Employee Engagement Survey Tool

The Vendor is required to provide an employee engagement survey tool software as a service services to the Port.
- Project is to implement a new survey platform to support annual or bi-annual engagement initiatives with employees and post-survey analytics for action planning with team leaders.
- A strong emphasis will be placed on building employee trust through transparent communication and rigorous confidentiality protocols.
- Provide advanced analytics, benchmarking, and action-planning tools that empower leadership and departments to make informed, data-driven decisions that drive engagement, retention, and organizational improvement.
- The key objectives of the project are:
•    Deploy the new platform by February (can be later) 2026 with a survey date to be determined.
•    Maintain employee confidentiality and trust through anonymous, secure data collection.
•    Empower leadership with actionable data for decision-making and workforce development.
•    Enhance employee retention and workplace culture through targeted improvements informed by survey results.
•    Leverage benchmarked, research-based surveys for meaningful insights and industry comparisons.
•    Enable effective action planning with tools for follow-up, tracking, and reporting.
- Benchmarking
•    Standard questions with industry and sector comparison data
•    Year-over-year internal benchmarking by manager/segment
- Customization
•    Capability for custom questions for each survey cycle and administrative control over custom questions
- Filters
•    Standard filters: department, location, job title, manager
•    Custom filters: race/ethnicity, gender (including non-binary), tenure, age
•    Cross-tabulation using multiple filters
- Confidentiality
•    Minimum reporting threshold (e.g., n ≥ 5)
•    Role-based access and permissions
•    Data anonymization policies and secure handling of open-text responses
- Analysis capabilities
•    Natural language processing (NLP) for open-text responses
•    Sentiment analysis, keyword grouping
•    Real-time dashboards with drill-down capability
- Survey distribution & reminders
•    Email invitations
•    Scheduled or triggered reminders for non-respondents
- User access & permissions
•    Role-based control for HR, executives, and managers
•    Granular control over access to filters and reports
- Data integration & export
•    Secure import of HRIS demographic data
•    Export formats: excel, pdf, PowerPoint
•    API availability for custom integrations
- Support & training
•    Onboarding and training from the vendor
•    Technical support during survey periods
•    Dedicated account or customer success management
- Authentication & security
•    Single sign-on (SSO)
•    24/7 helpdesk and customer support
•    Commitment to data privacy and security compliance
- Mobile accessibility
•    Mobile-friendly or app-based access
•    Support for android and iOS devices
- Action planning tools
•    Templates for response planning
•    Tracking and monitoring of action items
•    Email reminders for non-completion
- Additional filters
•    Custom filters or reporting on career level, salary range, exempt/non-exempt status, union representation, supervisory role
•    Heat maps
- Branding
•    Downloadable reports into port-branded PowerPoint template
•    Port-branded communication options or action planning tools
- Exit survey capability
- Analysis
•    AI analysis of results and/or comments
•    Real-time views of results once confidentiality thresholds are met
•    Inheritability – when a new manager takes over existing team, manager can view historical results
- Customization
•    Capability for off-cycle team, department or division surveys with customizable questions and custom distribution lists
•    Capability of multiple surveys at same time
•    Capability to turn on/off comment fields for questions
•    Character limits for comment fields
•    Capability to make changes all the way up until survey launch.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 13, 2025