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HomeMy WebLinkAbout128365 NATIONAL RESEARCH CENTER INC - CONTRACT - RFP - 8329 SURVEY SERVICES - MISCELLANEOUS PUBLIC OPINIOPSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 1 of 16 PROFESSIONAL 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 NATIONAL RESEARCH CENTER, INC., hereinafter referred to as "Professional". WITNESSETH: 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 any project Work Orders for 8329 SURVEY SERVICES-MISCELLANEOUS PUBLIC OPINION SURVEYS, issued by the City. A blank sample of a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this reference. A general scope of services is attached hereto as Exhibit “B", consisting of seven (7) pages and is incorporated herein by this reference. The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. Irrespective of references in Exhibit A to certain named third parties, Professional shall be solely responsible for performance of all duties hereunder. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 4. Contract Period. This Agreement shall commence July 1, 2016, and shall continue in full force and effect until June 30, 2017, 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 four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Professional and mailed no later than thirty (30) days prior to contract end. 5. Early Termination by City/Notice. 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 address: DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 2 of 16 Professional: City: Copy to: National Research Center, Inc. Attn: Laurie Urban, Senior Research Associate 2955 Valmont Rd., Suite 300 Boulder, CO 80301 Laurie@n-r-c.com City of Fort Collins Attn: Mary Pat Aardrup PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort 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. 6. Design, Project Insurance 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 designs, plans, reports, specifications, and drawings 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 attorney’s fees arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain insurance in accordance with Exhibit C, consisting of one (1) page, attached hereto and incorporated herein. 7. Compensation. In consideration of services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis designated in Exhibit "B", consisting of seven (7) pages, attached hereto and incorporated herein by this reference. At the election of the City, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each such Work Order. Monthly partial payments based upon the Professional's billings and itemized 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 to the Work Order and upon approval of the Professional's direct 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. 8. 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 instruction shall be directed to the City Representative. DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 3 of 16 9. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on any Work Order and every thirty days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Work Order, 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. 10. 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. 11. Subcontractors. Professional may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Professional. 12. 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. 13. 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. 14. 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. 15. 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 DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 4 of 16 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. 16. 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. 17. 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. 18. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional 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. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Professional 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 Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 5 of 16 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 Professional 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. Professional 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 Professional 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, Professional shall be liable for actual and consequential damages to the City arising out of Professional’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 19. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "D" - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 6 of 16 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney NATIONAL RESEARCH CENTER, INC. By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 Laurie Urban 7/6/2016 Senior Research Associate 7/7/2016 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 7 of 16 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. The attached forms consisting of ___ (_) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. PROFESSIONAL By:_______________________________ Date:_____________________________ CITY OF FORT COLLINS By:_________________________________ Project Manager Date: ______________________________ By: _______________________________ Gerry Paul Purchasing Director (over $60,000.00) Date: ____________________________ DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 8 of 16 EXHIBIT B GENERAL SCOPE OF SERVICES The City of Fort Collins is seeking a firm that can conduct various public opinion surveys. The selected firm will enter into a work order professional services agreement with the City for conducting surveys for potentially a period of up to five (5) years. The City reserves the right to perform separate selection process for selected surveys. The awarded Professional will be working with various different City departments to develop, conduct, and report out results of various public opinion surveys, samples of which are provided herein; plus other opportunities that will arise over the term of the Professional Services Agreement. Currently there have been identified the following surveys which will need to be completed:  2016 Air Quality/Solid Waste Survey  2017 Citizen Survey  Bi-Annual Utilities Customer Satisfaction Survey These are representative samples of the type of survey projects the Professional will be expected to complete that were furnished in the RFP. Content of the actual work orders may vary slightly when released. PROFESSIONAL’S RESPONSE TO RFP: Methods and Approach Overview of Survey Process Citizen and other public opinion surveys are becoming essential as communities seek to involve residents in planning and budgeting processes. As a community looks to the future, resident perspectives about the pressing issues and the direction in which the community should head can be gathered in a high-quality, credible survey. Professional will use our years of survey research expertise, as well as our extensive prior experience administering surveys within the state of Colorado and the City of Fort Collins specifically, to provide guidance, including pros, cons and recommendations to Fort Collins staff to facilitate decision-making. Instrument Design Professional will use the City’s previous surveys as a basis for revisions to the upcoming survey iterations; in this regard, Professional has a unique understanding of the survey purposes in that we developed and administered many of these prior surveys. In-person meetings to discuss the survey instrument, if desired, will give an important opportunity to explore the survey’s uses and the City’s objectives for individual survey questions. We will listen closely to help City staff define their specific data needs, developing and prioritizing questions, but the process will be low-burden for Fort Collins staff. Survey development is an iterative process that we will lead, giving you questions and formats that you can react to. We focus on working quickly, yet thoughtfully, on our own steps, leaving ample time for your review. Because Professional has crafted thousands of surveys, we have a library of questions the City can use and adapt for each survey project. We know which questions are most commonly asked by most jurisdictions but will not limit the City to asking only “standardized” questions; Professional will construct a survey customized to the specific and unique needs and desires of each survey for Fort Collins. Our job as your survey consultant is to tailor an instrument that provides the insight that allows you to serve best the Fort Collins community. DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 9 of 16 Number of Respondents and Margin of Error We anticipate the response rate for each survey will be similar to or slightly lower than past administrations due to overall industry trends; the margin of error will vary by project due to the differences in sample size for each survey. Professional targets an overall margin of error of plus or minus five percentage points or lower for any given project, while comparisons of results by geographic areas of the City or other characteristic (e.g., age or gender, business size, etc.) will have higher margins of error. Data Collection Methods - Mail As in previous survey iterations, mail data collection methods will be utilized for the Air Quality/Solid Waste Survey and Citizen Survey. All households located within the boundaries that define the City of Fort Collins would be eligible for the surveys. Not only will Professional scientifically and randomly select households, but we also will select, without bias, the household member to participate. This methodology helps ensure the attitudes expressed by our respondent sample closely approximate the attitudes of all adult residents living in Fort Collins. Maximizing survey participation requires multiple contacts with residents. We will contact each selected household three times: a prenotification announcement informing the households that they have been selected to participate in the survey, followed by a survey packet and cover letter approximately one week later, and a reminder letter and survey will be scheduled to arrive one week after the first survey. The materials will contain a URL for survey recipients to complete the survey online, if preferred. Additionally, Professional can translate the surveys into Spanish (if desired) and include language on the cover letters informing respondents how they can complete the survey in Spanish (either online or calling the City to request a paper copy). Completed surveys will be returned via postage-paid business reply envelopes and reviewed and “cleaned” as necessary. Returned questionnaires will be scanned electronically (and stored for later review, as needed) and entered into an electronic dataset. This dataset will be subject to a data entry protocol of “key and verify,” in which survey data are entered twice into an electronic dataset and then compared. Discrepancies are evaluated against the original survey form and corrected. Data collected online are automatically stored electronically. The electronic web dataset will be downloaded, cleaned as necessary and merged with the mail dataset for analysis and reporting. Data Collection Methods – Phone As in the previous survey administrations, Professional will collect data by phone for the Bi- Annual Utilities Customer Satisfaction Survey. The 15 minute survey will be completed with 600 residential households, approximately 200 small/medium businesses and up to 20 key accounts/large businesses. Professional will procure the sample for residents who live within the City limits and receive utility services from Fort Collins Utilities and the City will provide phone numbers for the small/medium businesses. The City will schedule key accounts for interviews to be completed by Professional. Our rigorous, high-quality phone methods will ensure that representativeness of the community is maximized. Interviewers are carefully trained to understand not only the specific meaning of the words in the questionnaire script, but also the broader purpose of the survey. Experienced supervisors are always on-site and available to interviewers. Calls are frequently monitored by supervisors and can be monitored by City staff as well. Pre-testing the interview script helps considerably to ensure that the questionnaire is clear and unbiased; and it allows for editing ambiguous or DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 10 of 16 stilted questions. Pre-testing also allows interviewers the opportunity to create effective responses to unanticipated respondent answers or questions. Professional’s staff will pilot test the instrument with a small sample of respondents. When all pretest interviews are complete, modifications are confirmed with the City’s survey team prior to being made. The Computer- Assisted Telephone Interviewing (CATI) system, which allows for simultaneous interviewing, data entry and validation, will be updated to reflect the final changes, if any. Surveys completed during the pre-testing will be included in the final data. Survey Publicity Professional encourages the City to conduct public outreach in advance of the surveys to boost response among selected households and utility customers, with the added benefit of boosting trust in local officials. This trust will accrue by conveying Fort Collins’ leaders’ and staff interest in listening to the community they serve. Professional will support the communications effort by giving feedback on your plan, and providing draft press releases and other publicity wording, if desired. Additionally, to support open communication, the survey cover letters will include the phone number of a contact on the City of Fort Collins staff. This lends legitimacy to the survey effort. Data Analysis Weighting the Data The first step in preparing the data for analysis will be to weight the data to reflect the demographic profile target survey populations in Fort Collins. Weighting is an important method to adjust for potential non-response bias. In general, respondents with certain characteristics (for example: those who are older or home owners) are more likely to participate in surveying. Weighting allows us to look at the demographic profile of households who returned the survey compared with the U.S. Census profile for Fort Collins. Weighting is the approach used by quality survey consultancies to ensure that the demographic characteristics of the sample mirror the overall population. This type of weighting is strongly advised and would be applied to the Air Quality/Solid Waste Survey, the Citizen Survey and the resident portion of the Utilities Customer Satisfaction Survey. (The data collected from businesses for the Utilities Customer Satisfaction Survey would not be weighted unless the City collected demographic data on the businesses in its database.) Analyzing the Data For quantitative analysis, we rely on IBM Statistical Package for the Social Sciences (SPSS). We believe that analysis must be replicable and leave a clear path. To this end, we keep every label and command run in SPSS in a syntax file available for audit and re-running, as necessary whether by Professional or another firm should Fort Collins wish to recap the findings itself or with another organization in the future. Beyond the computation of basic frequencies of responses for each question on the survey (including and excluding the “don’t know” responses), key questions for each survey can be cross-tabulated by respondent socio-demographic characteristics as well as geographic location (if tracked). The data and report will undergo a thorough quality assurance review. We will audit the original data files and our statistical syntax/analysis files, compare automatically generated output to the formatted output in the report and data check all numbers and text prior to submitting the report. This will assure that the data analyses are correct, can be compared properly to prior years and that staff, the media and the public will trust the results. And, though we will not abandon you DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 11 of 16 with your data, we will always provide you with the electronic dataset of your responses for your future reference and use in any preferred format (such as SPSS or Excel). Providing Comparisons over Time Because Professional has conducted many of the prior public opinion surveys for the City of Fort Collins, Professional will easily compare the upcoming survey results to the prior survey administrations when comparable survey questions have been included on each survey. Any significant differences between the current or upcoming survey data and the previous survey years will be noted in the report. Benchmarking Results to Other Communities If desired, Professional will provide national and Front Range benchmark comparisons for any question in our benchmark database that are asked on the City’s public opinion surveys. We add virtually every new survey completed in communities across the country so that our comparison data are fresh and complete. Professional also has the most recent citizen survey data from many Front Range communities. There is significant overlap among the topics measured on citizen surveys, and this set of communities forms a meaningful comparison group for Fort Collins. We will provide an average benchmark rating against which Fort Collins findings can be compared; we can use the nationwide average, the Front Range average or the average from another unique set of jurisdictions, as chosen by Fort Collins. All benchmarks are based on the most recent citizen survey results for each community. Reporting the Data The analysis and reporting of the results occur concurrently and cyclically so that we constantly are exploring meaningful ways to share your results, both in terms of the exact analysis chosen and also the way in which that analysis is displayed in graphical or tabular form. Professional recognizes that most readers want to understand the broader patterns and interpretations of data, so our professionally designed graphics are engaging and pop with clear information. Our reports are comprehensive and include technical and detailed numbers and information, but not at the expense of the day-to-day usefulness of the documents. We are careful about our communication. You will not need a degree in statistics to understand the survey results. All the technical details are in appendices for those who wish to read them (and so that the survey can be repeated by any vendor you choose), but we make sure the report body tells the story of the survey results in a stylish, colorful, informative and simple manner. For further ease, we also include an executive summary that gives a quick overview of results while highlighting key findings. We will prepare the report in Microsoft® Word (as well as convert documents into a PDF format). Verbatim responses to open-ended questions can be provided in document or database form, as desired. As with the previous survey administrations, our costs assume that reports for the Citizen Survey and Air Quality/Solid Waste Survey will be comprehensive with executive summaries, figures with interpretive text and appendices with the full sets of frequencies, crosstabulations, benchmarks (when applicable) and detailed methods. To be mindful of the City’s resources, the report for the Utilities Customer Satisfaction Survey will be a more summarized report with an executive summary highlighting key findings and appendices with tables of frequencies, crosstabulations and detailed methods. We know that an effective report will be reviewed and discussed by many people in Fort Collins after we have completed any formal presentations and workshops, and that new questions may arise. We commit to supporting these discussions by offering crosstabulations and other DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 12 of 16 additional analyses of results when needed at no cost to the City of Fort Collins during the six months following the acceptance of the final reports for each project. Presentation of Results When desired, Professional’s staff will make a presentation of the survey results at a City Council or other staff meeting. We believe in making results interesting and straightforward in our presentations. Our Microsoft® PowerPoint presentations are attractive and visually intuitive. (An example presentation can be found at http://tinyurl.com/westminster2016ppt.) A typical PowerPoint supports a presentation of approximately 20-30 minutes in length. We recommend having 15-30 minutes following the presentation portion for questions, depending on your preferences. An in-person presentation by Professional adds a great degree of confidence in the independence and reliability of your findings. Costs for a presentation to the City’s Executive Management Team and City Council have been included for the Citizen Survey. We are happy to provide costs for in-person presentations for the other survey projects, if desired. Professional’s Sustainability Practices Professional is proud to support many different approaches to economic, environmental and social sustainability within our organization as well as in the community at large. Many of Professional’s staff members choose to telecommute or carpool two to five days a week, which the company actively supports and encourages and which saves considerable fuel costs and travel time. Professional also provides complimentary EcoPasses to all employees and participates in Bike to Work Month activities; accordingly, on days which employees come to the office to work, they frequently walk, bike, or take the bus there. Professional also nurtures a sense of social responsibility within the company by encouraging staff to participate in local volunteer opportunities, promoting volunteer efforts on our social media accounts and encouraging followers to join us and providing financial contributions to local nonprofit organizations. Additionally, we utilize local businesses and Disadvantaged Business Enterprises (DBEs) for much of our subcontracted work to support those firms as well as the local economy. Professional’s business practices are also grounded in principles of environmental stewardship. We use paper goods for our survey mailing materials that optimize recycled paper content while still maintaining cost-effectiveness. We have data processing centers locally and on the East Coast to cut down on travel distances for return mailings. When conducting mail surveys, we encourage survey recipients to recycle the second survey packets if they have already returned the first packets and offer an online, paperless survey option if they so prefer. Organizational Chart/Proposed Project Team The organizational chart on the following page illustrates Professional’s staff members assigned to the project and their specific task assignments. DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 13 of 16 Figure 1: NRC Organization and Structure Sonya Wytinck, MS, Director of Research • Primary contact for Air quality/solid waste survey • Develops instrument and sampling plan, conducts analyses, writes report, creates and makes presentations • Technical resource and quality assurance for all projects Laurie Urban, BA, Senior Research Associate • Primary contact for Citizen and Utilities surveys • Develops instrument and sampling plan, conducts analyses, writes report, creates and makes presentations • Technical resource and quality assurance for all projects National Research Center, Inc. Morgan Adams, MS, Research Associate Jade Arocha, MS, Survey Consultant • Assists with instrument development and sample creation, designs graphics and documents, conducts analyses, writes report, creates presentation materials DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 14 of 16 Schedule of Rates On the following page we have provided Professional’s fully-burdened hourly rates as well as a table that includes the detailed cost break-down for each project. The scopes of work described below have been created to meet the requirements of the RFP, while maximizing methodological rigor and cost efficiencies. These budgets are fixed, not-to-exceed costs for the upcoming administrations of each of the three surveys. Fully-burdened hourly rates used in all cost estimates provided below: -Director of Research/Senior Research Associate: $195 -Research Associate/Survey Consultant: $175 Table 1: Cost Estimates for the Three Survey Projects Detailed in the RFP Project Task Air Quality/Solid Waste Survey Citizen Survey Utilities Customer Satisfaction Survey Overview of Scope of Work Five-page mailed survey to 1,100 households, two in-person meetings, web response option, summary report with highlights of results, tables of frequencies for all questions, crosstabulations, comparisons over time and methods, recommendations and consultation on public outreach and communication Six-page mailed survey to 2,700 residential households and 300 CSU students, one in-person meeting, web response option, Spanish translation, full report with executive summary, figures with interpretive text, tables of frequencies for all questions, crosstabulations, national and Front Range benchmarks, comparisons over time and methods, two in-person presentations, recommendations and consultation on public outreach and communication A 15 minute telephone interview completed with 600 residents, 200 small/med. businesses and up to 20 Key Accounts, summary report with highlights of results, tables of frequencies PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 15 of 16 EXHIBIT C INSURANCE REQUIREMENTS 1. The Professional 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 Professional 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 reduce coverage or limits and will not be cancelled, except after thirty (30) 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 Professional, 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 Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional '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 Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this Agreement: 1. 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 Professional 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 $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional 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. C. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the amount of $1,000,000. DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 No new insurance required PSA – Work Order Type 8329 Survey Services-Miscellaneous Public Opinion Surveys Page 16 of 16 EXHIBIT D CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Professional ceases to perform services for the City, or the City so requests for any reason, the Professional shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Professional understands and agrees that the City’s remedies at law for a breach of the Professional’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: PHONE FAX (A/C, No, Ext): (A/C, No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY PRO- LOC PRODUCTS - COMP/OP AGG $ JECT OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ (Ea accident) ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS (Per accident) $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY STATUTE ER Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N / A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD NATI430 OP ID: MC1 12/08/2015 Marilyn Cox NEISEN BORTH AGENCY www.nbinsure.com 333 W. Hampden Ave. Ste. 305 Englewood, CO 80110 Todd Borth 303-781-6776 303-789-4409 mcox@nbinsure.com Philadelphia Insurance Company National Research Center, Inc. 2955 Valmont Road Ste 300 Boulder, CO 80301 A Professional Liab PHSD1096665 01/01/2016 01/01/2017 Prof Liab 2,000,000 The Professional Liability policy includes Errors & Omissions Coverage of $2,000,000 each claim,$2,000,000 annual aggregate, $5,000 deductible. CITYFTC City of Fort Collins City Hall West 300 Laporte Avenue Fort Collins, CO 80522 DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2 for all questions, crosstabulations, comparisons over time and methods Survey development1 $5,770 $4,870 $4,325 Data collection2 $4,505 $12,330 $29,140 Analysis and reporting $8,700 $11,950 $9,335 Presentations NA $5,125 NA Additional consultation3 $975 $975 NA Total Costs $19,950 $35,250 $42,800 1 Includes in-person meetings, creation of mailing materials, web programming 2 Includes sampling, translation, printing, postage, data entry, telephone interviewing 3 Includes review communication plans, recommendations for public outreach DocuSign Envelope ID: CF1E8A04-40D2-483F-A369-ED5529572DF2