Board of Directors Regular Meeting Agenda


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Meeting Date: 03/23/2016  

SUBJECT MATTER:
Receive, consider and act upon the Residential Survey Request for Proposals; 
FISCAL IMPACT:
The Woodlands Township has $30,000 budgeted for Public Opinion Surveys in the Community Relations budget. As stated in the 2016 budget narrative, this line item is used to gauge public opinion of The Woodlands Township and its programs. This research includes public opinions about development in The Woodlands, public safety, wayfinding systems, transportation, shopping, dining, and other related aspects, specifically geared to services and programs of The Woodlands Township.
BACKGROUND:
The Woodlands Township traditionally conducts a survey of The Woodlands residents approximately every two years for purposes of obtaining resident opinions of services and for use as a budgeting and planning tool. Results are then posted online on The Woodlands Township website.
 
In preparation for the 2016 survey, staff has reviewed and updated the questionnaire to include most of the same questions as the previous survey. This has several benefits: to allow trending of the information by maintaining the same questions, to speed the process of getting survey results because it will eliminate time spent in approving and testing new questions, and it eliminates costs related to developing and testing new questions. New questions related to mobility and transportation were added in 2014 since this became a new responsibility of the Township.
 
The RFP requests methodology for how the selected vendor will approach the need to include alternative methods since many people are no longer using land-line phones.
 
The remainder of the proposed schedule is to issue the RFP following the March 23, 2016, Board meeting, and to bring back the proposals to the Board at the April 21, 2016, Board meeting for final approval and consultant selection. The survey would then be conducted with results presented to the Board at the June 22, 2016, Board meeting.
 
A copy of the proposed RFP is attached, as well as the 2016 draft survey questionnaire.
RECOMMENDATION:
Approve the draft survey document content, the RFP document and the proposed schedule included in the RFP and outlined below.
 
March 23, 2016                        Board reviews RFP and survey questionnaire, authorizes staff to post RFP
March 24, 2016                        Staff posts RFP
April 8, 2016                             Proposals due to Township, 5 p.m.
April 11-15, 2016                      Staff reviews proposals, prepares spreadsheet of submissions
April 21, 2016                           Proposals presented to Board for selection of consultant
April 22, 2016                           Selected consultant notified
Late April through mid-June     Consultant conducts and tabulates survey
June 22, 2016                          Consultant presents results to Board
Attachments
Residential Survey RFP
Residential Survey Questionnaire


    

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