City Council
MEETING DATE: 1/11/2017
TITLE:
Title
Contract Award for Demography Services
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FROM:
Charlie McClendon, City Manager
RECOMMENDATION:
Recommendation
Staff recommends Council award a contract to National Demographics Corporation in an amount not to exceed $25,000 for Demography Services and approve an amendment to the FY16-17 budget of $25,000.
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BACKGROUND:
On August 11, 2016 the City issued a Request for Proposals (RFP) for Demography Services. The response deadline was September 15, 2016 and two responsive proposals were received. A staff committee reviewed the proposals considering the following criteria as outlined in the RFP:
-Qualifications of the Contractor including recent experience providing demography services to cities and other public agencies.
-Qualifications of the assigned backup/support team.
-Understanding of the engagement.
-Acceptability of the project approach and ability to meet deadlines and commitments.
-Overall fees.
-Suggestions or offers of additional services that might be considered as value-added.
-Terms of the proposed contract.
DISCUSSION:
The unanimous recommendation of the review committee was to award the contract to National Demographics Corporation. The most significant distinguishing feature of their proposal was the extensive experience with similar projects in other Riverside County cities including Banning, Corona, Eastvale, Hemet, Menifee, Moreno Valley and Wildomar. They also demonstrated strong understanding of the California Voting Rights Act and its applicability to districting discussions.
The base contract for the services requested is for $19,000. Staff recommends a not to exceed amount of $25,000, which would accommodate up to $6,000 in optional services. The scope of work for the contract includes the following:
Development of a districting database including decennial Census, American Community Survey, and California Statewide Database data;
A. Incorporation of any Geographic Information System (GIS) data that the City wishes to include and provides (including, e.g., school locations, important local landmarks or features, or local neighborhood boundaries) in the districting database;
B. Development of two to four draft districting plans for City Council and public consideration;
C. Input and analysis for City Council consideration of all whole or partial draft districting plan suggestions and submissions from the public;
D. Conversion of all maps, including public submissions, and reports to web-friendly versions for posting on City’s website;
E. Online posting of draft districting plans, including any public submissions, for interactive review;
F. Participation in City Council meetings, public forums, or any other meetings either via teleconferencing or in-person, including meeting planning, preparation of any meeting reports or other materials, presentation and/or facilitation of the meeting, and post-meeting notes and/or summary.
G. Any conference calls to discuss the project's progress or answer any questions that may arise;
H. Any requested plan revisions and creation of support materials for final plan adoption; and
I. Work with the County Registrar of Voters to implement the final plan.
Council will have numerous points throughout the process where a decision can be made to continue or keep the sample district maps for future use and wait for the population and date triggers included in the recently adopted charter.
FISCAL IMPACT:
A budget amendment of $25,000 will be required. This is a one-time expense.
ATTACHMENTS:
Professional Services Contract
Proposal submitted by NDC