Community Survey Consultant Services RFP Number: 26-018

Description: Response Submission Information Project Name: Community Survey Consultant Services RFP Number: 26-018 Due Date: December 2, 2026 Time: 4:00 p.m. CT Attention: Sammy Hanzel Department: Village Manager's Office Submit Proposal by E-mail to: Sammy Hanzel, shanzel@villageofglencoe.org Request for Proposal Response Company Name: _____________________________________________________________________________ Mailing Address: _____________________________________________________________________________ City: ___________________________________________ State: ______________________ Zip: _____________ PROPOSAL ON: Community Survey Consultant Services, per the specifications herein. Scope of Work Total Not-To-Exceed Price: NOTE TO PROPOSERS: Any and all exceptions to these specifications MUST be clearly and completely stated in writing on the proposal sheet. Attach additional pages if necessary. Please be advised that any exceptions to these specifications may cause your proposal to be disqualified. GENERAL TERMS AND CONDITIONS Section 1: Intent It is the intent of the Village of Glencoe ("Village") to contract with a consultant ("Consultant") for professional consulting services for the facilitation, creation, administration and analysis of the Village of Glencoe's next Community Survey. Section 2: Proposal Price Proposer shall offer pricing on the Village's pricing sheet (page 1 of this document). Proposers must note any items which the Proposer cannot perform or intends to subcontract. Proposal pricing must remain firm for the term of the agreement, and Proposers must propose a not-to-exceed price. The not-to-exceed price shall be all-inclusive of all meetings, telephone calls, transportation, materials, supplies, labor, equipment and any other costs required to fulfill the scope of work as identified herein. Section 3: Additional Information and Technical Questions Proposers are invited to submit a letter of intent to shanzel@villageofglencoe.org. Proposers submitting a letter of intent will receive a copy of all questions and answers submitted by all proposers, and any subsequent amendments to this request for proposal. Proposers should also submit questions via email to Sammy Hanzel at shanzel@villageofglencoe.org. Questions are due no later than November 16, 2026 at 4:00 p.m. CST. Answers to the questions will be provided on November 20, 2026. Any and all changes to these specifications are valid only if they are included by written addendum from the Village to all Proposers. INSURANCE, HOLD HARMLESS AND INDEMNIFICATION Consultant shall defend, indemnify and hold the Village, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the Village. The Consultant shall procure and maintain, for the duration of this agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the contractor, his agents, representatives, employees or subcontractors. Insurance shall meet or exceed specified minimum levels, including $1,000,000 Commercial General Liability and $1,000,000 Automobile Liability, and Worker's Compensation as required by Illinois law. Policies must name the Village, its officials, employees and volunteers as additional insureds and include other provisions described in the RFP. EVALUATION/ACCEPTANCE OF PROPOSALS The Village intends to select a Consultant that furnishes satisfactory evidence that it has the requisite experience, ability, resources and staffing to enable it to perform the scope of work successfully. Evaluation factors include prior experience performing similar work; ability, capacity and skill; references; Village's prior experience with Consultant, if applicable; and compliance with RFP specifications. The Village reserves broad rights to accept, reject, or waive irregularities in proposals. OTHER TERMS No Collusion. Engagement: if selected, proposer will enter into engagement within fifteen (15) days of receiving notice of selection. Payment: payments will conform with the Local Government Prompt Payment Act (50 ILCS 505). Facsimile and other electronically transmitted proposals will not be considered. Proposals and accompanying documentation become the property of the Village and will not be returned. Confidentiality: proposals are subject to public records laws; proposers must identify proprietary material in writing. COMMUNITY SURVEY CONSULTANT SERVICES Section 1: Background The Village of Glencoe is a mature community with a population of approximately 8,849 and 3,200 households. It is located in the North Shore region of northern Cook County along Lake Michigan, approximately 24 miles north of downtown Chicago. The Village is a non-home rule, special charter municipality which operates under the council-manager form of government and provides full municipal services. The Village of Glencoe is seeking proposals from qualified firms to design, administer and analyze a resident satisfaction survey in early 2027. The Village conducts a community survey periodically to measure resident satisfaction with Village services, identify priorities and inform strategic planning and budgeting decisions. The Village's most recent surveys were conducted in 2015, 2019 and 2023. The Village reserves the right to award the entire work package in whole or in part based upon its best interest regarding price, convenience and professional references. Section 2: Scope of Work The selected firm will deliver three core services: survey design, survey administration and a formal report of results. Survey Design and Sampling Plan: - Allow the Village to add or remove questions. If changes to the question set affect pricing, quote the cost per question added or removed. - Develop the survey instrument and a sampling plan, with Village input on select questions. - Retain core questions from prior Village surveys where possible to allow trend comparisons. - Keep total survey length to no more than 20 minutes. Survey Administration: - Administer the survey to all households in Glencoe; every household must have the opportunity to participate. - Propose one or more administration methods based on current best practices, such as a mailed paper survey, a mailed invitation to complete the survey online, or a combination. Price each option separately. - Ensure the survey and all related materials meet accessibility standards, including WCAG 2.1 AA for online components and accommodations for residents who cannot complete the online or paper version. - Describe how responses will be verified as Glencoe residents and how duplicate responses will be prevented. Report of Results: Deliver a formal written report analyzing the survey results, including at minimum: - An executive summary of key findings - Benchmarking comparisons to other communities, ideally similar suburban municipalities - Importance/Satisfaction quadrant analysis - Trend comparisons to prior Village survey results, where questions allow - The full survey instrument and complete response tabulations as appendices Optional Services (priced separately): - GIS mapping: Maps of survey responses by geographic area within the Village - Crosstabulations: Results broken out by demographic groups and other variables - On-site presentation: Presentation of findings at a Village Board meeting in Glencoe Section 3: Proposal Content and Forms A. Proposal Format: Submittals should be typed, concise, sequentially numbered, and tabbed with a complete table of contents. B. Letter of Transmittal: Addressed to Communications Manager Sammy Hanzel and must identify the proposer, contact information, proposed subcontractors, acknowledgment of addenda, statement of proposal validity (minimum 120 days), signature of authorized person, and attestation of truthfulness. C. Technical Proposal: Qualifications (firm profile, prior experience, subcontractors, at least three references), Technical approach/work plan (detailed workplan, schedule in elapsed weeks, key personnel, quality control), Cost and price (inclusive pricing), Appendices (relevant supporting materials). Section 4: Evaluation and Award Based on proposals submitted, Village staff will select a proposer that best serves Village interests. The Village will negotiate a contract with the selected proposer and reserves discretion in selection and award. Section 5: RFP Schedule - Issue request for proposals: November 9, 2026 - Deadline for questions: November 16, 2026 at 4 p.m. CT - Answers to questions provided: November 20, 2026 - Proposals due: December 2, 2026 at 4 p.m. CT - Finalist interviews (if necessary): December 3-4, 2026 - Anticipated Contract Award: December 17, 2026 - Scope of work: January-March, 2026 (or as otherwise mutually agreed) Section 6: Proposal Submission Proposals may be submitted by e-mail to shanzel@villageofglencoe.org and are due by December 2, 2026 on or before 4:00 p.m. Central time. Alternatively, proposals may be submitted in a sealed envelope marked "Strategic Plan Consultant Services" in the lower left-hand corner and addressed to: Village of Glencoe Attention: Sammy Hanzel Village Manager's Office 675 Village Court, Glencoe, IL 60022 It is the sole responsibility of respondents to deliver the proposal by the stated deadline. Each proposal must be submitted with all required documentation. Section 7: Right to Reject Proposals Submission of a proposal indicates acceptance by the firm of conditions contained in this RFP unless clearly and specifically noted in the proposal submitted. The Village of Glencoe reserves the right without prejudice to reject any or all proposals. Section 8: Questions Proposers may submit questions in writing by November 16, 2026 at 4 p.m. CT via e-mail to: Sammy Hanzel, Communications Manager, Phone: (847) 461-1104, shanzel@villageofglencoe.org.