HomeMy WebLinkAbout#16 - Agreement with PolcoSTAFF REPORT
DATE: January 2, 2019
CONSENT
AGENDA ITEM: Approve Agreement with Polco
TO: Mayor and Council
SUBMITTED BY: Jake Foster, Assistant City Administrator
BACKGROUND:
In order to receive a broader range of input from the growing community, staff has identified a need for a
community engagement/community survey tool. Additionally, staff sought a tool which would provide
greater detail as to the specific location and demographic background of respondents. Staff recommends
approving the agreement with Polco and their Civic Engagement Platform.
ISSUE BEFORE COUNCIL:
Should Council approve the Polco services and license agreement?
PROPOSAL DETAILS/ANALYSIS:
The Polco tool will be used to gain resident input in various facets. Staff intends to use the platform to
create an annual resident/community survey, update various data based upon old survey information (e.g.
parks survey from 2013), and provide additional and alternative avenues for residents to participate in the
public process. The Polco platform will provide a vehicle for residents to provide their feedback on projects
without having to attend public hearings, which will ensure a broader scope of input.
Polco also allows for the ability to track demographic and location data, which is unique to this platform at
this price point. This will allow staff to better understand who is responding, and from where they are
responding (e.g. the neighborhood in which a resident lives, age, sex, etc.). The platform can be used to
live-stream public events with integrated survey questions. Respondents are also verified in real-time, so
data can be seen and populated nearly instantaneously.
Staff recommends Council approve the Polco services and license agreement as a three year agreement and
pay the cost as one upfront fee. By agreeing to a three year term and paying upfront, the City will save
15% on the cost of the platform and licensing. Additionally, staff be able to track and compare data year-
over-year (for at least three years), and more effectively use data collected from any annual community
survey(s).
FISCAL IMPACT:
The cost of this platform reflects 2018 pricing, and would need approval in order to maintain the proposed
price. As this tool would be used across all departments, the cost of the platform will be spread out over
the general, sewer, and water funds in the 2018 budget.
If the three year agreement is approved with upfront payment, the cost will be $7,650 or $2,550 from each
fund. The cost of a one year term would be $3,000. That fee would then be subject to increased pricing in
any subsequent year if the City decides to continue using the platform. If the cost is paid annually for a
three year term, the cost would be the same $3,000 paid at the beginning of each year. That $3,000 reflects
the 2018 pricing, but would be honored for 2020 and 2021 if the City approved a three year agreement with
annual payments.
OPTIONS:
1) Approve the Polco agreement with a three year term and with upfront payment
2) Approve the Polco agreement under different terms
3) Do not approve Polco agreement
RECOMMENDATION:
If removed from the consent agenda:
“Move to approve the City’s agreement with Polco.”
ATTACHMENTS:
None