HomeMy WebLinkAbout01-26-2026 - Agenda Packet City Council - work sessionAgenda
City Council Work Session
Monday, January 26, 2026, 5:00 PM
City Council Chambers | 2780 Kelley Parkway, Orono, MN 55356
952-249-4600 /oronomn.gov
1. Community Survey Discussion
Roll Call
Work Session Item
Adjournment
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Date: January 26, 2026 Item: 1
Presenter: Laura Oakden, Community Development Director
Section: Work Session Item
Title: Community Survey Discussion
1.Purpose:
Staff is seeking Council input regarding the scope and process outlined for the Community Survey
in support of the 2050 Comprehensive Plan Update.
2.Background:
The City is beginning the process to conduct a community survey as part of the 2050
Comprehensive Plan update. Staff published a Request for Proposals (RFP) seeking services to
conduct a Community Survey in 2026. In response to our RFP, we received 18 proposals. Staff is
currently reviewing the proposals and requests input from the Council regarding the scope and
process for the Community Survey
Outcome: Proposals have been requested for professional services to draft, conduct, and
summarize a community survey in support of the 2050 Comprehensive Plan. The community
survey will support the City’s 2050 Comprehensive Plan update by achieving the following
outcomes:
Assess community satisfaction with existing City services
Identify opportunities for service improvements, enhancements, or expansion
Gather resident perspectives to inform long-term growth and development planning
Encourage broad and inclusive public participation in the Comprehensive Plan update
process.
Timeline: The bid will be awarded at a Council meeting in February. The Consultant will work
with staff to begin drafting the survey following the process identified by the consultant. Staff
anticipates the survey will be conducted between April 1 and June 30. The Consultant will review
and organize the results and present the findings to the Council at a Council Meeting in July or
August 2026.
Process: The RFP requested a statistically significant survey. The consultant will work with staff
to determine topics and develop a list of survey questions. They will monitor the survey results to
verify random samples from varying demographics, implement a communication plan to support
obtaining survey results, compare and organize the data, identify key themes of the survey, prepare
a final report in result, and present findings to the City Council.
The Council should discuss the following questions and provide direction to staff regarding the
scope and deliverables for a community survey in support of the 2050 Comprehensive Plan:
1. Project Goals: What goals or outcomes would the Council like to achieve through the
community survey?
2. Measure of Success: What elements would define a successful community survey?
3. Survey Format and Engagement Methods: Are there preferred survey formats or
AGENDA ITEM
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engagement methods (e.g., online surveys, mailing questionnaires, telephone surveys,
community booths, workshops, or a mixed approach)?
4. Key Topic Areas: While the survey will address all City service areas, are there specific
topics or areas the consultant should emphasize or explore in greater depth (e.g., parks,
future growth, business development, housing, infrastructure)?
5. Target Audiences: Are there specific demographic groups or populations the Council
would like to hear from (e.g., rural residents, lakeshore residents, business owners, seniors,
renters)?
COUNCIL ACTION REQUESTED
The Council should provide feedback to staff regarding the scope and focus of the Community Survey.
Exhibits
Community Survey ORONO RFP
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City of Orono
Request for
Proposal for
Community Survey
December 2025
Laura Oakden
Community Development Director
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Table of Contents
Section 1. Request for Proposal .................................................................................................................... 2
Section 2. General Information ..................................................................................................................... 2
Outcomes .................................................................................................................................................. 2
Goals ......................................................................................................................................................... 2
Section 3. General Instructions and Timeline ............................................................................................... 2
Section 4. Required Contents for Proposals ................................................................................................. 3
Submittal Requirements ........................................................................................................................... 3
Section 5. Scope of Work .............................................................................................................................. 4
Section 6. Proposal Evaluation ...................................................................................................................... 5
Selection criteria ....................................................................................................................................... 5
Section 7. Terms and Conditions .................................................................................................................. 5
Commercial General Liability, Auto and Professional Liability (E&O) Insurance ...................................... 6
Contract form ............................................................................................................................................ 6
Budget ........................................................................................................................................................... 6
Submission instructions ................................................................................................................................ 7
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Section 1. Request for Proposal
The City of Orono ("City") is requesting consultant services to conduct a community survey in
2026.
The City seeks consultant services to provide survey services, including survey development,
administration, and analysis to deliver a statistically significant community survey that assesses
satisfaction with community quality of life, City-provided services, community priorities, and
evaluate potential City policies and plans.
Proposal is to conduct one community survey. The City would also consider suggestions for
other community engagement activities that support the development of the 2050
Comprehensive Plan (“Comp Plan”).
Section 2. General Information
The City is requesting proposals for professional services to draft, conduct, and summarize a
community survey in support of the 2050 Comprehensive Plan update.
Outcomes
• Gage community satisfaction with current City services
• Provide direction for changes or expansion of City services
• Gain insights for future growth planning
• Engage citizens to participate in the Comprehensive Plan update
Goals
This work includes:
• Carrying out public surveys for community satisfaction, opinion, attitude, behavior, and
knowledge
• Identifying "key-drivers" of satisfaction; and
• Inform the Comp Plan Subcommittee and City Council for planning for the City’s future
growth in development and services
Section 3. General Instructions and Timeline
To be considered, qualified firms must submit electronic copies of their proposal to Laura
Oakden, Orono Community Development Director, email: loakden@oronomn.gov by Noon on
January 20, 2026. The City reserves the right to reject any or all proposals submitted.
The City reserves the right, where it may serve the City’s best interest, to request additional
information or clarification from proposers or to allow corrections of errors or omissions. At the
discretion of the City, firms submitting proposals may be requested to make oral presentations
as part of the evaluation process. Following a review of the proposals, a recommendation for
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award will be made by the Community Development Director to the City Council. A final
decision to award the work will be made by majority vote of the City Council.
The City reserves the right to retain all proposals submitted and to use, at its discretion, any
ideas or concepts included whether or not that proposal is selected. Submission of a proposal
indicates acceptance by the proposing firm of the conditions contained in this request for
proposal, unless such exceptions are clearly and specifically noted in the proposal submitted
and confirmed in the written contract between the City and the firm selected.
The following is the estimated timeline for the review of the RFPs. Following the notification of
the selected firm, it is expected that a Letter of Engagement will be executed.
December 22nd Publish RFP
Noon on January 20th Deadline for RFP proposal submission.
January 26th Complete selection process
February 9th Council Selection
August 3st Anticipated Completion of the project with Council
Presentation to follow
Once a firm is selected, an executive copy of the Professional Services Agreement will be
required from the selected firm.
Electronic copies of the proposal and inquiries about the project should be sent to the following
address:
Laura Oakden, Community Development Director
City of Orono
loakden@orono.gov
952-249-4602
Section 4. Required Contents for Proposals
Responses to this RPF should include the following information in the order prescribed below.
Submissions must be received by Noon on Tuesday, January 20, 2026 for consideration by the
City:
Submittal Requirements
1. Cover Letter – Provide a cover letter indicating your interest in serving as the
organization to conduct a community/customer service survey for the City of Orono.
2. Background Information – Describe your firm or business, including years in operation,
size, location, and number of professional staff to be assigned to work on this project
with a brief resume for each person. Identify other government agencies for which you
have conducted community survey projects.
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3. Survey Methodology – Provide a detailed description of your proposed approach and
methodology for conducting the survey, including the survey design, sampling method,
data analysis, reporting format, timeline, quality assurance measures, and identify any
potential challenges or limitations.
4. Timeline and Project Plan – Provide a project plan and timeline, including key
milestones.
5. Fee for Service – Provide a description and an overview of the payment schedule of the
fees to provide this service.
6. References – Provide a list of three (3) to five (5) organizations that the City may contact
as a reference for your work delivering these services, including contact name, title,
phone number, and email address.
Section 5. Scope of Work
All work product including surveys and any accompanying information must be produced in
English.
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:
1. Work with City staff to determine the topic and list of questions.
2. 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.
3. 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.
4. Develop the communications plan for the survey.
5. Create an executive summary and a detailed written report that will be used to
publish/present the survey findings.
6. Provide survey administration and oversight to ensure statistically valid results.
7. Presentation of survey results, including:
a. Code the completed survey and computerize the data;
b. Develop cross tabulations as required;
c. Analyze the key drivers of community satisfaction;
d. Compare survey results to other municipalities and jurisdictions;
e. Prepare a written executive summary identifying the key survey findings;
f. Prepare a detailed written report of the survey responses, including but not
limited to actionable recommendations; and
g. Make a verbal presentation of the results to the City Council.
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Section 6. Proposal Evaluation
The Community Development Director and the City Administrator will evaluate each proposal
response in accordance with the requirements of this Request for Proposal ("RFP"). The RFPs
and staff recommendation will be shared with the City Council. If further information is desired,
respondents may be requested to provide additional written submissions or make oral
presentations.
Selection criteria
Proposals will be evaluated based on the following criteria:
• Experience and qualification of the firm
• Experience and qualifications of the individual(s) assigned to provide all survey-related
work
• Methodology and approach
• Overall cost
• Timeline
• Completeness of proposal materials
• References
Section 7. Terms and Conditions
This RFP does not commit the City 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:
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o Reject any or all proposals submitted by proposers in response to this RFP if such action
is in the public interest
o Cancel the entire RFP process
o Issue a subsequent RFP or amend or modify the RFP
o Remedy or ignore technical errors in the RFP process
o Appoint an evaluation committee to review submitted proposals
o Establish a short list of proposers eligible for interview after evaluation of written
proposals
o Extend the deadline or accept late proposal submissions under extenuating
circumstances at its discretion
o Negotiate with any, all, or none of the proposers or request information or ask
questions of any proposer
o Reject and replace one or more proposers as applicable
Commercial General Liability, Auto and Professional Liability (E&O) Insurance
Please 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 form
The 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 terms of the
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.
Budget
Project may not exceed $25,000.
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Submission instructions
Interested firms should submit one electronic copy of the requested information to:
City of Orono
ATTN: Laura Oakden, Community Development Director
loakden@oronomn.gov
Please mark the Subject line of the e-mail as “Community Survey RFP”
Proposals are due: Noon on January 20, 2026
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