13 staff report.Revenue Ballot Measure Polling Results with attachments
PREPARED BY: Katy Nomura
Assistant Town Manager
Reviewed by: Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 05/07/2024
DATE: April 26, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Review Polling Results, Authorize the Town Manager to Execute an
Amendment to the NBS Agreement to Include Phase 2 in the Scope of
Services to Prepare a 1/8th Cent Sales Tax Measure for the November 2024
Ballot and Increase the Not to Exceed Amount to $105,000, and Authorize an
Expenditure Budget Adjustment in an Amount of $60,400 from the Available
General Fund Capital/Special Projects Reserve
RECOMMENDATION:
Review polling results, authorize the Town Manager to execute an amendment to the NBS
agreement to include Phase 2 in the Scope of Services to prepare a 1/8th cent sales tax
measure for the November 2024 Ballot and increase the not to exceed amount to $105,000
(Attachment 1), and authorize an expenditure budget adjustment in an amount of $60,400
from the available General Fund Capital/Special Projects Reserve.
BACKGROUND:
While costs of providing services and programs for residents have significantly increased over
the years, Town revenues have not kept pace. Los Gatos is facing the same economic pressures
as many other cities and businesses, including inflation and the uneven recovery from the
pandemic. In addition, unfunded mandates by the State have also reduced the Town's
available funds.
The Town maintains a relatively stable and low staffing level. Even so, costs per employee
continue to escalate as evidenced by pension benefit costs having increased 35% in the last five
years. The Town Council has taken several proactive steps to reduce the Town’s pension
liability, including Additional Discretionary Payments for the Pension Plans and curbing cost
escalation in Other Post-Employment Benefits (OPEB).
PAGE 2 OF 4 SUBJECT: Revenue Ballot Measure Polling Results DATE: April 26, 2024
BACKGROUND (continued):
Los Gatos has taken the following proactive cost-cutting measures during major economic
downturns to control costs while maintaining high service levels:
• Staffing levels significantly reduced from 2001 – 2005 and have not returned to those
levels, despite an increase in population since then, unfunded mandates, and service
demands,
• Imposed wage freezes and unpaid furloughs, and
• Reduced employee benefit costs.
Town financials are reviewed annually by an independent auditor. Los Gatos has earned
recognition for its fiscal responsibility with the highest credit rating (AAA bond rating by
Moody’s) and annual awards by the Government Finance Officers Association for its high
quality and transparent budgeting practices.
On November 17, 2022, the Finance Commission reviewed several cost reduction measures and
recommended that the Town further work toward operational efficiencies and researching
additional revenue options.
On January 24, 2023, the Town Council determined its Strategic Priorities for 2023-2025, which
included exploring new revenue opportunities.
On June 20, 2023, the Town Council authorized the Town Manager to issue a Request for
Qualifications (RFQ) for revenue ballot measure consulting services. After conducting the RFQ
process, the Town selected NBS.
On October 17, 2023, Town Council authorized the Town Manager to enter into an agreement
for the initial phase of the work for an amount not to exceed $44,600, with direction to return
to Council with revenue modeling prior to beginning any polling.
On December 19, 2023, Town Council reviewed the Revenue Modeling Report prepared by NBS
and continued the item to February 20, 2024 to consider it at the same time as the five-year
forecast.
On February 12, 2024, the Finance Commission discussed the NBS report and recommended
that the Town Council not rely upon the NBS Report’s conclusions regarding deficit reductions
because the financial analysis was based on an outdated 5-Year Forecast which did not include
actual results for Fiscal Year 2022/23. The Finance Commission did find that the incremental
revenue contribution for the revenue options analyzed are credible and can be used for
modeling purposes. While the Commission did not make a motion regarding any potential
ballot measure, individual Commissioners questioned the need for it at this time. One
PAGE 3 OF 4 SUBJECT: Revenue Ballot Measure Polling Results DATE: April 26, 2024
BACKGROUND (continued):
Commissioner expressed that there may or may not be merit to the 1/8th cent tax measure and
indicated this was the reason they declined to opine.
On February 13, 2024, the Town Council updated its Strategic Priorities and removed the
detailed bullets under “Develop a Five-Year Structurally Balanced and Sustainable Operating
Forecast,” including reference to new revenue opportunities.
On February 20, 2024, the Town Council directed staff to proceed with polling to explore a 1/8th
cent sales tax. A 1/8th cent sales tax is estimated to result in approximately $1 million in
additional revenue annually.
DISCUSSION:
NBS partnered with Gene Bregman and Associated to conduct the scientific polling. Polling
occurred from March 24-27, 2024 and surveyed 200 registered Los Gatos voters. The summary
of the polling results will be presented at the Council meeting, including the following
conclusions:
• Los Gatos residents are very positive towards their Town, local government, and
Departments within local government.
• Maintaining public safety (police services and wildfire prevention) and traffic congestion
are of paramount importance to voters.
• Majority of voters are supportive of a 1/8th cent sales tax increase for the Town.
• If the Town captures the remaining 1/8th cent of sales tax capacity available to Los
Gatos, 100% of the funds would remain in Los Gatos.
• Not claiming the remaining sales tax capacity means a County entity could capture the
1/8th cent and raise sales tax for Los Gatos with potentially little benefit to the Town.
The Finance Commission had the option to consider the polling results at its May 6, 2024
meeting prior to Council consideration. The Finance Commission Chairperson preferred to
focus the meeting on the proposed Fiscal Year 2024/25 Budget and referenced that the
Commission discussed potential polling and revenue measures on February 12, 2024. A
summary of the February 12, 2024 discussion can be found in the Background section of this
report.
If Council authorizes Phase 2 of the NBS agreement, the consultant will prepare public
education and outreach, refine ballot measure language, and draft a resolution for the Town
Council to place the measure on the 2024 ballot. It is worth noting that a super majority of
Council (4/5) is required to place a measure on the 2024 ballot.
PAGE 4 OF 4 SUBJECT: Revenue Ballot Measure Polling Results DATE: April 26, 2024
CONCLUSION:
Staff looks forward to Council’s discussion and direction on whether to pursue a 1/8th cent sales
tax measure. If a measure is pursued, final ballot measure language and a resolution to place
the measure on the November 2024 ballot would return to Council in June to meet the August
9, 2024 submittal deadline to the Santa Clara County Registrar of Voters.
COORDINATION:
The preparation of this report was coordinated with the Town Manager, Town Attorney, and
Director of Finance.
FISCAL IMPACT:
On October 17, 2023, Council authorized the Town Manager to enter into an agreement for the
initial phase of the work for amount not to exceed $44,600. The proposed amendment would
bring the total not to exceed amount for the contract to $105,000 and require an expenditure
budget adjustment of $60,400 from the Available General Fund Capital/Special Projects
Reserve. The cost of placing a measure on the 2024 general election ballot is estimated to cost
approximately $60,000. If a measure is pursued, the $60,000 expenditure budget adjustment
would be requested when the Council considers the resolution to place the measure on the
ballot.
If a 1/8th cent sales tax measure is successful, it is estimated to generate $1 million in additional
revenue for the Town annually.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachment:
1. Draft Amendment to NBS Agreement
Page 1 of 2
Agreement for Revenue Ballot Measure Consultant Services with NBS – First Amendment ATTACHMENT 1
AMENDMENT TO AGREEMENT
This AMENDMENT TO AGREEMENT is dated for identification this 8th day of May 2024 and
amends that certain (AGREEMENT DESCRIPTION) dated October 18, 2023 made by and between
the Town of Los Gatos, ("Town,") and NBS Government Finance Group, DBA: NBS, S Corporation
(“Consultant”), whose address is 870 Market Street, Suite 1223, San Francisco, CA 94102.
RECITALS
A.Town and Consultant entered into a Consulting Agreement on October 18, 2023,
(“Agreement”), a copy of which is attached hereto and incorporated by reference as
Exhibit A to this Amendment.
B.Town desires to amend the Agreement to complete Phase 2 described in the Scope of
Services.
AMENDMENT
1.Section 2.1 Scope of Services is amended to read as follows:
Consultant shall provide services as described in Phase 1 and Phase 2 of the Scope of
Services, which is hereby incorporated by reference and attached as Exhibit A.
2.Section 2.6 Compensation is amended to read as follows:
Compensation for Consultant's professional services shall not exceed $105,000,
inclusive of all costs. Payment shall be based upon Town approval of each task.
3.All other items and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment.
Town of Los Gatos: Approved as to Consent:
_______________________________
Laurel Prevetti, Town Manager
_____________________________
Michael Rentner, Chief Executive Officer
Recommended by:
_______________________________________
Katy Nomura
Assistant Town Manager
2
Approved as to Form: Attest:
s Gatos, California
______________________________ ______________________________
Gabrielle Whelan, Town Attorney Wendy Wood, CMC, Town Clerk
Agreement for Revenue Ballot Measure Consultant Services with NBS
AGREEMENT FOR REVENUE BALLOT MEAURE CONSULTANT SERVICES
THIS AGREEMENT is made and entered into on October 18, 2023 by and between TOWN OF LOS
GA NBS Government Finance Group, DBA:
NBS, S Corporation 870 Market Street, Suite 1223, San Francisco,
CA 94102. This Agreement is made with reference to the following facts.
I. RECITALS
1.1 The Town desire to engage Consultant to provide revenue ballot measure consultant
services.
1.2 The Consultant represents and affirms that it is willing to perform the desired work
pursuant to this Agreement.
1.3 Consultant warrants it possesses the distinct professional skills, qualifications, experience,
and resources necessary to timely perform the services described in this Agreement.
Consultant acknowledges Town has relied upon these warranties to retain Consultant.
II. AGREEMENTS
2.1 Scope of Services. Consultant shall provide services as described in Phase 1 of the Scope
of Services, which is hereby incorporated by reference and attached as Exhibit A.
Town staff and Consultant shall return to the Los Gatos Town Council for direction before
conducting the voter poll portion of the work.
2.2 Term and Time of Performance. This contract will remain in effect from October 18, 2023
to November 5, 2024.
2.3 Compliance with Laws. The Consultant shall comply with all applicable laws, codes,
ordinances, and regulations of governing federal, state and local laws. Consultant
represents and warrants to Town that it has all licenses, permits, qualifications and
approvals of whatsoever nature which are legally required for Consultant to practice its
profession. Consultant shall maintain a Town of Los Gatos business license pursuant to
Chapter 14 of the Code of the Town of Los Gatos.
2.4 Sole Responsibility. Consultant shall be responsible for employing or engaging all persons
necessary to perform the services under this Agreement.
2.5 Information/Report Handling. All documents furnished to Consultant by the Town and all
reports and supportive data prepared by the Consultant under this Agreement are the
services or at the Town's written request. All reports, information, data, and exhibits
Exhibit A to First Amendment Dated May 8, 2024
EXHIBIT A
Agreement for Revenue Ballot Measure Consultant Services with NBS
prepared or assembled by Consultant in connection with the performance of its services
pursuant to this Agreement are confidential until released by the Town to the public, and
the Consultant shall not make any of the these documents or information available to any
individual or organization not employed by the Consultant or the Town without the
written consent of the Town before such release. The Town acknowledges that the
reports to be prepared by the Consultant pursuant to this Agreement are for the purpose
of evaluating a defined project, and Town's use of the information contained in the reports
prepared by the Consultant in connection with other projects shall be solely at Town's risk,
unless Consultant expressly consents to such use in writing. Town further agrees that it
will not appropriate any methodology or technique of Consultant which is and has been
confirmed in writing by Consultant to be a trade secret of Consultant.
2.6 Compensation. Compensation for Consultant's professional services shall not exceed
$44,600, inclusive of all costs. Payment shall be based upon Town approval of each task.
2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the
service and shall be accompanied by a detailed explanation of the work performed by
whom at what rate and on what date. Also, plans, specifications, documents or other
pertinent materials shall be submitted for Town review, even if only in partial or draft
form.
Payment shall be net thirty (30) days. All invoices and statements to the Town shall be
addressed as follows:
Invoices:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031-0655
2.8 Availability of Records. Consultant shall maintain the records supporting this billing for not
less than three years following completion of the work under this Agreement. Consultant
shall make these records available to authorized personnel of the Town at the Consultant's
offices during business hours upon written request of the Town.
2.9 Assignability and Subcontracting. The services to be performed under this Agreement are
unique and personal to the Consultant. No portion of these services shall be assigned or
subcontracted without the written consent of the Town.
2.10 Independent Contractor. It is understood that the Consultant, in the performance of the
work and services agreed to be performed, shall act as and be an independent contractor
and not an agent or employee of the Town. As an independent contractor he/she shall not
obtain any rights to retirement benefits or other benefits which accrue to Town
employee(s). With prior written consent, the Consultant may perform some obligations
Agreement for Revenue Ballot Measure Consultant Services with NBS
under this Agreement by subcontracting, but may not delegate ultimate responsibility for
performance or assign or transfer interests under this Agreement. Consultant agrees to
testify in any litigation brought regarding the subject of the work to be performed under
this Agreement. Consultant shall be compensated for its costs and expenses in preparing
for, traveling to, and testifying in such matters at its then current hourly rates of
compensation, unless such litigation is brought by Consultant or is based on allegations of
Consultant's negligent performance or wrongdoing.
2.11 Conflict of Interest. Consultant understands that its professional responsibilities are solely
to the Town. The Consultant has and shall not obtain any holding or interest within the
Town of Los Gatos. Consultant has no business holdings or agreements with any individual
member of the Staff or management of the Town or its representatives nor shall it enter
into any such holdings or agreements. In addition, Consultant warrants that it does not
presently and shall not acquire any direct or indirect interest adverse to those of the Town
in the subject of this Agreement, and it shall immediately disassociate itself from such an
interest, should it discover it has done so and shall, at the Town's sole discretion, divest
itself of such interest. Consultant shall not knowingly and shall take reasonable steps to
ensure that it does not employ a person having such an interest in this performance of this
Agreement. If after employment of a person, Consultant discovers it has employed a
person with a direct or indirect interest that would conflict with its performance of this
Agreement, Consultant shall promptly notify Town of this employment relationship, and
shall, at the Town's sole discretion, sever any such employment relationship.
2.12 Equal Employment Opportunity. Consultant warrants that it is an equal opportunity
employer and shall comply with applicable regulations governing equal employment
opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate
against persons employed or seeking employment with them on the basis of age, sex,
color, race, marital status, sexual orientation, ancestry, physical or mental disability,
national origin, religion, or medical condition, unless based upon a bona fide occupational
qualification pursuant to the California Fair Employment & Housing Act.
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
i.Consultant agrees to have and maintain, for the duration of the contract,
General Liability insurance policies insuring him/her and his/her firm to an
amount not less than: two million dollars ($2,000,000) combined single
limit per occurrence for bodily injury, personal injury and property damage.
ii. Consultant agrees to have and maintain for the duration of the contract, an
Automobile Liability insurance policy ensuring him/her and his/her staff to
an amount not less than one million dollars ($1,000,000) combined single
limit per accident for bodily injury and property damage.
Agreement for Revenue Ballot Measure Consultant Services with NBS
iii. Consultant shall provide to the Town all certificates of insurance, with
original endorsements effecting coverage. Consultant agrees that all
certificates and endorsements are to be received and approved by the
Town before work commences.
iv. Consultant agrees to have and maintain, for the duration of the contract,
professional liability insurance in amounts not less than $1,000,000 which is
sufficient to insure Consultant for professional errors or omissions in the
performance of the particular scope of work under this agreement.
General Liability:
i. The Town, its elected and appointed officials, employees, and agents, are to
be covered as insured as respects: liability arising out of activities
performed by or on behalf of the Consultant; products and completed
operations of Consultant, premises owned or used by the Consultant. This
requirement does not apply to the automobile or professional liability
insurance required for professional errors and omissions.
ii. The Consultant's insurance coverage shall be primary insurance as respects
the Town, its elected and appointed officials, employees, and agents. Any
insurance or self-insurances maintained by the Town, its elected and
appointed officials, employees, and agents, shall be excess of the
Consultant's insurance and shall not contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the Town, its elected and appointed officials,
employees, and agents.
iv. The Consultant's insurance shall apply separately to each insured against
whom a claim is made or suit is brought, except with respect to the limits of
the insurer's liability.
3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that
coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except
after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the Town. Current certification of such insurance shall be kept on file at all
times during the term of this agreement with the Town Clerk.
3.3 . In addition to these policies, Consultant shall have and maintain
Workers' Compensation insurance as required by California law and shall provide evidence
of such policy to the Town before beginning services under this Agreement. Further,
Agreement for Revenue Ballot Measure Consultant Services with NBS
Consultant shall ensure that all subcontractors employed by Consultant provide the
required Workers' Compensation insurance for their respective employees.
3.4 Indemnification. The Consultant shall save, keep, hold harmless and indemnify and defend
the Town, its elected and appointed officials, employees, and agents, from all damages,
liabilities, penalties, costs, or expenses in law or equity that may at any time arise or be set
up because of damages to property or personal injury received by reason of, or in the
course of performing the work described in this contract.
IV. GENERAL TERMS
4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder
shall operate as a waiver of any other right or remedy that party may have hereunder, nor
does waiver of a breach or default under this Agreement constitute a continuing waiver of
a subsequent breach of the same or any other provision of this Agreement.
4.2 Governing Law and Venue. This Agreement, regardless of where executed, shall be
governed by and construed to the laws of the State of California. Venue for any action
regarding this Agreement shall be in the Superior Court of the County of Santa Clara.
4.3 Termination of Agreement. The Town and the Consultant shall have the right to terminate
this agreement with or without cause by giving not less than fifteen days (15) written
notice of termination. In the event of termination, the Consultant shall deliver to the
Town all plans, files, documents, reports, performed to date by the Consultant. In the
event of such termination, Town shall pay Consultant an amount that bears the same ratio
to the maximum contract price as the work delivered to the Town bears to completed
services contemplated under this Agreement, unless such termination is made for cause,
in which event, compensation, if any, shall be adjusted in light of the particular facts and
circumstances involved in such termination.
4.4 Amendment. No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by the Town and the Consultant.
4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be
entitled to reasonable attorney's fees, including costs of appeal.
4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if
mailed postage prepaid, and addressed to:
Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
NBS Government Finance Group, DBA: NBS, S
Corporation
870 Market Street, Suite 1223
San Francisco, CA 94102
Agreement for Revenue Ballot Measure Consultant Services with NBS
or personally delivered to Consultant to such address or such other address as Consultant
designates in writing to Town.
4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the
terms and conditions of this Agreement in respect of the Products or Services and any
attachments to this Agreement, then the terms and conditions of this Agreement shall
prevail over attachments or other writings.
4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and
exclusive statement of the Agreement between the Town and Consultant. No terms,
conditions, understandings or agreements purporting to modify or vary this Agreement,
unless hereafter made in writing and signed by the party to be bound, shall be binding on
either party.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement.
Town of Los Gatos by:
Laurel Prevetti, Town Manager
Recommended by:
Katy Nomura, Assistant Town Manager
Consultant, by:
Michael Rentner, Chief Executive Officer
Printed Name and Title
Approved as to Form:
Gabrielle Whelan, Town Attorney
Attest:
_____________________________________
Wendy Wood, CMC, Town Clerk
Statement of Qualifications for Town of Los Gatos NBS | 3
4.Project Approach
Summary of Approach
NBS will communicate with the Town staff throughout
the duration of the project to clarify the Town’s goals,
identify any special circumstances, and develop a realistic
project schedule. The following Work Plans detail the steps
needed to put the Town in the best position to propose a
viable local funding ballot measure for the November 2024
election.
Although not mentioned in the Town’s Request for
Qualifications, an additional service we can provide is
Revenue Measure Modeling to calculate financial benefit
to the Town of a Special Financing District. This is
listed as an optional item in our proposed budget.
Phase 1 | October - December 2023 | Issue Research, Polling, Community Survey
NBS will work with your team to understand the specific needs for, and demand on, the Town’s programs
and services, and will provide an analysis of various tax models for the Town to understand potential
options.
Develop Stakeholder Outreach and Public Engagement Messaging: NBS will work with staff, elected officials
and stakeholders to develop agreed-upon messaging that will ensure the sharing of consistent ideas and
concepts with the community during Phase One services such as polling. Standard messaging will provide
clarity to community members and prevent confusion.
NBS will partner with the Town Manager, Town team, and our subconsultant GBA to provide the research
needed for the Town to understand its most viable revenue measure options.
Voter Poll: Working with NBS and the Town team, GBA will draft a survey questionnaire for Town approval,
and conduct a poll among likely voters within Los Gatos that will achieve the following objectives:
• Explore the current image of the Town of Los Gatos, voters' attitudes towards the Town, and their
assessments of the strengths and weaknesses of local government;
• Determine voter perceptions of the needs of the Town and the priorities that voters set for those
needs;
• Determine voter attitudes towards various revenue measures for the Town, and the optimum
amount to place before the voters;
Exhibit A: Scope of Services
Exhibit A
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Statement of Qualifications for Town of Los Gatos NBS | 4
• Evaluate voters' top priorities for money raised in order to design a measure that best addresses the
desires of the community;
• Determine the most effective and important reasons for your voters to support a ballot measure;
• Develop a demographic profile of Town voters, including how various demographic groups differ in
their opinions and attitudes towards a possible ballot measure.
Polling Methodology: Our subconsultant, GBA, will select the survey sample from highly sophisticated
and up-to-date voter registration files. This information, when combined with the answers to our survey
questions, is essential as we identify voters who are most likely to vote in general, primary, municipal,
special, or mail-only elections. It is critical to remember that any survey must interview only likely voters.
Being a registered voter is not enough. Those likely to vote will have demonstrated their interest in
voting through their history in previous elections.
The sample will be drawn from lists of registered voters which have been matched with telephone
directories and other lists to maximize the quantity of available telephone numbers. Since this is a small
city, we would expect that a smaller sample of voters will be adequate, even if it is no more than 100-200
completed interviews.
GBA believes that it is of the utmost importance to go beyond simple questions and simple answers. For
example, you will never see us ask if a problem is serious or not serious. We require differentiation
between those with strong opinions and those with weaker opinions, those who say the problem is
"extremely serious," or "very serious" rather than those who say it is only "somewhat serious" or "not
too serious." Therefore, virtually all questions in our polls will delve into the intensity of feeling that
voters bring to an issue. Only in this way can we separate those voters with a general opinion on an issue
from those who are moved to take action because of that same issue (even if the "action" is just voting
"yes" or "no").
Telephone interviews are conducted by a regularly employed staff of full-time professional interviewers
who specialize in conducting interviews for public opinion surveys. GBA supervises the interviewing
process and verifies that interviews are conducted according to specifications. Supervisory procedures
include continuous on-site and telephone monitoring of interviews. GBA follows established industry
standards for call backs of busy or "not-at-home" numbers designed specifically to maintain the
randomness of interviewee selection and the validity of the survey. A regularly employed staff of full-
time professional interviewers conducts interviews in English, Spanish, Vietnamese, Cantonese,
Mandarin, and other languages.
To summarize, we will provide to the Town of Los Gatos:
• Random telephone and on-line survey of likely voters
• Consultation solely with principal of Gene Bregman & Associates
• Assistance in developing topic areas to be investigated
• Development of survey questionnaire
• Scientific sample selection to assure reaching an accurate representation of the voting population
• Pre-testing of questionnaire
• Conduct of field work from our central phone bank, as well as surveys completed from text and
email contacts
• Editing, coding, and electronic data processing
• A full computer printout of all cross-tabulated data
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Statement of Qualifications for Town of Los Gatos NBS | 5
• Analysis of survey results
• On-going strategy and consultation
Feasibility Analysis of Ballot Measure Options and Expenditure Plan: Incorporating polling data, NBS and
GBA will make recommendations to the Town team on a proposed ballot measure amount and ballot
measure expenditure plan elements. If polling is favorable for a potential funding measure, this would be an
optimal time to present polling data to the Town Council for discussion and recommendation to draft ballot
measure language. This allows time for community outreach, input and consensus building among key
stakeholders prior to finalizing the proposed ballot language and the resolutions Council must adopt to
officially place a measure before voters.
Decision from Council to move to Phase 2.
Phase 2 | January 2023 – July 2024 | Message Toolkit, Stakeholder
Outreach and Public Engagement
Outreach to key stakeholders (business, labor, and other community
leaders) before a measure is officially proposed can be key to the success
of its passage. This is where potential bumps in the road are uncovered,
and ideally resolved. NBS will work with the Town team to develop a
Stakeholder Outreach Plan and strategy to help build community
consensus around the need for a ballot measure to maintain the quality of
life that Los Gatos residents desire.
NBS will work with the Town team to create a Key Stakeholder Outreach
Plan and a list of key stakeholders and media outlets, develop website
content, and an Informational Toolkit (fact sheet, Q&A, PowerPoint
presentation) that can be used to educate and engage leaders in the public and private sector, business
community, and community-based organizations about the need for additional funding for essential public
services.
Once the Council acts to place a measure on the ballot, the Town may consider some informational
outreach to educate residents on the proposal itself through online and news media communications and
through the mail. Working with your staff and legal counsel, we can assist with crafting and implementing
that communications program.
Community Survey: In addition to the quantitative research conducted by GBA, CivicMic can conduct
qualitative research in the form of a community survey of residents at large. This outreach through email and
social media will be comprised of an abbreviated survey asking residents to weigh in with their priorities for
town services and programs. This community engagement effort provides additional perspectives to the
research and can be helpful in conveying the Town’s commitment to inclusivity and transparency.
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Statement of Qualifications for Town of Los Gatos NBS | 6
Finalize Ballot Measure Language and Ballot Argument
To place a ballot measure on the November 5, 2024 ballot, all election-related Council action and
resolutions must be completed and noticed to the County by August 9, 2024, providing an important
window of time for informing and engaging community members around the need for additional revenue
before officially proposing and finalizing the ballot measure language.
NBS will work with the Town Manager and Town Attorney to draft ballot measure language and
accompanying resolutions for Town Council approval.
Engagement Activities
Aiming to reach residents with diverse backgrounds allowing for unique
perspectives, CivicMic would:
Create a customized webpage for your project on civicmic.com. This site
would feature a variety of engagement tools and informational materials.
Develop an email campaign strategy to reach out to community members and stakeholders who
may not have access to social media or may not regularly visit the Town website.
Include specialized mapping and graphics on CivicMic.com, such as sample maps showing
community participation in the survey.
Design content related to the Town’s challenges in maintaining high services levels for resident
programs and services.
Coach various Stakeholders on ways to share educational materials with community members
through workshops and printed materials.
Create an email list of community members who have expressed interest in receiving updates.
DocuSign Envelope ID: E3A5F1AB-4463-4D7E-887E-D7F5A5FCEE0E
Statement of Qualifications for Town of Los Gatos NBS | 7
DRAFT TIMELINE
The following is an overview of our proposed project schedule. We will discuss a detailed schedule at the kick-off meeting, along with the expected
timing for individual tasks. Note: This page is intentionally formatted differently to improve legibility of the table contents.
Apr '24 May '24 June '24 Jul '24 Aug '24 Sep '24 Oct '24 Nov '24
Phase 1 – Issue Research, Polling, Community Survey
Kickoff Meeting
Revenue Modeling (optional financial analysis)
Develop Stakeholder Outreach and Public Engagement Messaging
Public Opinion Research
Draft Poll Questionnaire
Poll in Field
Initial Results
Crosstabs Available
Complete Full Analysis of Survey Results
Present Poll Results, Feasibility Analysis, Recommendations to Council
for discussion (not action)
Phase 2 – Messaging, Stakeholder Outreach, Public Engagement
Community Survey
Develop Message Toolkit
Stakeholder Outreach (key community leaders, businesses, orgs)
Public Education/Engagement (Community Mtg, Email, Social Media)
Finalize Ballot Language / Resolutions for Council Action
Work Plans
Feb '24 Mar '24PROJECT SCHEDULE - TOWN OF LOS GATOS Oct '23 Nov '23 Dec '23 Jan '24
Deadline for Council to
submit measure-related
documents to County:
8/9/24
DocuSign Envelope ID: E3A5F1AB-4463-4D7E-887E-D7F5A5FCEE0E
Statement of Qualifications for Town of Los Gatos NBS | 8
5. Costs
Our professional fees are based on our understanding the Town’s needs and the effort we believe is necessary to complete the scope of
services described.
Director
(Wood)
Project
Manager
(Lewis)
GBA
Flat Fee
NBS
Consultant
(Argerich-
Valentine)
NBS Senior
Consultant
(Dayhoff)
NBS
Specialist
and Analyst
(Savage)
Consultant
Labor (Hrs.)
Consultant
Costs ($)
with
Optional
Services
Consultant
Costs ($)
without
Optional
Services
$250 $200 $30,000 $175 $200 $150
Work Plans
Phase 1 – Issue Research, Polling, Develop Communications Plan
Kickoff Meeting 1.0 1.0 - 1.0 1.0 - 4.0 825$ 825$
Revenue Modeling (Optional)2.0 2.0 - 2.0 30.0 - 36.0 7,250$ -$
Develop Stakeholder Outreach & Public Education Messaging 7.0 7.0 - 5.0 - 8.0 27.0 5,225$ 5,225$
Public Opinion Research* (design voter poll, analyze data)2.0 4.0 1.0 - - - 7.0 31,300$ 31,300$
Total Phase 1 44,600$ 37,350$
Phase 2 – Messaging, Stakeholder Outreach & Public Engagement
Community Survey Implementation (Optional)4.0 10.0 - 10.0 - 20.0 44.0 7,750$ -$
Complete Stakeholder Outreach & Public Education Plan 8.0 8.0 - 5.0 - - 21.0 4,475$ 4,475$
Create Informational Toolkit (e.g., webpage content, Fact Sheet, FAQ)4.0 12.0 - 12.0 - 4.0 32.0 6,100$ 6,100$
Stakeholder Outreach & Public Education (meetings, flyers, social media)8.0 40.0 - 20.0 - 20.0 88.0 16,500$ 16,500$
Draft Ballot Language 5.0 5.0 - - - - 10.0 2,250$ 2,250$
Finalize Ballot Language / Resolution for Council 5.0 5.0 - - - - 10.0 2,250$ 2,250$
Total Phase 2 39,325$ 31,575$
GRAND TOTAL FEES 46.0 94.0 1.0 55.0 31.0 52.0 279.0 83,925$ 68,925$
ESTIMATED EXPENSES
Travel Costs Per In-Person Meeting (not to exceed)1Mailing and printing costs 12,000$ 12,000$
Travel and meeting expenses 3,500$ 3,500$
TOTAL INCLUDING ESTIMATED EXPENSES 99,425$ 84,425$
OPTIONAL SERVICES PRICING
Labor & Travel Costs Per Optional In-Person Meeting 2,000$ 2,000$
Cost associated with the design/print/postage per mailer
Grand Totals
1. Travel-related cost and direct reimbursable expenses; all other expenses are included in labor rates. This cost will be $0 if all meetings and presentations are held remotely.
FEE SCHEDULE
TOWN OF LOS GATOS
Hourly Rate
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Statement of Qualifications for Town of Los Gatos NBS | 9
ADDITIONAL POLLING INFORMATION
Three major factors determine the cost for a survey: the number of interviews to be completed; the average length of each interview; and how easy or
hard it is to reach and complete interviews with qualified voters. Of course, the more interviews that are completed, the more reliable is the data, as
shown by the changes in sampling tolerance, or margin of error (MOE), at different completion rates. The following table shows how the MOE changes
with the number of completes:
200 completed interviews = Margin of Error +/- 6.9%
300 completed interviews = Margin of Error +/- 5.7%
In addition, when the overall sample size increases, the sample sizes for various voter sub-groups will also increase, and their margins of error will
decrease.
HOURLY RATES
Title Hourly Rate
Director / Senior Review $250
Associate Director / Engineer $225
Senior Consultant $200
Consultant $175
Project Analyst / Specialist $150
Project Resource Analyst $130
Clerical / Support $110
TERMS
Public Engagement services are invoiced on a monthly basis. Expenses will be itemized and included in the next regular invoice. If the project
is prematurely terminated by either party, NBS shall receive payment for work completed. Payment shall be made within 30 days of submittal
of an invoice. If payment is not received within 90 days, simple interest will begin to accrue at the rate of 1.5% per month. Either party can
cancel consulting contract with 30 days’ written notice.
DocuSign Envelope ID: E3A5F1AB-4463-4D7E-887E-D7F5A5FCEE0E
Statement of Qualifications for Town of Los Gatos NBS | 10
EXPENSES
Customary out-of-pocket expenses are billed at actual cost to NBS. These expenses may include, but not be limited to, boundary map and
assessment diagram preparation (time, materials, plotting and all related costs), mailing fulfillment, postage, supplies, reproduction,
telephone, travel, meals and various third-party charges for data, maps, and recording fees.
DocuSign Envelope ID: E3A5F1AB-4463-4D7E-887E-D7F5A5FCEE0E