Title
2026 Community Survey Agreement - Addendum A and Change Order #1
History
On April 4, 2026, the Board approved entering into a contract with Policy Confluence to conduct community surveys, which have historically been conducted every two to three years as part of the Village’s ongoing efforts to assess resident feedback and gauge community sentiment regarding Village services, priorities, and initiatives.
Staff is seeking approval of Change Order #1 / Addendum A to the agreement with Policy Confluence (also referred to as Polco) to increase the contract amount by $4,200.00 for additional outreach efforts related to the Village’s 2026 Community Survey.
The requested change order will provide an additional wave of reminder postcard mailings to 5,000 households in an effort to further encourage participation and improve overall survey response rates. Increasing resident participation supports a broader and more representative sample of the community, helping ensure survey results more accurately reflect the perspectives and demographics of Village residents. Enhanced outreach efforts are intended to maximize engagement and strengthen the quality and usefulness of the data collected to assist with future planning and decision-making efforts.
Financial Impact
The total cost for the proposed for initial services was $38,450. Per Change Order#1 and Addendum A, staff would like to add an additional $4,200.00 to the contract for a new not-to-exceed contract amount of $42,650.00.
Recommended Action/Motion
I move to approve and authorize the execution of Change Order #1 / Addendum A with Policy Confluence (Polco) to increase the contract amount by $4,200.00 for the expansion of outreach efforts, for a new not-to-exceed contract amount of $42,650.00, and as fully presented.
(Full motion not necessary to be read)
I move to approve and authorize the execution of Change Order #1 / Addendum A to the original Professional Services Agreement dated April 6, 2026, with Polco to increase the contract amount by $4,200.00 per the Proposal dated May 13, 2025, for the expansion of outreach efforts to an additional 5,000 households, resulting in a revised not-to-exceed contract amount of $42,650.00;
AND
Authorize the Village Manager to execute all related documents subject to Village Attorney review.