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HomeMy WebLinkAboutRFP - 7226 SURVEY SERVICES - MISC PUBLIC OPINION SURVEYSCity Financial Services 0� Purchasing Division 215N.Mason St. 2ndFloor 6rt®����� PO Box 580 Fort Collins, CO 80522 970.221.6775 P u rch as i y n� t 970.221.6707 lcgov. corn1pum/purchasing REQUEST FOR PROPOSAL 7226 Survey Services — Miscellaneous Public Opinion Surveys RFP Closes: 3:00 P.M. (Our clock), April 14, 2011 The City of Fort Collins is seeking a firm who can conduct various public opinion surveys. Currently there have been identified the following surveys which will need to be completed: • 2011 Air Quality/Solid Waste Survey • Open Space Visitors Survey The selected firm will enter into a work order service agreement with the City for conducting these and other surveys for potentially a period of five (5) years. The City reserves the right to perform separate selection process for surveys. Electronic submissions of your proposal are encouraged and should be sent to purchasing(cDfcgov.com. If you choose to submit hard copies of your proposal then eight (8) copies need to be provided to the City of Fort Collins' Purchasing Division. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Proposals will be received before 3:00 p.m. (our clock), April 14, 2011 and noted as for RFP No. 7226 Survey Services — Miscellaneous Public Opinion Surveys. Questions concerning the Air Quality/Solid Waste Survey scope of work should be directed to Lucinda Smith, Senior Environmental Planner, at (970) 224-6085 or Ismith(a-.fcgov.com. Questions concerning the Open Space Visitors Survey scope of work should be directed to Zoe Whyman, Natural Areas Community Relations Manager, at (970) 221-6311 or zwhyman@fcgov.com . Questions regarding RFP submittal or process should be directed to David Carey, CPPB, Buyer, at (970) 416-2191 or dcarey@fcgov.com. A copy of the Proposal may be obtained as follows: Download the Proposal/Bid from the BuySpeed Webpage, www.fcqov.com/eprocurement The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Suggestion to separate out into several questions one each about maps, brochures, signs or perhaps adapt to cover other media. Do you currently own one or more dogs? Agreement to cut. Idea to substitute "do you walk your dog in natural areas?" Where do you currently reside? How long have you lived in Fort Collins, Loveland or Larimer County? Suggestion that this question could be cut- what would NAP do with the info? Which category includes your age? Which best describes your primary occupation? Suggestion to cut this question. What is your gender? What is the highest level of education you have completed? What else would you like to say about City of Fort Collins natural areas? 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 10 of 24 REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. The City reserves the right to select solely on the basis of the written proposal. These criteria will be the basis for review of the written proposals and any interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTIN QUALIFICATION STANDARD G FACTOR Does the proposal show an understanding of 2.0 Scope of Proposal the project objective, methodology to be used and results that are desired from the project? Do the persons who will be working on the 2.0 Assigned Personnel project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel 1.0 Availability available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? Do the proposed cost and work hours compare Cost and favorably with the project Manager's estimate? 2.0 Are the work hours presented reasonable for Work Hours the effort required in each project task or phase? Does the firm have the support capabilities the 2.0 Firm Capability assigned personnel require? Has the firm done previous projects of this type and scope? 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 11 of 24 REFERENCE EVALUATION (TOP RANKED FIRM) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Was the Professional responsive to client needs; did Completeness the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, Job Knowledge was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 12 of 24 SERVICES AGREEMENT WORK ORDER TYPE 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 hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: Services to be Performed. a. This Agreement shall constitute the basic agreement between the parties for services for . The conditions set forth herein shall apply to all services performed by the Service Provider on behalf of the City and particularly described in Work Orders agreed upon in writing by the parties from time to time. Such Work Orders, a sample of which is attached hereto as Exhibit "A", consisting of ( )page(s) and incorporated herein by this reference, shall include a description of the services to be performed, the location and time for performance, the amount of payment, any materials to be supplied by the City and any other special circumstances relating to the performance of services. No work order shall exceed $ The only services authorized under this agreement are those which are performed after receipt of such Work Order, except in emergency circumstances where oral work requests may be issued. Oral requests for emergency actions will be confirmed by issuance of a written Work Order within two (2) working days. b. The City may, at any time during the term of a particular Work Order and without invalidating the Agreement, make changes within the general scope of the particular services assigned and the Service Provider agrees to perform such changed services. 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 13 of 24 2. Changes in the Work. The City reserves the right to independently bid any services rather than issuing work to the Service Provider pursuant to this Agreement. Nothing within this Agreement shall obligate the City to have any particular service performed by the Service Provider. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified by each written Work Order or oral emergency service request. Oral emergency service requests will be acted upon without waiting for a written Work Order. Time is of the essence. 4. Contract Period {Option 11 This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the city, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the professional mailed no later than 90 days prior to contract end. 4. Contract Period. {Option 21 This Agreement shall commence 200 and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than 90 days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without is fault or 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 14 of 24 negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 6. Early Termination by City/Notices. 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 Service Provider. Such notice shall be mailed 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 address: City Service Provider City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the termination date, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. This is an open-end indefinite quantity Agreement with no fixed price. The actual amount of work to be performed will be stated on the individual Work Orders. The City makes no guarantee as to the number of Work Orders that may be issued or the actual amount of services which will in fact be requested. 8. Payments. a. The City agrees to pay and the Service Provider agrees to accept as full payment for all work done and all materials furnished and for all costs and expenses incurred in 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 15 of 24 performance of the work the sums set forth for the hourly labor rate and material costs, with markups, stated within the Bid Schedule Proposal Form, attached hereto as Exhibit "B", consisting of two (2) page[s], and incorporated herein by this reference. Payment shall be made by the City only upon acceptance of the work by the City and upon the Service Provider furnishing satisfactory evidence of payment of all wages, taxes, supplies and materials, and other costs incurred in connection with the performance of such work. 9. Liquidated Damages. OWNER and CONTRCTOR recognize that time is of the essence of this Agreement and that OWNER will suffer financial loss if the Work is not completed within the times specified in the work order, plus any extensions thereof allowed in accordance with Article 12 of the General conditions. They also recognize the delays, expenses and difficulties involved in proving in a legal proceeding the actual loss suffered by OWNER if the Work is not completed on time. Accordingly instead of requiring any such proof, OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as penalty) CONTRACTOR shall pay OWNER the amount set forth in each Work Order. 10. City Representative. The City's representative will be shown on the specific Work Order and shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the work requested. All requests concerning this Agreement shall be directed to the City Representative. 11. Independent Contractor. It is agreed that in the performance of any services hereunder, the Service Provider is an independent contractor responsible to the City only as to the results to be obtained in the particular work assignment and to the extend that the work shall be done in accordance with the terms, plans and specifications furnished by the City. 12. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 16 of 24 neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the city. 13. Acceptance Not Waiver. 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 under the Agreement or of any cause of action arising out of the performance of this Agreement. 14. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. C. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 15. 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 thereof. 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 17 of 24 16. 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. 17. 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 representative, successors and assigns of said parties. 18. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever, brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit "D", consisting of ( ) page[s], attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 18 of 24 City's Director of Purchasing and Risk Management, P. O. Box 580, Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the city. 19. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement, of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 20. Law/Severability. This Agreement shall be governed in all respect by the laws of the State of Colorado. 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. 21. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 19 of 24 Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision -making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not'terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department') made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S. 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 20 of 24 g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 22. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit , consisting of ) page[s], attached hereto and incorporated herein by this reference. 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 21 of 24 CITY OF FORT COLLINS, COLORADO a municipal corporation By: James B. O'Neill II, CPPO Director of Purchasing and Risk Management Date: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney (INSERT CORPORATIONS NAME] or (Insert Partnership name] or [Insert individual's name] Doing business as [Insert name of business] By: Print Name Title Corporate President or Vice President Date: ATTEST Corporate Secretary (Corporate Seal) 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 22 of 24 EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED: Work Order Number: Purchase Order Number: Project Title: Commencement Date: Completion Date: Maximum Fee: (time and reimbursable direct costs): Project Description: Scope of Services: Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. User Acceptance City of Fort Collins M Project Manager Date: By: Director of Purchasing and Risk Management (over$60,000.00) The attached forms consisting of _ (_) Date: pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 23 of 24 l EXHIBIT B INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 24 of 24 Proposal Submittal Interested firms shall submit a detailed description of the methods it intends to use to complete a preliminary review of the prior surveys (if applicable), conduct the survey in the most cost-efficient way possibly while still obtaining a statistically valid sample, tabulate the results and create a final report. Proposals must include the following information: • An organization chart • Brief history of your firm • Statement as to why your firm is qualified to do the work • List of 3 similar projects • Sample of finished survey report • Names of key personnel, experience, function, and percent of time they will be involved with the project • Line item costs, estimated work hours, hourly rates by job function for each of the tasks listed in each attached Scope of Work, as well as a total project budget. • A list of 3 references, including name and contact information. • Signature by a duly authorized representative of the firm and include title and contact information. MISCELLANEOUS The City of Fort Collins expects to enter into a written Work Order Type Services Agreement with the chosen firm that shall incorporate this RFP and firm's proposal. The anticipated terms and conditions are set forth in this RFP per the attached agreement sample; however, the City may include additional terms and conditions in the Agreement as deemed necessary. Survey No. 1 2011 Air Quality/Solid Waste Survey Scope of Work Objective The City of Fort Collins Natural Resources Department is seeking a qualified firm to update, administer, tabulate and report on the result of a citizen air quality/solid waste survey. The survey will be largely based on past surveys. Prior surveys can be seen at http://www.fcgov.com/airguality/survev.l)hp Background The Natural Resources Department has periodically conducted air quality surveys to provide the City with an assessment of the knowledge, attitudes, perceptions and behavior of a representative sample of residents concerning outdoor air quality. This information is used to help staff assess current programs and to plan future actions. The previous two survey cycles combined all prior surveys (outdoor air quality, indoor air quality, radon, and wood smoke) into one survey, and added solid waste management and climate change questions as well. The last survey was conducted in 2007. Lucinda Smith, Senior Environmental Planner, will act as the Project Manager Services to Be Provided The firm will work with the City staff to accomplish the following objectives: 1. Discuss the survey objectives and review the proposed survey questions to ensure that the survey will lead to quantified, statistically valid responses and provide the information needed. The firm will be solely responsible for the following tasks: 1. Develop an updated survey instrument based on discussions with City staff. 2. Conduct the survey, ensuring a random sample of Fort Collins citizens. 3. Prepare a report of the results, including comparison to prior survey responses. 4. Provide the raw data in a form that is easily useable by City staff such as a spreadsheet for future research questions. For example, the City might wish to see the detailed demographics associated with certain responses, depending on the results. If the consultant cannot provide the data in an easily usable form, please include the cost for the consultant to perform an additional five (5) cross tabulations to be determined by City staff after the survey results are in. 5. Provide recommendations on how the City can use the survey results to enhance public outreach and communications. The firm will be required to meet with the City at least twice; once to discuss the objectives of the survey, questions, and the specifics of implementation, and once to review the draft report and obtain comments and questions from City staff. The firm will be required to respond to one round of City edits and questions on the draft survey report before it is finalized. Deliverables 1. Written outline of the consultant's schedule for completing tasks 2. Written survey protocol and instrument. 3. Data set in easily useable form by City staff 4. Complete data analysis 5. Final written survey report in word and PDF that includes: • background information on survey methodology • summary of data collected • complete analysis of results survey • copy of instrument used in survey 6. Separate report or letter with broad recommendations to apply the survey results to programs within the Environmental Services Division. Schedule Award Contract: April 29, 2011 Final Deliverables: June 30, 2011 Budget The budget for this project is limited to a maximum of $15,000, therefore firms are invited to submit proposals with the tasks prioritized to aid the City in working together with the selected firm to identify and implement core tasks within the budget available for this project. Survey No. 2 2011 Natural Areas Survey Scope of Work Objective The City of Fort Collins Natural Areas Program is seeking a qualified firm to develop a survey that will determine City of Fort Collins natural areas annual visitation (overall network and site -by -site), recreation activities of visitors, visitor and community perceptions and satisfaction. The project includes developing the survey, collecting survey data and analyzing it to create a final report. This study will be based on the 2006 visitor survey (see www.fcqov.com/naturalareas/pdf/nap-survey2006.pdf ). The consultant will work closely with a "steering committee" or team of Natural Areas Program staff. Zoe Whyman in the City's Natural Areas Program will act as the Project Manager Project Description The firm will work with the Fort Collins' Natural Areas Program staff to develop a survey protocol and instrument that incorporates these concepts: • Some questions from the 2006 survey will need to be cut, revised and added- see attached for our preliminary thoughts on revisions. • The Natural Areas Program would like accurate visitor counts on a site -by - site basis (not available in 2006 survey). If possible, visitor number tallies should use trail/ vehicle counter and other previously collected data. A method for strategically placing and rotating existing trail counters (6) and/or observational counts should be designed. Visitor numbers should be measured for a 12 month period to capture seasonal variation in visitation. This is expected to be a complex protocol and task since there are 40 natural areas, each with multiple points of entry. • The population to be studied includes visitors and non -visitors to learn why people do not visit City of Fort Collins Natural Areas, and the reasons that visitors and non -visitors value natural areas. • Consider expanding the observation and intercept method used in 2006 to include mail, phone and online survey methods as appropriate. • Designing a protocol that the city can follow in subsequent years. If possible, include volunteers in assisting with data collection. • Research and use the "lessonslearned" and preferred methods used by other open space and natural resource agencies. For example, use similar questions as comparable organizations so the city's performance and visitation can be compared. to our peers. Use best practices as established by these organizations and survey professionals in general. The firm will be solely responsible for the following tasks: TASK 1 - Develop a Survey Protocol and Instrument 1. Review existing work by similar Open Space agencies to find opportunities to repeat questions or methods and compare results. Consult with steering team to further understand project requirements. 2. Design survey methods based on research results above, project requirements, available budget, steering team input and other considerations. 3. Design survey instrument(s). TASK 2 - Implement Survey and Collect Data 1. Collect statistically valid perception and visitation data. Utilize volunteers as practicable in collaboration with Natural Areas staff. 2. Organize data into a format that could be easily used for future research questions (such as an excel spreadsheet) by city staff. TASK 3 - Analyze Data and Make Recommendations 1. Share results of perception survey through a report, expected to be earlier than visitation data. 2. Share all the results in a final report including recommendations for how to apply the data. 3. Make the reports available electronically to city staff. Deliverables The firm will provide the following as part of this scope of work: 1. Written outline of the firm's schedule for completing tasks. 2. Written survey protocol and instrument(s). 3. Data set(s) in easily useable form by city staff 4. Complete data analysis 5. Interim written report that includes background information on visitor studies, summary and analysis of perception data. 6. Final written report that includes: • background information on visitor studies • summary of all data collected 0 copy of instrument used in survey(s) • complete analysis of survey results • recommendations for the Natural Areas Program based on results Schedule Award Contract: April 29, 2011 Visitor Counts: June 2011- June 2012 Perception Survey: Summer 2011 Perception Survey Report: Fall 2011 Final Report by: August 15, 2012 Budget The budget for this project is limited (to a maximum of $15,000), therefore firms are invited to submit proposals with the tasks prioritized to aid the City in working together with the selected firm to identify and implement core tasks within the budget available for this project. Questions from the 2006 Survey and Suggestions for Revisions Note: NAP= City of Fort Collins Natural Areas Program Why do you visit natural areas in the City of Fort Collins? Check all that apply: • Hiking • Biking • Wildlife viewing • Running/jogging • Dog Walking • Relaxing/doing nothing • Fishing • Photography/Art • Boating • Commuting/passing through • Horseback Riding • Other • Attend a special event • Skateboard ing/Rollerblading During the past 12 months, how often have you visited a City of Fort Collins natural area (see site list)? Idea to include options such as 5-7 times a week, once a week etc. NAP is interested in asking how they arrived (car, foot, bike). Suggestion to ask about if they always visit the same site or go to different ones. Suggestion to use a map in addition to site name list. How much time did you spend in the natural area today? Suggestion to cut this question and make more specific or ask on average how long do you spend on one visit. What do you enjoy about visiting City of Fort Collins natural areas? Suggestion that this is redundant with next questions. How would you rate your overall satisfaction with the natural areas you have visited? Desire to break this down into more specific categories- for example trail conditions, facilities, experience etc. NAP would like to design this question with use of results in mind. Why did you rate them that way? Suggestion to cut this question, especially if question above was more specific. What one change would make your visits more enjoyable? While visiting natural areas in Fort Collins, do you feel crowded? Suggestion to make this a scale from 1-5. Suggestion to ask about paved trails vs. natural surface trails specifically. Suggestion to ask about electric bikes (a current issue). Suggestion to explore ideas for asking about crowding with CSU Human Dimensions Dept. Question- if there is crowding reported, what would NAP do with that info? During the past 12 months, have you had any petentially unpleasant experiences in any City of Fort Collins natural area? Suggestion to cut the word potentially. In a few City of Fort Collins natural areas, dogs are not permitted. Do you support or oppose this regulation? Agreement to cut this question. Please explain why you answered the way you did. Agreement to cut this question. Was the information provided on maps, brochures or signs at this site adequate for your visit today? 7226 Survey Services — Miscellaneous Public Opinion Surveys Page 9 of 24