SummaryThe City of Northfield (City) requires certain consultant services to conduct a community satisfaction survey in early 2026. This is the first survey for Northfield.The City seeks consultant services to develop, conduct, analyze, and provide survey services to deliver a statistically significant community survey to assess satisfaction with the community's quality of life, services provided by the City, community priorities, and evaluate potential policies and plans of the City.Proposal is to conduct at least one community survey, City may consider conducting future surveys on two-year cycles through options for renewal.OutcomesIncrease community satisfaction with City servicesInform City's strategic plan and budgetingProvide direction on City services and projectsGoalsThis work includes:Carrying out public surveys of community satisfaction, opinion, attitude, behavior, and knowledgeIdentifying key-driver of satisfaction; andConducting follow-up focus groups, as neededScopeAll surveys and any accompanying information must be produced in at least English and Spanish.Specifically, the consultant will be responsible for the following, each of which will be subject to review and approval by the City Administrator or the City Administrator's designee:Survey design including methodology, sampling plan, etc. to ensure statistically valid results by geographic area of the City that are reflective on the City's residents and businesses.Create a survey instrument and questions to ensure questions will generate unbiased response while also ensuring that the City does not lose the ability to monitor and evaluate trends;Develop the communications plan for the surveyCreate an executive summary and a detailed written report that will be used to present the survey findingsSurvey administration to ensure statistically valid resultsPresentation of survey resultsCode the completed survey and computerize the data;Develop cross tabulations as requiredAnalyze key drivers of community satisfactionCompare results to other municipalities and jurisdictionsPrepare an executive written summary of the key survey findingsPrepare a detailed written report of the responses to survey questions, including but not limited to actionable recommendationsMake a verbal presentation of the results to the City CouncilSelection processA Selection Committee appointed by the City Administrator will meet to evaluate each proposal response in accordance with the requirements of this Request for Proposals (RFP). If further information is desired, respondents may be requested to make additional written submissions or oral presentations to the Selection Committee.The Selection Committee will recommend a consultant to the City Administrator.Selection criteriaProposals will be evaluated based on the following criteria:Experience and qualification of the firm – 30 pointsExperience and qualifications of the individual(s) assigned to provide all survey-related work – 15 pointsMethodology and approach – 15 pointsOverall cost – 20 pointsTimelineCompleteness of proposal materialsReferences – 20 pointsBudgetProject cannot exceed $25,000.TimelineProposals are due by 4:30 p.m. September 16, 2025Selection of consultant will be completed by September 30, 2025Notification to consultants will be completed by October 1, 2025Survey analysis and report must be completed by April 2026Presentation to City Council must be presented in May 2026Submission instructionsInterested firms should submit one electronic copy of the requested information to:City of NorthfieldATTN: Michelle MahowaldCommunications & Human Resources Director801 Washington StreetNorthfield, MN 55057-2598For security reasons, you must enable JavaScript to view this E-mail address.Due: Wednesday, September 16, 2025.Requirement and authority of the City of NorthfieldThis RFP does not commit the City of Northfield to pay any costs incurred by a proposer in the preparation of their proposal submission, or to approve a contract for services with a selected proposer. The City will not reimburse any expenses incurred by any proposer including, but not limited to, expenses associated with the preparation and submission of the response and/or attendance at any interviews, if required. The City reserves the right to accept, modify, negotiate or reject any or all proposals received as a result of this RFP, negotiate with any qualified source(s) or cancel, in part or entirely, this RFP, if it is in the best interest of the City, in its sole judgment and discretion.All work performed on behalf of the City becomes the property of the City, including, but not limited to, hard copies, CDs, DVDs, flash drives, databases, research, etc. All final reports prepared under the contract for services shall be the property of the City and may not be used or reproduced in any form without the explicit written permission of the City.The City may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by any proposer, require proof of insurance, and require additional evidence of qualifications requested in this RFP.The City reserves the right, in the City’s sole judgment and discretion, to:Reject any or all proposals submitted by proposers in response to this RFP if such action is in the public interestCancel the entire RFP processIssue a subsequent RFP or amend or modify the RFPRemedy or ignore technical errors in the RFP processAppoint an evaluation committee to review submitted proposalsEstablish a short list of proposers eligible for interview after evaluation of written proposalsExtend the deadline or accept late proposal submissions under extenuating circumstances at its discretionNegotiate with any, all, or none of the proposers or request information or ask questions of any proposerReject and replace one or more proposer as applicableCommercial General Liability, Auto and Professional Liability (E&O) InsurancePlease note that when the contract is negotiated with the successful proposer, there may be other provisions required with regard to professional liability insurance.Among other insurance requirements and as specified in the City's required standard consultant services contract, the selected proposer is required to maintain insurance, at the proposer's expense, protecting it from all claims the proposer may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to the proposer's commercial general liability, automobile use, and professional services required under the contract.Contract formThe selected agency will be required to enter into the City's standard consultant services contract.That by submitting a proposal, the proposer agrees to the same and that a copy of the City's standard consultant services contract is available upon request.Should the City and a selected proposer be unable to mutually agree upon the entire contract, the City reserves the right to discontinue negotiations, select another proposer or reject all of the proposals.Upon completion of negotiations agreeable to the City and the proposer selected, a contract shall be executed
