Employee Engagement Survey Services

The Vendor is required to provide employee engagement survey services for include:
1. Survey design and instrument development
• Develop a validated, customizable employee engagement survey instrument aligned to city goals.
• Include core standardized engagement items plus customizable department specific items.
• Provide translation and accessibility planning as required.
2. Pre-survey communication plan
• Draft communications (email templates, intranet copy, and flyers/posters) to promote participation.
• Provide a recommended communication timeline and best-practice messaging for leadership.
3. Survey administration
• Host and administer the survey electronically (and provide alternative modes if needed).
• Provide respondent anonymity/confidentiality protocols and technical support.
• Support sample stratification to permit department, team, and demographic breakdowns.
4. Data collection and monitoring
• Monitor response rates in real time and recommend targeted outreach tactics to improve participation.
• Determine the minimum number of respondents required before a subgroup’s results are reported separately. Some departments and demographic categories are small, and without a threshold, the results could feel identifiable in an “anonymous” survey.
5. Data analysis and reporting
• Clean and analyze data; identify key drivers of engagement.
• Produce:
• Citywide analytical report with executive summary and key findings.
• Departmental and team-level reports.
• Demographic breakdowns (e.g., tenure, classification, location, demographics) while preserving confidentiality.
• Statistical analysis of engagement drivers and correlation to outcomes (e.g., intent to stay).
• Visualizations and appendices with methodology and question-level results.
6. Post-survey action planning
• Facilitate the development of a citywide post-survey action plan and recommended programs.
• Provide detailed proposed action plans addressing top drivers by department.
• Deliver templates/toolkits for departments to develop their own action plans.
7. Training and knowledge transfer
• Provide training sessions for city staff on interpreting results and using the provided data tools.
• Grant secure access to raw and processed data for designated city team members and provide documentation to enable independent analysis.
8. Project management and meetings
• Attend regular project-status meetings with city stakeholders.
• Deliver a final presentation for city leadership summarizing findings and recommendations.
9. Postsurvey communication plan
• Develop and deliver a comprehensive postsurvey communication strategy to ensure transparent, timely, and actionfocused messaging to all employees and stakeholders.
• Required components:
• Executive summary messaging for leadership to share citywide results and highlevel commitments.
• Departmental communications tailored to each department’s results and next steps (including suggested talking points for department heads).
• Employeefacing materials: FAQs, onepage results summaries, infographics, and intranet pages showing key findings (with confidentiality safeguards).
• Timing and cadence: a recommended rollout schedule (e.g., immediate highlevel release, department meetings within 2 weeks, followup updates at 30/90/180 days).
• Channel plan: recommended use of email, intranet, staff meetings, town halls, posters, and managers’ toolkits.
• Leadership engagement plan: templates and coaching for senior leaders to announce results and commit to action
• Confidentiality guidance: language to reassure employees on anonymity and how aggregated results were produced.
• Action tracking and reporting cadence: a communications plan for reporting progress on agreed actions (monthly/quarterly updates), including sample progress templates.
• Multilingual and accessibility deliverables as needed to ensure broad reach.
• Crisis or sensitive findings protocol: recommended messaging and escalation paths if survey reveals urgent issues (e.g., harassment, safety concerns).
• Measurement of communication effectiveness: recommended metrics (open rates, intranet views, attendance at meetings, followup survey/pulse suggestions).