2:29 P calL 19 see 2 steffrepri
CONTRACT COVERSHEET RECEIVED
SANTA MONICA
ATTACH TO ALL CONTRACTS UT :
ATTORNEY'S OFFICE
Submit 3 contract originals: 1) consultant/contractor; 2) originating department; and 3) City Clerk Nanta Monlea' Before delivery to CAO, contract must be reviewed by Contracts Coordinator and Department Director. Place if fero" tabs placed on the correct signature lines, and ensure the City Attorney, City Manager and City Clerk names are speled 8848tly.
Contract Approval Routing Order Reviewed by Signed Date 1 Contracts Coordinator John Barry
2/18/6
2 Department Director Elaine Polachek 2/20|16
City Attorney's Office Ento Mah (CAO staff) 2/25/14
Contractor/Consultant
5 City Manager's Office 2.19/6
6 City Clerk's Office Anne Jamart Acco staff) Assat 33.16 Section Completed by Department
Date: Department:
2/17/16 From Kathy LePrevost CMO/Office of Communications Ex: 5321 Contractor/Consultant Name:
Goodwin Simon Strategic Research
Purpose of contract/scope of services: (If more space is needed, attach separate page.) Conduct the City's Bi-annual Resident Satisfaction Surveys. This is a telephone survey of Santa Monica residents to assess attitudes about city services and to identify changes in attitudes compared to similar studies conducted in previous years. 500 surveys will be completed.
This agreement can be renewed one additional time within four years to conduct a second Resident Satisfaction Survey.
Apprived by Council 1i815
If reneux Option is exercised Total lot to exceed is 83 ,400 Competitive process followed? • YES - Bid or RFP# 16 • NO - This is Sole Source (include completed Sole Source Form)
Staff member to contact once agreement is signed:
Nareg Garabedian Ext 2348
Project Manager:
Kathy LePrevost Ext 5321
Contract Amount: Contract Term: Renewal Option(s):
(include contingency) $38,250 not tered
Accounts) to Encumber Amounts) 012071.555060 f9 51/6 yeres Section Completed by Contracts Coordinator
Authorization: L CMO Only • Council / CMO Contract Number:
(Date approved by Council): 7-28-2015 10/41
Purchasing Requirements Met/Contract Checklist Attached: Supplemental Forms Completed/Attached:
Yes • No 4 Yes • No
Insurance Requirements Met/Approval Attached: Business License Required:
Risk entel Afred * Yes # 150975 • No
W9: • Attached • On File
Corect Contract Temping Used • No
rev 6/26/14
FEB 18 P2:37
16 SITY OF SANTA MONICA
CONTRACT CHECKLIST
Santa Mauden
The Contracts Coordinator has determined the following requirements must be met for CMO Office of Communications
(insert division name) request to procure the following service:
Conduct Bi-annual Citywide Resident Satisfaction Surveys Section 1: Soliciting Proposals
Informal Proposals Required
• Professional Services: less than $80,000
• Contractual Services: $10,000 to $175,000
1 Formal Request for Proposal and City Council authorization require Protessional Services: greater than $80,000
• Contractual Services: greater than $175,000
Sole Source - Contact Purchasing Services Manager
• Complete Sole Source Request Form
• Attach Sole Source Form approved by Department Director/Purchasing Manager/City Manager Section 2: Supplemental Forms Required F 4
I Coversheet O W9 Form E Living Wage Certification M Oaks Initiative Disclosure (new vendor) (if over $54,200, renewed annually) (if over $25k, renewed annually) .. Business License (NA for Federaly Funded PAs or Ca • State of Arizona Disclosure M City Council Staff Report 131 150775 (if applicable) 7.28-2015
Section 3: Contract Type (Templates are available on e-desk except for Custom Agreements) Professional Services Agreement 14
Modification to Professional Services Agreement
Contractual Services Agreement
Modification to Contractual Services Agreement
Custom Agreement
Exercising Options - Renewal Letter
Other:
Section 4: Insurance Requirements
Professional Services Insurance Requirements - Template 1 (requires professional liability insurance) 73 Professional Services Insurance Requirements - Template 2 (omits professional liability insurance) Contractual Services Insurance Requirements Template
Not Applicable - Original requirements met (for modifications and Renewal Letters ONLY Custom Insurance Requirements
Attach approval from Risk Manager Misk entel Altaded
Section 5: Contract Authorization/Execution Process
City Manager approval required
• Professional Services: less than $80,000 including renewals and contingency • Contractual Services: $10,000 to $175,000
Cly Ma Poresional Services, greater than see or regi Professional Services: greater than $80,000 Contractual Services: greater than $175,000
Section 6: Special Requirements
If notary i required, contact the Cly Manager oice for instructions. NIA NIA Contracts Coordinator Date 2117/16
Sohr
41я116 rev 6/26/14
City Council Report
CHly of
Santa Monica"
City Council Regular Meeting: July 28, 2015
Agenda Item: 3-E
To: Mayor and City Council
From: Elaine Polachek, Asst. City Manager, Community & Government Relations Subject: Professional Services Agreement with Goodwin Simon Strategic Research to conduct Bi-Annual Citywide Resident Satisfaction Surveys Recommended Action
Staff recommends that the City Council:
1. Award RFP #16 to Goodwin Simon Strategic Research, a California-based company to provide professional services in the field of public opinion polling/research consulting to conduct the City's Bi-Annual Citywide Resident Satisfaction Survey
2. Authorize the City Manager to negotiate and execute a professional service agreement with Goodwin Simon Strategic Research, in an amount not to exceed $38,250 for one bi-annual resident survey, with one-additional renewal option in the amount of $45, 150, for a total amount not to exceed $83,400 to conduct two bi-annual resident surveys over a four-year period, with future year funding contingent on Council budget approval.
3. Authorize budget changes as outlined in the Financial Impacts and Budget Actions section of this report.
Executive Summary
This agreement would provide professional services to conduct one bi-annual resident survey with the option to renew for one additional bi-annual resident survey. In December 2014, the City published an RFP for professional services to conduct the City's bi-annual resident surveys. After reviewing the proposals received, staff recommends Goodwin Simon Strategic Research (GSSR) be awarded the contract for an amount not to exceed $83,400.
Background
The City of Santa Monica conducts a bi-annual telephone survey of Santa Monica residents to assess attitudes about City services and to identify changes in attitudes compared to similar studies conducted in previous years. Goodwin Simon conducted this survey five times for the City between 2001 and 2009. Fairbank, Maslin, Maullin, Metz & Associates (FM3) conducted the two subsequent surveys. On November 25, 1 of 3
2014 (See Attachment A) staff recommended contracting with FM3 for one additional survey, however, Council directed staff to go out to bid for the survey.
Discussion
In previous resident surveys, 400 surveys were conducted by telephone to landline and cellular phone numbers of Santa Monica residents. Certain questions were asked year- over-year to allow for comparisons of results. Additional questions were also developed to address emerging issues, meet operational needs of City departments for more in- depth information, and to establish new benchmarks on key services. A similar approach would be utilized in the next bi-annual resident survey to ensure that the survey results provide interesting and useful information that will help identify service priorities and guide development of work plans. During the development of the survey portions of the methodology, such as the number of surveys and percentage of cellular phone surveys, will be reviewed to ensure a representative sample of the diverse and ever changing resident population.
Vendor/Consultant Selection
On December 22, 2014, the City issued an RFP seeking a public opinion polling/research consulting firm to conduct the bi-annual citywide telephone survey to gauge satisfaction levels amongst residents in regards to programs and services provided by the City of Santa Monica. The RFP was posted on the City's on-line bidding website and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions: 102 vendors were notified and 41 vendors downloaded the RFP. Responses for the RFP were due February 4, 2015. A total of eight proposals were received.
City Manager's Office and Community and Cultural Services department staff evaluated the eight proposals based on criteria listed in the RFP and then interviewed four finalist firms. Based on the selection criteria in SMMC 2.24.073, GSSR was recommended as the best qualified firm to conduct the bi-annual resident survey. GSSR was selected 2 of 3
based on the firm's expertise as an independent opinion research firm, the depth of their experience with similar projects, their knowledge of the community, and their experience conducting this survey for the City in the past. Following Council approval, the City will work with GSSR to develop the survey which is anticipated to be conducted this fall/winter.
Financial Impacts and Budget Actions
The agreement to be awarded to GSSR is for an amount not to exceed $83,400. Funds for this agreement were designated in the FY 2014-15 budget in the City Manager's Department. Award of this agreement requires the appropriation of $38,250 in FY 2014-15 savings to account 012071.555060. Future year funding is contingent on Council budget approval.
Prepared By: Melissa Lindley, Community Relations Coordinator Approved Forwarded to Council
SIM. SIMP
Elaine M Polachek, Asst. City Matiag42015 Elaine M Polachek, Asst. City Makage2015 Attachments:
A. November 25, 2014 Staff Report (web link)
3 of 3
(Attachment A)
City of Santa Monica
Santa Monica Oaks Initiative Disclosure Form
All persons or entities receiving public benefits defined below from the City of Santa Monica shall provide the names of trustees, directors, partners and officers and names of those with more than a 10% equity, participation or revenue interest. This information is required by City Charter Article XXII-Taxpayer Protection.
Name of Entity: Goodwin Simon Strategic Research
NAME(S) OF PERSONS OR ENTITIES RECEIVING PUBLIC BENEFIT:
Paul Goodwin
NAME(S) OF TRUSTEES, DIRECTORS, PARTNERS, AND OFFICERS:
Paul Goodwin
Amy Simon
NAMES) OF THOSE WITH MORE THAN A 10% EQUITY, PARTICIPATION OR REVENUE INTEREST:
Paul Goodwin
Amy Simon
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month period:
3. 4.
5. in excess of $25,000;
6. Tax "abatement, exception, or benefit" of a value in excess of S5,000 in any 12-month period; or
7. Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-month period.
Prepared by: Paul Goodwin Paul f Goodu
Signature:
Date: 2-12-176 Title: Owner
FOR CITY USE ONLY:
Bid/PO/Contract # Permit#
(1/06)
Oaks Initiative Notice
CITY OF SANTA MONICA
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER
BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica's voters adopted a City Charter amendment commonly known as the Oaks Initiative. It prohibits a public official from receiving specified personal benefits from a person or entity after the official votes, or otherwise takes official action, to award a "public benefit" to that person or entity. Examples of a "public benefit" include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000.
The Oaks Initiative requires the City to provide this note and information about the Initiative's requirements. An information sheet on the Oaks Initiative is attached.
You may obtain a full copy of the Initiative's text from the City Clerk.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person who is seeking a "public benefit." If the "public benefit" is sought by an entity, rather than an individual person, the information includes the name of every: (a) trustee, (b) director, (c) partner, (d) officers, or (e) ten percent interest in the entity.
Therefore, if you are seeking a "public benefit" covered by the Oaks Initiative, you must supply that information on the attached form (Attachment A).
Contract No. 10141 (CCS)
PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement ("Agreement"), entered into as of Jek. 29 -_ 2016 ("Execution Date"), by and between the City of Santa Monica ("City") and Goodwin Simon Strategic Research, is made with reference to the following:
RECITALS:
A. The City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City.
B. Goodwin Simon Strategic Research is qualified to do business, and is doing business, in the State of California. Goodwin Simon Strategic Research represents it has the background, knowledge, experience and expertise necessary to provide the services set forth in this Agreement.
C. The City and Goodwin Simon Strategic Research now desire to enter into an agreement for Goodwin Simon Strategic Research to provide professional services to the City.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows:
TERMS AND CONDITIONS
1. Term. This Agreement begins on the Execution Date and terminates two calendar years after the execution date, unless sooner terminated in accordance with Section 14.
1.1. Option to Extend. The City, in its sole and complete discretion, shall have the option to renew this agreement for up to (1) additional (2) year period ("Extension Term") The City may exercise its option by letter to the Contractor from its City Manager, and the exercise of the option shall automatically extend the term of this Agreement up through the extension period.
2. Goodwin Simon Strategic Research Services. Goodwin Simon Strategic Research will perform all of the services ("Services") described in Exhibit A, Scope of Services. Goodwin Simon Strategic Research will complete the Services in accordance with Exhibit B, Budget.
3. City Services. The City agrees to:
3.1 Make available to Goodwin Simon Strategic Research any currently existing documents, data or information required for the performance of the Services.
3.2 Designate a representative authorized to act on behalf of City.
3.3 Promptly examine and render findings on all documents submitted for staff review by Goodwin Simon Strategic Research.
4. Compensation. The City will compensate Goodwin Simon Strategic Research for the Services performed in an amount not to exceed Thirty-Eight Thousand Two Hundred Fifty Dollars ($38,250) for the term of this agreement in accordance with Budget attached as Exhibit B. The - 1 -
December 2015
total amount of compensation for Services Rendered during the Term and Extension Term, if any, shall not exceed Eighty-Three Thousand Four hundred Dollars ($83,400) as set forth in Exhibit B.
5. Invoices. Goodwin Simon Strategic Research will invoice the City for the Services in accordance with Exhibit B and the City will pay any undisputed amount within 30 days of receipt.
6. Notices. All notices, demands, requests or approvals to be given under this Agreement, must be in writing and will be deemed served when delivered personally, by email, or on the third business day after deposit in the United States mail, postage prepaid, registered or certified, addressed as follows:
6.1 All notices, demands, requests or approvals to the City:
Office of Communications
City of Santa Monica
1685 Main Street, Room 209
Santa Monica, California 90401
Attention: Debbie Lee
Re: Contract No. 10141
with a copy to:
Santa Monica City Attorney's Office
1685 Main Street, Third Floor
Santa Monica, California 90401
Attention: City Attorney
Re: Contract No. 10141
6.2 All notices, demands, requests or approvals to Goodwin Simon Strategic Research:
Goodwin Simon Strategic Research
P.O. Box 366
Culver City, CA 90232
Attention: Paul Goodwin
Re: Contract No. 10141
7. Independent Parties. Both parties to this Agreement will be acting in an independent capacity and not as agents, employees, partners, or joint venturers of one another. Neither the City nor its officers or employees will have any control over the conduct of Goodwin Simon Strategic Research or any of Goodwin Simon Strategic Research's agents, employees, or subconsultants, except as otherwise provided in this Agreement.
8. Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties. Any preliminary negotiations and agreements of any kind or nature are merged into this Agreement. No oral agreement or implied covenant may be held to vary the provisions of this Agreement. This Agreement may be modified only by written - 2-
December 2015
agreement signed by City and Goodwin Simon Strategic Research, and approved as to form by the City Attorney.
9. Insurance. Prior to commencing work, Goodwin Simon Strategic Research must procure, maintain and pay for insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Services by Goodwin Simon Strategic Research or Goodwin Simon Strategic Research's agents, representatives, employees or subconsultants for the duration of this Agreement. Goodwin Simon Strategic Research must obtain insurance that, at a minimum, meets the requirements for insurance set forth in Exhibit C, Insurance Requirements and Verifications.
10. Defense and Indemnification.
10.1 Indemnification. As to Goodwin Simon Strategic Research's Services produced under this Agreement, Goodwin Simon Strategic Research agrees to defend, indemnify, protect, and hold harmless the City, its agents, officers, boards and commissions, and employees (collectively, "City") from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney's fees, or payments for injury to any person or property (collectively, "Losses") caused or claimed to be caused by the acts, errors and/or omissions of Goodwin Simon Strategic Research, or Goodwin Simon Strategic Research's employees, agents, officers, and subconsultants. Goodwin Simon Strategic Research's responsibilities under this Section 10.1 include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City, which may be in combination with the acts or omissions of Goodwin Simon Strategic Research, its employees, agents or officers, or subconsultants; provided, however, that Goodwin Simon Strategic Research's duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of the City. Notwithstanding Goodwin Simon Strategic Research's obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Goodwin Simon Strategic Research, if City chooses to do SO.
10.2 Enforcement Costs. Goodwin Simon Strategic Research agrees to pay any and all costs the City incurs enforcing the indemnity, defense and hold harmless provisions set forth in Section 10.1.
11. Prohibition Against Transfers.
11.1 Goodwin Simon Strategic Research may not assign, hypothecate, or transfer this Agreement r any interest therein directly or indirectly, by operation of law or otherwise without th rior written consent of City. Any attempt to do so without the City's consent will be nu and void, and any assignee, hypothecatee or transferee acquires no right or interest by reason of such attempted assignment, hypothecation or transfer. - 3-
December 2015
11.2 The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Goodwin Simon Strategic Research or of any general partner or joint venturer or syndicate member of Goodwin Simon Strategic Research, if a partnership or joint venture or syndicate exists, which results in changing the control of Goodwin Simon Strategic Research, will be construed as an assignment of this Agreement. Control means 50% or more of the voting power of the corporation.
12. Permits and Licenses. Goodwin Simon Strategic Research, at its sole expense, must obtain and maintain during the term of this Agreement all required business and professional permits, licenses and certificates.
13. Waiver. A waiver of any breach of this Agreement may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Agreement.
14. Default and Termination.
14.1 If Goodwin Simon Strategic Research fails or refuses to perform any of the provisions of this Agreement, and if the default is not cured within a period of five days after the City's written notice of default specifying the nature of the default, City may immediately terminate this Agreement by written notice to Goodwin Simon Strategic Research .
14.2 The City has the option, at its sole discretion and without cause, of terminating this Agreement by giving ten days' written notice to Goodwin Simon Strategic Research. Upon termination of this Agreement, City will pay Goodwin Simon Strategic Research any compensation earned and unpaid up to the effective date of termination.
15. Compliance with Law. Goodwin Simon Strategic Research must comply with all laws of the State of California and the United States, and all ordinances, rules, and regulations enacted or issued by City.
16. Discrimination. Goodwin Simon Strategic Research may not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability.
17. Nuisance. Goodwin Simon Strategic Research may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of services under this Agreement.
18. Records.
18.1 Goodwin Simon Strategic Research must maintain complete and accurate records with respect to costs, expenses, receipts and other such information required by the City for any services provided where compensation is on the basis of hourly rates, subconsultant costs, or other direct costs. Goodwin Simon Strategic Research must keep the records, together with supporting documents, separate from other documents and records and maintain them for a period of three years after receipt of final payment.
18.2 Goodwin Simon Strategic Research must maintain records in sufficient detail to permit an evaluation of the Services and in accordance with generally accepted accounting principles. - 4 -
December 2015
Goodwin Simon Strategic Research must clearly identify all records and make them readily accessible to the City. At the City's request, Goodwin Simon Strategic Research must provide records in an electronic format and, if necessary, access to any proprietary software to view such electronic records.
18.3 Goodwin Simon Strategic Research must allow the City to have free access to Goodwin Simon Strategic Research's books and records and to inspect all work, data, documents, proceedings and activities related to this Agreement. The City has the right to examine or audit Goodwin Simon Strategic Research's records, and Goodwin Simon Strategic Research agrees to cooperate with any examination or audit of its records. If a City audit discloses an error of 5% or more in information reported by Goodwin Simon Strategic Research, Goodwin Simon Strategic Research agrees to pay the cost of the City's audit computed on the basis of four times the direct payroll of the audit staff completing the audit and audit report.
19. Work Product; Reports.
19.1 Any work product prepared or caused to be prepared by Goodwin Simon Strategic Research or any subconsultant for this Agreement will be the exclusive property of City. No work product given to or prepared by Goodwin Simon Strategic Research or any subconsultant pursuant to this Agreement may be made available to any individual or organization by Goodwin Simon Strategic Research without prior written approval by City.
19.2 At the City's request, Goodwin Simon Strategic Research must furnish reports concerning the status of the Services.
20. Standard of Care. Goodwin Simon Strategic Research agrees to provide all Services, including services performed by any subconsultant, in a manner consistent with the level of care and skill ordinarily exercised by members of Goodwin Simon Strategic Research's profession currently practicing in the same locality under similar conditions.
21. Subconsultants.
21.1 If Goodwin Simon Strategic Research proposes to have any subconsultant perform any part of the Services, Goodwin Simon Strategic Research must submit a request for approval in writing, describing the scope of work to be subcontracted, the name of the proposed subconsultant, and the total price or hourly rates used in preparing an estimated cost for the subconsultant's services. The City, in its sole discretion, may grant or deny the request.
21.2 Goodwin Simon Strategic Research will be responsible for the quality of any subconsultant's work. Every subcontract or agreement of any kind entered into between Goodwin Simon Strategic Research and any subconsultant (or between any subconsultant and others) must contain the following provision:
This agreement is consistent with all terms and conditions of the Agreement No. 10141 (CCS) entered into between the City of Santa Monica and Goodwin Simon Strategic Research
on
--•
- 5-
December 2015
22. Governing Law. The laws of the State of California, without regard to any choice of law provisions, will govern this Agreement.
23. Venue and Jurisdiction. The City and Goodwin Simon Strategic Research agree that the Services will take place in Los Angeles County. Any litigation arising out of this Agreement may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, West District, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue.
The parties further agree that either court will have personal jurisdiction over the parties to this Agreement.
24. Survival of Provisions and Obligations. Any provision of this Agreement, which by its nature must be exercised after termination of this Agreement, will survive termination and remain effective for a reasonable time. Any obligation that accrued prior to termination of this Agreement will survive termination of this Agreement.
25. Exhibits. The following exhibits are incorporated by reference into this Agreement as though fully set forth herein.
Exhibit A Scope of Services
Exhibit B Budget
Exhibit C Insurance Requirements
In witness whereof, the parties have caused this Agreement to be executed the day and year first above written.
CITY OF SANTA MONICA,
ATTEST:
Lick Gh
Dense Andersm Warun By:
DENISE ANDERSON WARREN
City Clerk City Manager
APPROVED AS TO FORM:
Musholas varle
MARSHA JONES MOUTRIE Goodwin Simon Strategic Research
City Aurorney
Paul Roa
By:
Name: PAUL GOoDeN
O une
Title:
- 6-
December 2015
Exhibit A
Scope of Services and Deliverables
The scope of work for completing this study include the following:
• Goodwin Simon Strategic Research will meet with City representatives in person to review research needs and explore changes from the previous survey instruments. • Goodwin Simon Strategic Research will draft a questionnaire and present it to the City for review and a revision. It is anticipated there may be three to four iterations before the survey draft is ready for testing.
• Goodwin Simon Strategic Research will test the draft survey to determine the questionnaire length and to make sure that questions are working as planned. • Goodwin Simon Strategic Research will translate the survey into Spanish once the draft is finalized.
• During the testing period, Goodwin Simon Strategic Research will draw three samples and train a call center for the study.
• Methodology
• RDD land line (45% of completes)
• Voter file wireless
• Enhanced (listed) wireless
• Voter file Latinos if needed to reach 12% quota
• The first phase of fielding will take about five to six days and nights. Interviewers will use strict call back procedures to reduce the likelihood of bias resulting from lack of completes with hard to reach residents. Goodwin Simon Strategic Research will also have hand-off procedures in place for respondents who prefer to be interviewed in Spanish. • At the end of 400 interviews, Goodwin Simon Strategic Research will then assess whether additional interviews with Latinos are necessary to reach the quota of about 12%. If needed, Goodwin Simon Strategic Research will order additional samples and conduct the extra interviews.
• Goodwin Simon Strategic Research will then examine the raw frequencies, and weight if necessary by age, gender, education levels, and other factors to ensure that results reflect current Census estimates for the City.
• Goodwin Simon Strategic Research will then produce aggregate results, followed by cross- tabulation tables. These tables will break out findings by variables such as zip code/ neighborhood, race/ethnicity, age, gender, education, length of residency, and level of participation in civic activities.
• Goodwin Simon Strategic Research will then prepare a written summary of findings, including an executive summary and then detailed findings. Goodwin Simon Strategic Research will use tables and figures to illustrate the results, and to make comparisons to findings from previous studies. Goodwin Simon Strategic Research will point out statistically significant changes in findings from previous studies.
• Goodwin Simon Strategic Research will present results to Council, staff, or other audiences as requested by City.
Other deliverables include:
• A questionnaire in draft and final form
Topline results
Cross tabulation tables
A written summary of findings
• Oral briefings as desired
• Additional memoranda for use by the media, elected officials, etc. • Public presentations of results
Schedule/Milestones: Start date to be determined by the City • Week 1: Meeting with City staff to discuss survey purposes and goals, and identity questions from previous track that the City wishes to repeat, and to identify new areas of inquiry • Week 2: Questionnaire draft to City staff. Revision and editing • Week 3: Finalize questionnaire. Translation into Spanish. Sample design completed and sample in place
• Week 4: Fielding begins
• Week 5: Main fielding concludes
• Week 5: Latino oversampling if needed
• Week 6: Topline results to City staff
• Week 6: Cross-tab tables available to City staff
• Week 9: Written report to City staff.
• Week 10 - 18: Goodwin Simon Strategic Research will make presentations of results as requested
Exhibit B
Budget
Telephone interviews:
Year One Contract Total: 400 surveys $33,350 or
500 surveys $38,250
If option to renew is executed:
Year Two Contract Total: 400 surveys $40,250 or
500 surveys $45,150
Payment Schedule:
25% upon City approval of final survey questionnaire
• 25% upon main fielding and Latino oversampling, if needed 25% upon cross-tab tables and written report provided to City staff • 25% upon conclusion of presentations as requested by City The total amount of compensation for Services Rendered during the Term and Extension Term, if any, shall not exceed Eighty-Three Thousand Four hundred Dollars ($83,400) as set forth in Exhibit B.
Exhibit C
Insurance Requirements and Verifications
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees or subcontractors.
Minimum Scope/Limits of Insurance
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), or if the Consultant has no owned autos, Code 8 (hired) and Code 9 (non-owned), with limits of no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers' Compensation: Workers' Compensation insurance as required by the State of California, with Statutory Limits and Employers' Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote #1).
If the Consultant maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.
Other Insurance Provisions
1. The policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status (CGL): The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance at least as broad as Insurance Services Office Form CG 20 10 11 85. b. Primary Coverage (CGL and Auto): For any claims related to this Agreement, the Consultant's insurance shall be primary as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Notice of Cancellation (all policies): Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica. d. Waiver of Subrogation (all policies): Consultant hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said Consultant may acquire against the City of Santa Monica by virtue of payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City of Santa Monica.
The City of Santa Monica may require the Consultant to purchase coverage with a lower deductible or retention or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VIl, unless otherwise acceptable to the City of Santa Monica.
Verification of Coverage
Consultant shall furnish the City of Santa Monica with original certificates and amendatory endorsements or copies of the applicable policy language providing the insurance coverage required herein. All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.
Failure to Maintain Insurance Coverage
If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from said breach. Alternatively, the City of Santa Monica may purchase such coverage (but has no special obligation to do so), and without further notice to the Consultant, the City may deduct from sums due to the Consultant any premium costs advanced by the City for such insurance.
Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager.
Footnotes
# 1: Workers' Compensation insurance coverage is not required if the Consultant does not have employees. The Consultant must, however, execute the City's Workers' Compensation Coverage Exemption Declaration Form.