life for the citizens of our community.
• Increased property values due to improved quality of life.
• Demonstration that City Staff cares about the community.
• Creating a connection between staff and community members.
The Request for Proposal (RFP) to provide the City of Palm Desert with a
statistically valid survey of residents closed on October 27, 2005. Seven
proposals were received. Four Commissioners and three Staff Members
evaluated the surveys based on nine criteria on the attached form. The
evaluations were tabulated and the total scores are attached.
G \DevServicesUanis Steele\Word Files\Citizen Survey\Council\Staff report for Citizen Survey doc
Contract No. C24640
Staff Report
Approval to Proceed With a Parks and Recreation Needs Assessment Survey
Page 3 of 4
December 8, 2005
The scores were as follows (out of an available 315):
1. ETC Institute, Olathe, KS
289
2. Behavior Research Center, Phoenix, AZ
255
3. MIG, Inc., Portland, OR
248
4. Godbe Research, Carlsbad, CA
246
5. Research Network, Mission Viejo, CA
221
6. Resource Group, Anaheim, CA
173
7. Melissa Data, Rancho Santa Margarita, CA
150
The cost associated with each of the proposals based on proposal criteria is as
follows:
1. ETC Institute
2. Behavior Research Center
3. MIG, Inc.
4. Godbe Research
5. Research Network
6. Resource Group
7. Melissa Data
$11,250 - $16,050 depending on survey length
$19,904 - $20,887 depending on survey length
$28,445
$22,075 — $26,970 depending on survey length
$70,820
$10,302
$19,211 - $21,098 depending on postage
There are a variety of additional services that can be a great benefit to the
information we are able to gather from this survey. Both ETC Institute and Godbe
Research have the ability to provide a number of additional services. Behavior
Research Institute (number two in scoring) does not, and MIG, Inc. (number
three in scoring) can provide additional information in the area of public comment
and participation services.
Staff, with support from the Parks and Recreation Commission at the November
15, 2005 meeting, recommends that the City Council approve the following:
1. Based on the evaluation scores, cost of service and ability to provide
additional services, select ETC Institute be selected to perform our
citizens' Needs Assessment Survey for the residents of Palm Desert (see
attached proposal).
2. Select a 15-minute survey at a cost of $13,650. This will provide a survey
sampling of 600 residents to meet our RFP requirement of +/- 4% at 95%
confidence level.
3. In addition to the basic survey, include the following additional services:
a. Benchmarking Data Analysis - $1,750
b. Importance Satisfaction Analysis - $2,500
c. Stakeholder Interviews - $2,250
G \DevServices\Jams Steele\Word Files\Citizen Survey\Councd\StaH report for Citizen Survey doc
Contract No. C24640
Staff Report
Approval to Proceed With a Parks and Recreation Needs Assessment Survey
Page 4 of 4
December 8, 2005
4. Geocoding/GIS maps of results - $2,250
5. Allocate $22,400, from the Civic Center Park contracting services
Account No. 110-4610-453-3092.
Submitted By: Department Head:
J nis Steele IeA-I Homer Croy
arks and Recreation Services ManagerACM for Development Services
Approval:
Carlos .O ga
City Manager
(;Olx4�
Paul Gibson
Director of Finance
G OevServices\Janis Steele\Word Files\Citizen Survey\CouncAStaff report for Citizen Survey doc
Contract No. C24640
CITY OF PALM DESERT
NOTICE
REQUEST FOR PROPOSALS
FOR
PARKS AND RECREATION NEEDS ASSESSMENT PROJECT
PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert, as Agency is
issuing a Request for Proposals to conduct a statistically valid phone, mail or
combination (phone/mail) survey of city residents. The survey will be initiated by
January 2006 and must be completed no later than February 2006. Proposals will be
accepted at the Development Services Department, Palm Desert City Hall, 73510
Fred Waring Drive, Palm Desert, California, by 5:00 p.m. on Thursday, October 27,
2005. Submittals received after this day and time will not be accepted.
BACKGROUND
Description of Agency - The City of Palm Desert is a Southern California City located
in Riverside County. Centrally located in the Coachella Valley, it has approximately
50,000 year round residents. A five member City Council that is elected by the
residents of Palm Desert governs the City. Currently the park system is composed of
11 parks encompassing approximately 215 acres. The City contracts for recreation
services with the Coachella Valley Recreation and Park District. They operate various
sites and provide recreational services to the citizens of Palm Desert.
Purpose and Requirements of Needs Assessment Survey - The statistically valid
needs assessment survey is being conducted in order to better understand the
attitudes, interests, priorities, and support for parks and recreation services, trails, and
facilities by residents in the City of Palm Desert. The survey will also be used as a key
component of the City's on -going strategic planning process and integrated into the
Parks and Recreation Commission, City Council, and management's decision -making.
The needs assessment survey needs to be comprehensive in nature so as to provide
citizen feedback on the key issues impacting service delivery and park development.
SPECIFICATIONS
Minimum Requirements for the Needs Assessment Survey
• The survey is to be conducted by phone, mail or combination (mail/phone).
• The survey needs to have a 95% level of confidence with a margin or error of at
least +/- 4%.
• The survey needs to be comprehensive in nature, addressing issues relating to
the delivery of program services and the need for improved and/or new park
facilities, trails, and recreation facilities.
• The survey needs to be completed within 90 days from date of contract issuance.
Contract No. C24640
• Provide a presentation of survey results to the Parks and Recreation
Commission, City Staff, and the City Council.
Requirements for Responses to Requests for Proposals:
Firms interested in responding to the Request for Proposals should submit the following.
1. Credentials of the firm, including background on the company and specific
services offered.
2. Experience conducting needs assessment survevs, including project descriptions
from a minimum of five needs assessment surveys conducted over the past three
years for parks and recreation agencies. Please include references from at least
five parks and recreation needs assessment projects.
3. Resumes of staff who will be working on the project.
4. Scope of services, including specific tasks which will be accomplished and a
timeline for completing the needs assessment survey.
5. Professional fees and expenses, including fees to meet minimum requirements
for the needs assessment survey and optional services that your firm can provide
to enhance the value of the survey effort. Submit fees and expenses in a
separate. sealed envelope.
Timelines for Request for Proposal:
1.
October 10, 2005
2.
October 27, 2005
3.
December 5, 2005
4.
January 16, 2006
5.
January 30, 2006
6.
February 28, 2006
Requests for Proposals sent out
Requests for Proposals due
Award of Contract
Draft Survey format completed
Final Survey format completed
Survey Complete
Please submit five (5) copies of your response to the Request for Proposals to the
address below, by no later than 5:00 pm on October 27, 2005.
The AGENCY reserves the right to reject any or all proposals, to waive any irregularity,
to accept any proposal or portion thereof, and to take all proposals under advertisement
for a period of sixty (60) days.
Dated this 7ch day of October 2005.
Janis Steele, Parks and Recreation Services Manager
Development Services Department
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, California 92260
(760) 776-6423
2
Needs Assessment Survey
Proposal Evaluation Matrix
Professional Services
City of Palm Desert — Parks and Recreation
Proposal Firm:
Evaluated By:
'stating 1 to 5 (1 lowest — 5 highest) Please circle
1. Firm's experience relative to this type of project 1 2 3 4 5
2. Firm's experience relative to this size of project 1 2 3 4 5
3. Credentials, experience of team members and project manager 1 2 3 4 5
4. Proposed methodology and management approach 1 2 3 4 5
5. Understanding of and ability to meet project objectives 1 2 3 4
G. Proven ability to produce statistically valid results 1 2 3 4 5
7. ?ability to meet proposed timetable 1 2 3 4 5
8. Completeness of Proposal 1 2 3 4 5
9. Provision of all desired services 1 2 3 4 5
City of Palm Desert
Parks and Recreation
Needs Assessment Survey Matrix
ETC
Melissa
Godbe Research
Resource
Behavior
Matrix Number
Institute
Data
MIG, Inc
Research Network
Group
Research Ctr.
1
33
15
29
28
28
20
26
2
32
15
29
29
29
18
30
3
32
18
28
28
24
20
29
4
34
14
26
24
27
21
28
5
32
17
28
28
24
19
27
6
32
16
23
27
23
18
28
7
29
24
29
29
22
23
30
8
32
16
29
27
22
17
28
9
33
15
27
26
22
17
29
Total:
289
150
248
246 221
173
255
+/- 4%
+/- 4%
10 min - $11,250
Not responsive
$28,445
12 min - $22,075 $70,820
$10,302
$19,904 - 12 min?
15 min - $13,650
No Total Cost
Public Comment
15 min - $24,510 $51,820 - +/-
5.8
$20,887 - 15 min?
20 min - $16,050
$12,995
& Participation
18 min - $26,970
+/- 5%
$0.168 - 0.219
$2,780
+/- 5%
10 min - $9,500
actual per piece
10 min - $20,055
15 min - $11,100
postage x 37,000
12 min - $22,110
20 min - $12,700
= $6,216 - 8,103
15 min - $24,215
BerAhmarift
$19,211 - 21,098/
Post -Survey Focus
Data Analysts -
total cost
Groups - $5,200/group
=1.750
Interviews w/Comm
at lilttoW! Inter-
and/or Group leaders
views - $2,250
$2,400 total
Import. -Satisfaction
Develp & Prog an
Analysis - $245W
intemet survey
Geo codlnWGIS
$4,750rtotal
maps of results
"Note
$2,000/2,250/2,500
*Note
*"Note - 15 min survey at +/- 4%
- $24,510
*Note: 15 min survey at +/- 4% - $13,600 + Options (hi
-lighted) $8,750 = $22,350