HomeMy WebLinkAboutContract 28499C!`�Y ����'�'�f�� ���
C�N�"�AG� �, —�-
STATE OF TEXAS
COUNTIES OF TARRANT,
DENTON AND WISE
,
.
KNOW ALL BY THE�E PRESENTS:
CONTRACT FOR PROFESSIONAL CONSULTING SERV`ICES
This con�ract is entered into by the City of Fort Worth, Texas, a municipal cozporation situaied
Yn Tanrant, Denton �d Wise Countie�, Texas, hereznafte�r called "City,"' and �TC Institu�e, a Kansas
carporation, hereinafter called "Consultant," both parti�s actir�g herein by and thraugh their duly
authorized representatives:
l . Scope o� SerYices.
In accordance with the highest professional standards, Consultant agrees ta provide the services
of sutvey design, administration, execution and az�.al�sis, as well as provide a formal presentation of
sutvey results / analyses, which will hi ghlight Fort Worth residents' attitudes and opixaions regarding
City services and the major issues facing Fort Worth.
The City of Fort Warth is contracting a combined mail and telephone survey, with a guaranteed
16Q0 comple#ed surveys. Residents not responding to the survey by mail will be contacted and
offered f11e apportunity to complete the survey over the tel�phone. T`he telephone-administered
survey should take the respondent approximately 20 minutes to complete.
The services provided far the stated, fixed price will include, hut are not limited �o th� following:
1.
2
3.
Survey Design, including significant City Council and Cii:y managezn ent input gathered
through initial interviews with each Council z�.ember and select City staff, as we11 as
subsequent Cauncil ! staff review of all draft survey insiruments; and
Sample Plan De�elo�xnent; and
Survey Administratzan / Execution; and
���� � �: �
u -, �I�� ;�
�h
' 9
.. . s �
!
' ��
4.
5.
Survey Pre-Test; and
Preparati.on and Presentation of Final Report on Survey Findings, including, but not
lirnited to:
a. An executive summaxy of survey methadology and major f ndings; and
b. Chart� and graphs depicting citywide survey results; and
a Tabular data that show th�; citywide results far survey questions, as well as the results
by Ci#y Council ciistricts and other variables, as appropriate; and
d. Importance-Sati$fa.ction Analysis; and
e. Benchmark Data (DirecfionFinder); and
f. Perfarman�e Indices £ar Strategic Goa1s; and
g. A copy of the survay instrument; and
h. A 3 Q— 60 minute electronic preseniation to the City Council highlighting the results.
Included in the fixed cost are alsa three one-day, on-site v�sits, as well as the recording of
r
respandent street addresses.
2. Schedule.
The Consultant shall comply with the following schedule ance the Contract for Professional
Consulting Services is ren�wed:
Element
1. Survey Instru�ent and Survey ��tnple Design
2. Survey Implernentation
3. Presentation of Survey
Findings to City Council
Comuleiion on or before
Friday, March 21, 2003
Friday, April 11, 2D�3
Frida�, ]une 20, 2003
�_ .
, [
.,, �
I
3. COmDe�S�tion.
The amount to be paid to Consultant for all services perfa:rmed hereunder shall be Forty-Four
Thousand Two Hundred Fortq and No/100 Dollars ($44,240), hereinafter "Consultant's Fee." The
Consultant's Fee sha11 include all expenses incurr�d by Consultant in the accomplishment of a11
items �isted above t�nder S ection �ne, Scope of Se�^vices. The Consultant MUST abtain Fort Warth
City Council authorization IN ADV�INCE for any and all charges beyond the authorized amount of
$44,240. It is understood that this Contx�act contemplates the pravzsi�n of full and complete
consulting services for this proj ect, including any and alI necessa.ry changes or contingencies ta
cornplete the work as outlined above in Secfion One, Scape af Se�vices, for the �ee described in this
section and contained in Attachment A, Fixed Pricing Worksheet— 2003 Fort T�Yorth Citizen Sur^vey.
Any service deemed necessary by the Consultant, but beyond the stated scrvices outlined in Section
One, Scope of Services, must be justified to and expressly autlxorized by the Fort Worth City Council
PRIOR to irnplementation o£that servicc;.
4. Data.
The City sha11 own any and all daia compiled, analyses performed and reports dr�ed by the
Consultant in his ar her fulfillment of the terms af this Contract foar Professional Consulting
Services.
�. Term.
The term of this Contract sha�l commence upon date of full executzan by the City and Consultant,
and shall terminate the 31 St of May 2003, unless terminaied earlier as provided herei�.
6. Termination.
a. City may terminate ihis Con�ract at axry tirne far ariy cause by notice in vvriting io
C�nsultant. Upon the receipt af such notice, Consultant shall irnmediately discontinue all servxces
and wa�l� and the placing of all orders or th� enterin� into of corzYraets for all supplies, assistance,
_ �
�
facilities and materials in connection wrth the performance of this Contract, and sha�ll proceed to
eancel prampily all existing eantracts insofar as they are chargeable io this Contract. Tf fihe City
terrninaies this Contract under this Sectian 6.a,, the City s�iall pay Contractar for services actually
perfarrned in accordance he:rewzth prior to such termination, less such payments as have been
pr�viously made, in accordance ;�ith a final statement submitted by Consultant dacumenting the
p�;rformance of such �vorlc.
b. Tn the event no funds or insufficient fimds are appropriated and budgeted by the City zn
any fiscal period far anypayments due I�ereunder, the Cityvc�ill notify Consultant afsuch occurrence
and this Contract shall terminate on the last day of thc; fis�al period far which appropriations were
received, v�ithout penalty or expense to City of any kind whats�ever, �xcept a,s to the portions of the
paym.ents herein agreed upon for which funds shall have been appropriated and budgeted. City has
informed Consultant that, concurrent with approval of this Contraci, City will a�propriafie and budget
100 percent of the funds specif ed in this Confiract, so thai all funds wi11 be appropriated and
b�xdgeted priar to the commencement date af this Conirac�.
c. Upon termin�.tion of this Contrac� far any re�son, Consultani shall provide the City with
copies of aIl completed or partially completed documents prepared under this Cantract.
7. Indemnification.
a. To tha extent permitted by applicable law, Con�ultant shali indemnify and hold ihe City
and iis afficers, agents and employee�s h.a.rmlass from any loss, damage, liability or expense for
damage to proper�y and injuries, including death, to anypersan, includingbutnatlimitedto officers,
agents or employees of Consultant or subconYractors, which may ar.ise out of anynegligent act, error
or olnission in the perfarmance of Consultant's pro�essional services. To the e�ct�nt permitted by
app�icable �aw, Consultant shall defend, at its own ea�pense, any suits ar o#��Lr-�s�:���i��,�?'�l��ht
.,�.
�I��M
J • �{ �1n1.
against the City, its a�f'icers, agents and employ�es, or any of them, �resulting from such negligant act,
error or omission, and shall pay all expenses and safiisfy all judgments which ma� be incurred by or
xendered aga.inst them, ar any of them, in cannection therewiih resulting fram such negligent act,
error or omission.
8. Independent CoIItraCtDr.
Consultant shall perform alI wor�c and services hereunde�r as an independent contracfor and not as
an officer, agent ar employee a� the Giiy. Consultant shall have exclusive c�ontrol of, and �he
e�clusive right to confrol, the details of the work performed here�nder and a11 persons perforraning
same, and shall be solely responsible far the acts ax�d ornissions of its office�s, agents, employees and
subcontractors. Nothing herein shall be construed as creating a p�rtnership or j oint venture between
the Cif�r and the Consultant, its officers, agents, employees and subcont�actors; and the doctrine of
�espnndeat supe�io� sha11 have no application as between the City and the Consultant.
9. Disclosure of Conflicts.
Consultant wartants to t�.e City of Fort Warth that it has made fu11 disclasure in turiting of
any existing or potential conflicts of interest related to the sez-v7ices tQ be perfarmed hereunder.
Gonsultant �urther vvarrants that it will make prompt disclosure in vvriting of any conflict� of
interest that develop subsequent to the signing ofthis Contract.
10. Ri�ht to Andit.
Consultant agrees that the City shall, untii the expiration af three (3) ye�rs after final payment
under this Coniract, have access to and the right to exarnine any directly pertinent books, documents,
papers and records af the Consultant iz�volving tr�.nsactions relating to this Contract. �onsultani
agrees ihat the City shall have access duriz�g narmal working hours fio a11 necessary Consultant
fac:ilities �nd sha11 be provided adequate and appropriate vvorkspace in order to concl�a�.�_u, 't� ;�
- ,
_ „�
� �; .;
� `x�, b�
,. ��. �
compliance with the provisians of this section. T�ie City shall give Consultant reasonable ad�ance
natice of intended audits.
Consultant further agrees to include in all ofits subcontractor agreements hereunder a pro�i�ion
to the effect that fi1�e subcontractor agrees that the City shal1, until the expi.xatian of three (3} years
ai�er final pa�nent unde:r the subcontract, have access to and the right to examine an.y directly
per�inent books, documents, papers and recards of such subcontractor involving transactions to the
subcontract, and �urther that City shall have access dur�ng normal workinghours to all subcontractor
facilities and shall be provided adequate and appropriate workspace in arder to conduct audits in
complianca r�vitb the provisions o�this paragraph. City shall give subcont�rac�or reasonable advance
notzce of intended audits.
11. Pt'ohibition of Assignment.
Neither pariy hereto shall assign, sublet or transfer its interest herein without the prior written
consent of the oth�r party, and any att�mpted assignment, sublea�e or transfer of all or any part
hereof r�ithaut such prior w�ritten cansent sha11 be void.
12. Chnxce of Law; Venue.
This Contract shall he construed in accordance with the inte�nal law of the State fl£Texas.
Should �:t�ay action, whether real or asserted, at Iaw ox in equity, arise out of the ter�n� of this
Contract; venue for said action shall be in Tarr�nt County, Texas.
----,
. �
EXECUTED on ihis, the 25'�' day of February, 2003.
ATTEST:
�{ ,l_ � � i
,
i` �f' � �' ' - -
� _ "` a
�ity Secret _ . "° 1-.`� `�-'�!ti �r7 ^
rr�ntract �uthorizmtion
� c� " � C�' "• �
GIT� OF FORT WORTH
� , ti /= ,
� I . 1 .!_��, � ,. ; . .: ��
: ��- - -
Acting Assistant City Manager
�,�t�
APPROVED A� TO FORM AND LEGALITY:
�
r ! � . __ -
Assis t Ci�y Attorney
ETC INSTITUTE
�/ r � � I/r �
BY: � `� / , 5—
Chris Tathaxn
TITLE: Vice P:resident
1�
r `
�
QeTTACF�N��hET A
�i�ed Pri�ing !�lor�ksh�et � �003 �ort V11or�h �i�i��� �u�r�y
Submiffedby: E?'C Institute # of Completed Surveys
��oa
precisian wl95°h level of confidence al CI'TY le�el +l-2.6°/n
precislon wI95°% level oi confidence (ar Council Districts! +!-7°�n
Survev Fees Include two 1-day. or1-site visits
2U-minute sunrey (approx 7-B pages)
7abular Data (overall results)
Formal Report wlnarrati�e summary, charts, etc.
Sub AnalyslslBanner Crosstabulations of data
Subtotal
Oufiana! Services
5takeholder Interviewers
Cost to reaord street addresses of respondents
Administer survey in 6enchmark cities
Additional On �ite Visits (per day) - two trips included
Addiiional Analysis Options (fsilled at hourly rate)
�avment Scheduie
Task 1.1 Design Survey
Task 1,2 Develop Sample Plan
Task 1.3 Adminisfer Survey
Task 1.4 Fina! RepartlPresentation
Tatal
$36,340
No charge
$2,000
$3,200
$41,540
$1,500
$1,200
$1,80p
$1250 plus trave!
$1251hour
per additianal day on site
due to slight reductlon in response rate
per additional city
% of Tatal to Be Billed
15%
40%
6Q%
15%
100%
Amount Billed �xcludina
a tp lans
$ 6,231
$ 4,154
$ 24,924
$ 6,231
$ 41,54D
�ity of'�'o�t �''o�th, 7'exas
�i��or �r�d Cou�cii Con�rnur�ic�tio�
DATE REFERENCE NUMBER LOG NAME �2SURVEY I PAG� 1 of 2
214103 *'���� ���s
su��Ec�r PROFES510NAL SERViCE CONTRACT WITH TH� ET� �N��ITU�E FOR THE 2003
CITY OF F�RT WORTH CITIZEN SURVEY
RECOMMENDATION:
It Es recommended that the City Council authoriza the Ci#y Manager to execute a professional services
cantract with the ETC Institute for tE�e design, a�ministratia�, execution and anaCysis of a survey of Fort
Worth citizens' attitud�s, opinions and pre�erer�ces r�garding the quality, desired quantity, and priority
c�f City servic�s, at a cost not to exceed $44,2�4Q.
DISCUSSION:
In an effar� to more effectively gauge cifizens' opinions of City service defivery, the demand for
enhanced or new City services, and preferences �or the direction the City should #ake in the future, the
City af Fort Worth began conducfing citizen surveys in 1992.
In 2002, fihe ETC 1ns�itute, a Kansas corporaiion, emerg�d as the clear preference of all selection
committee members from among the eight proposals recei�ed in response ta a Requ�sf for Proposals
{RFP No. 02-0014j to conduct the 2002 Citizen Survey. Tf�e ETC Institute was the unanimous choice
because �t offered a statistically valid, com�rehensive survey of ciiizen opinions, good vaEue, and a
Wariety of analyses tF�at would enf�ance the usefulness of survey find�ngs for City Counc9l decision-
making. Based on its excellent performance on the 2002 Citizen Survey, staff recommends that th�
ETC l�stitute con�inue as the consultant for the City's 2�03 Citizen Survey.
For tE�e price of $44,240, #he ETC Institute will do the following:
• Design a survey instrumen� wi�h substantia[ City Council and City management input; and
o Conduct a survey pre-test; and
� Provide a sample press rel�ase announcingladvertising the survey; and
� Distribute the survey �ia U.S. mail; and
� Conduct fallaw-up telepY�one survey interviews; and
� Analyze survey data; and
a Prepare and present a final report of survey findings to the City Counc9l at a mutually determined
�ate.
As in 2002, the ETC fnstitute wauld conduct a combined tele�honelmail survey, which significantly
reduces the probabifity that resul�s will be affected by non-response bias, ihere6y producing survey
results that are more representative of the larg�r City population and usefui for decision-ma�Cing
purposes.
Under the jaint mai[ltelephone survey structur�, the ETC Institute would mail the survey questionnaire
to a random sampling of residents fihroughout �he City. It would then cantact residents who did not
respond to the su�-vey via mail ta give them the opportuniiy to complete the survey i� a telephone
interview of approximately 20 minutes duration.
�'iiy o, f �`ort �ort�i, Texas
��y�r �nd Co�anc�l C���u�i��-ti�n
DA7E REFER�NCE NUMeER LOG NAM� PAG�
214103 �*��� �4�j� 025URVEY 2 of 2
sus�ECT PROFES510NAL SERViCE CONTRACT WITH THE ETC ENSTITUTE FOR THE 20a3
CITY OF FORT W�RTH CITIZEN SURVEY
The ETC Institute guarantees 1,600 completed survey questionnaires citywide, which produces a �ery
low margin of error of plus or minus 2.6% at a 95% confidence level. The results woul� also be
ar�alyzed by Council District and up to fou�- other demographic variables,
The ETC Institute would again provide a rich variety of analysis services to enhance the usefulness of
survey results. F'or example, analyses would continue to include a benchmarking of For� Worth's
results againsf a number of otl�er major cities across the nation and state for similar services. As in
2002, the final repor� of 2003 survey #indings would include an "Importance-Satisfaction" analysis,
which measures citizens' ratings af the perceived importance of care municipal services against the
perceived qualifiy of service defivery. Such information would e�a�le the City+ Council to maximize
overafl citizen satisfiaction by emphasizing impravements in those areas where the level of satisfaction
is relatively low and the p�rceived importance of the service is relatively higt�.
Furthermore, as #he City would nave two years of data for comparison purposes, upon completion of
the 20Q3 survey, the ETC Institute could begin to provide performance indices for ac�ievement of the
City Council's Strategic Goals.
MIWBE - A waiver of the goal for MIWBE subcontracting requirements was re�uested by the
departmen# and approved by the MIWBE Offiee because the purchase of services is fram saurces
v►rhere subcontracting or supplier opportunities are negligible.
�ISCAL INF�RMATIONICERTIFICATION:
The Finance Directar certifies that funds are available in the current operating budget, as appropriated,
of the General Fund.
CB:r
Su�mitted for City Manager's
Office by:
CharEes Boswell
Originating Department Head:
Charles Boswell
Addifionai lnfar�nation Coniact:
Kristin Glass
� �uNn I ACCOUNT
1 (to}
�
G1$3
�
6I83 (from)
GG01 539120
�
8704 I
CENTER
0905500
AMoiINT
$44,240.00
CITY S�CRETARY
APPROVED 2/4/03