HomeMy WebLinkAbout133766 VANTAGE MARKETING - CONTRACT - RFP - P846 SECOND HAND SMOKE PUBLIC OPINION SURVEYPROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred
to as the "City" and VANTAGE MARKETING RESEARCH, INC. a corporation, hereinafter referred
to as 'Professional".
W ITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of four (4) pages, and incorporated
herein by this reference.
2. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within five (5) days following execution of this
Agreement. Services shall be completed no later than Time is of the essence. Any extensions of
the time limit set forth above must be agreed upon in writing by the parties hereto.
3. Early Termination by City. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent
to the following addresses:
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EXHIBIT B
PROPOSAL
Our cost proposal is presented in three parts. The first part gives a detailed
description of the professional, clerical and materials costs associated with the
project. The second part shows data collection costs by sampling option. The
third part summarizes total project costs by sampling option. Total project cost
will ultimately depend on which sampling option is selected.
Professional, Clerical and Material Costs
Survey management
(includes phone and Email discussions, meetings,
data collection management and general project
management)
Eshelman
7
$85
$595
Heimbach
2
$125
$250
Instrument design
Eshelman
17
$85
$1,445
Heimbach
4
$125
$500
Data editing, database set-up
Eshelman
6
$85
$510
Statistical analysis and report
Eshelman
45
$85
$3,825
Heimbach
4
$125
$500
Total professional
85
$7,625
Clerical
$180
Materials
$100
Total professional, clerical and materials
$7,905
Data Collection Costs
Our cost proposal includes six different sampling options. All of the options
assume a 10-minute interview and five call-back attempts. An interview
designed to last longer than 10 minutes will cost more for data collection.
s
rah i
t
Option 1
380
0
$4,880
Option 2
760
2
$9,198
Option 3
1,140
3
$13,515
Option 4
1,520
4
$17,832
Option 5
1,900
5
$22,149
Option 6
2,280
6
$26,467
Summary of Total Project Cost by Samplina Option
Option 1
$7,905
$4,880
$12,785
Option 2
$7,905
$9,198
$17,103
Option 3
$7,905
$13,515
$21,420
Option 4
$7,905
$17,832
$25,737
Option 5
$7,905
$22,149
$30,054
Option 6
$7,905
$26,467
$34,372
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James E. Eshelman
President
Vantage Marketing Research Inc
8724 West Quarto Avenue
Littleton, CO 80128
City:
Susie Gordon
Natural Resources
City of Fort Collins
P. O. Box 580
Ft. Collins, CO 80522
With Copy to:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and
Risk Management
City of Fort Collins
P. O. Box 580
Ft. Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole right
and remedy for such termination.
4. Protect Indemnity and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the coordination
of all services rendered by the Professional, including but not limited to reports, and shall, without
additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies.
The Professional shall indemnify, save and hold harmless the City, its officers and employees in
accordance with Colorado law, from all damages whatsoever claimed by third parties against the
City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the
Professional's negligent performance of any of the services furnished under this Agreement.
combined single limits.
5. Compensation. In consideration of the services to be performed pursuant to this
Agreement, the City agrees to pay Professional a fixed fee in the amount of Twelve Thousand
Seven Hundred Eighty-five Dollars ($12,785.00) which includes reimbursable direct costs as set
forth in Exhibit B, Option 1, consisting of two (2) pages, and incorporated herein by this reference.
All such fees and costs shall not exceed Twelve Thousand Seven Hundred Eighty-five Dollars
($12,785.00). Monthly partial payments based upon the Professional's billings and itemized
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statements are permissible. The amounts of all such partial payments shall be based upon the
Professional's City -verified progress in completing the services to be performed pursuant hereto and
upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall
be made following acceptance of the work by the City. Upon final payment, all designs, plans,
reports, specifications, drawings, and other services rendered by the Professional shall become the
sole property of the City.
6. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instructionshall be directed to the City Representative.
7. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of Services,
Work Schedule, and other material information. Failure to provide any required monthly report may,
at the option of the City, suspend the processing of any partial payment request.
8. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall not
be responsible for withholding any portion of Professional's compensation hereunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
9. Personal Services. It is understood that the City enters into this Agreement based
on the special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
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10. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's
approval or acceptance of, or payment for, any of the services shall not be construed to operate as
a waiver of any rights or benefits provided to the City under this Agreement.
11. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default.
12. Remedies. In the event a party has been declared in default, such defaulting party
shall be allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
equitable actions against the defaulting party, the defaulting party shall be liable to the
non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred
because of the default.
13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
14. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
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THE CITY OF FORT COLLINS,,�C�OL�O�RADDO
By: CIK�o / `ti '��l 1,
m s B. O'Neill II, CPPO, FNIGP
Directo of urchasing & Risk Management
DATE: 7 �I(0 2
VANTAG- MARKETING RESEARCH,
0
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: L� �--
ATTEST•
(Corporate Seal)
Corporate Secretary
PSA 05/01
EXHIBITA
METHOD
It is imperative that the survey results are a valid representation of the
opinions of Fort Collins residents. Therefore, data collection, sample size,
sample selection, response and the survey instrument are all critical
elements in achieving reliable, valid results. In this section we discuss these
elements and our proposed method in some detail.
Data Collection Method
The time frame for this project (six weeks or less) eliminates just about any
data collection method other than telephone. Online data collection is also
relatively fast, but it would systematically exclude residents without Internet
access (a significant proportion of the adult Fort Collins population), thereby
invalidating the results.
By using telephone as the survey medium, we can collect responses in a
relatively short period of time (1-3 weeks), maintain control over the sample
on a day-to-day basis, and achieve a higher response rate and therefore more
reliable results than might be achieved with a mail survey.
Aside from excluding households without telephones, the disadvantages of
using this method are mainly in survey complexity and length. The tasks
that respondents are asked to perform and the questions asked must be
easily understood through verbal communication. Ideally, survey length
should not exceed 10 minutes, and under no circumstances should it exceed
15 minutes. After 15 minutes respondent fatigue sets in, the incidence of
respondent call terminations increases dramatically, and respondents are
more likely to provide less thoughtful responses in an effort to complete the
interview as quickly as possible.
Sample Size
A randomly selected, probability sample of 400 responses yields a maximum
sampling margin of error of +/- 5 percentage points at the 95 percent
confidence level. This level of reliability is the usual standard in survey
research.
If the City were only interested measuring the opinions of adult Fort Collins
residents as a whole, then we would recommend this sample size.
However, the Request for Proposal suggests the need for this level of
reliability for one or more population sub -groups, which requires a sample of
400 responses for each sub -group. For example, if the City is interested in
1
measuring and comparing opinions by Council district, then doing so with
adequate statistical reliability requires a sample of 400 responses for each of
the six Council districts, and a total sample of 2,400 responses (6x400).
To ensure reliability, our recommendation is to collect 400 responses from
the Fort Collins population
Sample Type
Sub -Groups
Total
Sample
Size
Option 1
Simple random selection.
In proportion to the
population.
400
Sample Selection
Although we will survey adult Fort Collins residents, the actual sampling
units are randomly generated telephone numbers within the Fort Collins
geographic or political boundaries. This method, known as random digit
dialing (RDD), uses phone prefixes from Fort Collins and then adds the last
four digits from a random number generator. Sample numbers are screened
for businesses, modems, faxes and disconnected numbers. One feature of
RDD sampling is that unlisted numbers can be included in the sample,
thereby providing a more representative sample. The survey instrument will
include screening questions to ensure that potential respondents are indeed
qualified, adult Fort Collins residents.
The potential for non -response bias is a critical issue with this survey
because it directly impacts the validity of survey results. If adult residents
who are randomly selected but do not respond have opinions that are
significantly different from those who do respond, then the survey results
may be invalid as a representation of the entire population's opinions. A
method commonly used to overcome this problem is to compare the sample
demographic characteristics to the population under study, and then
statistically weight the sample results so that they better represent the
population. However, we propose using two methods that will yield a higher
level of validity.
First, we will closely monitor responses as data are collected to ensure that
certain groups are not under or over represented in the sample. Second, we
will specify a higher number of call-backs to non -respondents than is
typically used in telephone surveys. We will specify five call-back attempts,
rather than the standard three attempts. Using a greater number of call-back
attempts has two advantages. First, response rate will be relatively higher,
2
thereby reducing the potential for non -response bias. Based on past surveys
of a similar nature, we anticipate a response rate of 40 to 45 percent with
five call-back attempts, compared to less than 30 percent with three call-
back attempts. Second, we can compare the opinions of respondents
reached with one or two call attempts to those reached on the fourth or fifth
attempt to determine if non -response bias is an issue. For example, if no
statistically significant difference exists between the two groups (one or two
attempts compared to four or five attempts), then the opinions of non -
respondents probably do not vary significantly from those who do respond.
Data Collection Instrument
In our discussion of data collection we established the need to keep the
interview length at about 10 minutes, and we propose a series of interview
questions that will take about 10 minutes to complete. In addition to
qualifying and demographic questions, we recommend that the core of the
interview consist of a series of statements with which respondents can
express a level of agreement or disagreement on a four or six point scale.
Using this approach we can test residents' level of agreement with (or
support of) the "model" smoke free ordinance as well as variations of it. We
can also use paired comparison testing to determine which variations of the
ordinance residents prefer. Furthermore, the data resulting from this
approach will allow us to employ analysis techniques with greater analytical
capability than simple crosstabs. In either format we would rotate the order
of presentation of the choices to eliminate ordering biases.
Data Analysis
Survey instrument design and the plan for data analysis go hand in hand.
The types of data collected determine which analytical techniques can be
used. If we use the types of questions discussed above, then we can
perform analyses that, for example, segment the population by their
opinions, and we can analyze the variation between groups of residents
based on demographic or geographic factors. Furthermore, we can
objectively determine relative community acceptance of the "model"
ordinance and modified versions of it. The end result of this analysis is the
ability to make better -informed decisions. If a stratified random sampling
approach is used, then the analysis will also include weighting sub -group
responses so that their impact on the overall results is proportional to their
incidence in the population.
We will provide a complete report of the survey results. Our standard report
consists of three sections: a summary of key findings, discussion of the
survey results and analyses, and an appendix that documents the survey
methodology. We can provide frequency and crosstab tables as a separate
report or as an appendix to the main report. We will produce the report with
either color or black and white graphics, and provide the City with one
bound copy and one unbound copy. In addition, we will provide an
electronic version of the report in Adobe Acrobat format, and an electronic
version of the raw survey data in any commonly used database format.
SCHEDULE
Number of
Task
Start
Finish
Days
Preliminary meeting and survey
instrument design
7/1 /02
7/09/02
5
Data collection (Depends on
sampling option selected)
Option 1
7/10/02
7/17/02
7
Data editing, database set-up
Depends on
completion
of data
1
collection
Statistical analysis and report
Depends on
completion
of data
10
collection
2