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Professional Services Agreement between CMB & ETC Institute, Inc2323- -� 2 -7 1� Rafael Granado RFQ-2023-535-DF Community Satisfaction Survey Consultant DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681DI25F9FD Contract no. 23-535-01 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND ETC INSTITUTE, INC. FOR COMMUNITY SATISFACTION SURVEY CONSULTANT PURSUANT TO RFQ-2023-535-DF 12/8/2023 1 5:14 EST This Professional Services Agreement ("Agreement') is entered into this - ("Effective Date"), between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 (the "City"), and ETC INSTITUTE, a Kansas Corporation, whose address is 725 W Frontier Lane, Olathe, Kansas 6606,1 SECTION I DEFINITIONS Agreement: This Agreement between the City and Consultant, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City, City Manager's Designee: The City staff member who is designated by the City Manager to administer this Agreement on behalf of the City. The City Manager's designee shall be Amy Knowles, Chief Resilience Officer. Consultant: For the purposes of this Agreement, Consultant shall be deemed to be an independent contractor, and not an agent or employee of the City. Services: All services, work and actions by the Consultant performed or undertaken pursuant to the Agreement. Fee: Amount paid to the Consultant as compensation for Services. Proposal Documents: Proposal Documents shall mean City of Miami Beach, RFQ, No. 2023-535- DF for Community Satisfaction Survey Consultant together with all amendments thereto, issued by the City in contemplation of this Agreement RFQ, and the Consultant's proposal in response thereto ("Proposal"), all of which are hereby incorporated and made a part hereof: provided, however, that in the event of an express conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement; the RFQ; and the Proposal. DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F68lDl25F9FD Contract no. 23-535-01 Risk Manager: The Risk Manager of the Cibv, with offices at 1700 Convention Center Driwe, Third Floor Miami Beach, Florida 33139; telephone nunnber/305\ 673-7OOO.Ext. 20724;and fax number (3D5)673-762S, SECTION 2 SCOPE OF SERVICES 2.1 The City requires consultant services to conduct the next set of community satisfaction surveys in early 2024 and two additional cmrnnlunKy satisfaction mumeyo, subject to the []ty/s discretion. In consideration of the Fee to be paid to Consultant by the City, Consultant shall provide the work and services described in Exhibit "A" hereto (the "Services"). Although Consultant may beprovided withaschedule of the available hours to provide its Services, the City shall not control nor have the right to control the hours of the Services performed by the Consultant; where the Services are performed (although the City will provide Consultant with the appropriate location toperform the San/ices);when the Services are performed, including how many days a week the Services are performed; how the Services are performed, or any other aspect of the actual manner and means of accomplishing the Services provided. Notwithstanding the foregoing, all Services provided by the Consultant shall be performed in accordance with the terms and conditions set forth in Exhibit "A" and to the reasonable satisfaction of the City Manager. If there are any questions regarding the Services to be performed, Consultant should contact the following person: Amy Knowles Chef Resilience Officer Environment and SmsbainmbiUh/ Director 17U0Convention Center Drive Miami Beach, FL33139 2.2 Consultant's Services and any deliverables incident thmre1o, ehsU be completed in accordance with the timeline and/or schedule in Exhibit A hereto. SECTION 3 TERM The term of this Agreement > shall commence upon execution of this Agreement by all parties hereto (the Effective Date set forth onp. 1 hereoo and shall befor aninitial term ofthree (3) years and two (2) additional two-year renewals options for additional surveys at the discretion of the City Manager. Continuation of the contract beyond the initial pehod, and any option subsequently exercised, iamCity prerogative and not aright nf the consultant. Notwithstanding the Term provided herein, Consultant mho|| adhere to any specific bneAnas, schedules, dates, and/or performancemiles1onos for completion and delivery ofthe Services, as same is/are set forth in the timeline and/or schedule referenced in Exhibit A hereto. PA DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD SECTION 4 FEE Contract no. 23-535-01 4.1 In consideration of the Services to be provided, Consultant shall be compensated on a fixed tee basis for the Community Satisfaction Surveys as described in Exhibit A hereto. 4,2 There are no reimbursable costs- 4.3 Consultant shall be compensated according to the tasks completed in the scope of services attached hereto to as Exhibit A. M11111111111111111tZkV10114111IX Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five (45) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the particular invoice). Invoicing shall be in accordance with the outlined fee and tasks schedule proposed by ETC Institute in the scope of services attached hereto as Exhibit A. Invoices shall include a detailed description of the Services (or portions thereof) provided, and shall be submitted to the City at the following address: Accounts Payable: Payables(a).miamibeachflqov SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If the Consultant shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, the City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, the City shall notify the Consultant of its violation of the particular term(s) of this Agreement, and shall grant Consultant ten (10) days to cure such default. If such default remains uncured after ten (10) days, the City may terminate this Agreement without further notice to Consultant. Upon termination, the City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. Notwithstanding the above, the Consultant shall not be relieved of liability to the City for damages sustained by the City by any breach of the Agreement by the Consultant. The City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it deems to be in its best interest in order to enforce the City's rights and remedies against Consultant. The City shall be entitled to recover all costs of such actions, including reasonable attorneys' fees. 5.2 TERMINATION FOR CONVENIENCE OF THE CITY THE CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO CONSULTANT OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS 91 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 FOLLOWING RECEIPT BY THE CONSULTANT OF SUCH NOTICE. ADDITIONALLY, IN THE EVENT OF A PUBLIC HEALTH, WELFARE OR SAFETY CONCERN, AS DETERMINED BY THE CITY MANAGER, IN THE CITY MANAGER'S SOLE DISCRETION, THE CITY MANAGER, PURSUANT TO A VERBAL OR WRITTEN NOTIFICATION TO CONSULTANT, MAY IMMEDIATELY SUSPEND THE SERVICES UNDER THIS AGREEMENT FOR A TIME CERTAIN, OR IN THE ALTERNATIVE, TERMINATE THIS AGREEMENT ON A GIVEN DATE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY THE CITY, CONSULTANT SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH THE CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. 5.3 TERMINATION FOR INSOLVENCY The City also reserves the right to terminate the Agreement in the event the Consultant is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. SEC:TiON 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION Consultant agrees to indemnify, defend and hold harmless the City of Miami Beach and its officers, employees, agents, and contractors, from and against any and all actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the Consultant, its officers, employees, agents, contractors, or any other person or entity acting under Consultant's control or supervision, in connection with, related to, or as a result of the Consultant's performance of the Services pursuant to this Agreement. To that extent, the Consultant shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by the City in the defense of such claims and losses, including appeals. The Consultant expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Consultant shall in no way limit the Consultant's responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The parties agree that one percent (1%) of the total compensation to Consultant for performance of the Services under this Agreement is the specific consideration from the City to the Consultant for the Consultant's indemnity agreement. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. 4 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681DI25F9FD Contract no. 23-535-01 6.2 INSURANCE REQUIREMENTS 0.3 The Consultant shall maintain the below required insurance in effect prior to awarding the agreement and for the duration ofthe agreement. The maintenance oJproper insurance coverage is a material element ofthe agreement and failure to maintain orrenew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the Agreement. A. Workers' Compensation Insurance for all annpkovems of the Contractor as required by Florida Statute Chaptar44O and Employer Liability Insurance with a limit of no less than $1.000.000 per accident for bodily injury o/dismame. Should the Contractor be exempt from this Statute, the Contractor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt contractor nhoU also submit /i\ o vxhhen statement detailing the number of employees and that they are not required to carry Workers' Compensation insurance and do not anticipate hiring any additional employees during the honn of this contract or m copy of Certificate of Exemption. B. Commercial CSem9ra| Liability Insurance on an occurrence basis, including products and completed opormUonm, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate. C. Automobile Liability Insurance covering any automobiin, if vendor has no owned automobiles, then coverage for hired and non -owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage. D. Professional Liability (Errors & Omissions) Insurance appropriate to the Consultant's profession. with a limit no less than $1,000,000. 64 Additionalynmuned—City of Miami Beach must be included by endorsement aaen additional insured with respect tUall liability policies (except Professional Liability and Workers' Compensation) arising out o[work uroperations performed onbehalf ofthe Consultant including rnataha|s, pads, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement tothe Consultant's inmunanms. GZ Notice of Cancellation — Each insurance omUcv required above shall provide that coverage shall not be cance|led, except with notice to the City of Miami Beach c/o EX|G|S Insurance Compliance Services. 0.0 Waiver of Subrogation — Consultant agrees to obtain any endorsement that may be necessary toaffect the waiver ofsubrogation nnthe coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer. 8.7 Acceptabilitysf|wsmrers—|nmurmncmnnuotbepkaoedxvUhinsurerowhhaoumentA^&1. Best rating of A:N|orhigher. If not rated, exceptions may bemade for members of the Florida Insurance Funds (i.e. F\NC|GA. FAJUA). Carriers may also be considered ifthey are licensed and authorized kodVinsurance business inthe State ofFk>hda. 9 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F68lDl25F9FD Contract no. 23-585' 1 6.8 Verification of Coverage — Consultant shall 8urnishthe City with originalmerUOombemand amendatory endorsements, or copies of the applicable insurance language, effecting coverage required bythis contract. All oertifioa\eoand endorsements are 1obereceived and approved by the City before work cornrnenmam. Hovvmver, baUuna to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to require omrnplete, certified copies of all required insurance po|iciem, including endorsements, required bythese specifications, a\any time. CERTIFICATE HOLDER ONALL COI MUST READ: CITY OFM|AM|BEACH c/o Ey(|G(SInsurance Compliance Services P.O.Box947 k4urrietm'CA92504 Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at: 8]9 Special Risks or Circumstances —The City of Miami Beach reserves the right Ummodify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section orunder any other section ofthis agreement, SECTION This Agreement shall be construed inaccordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami -Dade County, Florida, and if legal action is necessary by either party with respect to the enYVncarnant of any or all of the bannm or conditions herein, exclusive venue for the enforcement ofsame shall lie inMiami-Dade County, Florida, Byentering into this Agreement, Consultant and the City expressly waive any rights either party may have tV a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires toenter into this Agreement on|yifinsoUoing the City can place alimit onthe City's|iabi|ity for any cause of action, for money damages due to an alleged breach by the City of this AoraarnenL so that its liability for any such breach never exceeds the sum of31O.ODO. Consultant hereby expresses its willingness to enter into this Agreement with Consultant's recovery from the City for any damage action for breach ofcontract tm be limited to o rnmxinnunn amount of $10.000, 9 ovouaignEnvelope ID: rs000EoA-Dr1n-4uFo-Aue9-F681oIuoFyro Contract no. 23-5@5O1 ly, and notwithstanding any other term or condition of this Agree0ent. Consultant hereby agrees that the City shall not beliable kothe Consultant for damages inanamount in excess of $10,000 for any action or claim for breach of contract arising out of the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver ofthe limitation placed upon the Cby'm |iebiUh/. as set forth in Section 768.20, Florida SECTION DUTY OF CAREICOMPLIANCE WITH APPLICABLE LAWS/PATENT RIGHTS, COPYRIGHT, AND CONFIDENTIAL FINDINGS 9.1 DUTY OF CARE With respect to the performance of the Services contemplated herein, Consultant shall exercise that degree of skjU, cana, efficiency and diligence normally exercised by reasonable persons and/or recognized professionals with respect to the performance ofcomparable work and/or services. 9.2 COMPLIANCE WITH APPLICABLE LAWS |nits performance of the Services, Consultant shall comply with all applicable laws, ordinances, and regulations ofthe City, Miami -Dade County, the State ofFlorida, and the federal government, as applicable. 9'3 PATENT RIGHTS; COPYRIGHT: CONFIDENTIAL FINDINGS Any work product arising out of this Agreement, as well as all information spedfioaUonm, processes, data and findings, are intended to be the property of the City and shall not otherwise bemade public and/or disseminated byConsultant, without the prior written consent of the City Manager, excepting any information, records etc. which are required to be disclosed pursuant to Court Order and/or Florida Public Records Law, All napods, doounnen1m, artio|ee, devimas, and/or work produced in xvhm|e or in part under this Agreement are intended to be the sole and exclusive property of the City, and shall not be subject to any application for copyright or patent byoron behalf ofthe Consultant or its employees or sub-CoUau|tants^without the prior written consent 0fthe City Manager, SECTION 10 GENERAL PROVISIONS 10.1 AUDIT AND INSPECTIONS Upon reasonable verbal o,written notice toConsultant, and atany time during normal business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized holidays), and as often as the City kAamaQar may, in his/her reasonable discretion and judgment, daann DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F68ID125F9FD Contract no. 23-535-D1 nmcesaary, there shall be made available to the City MonaQar, and/or such representatives as the City Manager may deem to act on the City's behalf, to audit, examine, and/ or inspect, any and all other documents and/or records na(mUng to all matters covered by this /uznaornent. Consultant shall maintain any and all such records atits place ofbusiness at the address set forth inthe ~NoUcas"section ofthis Agreement. 10.2 INSPECTOR GENERAL AUDIT RIGHTS AA Pursuant toSection 2-25Sof the Code ofthe City of Miami Beach, the City has established the Office of the Inspector General which may, onarandom basis, perform reviews, audits, inspections and investigations on all City contnacts, throughout the duration of said contracts. This random audit imseparate and distinct hnmany other audit performed by oronbehalf ofthe City. (8) The Office o/ the Inspector General is authorized to investigate City affairs and empowered to review past, present and proposed City proQranle, muuounta, records, contracts and transactions. |naddition, the Inspector General has the power to subpoena witnesses, administer oaths, require the production of witnesses and monitor City projects and ppmQnmmo. Monitoring of an existing City project orprogram may include a report concerning whether the project is on time, within budget and in conformance with the contract documents and applicable law. The Inspector General mhe|| have the power to audit, investigate, monitor, oversee, inspect and review operations, activities, performance and procurement process including but not limited to projectdemign. bid specifications, (bid/proposal) submittals, ochvilxsu of the Conau|bar8, its oMlcers, agents and employees, lobbyists, City staff and elected officials to ensure compliance with the contract documents and hodetect fraud and corruption, Pursuant toSection 2-378mfthe City Code, the City is allocating a percentage of its overall annual contract expenditures to fund the activities and operations mfthe Office ofInspector General. ([) Upon ben (10days written notice to the Consultant, the Consultant shall make all requested records and documents available to the Inspector General for inspection and copying. The Inspector (Sanene| is empowered to retain the services of independent pdwah* sector auditors to audit, inveatigmte, rnoOi1or, nwersee, inspect and review operations activities, performance and procurement process including but not limited to project design, bid specifications, (bid/proposal) submittals, activities of the Consultant its ofhcerm, agents and ernp(nyeeo, lobbyists, City staff and elected officials to ensure compliance with the contract documents and todetect fraud and corruption. (D) The Inspector General shall have the rightbzinnpen1endoopyaUdocurnanbaandrecordm in the Consultant's possession, custody or control which in the Inspector General's sole judgment, pertain to performance Of the Cuntract, iOC|udinQ, but not hnliU8U to original estimate fi|ea, change order estimate files, workehaabs, proposals and aQrearnanCo from and with nuooasnfu| subcontractors and ouppiimrs, all project -related conempoDdenCe, mnernonandG, insbuCUons, financial dpcunnen\G, construction documents, (bid/proposal) and contract doournenb;, back -change docurnents, all documents and records which K, DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F68ID125F9FD Contract no. 23�35-Oi involve uamh, trade or volume discounts, insurance proceeds, rebohes, or dividends n»meivmd, payroll and personnel records and supporting documentation for the aforesaid documents and records. (E) The Consultant shall make available at its office at all reasonable times the records, materials, and other evidence regarding the acquisition (bid preparation) and performance of this Agreement, for examination, audit, or reproduction, until three (3) years after final payment under this Agreement wrfor any longer period required by statute orbyother clauses ofthis Agreement. |naddition: /� If this Agreement is completely or partially ternninahad, the Consultant eho|| make available records relating to the work terminated until three (3)years after any resulting final termination settlement; and ii, The Consultant shall make available records relating toappeals ortulitigation or the settlement ofclaims arising under or relating to this Agreement until such appeals, litigation, orclaims are finally resolved. (F) The provisions in this section shall apply to the Consultant, its officers, agents, employees, subcontractors and suppliers. The Consultant shall incorporate the provisions in this section in all subcontracts and all other agreements executed by the Consultant in connection with the performance of this Agreement, ((3) Nothing |nthis section shall impair any independent right tothe City to conduct audits Dr investigative activities. The provisions of this section are neither intended nor shall they be construed to impose any liability on the City by the Consultant or third parties. 10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING Consultant shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent ofthe City K4angger, which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any henn or provision hereof, or right hereunder, ehuU be assignable unless as approved pursuant to this section, and any attempt to make such assignment (unless approved) shall be void. 10.4 PUBLIC ENTITY CRIMES Prior tocommencement of the Services, the Consultant shall file a State of Florida FormpUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with the City'sProcurement Division. 10'5 NO DISCRIMINATION In connection with the performance of the Services, the Consultant shall not exclude from participation in, deny the benefits of, or subject to discrimination anyone on the grounds of race, color, national origin, sex, age, disability, religion, income or family status. DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 Additionally, Consultant shall comply fully with the City of Miami Beach Human Rights Ordinance, codified in Chapter 62 of the City Code, as may be amended from time to time, prohibiting discrimination in employment, housing, public accommodations, and public services on account of actual or perceived race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, age, disability, ancestry, height, weight, domestic partner status, labor organization membership, familial situation, or political affiliation. 10.6 CONFLICT OF INTEREST Consultant herein agrees to adhere to and be governed by all applicable Miami -Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami -Dade County Code, as may be amended from time to tune: and by the City of Miami Beach Charter and Code„ as may be amended from time to time; both of which are incorporated by reference as if fully set forth herein. Consultant covenants that it presently has no interest and shall not acquire any interest, directly or indirectly, which could conflict in any manner or degree with the performance of the Services. Consultant further covenants that in the performance of this Agreement, Consultant shall not employ any person having any such interest. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising therefrom. 10,7 CONSULTANT'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW (A) Consultant shall comply with Florida Public Records law under Chapter 119, Florida Statutes, as may be amended from time to time. (B) The term "public records" shall have the meaning set forth in Section 119,011(12), which means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form. characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of the City. (C) Pursuant to Section 119.0701 of the Florida Statutes, if the Consultant meets the definition of "Contractor" as defined in Section 119.0701(1)(a), the Consultant shall: (1) Keep and maintain public records required by the City to perform the service; (2) Upon request from the City's custodian of public records, provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes or as otherwise provided by law: (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed, except as authorized by law, for the duration of the contract term and following completion of the Agreement if the Consultant does not transfer the records to the City; (4) Upon completion of the Agreement, transfer, at no cost to the City, all public records in possession of the Consultant or keep and maintain public records required by the City to perform the service. If the Consultant transfers all public records to the City upon completion of the Agreement, the Consultant shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements_ If the Consultant keeps and maintains public 10 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 records upon completion of the Agreement, the Consultant shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City. (D) REQUEST FOR RECORDS; NONCOMPLIANCE. (1) A request to inspect or copy public records relating to the City's contract for services must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the Consultant of the request, and the Consultant must provide the records to the City or allow the records to be inspected or copied within a reasonable time. (2) Consultant's failure to comply with the City's request for records shall constitute a breach of this Agreement, and the City, at its sole discretion, may: (1) unilaterally terminate the Agreement; (2) avail itself of the remedies set forth under the Agreement; and/or (3) avail itself of any available remedies at law or in equity. (3) A Consultant who fails to provide the public records to the City within a reasonable time may be subject to penalties under s. 119. 10- (E) CIVIL ACTION. (1) If a civil action is filed against a Consultant to compel production of public records relating to the City's contract for services, the court shall assess and award against the Consultant the reasonable costs of enforcement, including reasonable attorneys' fees, if: a. The court determines that the Consultant unlawfully refused to comply with the public records request within a reasonable time; and b. At least 8 business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that the Consultant has not complied with the request, to the City and to the Consultant, (2) A notice complies with subparagraph (1)(b) if it is sent to the City's custodian of public records and to the Consultant at the Consultant's address listed on its contract with the City or to the Consultant's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. (3) A Consultant who complies with a public records request within 8 business days after the notice is sent is not liable for the reasonable costs of enforcement. (F) IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY OF MIAMI BEACH ATTENTION: RAFAEL E. GRANADO, CITY CLERK 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 E-MAIL: RAFAELGRANA ►O@MIA:MIBEACHFL.GOV PHONE: 305-673-7411 10.8 FORCE MAJEURE (A) A "Force Majeure" event is an event that (i) in fact causes a delay in the performance of the Consultant or the City's obligations under the Agreement, and (ii) is beyond the reasonable control of such party unable to perform the obligation, and (iii) is not due to an intentional act, error, omission, or negligence of such party, and (iv) could not have reasonably been foreseen and prepared for by such party at any time prior to the occurrence of the event. Subject to the foregoing criteria, Force Majeure may include events such as war, civil insurrection, riot, fires, epidemics, pandemics, terrorism, sabotage, explosions, embargo restrictions, quarantine restrictions, transportation accidents, strikes, strong hurricanes or tornadoes, earthquakes, or other acts of God which prevent performance. Force Majeure shall not include technological impossibility, inclement weather, or failure to secure any of the required permits pursuant to the Agreement. (B) If the City or Consultant's performance of its contractual obligations is prevented or delayed by an event believed by to be Force Majeure, such party shall immediately, upon learning of the occurrence of the event or of the commencement of any such delay, but in any case within fifteen (15) business days thereof, provide notice: (i) of the occurrence of event of Force Majeure, (ii) of the nature of the event and the cause thereof, (iii) of the anticipated impact on the Agreement, (iv) of the anticipated period of the delay, and (v) of what course of action such party plans to take in order to mitigate the detrimental effects of the event. The timely delivery of the notice of the occurrence of a Force Majeure event is a condition precedent to allowance of any relief pursuant to this section: however, receipt of such notice shall not constitute acceptance that the event claimed to be a Force Majeure event is in fact Force Majeure, and the burden of proof of the occurrence of a Force Majeure event shall be on the requesting party- (C) No party hereto shall be liable for its failure to carry out its obligations under the Agreement during a period when such party is rendered unable, in whole or in part, by Force Majeure to carry out such obligations. The suspension of any of the obligations under this Agreement due to a Force Majeure event shall be of no greater scope and no longer duration than is required. The party shall use its reasonable best efforts to continue to perform its obligations hereunder to the extent such obligations are not affected or are only partially affected by the Force Majeure event, and to correct or cure the event or condition excusing performance and otherwise to remedy its inability to perform to the extent its inability to perform is the direct result of the Force Majeure event with all reasonable dispatch. (D) Obligations pursuant to the Agreement that arose before the occurrence of a Force Majeure event, causing the suspension of performance, shall not be excused as a result of such occurrence unless such occurrence makes such performance not reasonably possible. The obligation to pay money in a timely manner for obligations and liabilities which matured prior to the occurrence of a Force Majeure event shall not be subject to the Force Majeure provisions. 12 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 (E) Notwithstanding any other provision to the contrary herein, in the event of a Farce Majeure occurrence, the City may, at the sole discretion of the City Manager, suspend the City's payment obligations under the Agreement, and may take such action without regard to the notice requirements herein. Additionally, in the event that an event of Force Majeure delays a party's performance under the Agreement for a time period greater than thirty (30) days, the City may, at the sole discretion of the City Manager, terminate the Agreement on a given date, by giving written notice to Consultant of such termination. if the Agreement is terminated pursuant to this section, Consultant shall be paid for any Services satisfactorily performed up to the date of termination; following which the City shall be discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. In no event will any condition of Force Majeure extend this Agreement beyond its stated term. 10.9 E-VERIFY (A) Consultant shall comply with Section 448.095, Florida Statutes, "Employment Eligibility" ("E-Verify Statute"), as may be amended from time to time. Pursuant to the E-Verify Statute, commencing on January 1, 2021, Consultant shall register with and use the E- Verify system to verify the worts authorization status of all newly hired employees during the Term of the Agreement. Additionally, Consultant shall expressly require any subconsultant performing work or providing services pursuant to the Agreement to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subconsultant during the contract Term. If Consultant enters into a contract with an approved subconsultant, the subconsultant must provide the Consultant with an affidavit stating that the subconsultant does not employ, contract with, or subcontract with an unauthorized alien. Consultant shall maintain a copy of such affidavit for the duration of the Agreement or such other extended period as may be required under this Agreement. (B) TERMINATiON RIGHTS. (1) If the City has a good faith belief that Consultant has knowingly violated Section 448.09(1), Florida Statutes, the City shall terminate this Agreement with Consultant for cause, and the City shall thereafter have or owe no further obligation or liability to Consultant. (2) If the City has a good faith belief that a subconsultant has knowingly violated the foregoing Subsection 10.9(A), but the Consultant otherwise complied with such subsection, the City will promptly notify the Consultant and order the Consultant to immediately terminate the Agreement with the subconsultant. Consultant's failure to terminate a subconsultant shall be an event of default under this Agreement, entitling City to terminate the Consultant's contract for cause. (3) A contract terminated under the foregoing Subsection (6)(1) or (13)(2) is not in breach of contract and may not be considered as such. (4) The City or Consultant or a subconsultant may file an action with the Circuit or County Court to challenge a termination under the foregoing Subsection (13)(1) or (13)(2) no later than 20 calendar days after the date on which the contract was terminated. (5) If the City terminates the Agreement with Consultant under the foregoing Subsection (13)(1), Consultant may not be awarded a public contract for at least 1 year after the date of termination of this Agreement. (6) Consultant is liable for any additional costs incurred by the City as a result of the 13 DocuSign Envelope ID: FE588EBA-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 termination of this Agreement under this Section 10.9. SECTION 11 NOTICES Until changed by notice, in writing, all such notices and communications shall be addressed as follows: TO CONSULTANT: ETC INSTITUTE ATTN: Christopher Tatham, CEO 725 W Frontier Lane, Olathe, Kansas, 66061 Ph: 913-829-1951 Email: chris.tatham(a)-etcinstitute.com TO CITY: City of Miami Beach Chief Resilience Officer Environment and Sustainability Director Attn: Amy Knowles 1700 Convention Center Drive Miami Beach, FL 33139 Email: amyknowles(a-)miamibeachfl.gov All notices mailed electronically to either party shall be deemed to be sufficiently transmitted. SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 12.2 SEVERABILITY If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 14 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 12.3 WAIVER OF BREACH A party's failure to enforce any provision of this Agreement shall not be deemed a waiver of such provision or modification of this Agreement. A party's waiver of any breach of a provision of this Agreement shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Agreement. 12.4 JOINT PREPARATION The parties hereto acknowledge that they have sought and received whatever competent advice and counsel as was necessary for them to form a full and complete understanding of all rights and obligations herein and that the preparation of this Agreement has been a joint effort of the parties, the language has been agreed to by parties to express their mutual intent and the resulting document shall not, solely as a matter of judicial construction, be construed more severely against one of the parties than the other. 12.5 ENTIRETY OF AGREEMENT The City and Consultant agree that this is the entire agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. [REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] 15 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD DocuSign Envelope 1D., 87E22C33-35434D9D-A$92-69FCD59E334D Contract no. 23-535-01 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: ATTEST: Doc Signed by: By: 8BA0&FB5E4CF Rafael E. Granada, City Clerk 12/8/2023 1 5:14 EST Data: FOR CONSULTANT: ETC INST TUTS, IN By: L eg, ry S jji 0 Print Name and Title Date: 11/2712023 16 CITY OF MIAMI BEACH, FLORIDA A . Aa T, Hudak, �daWk, City t onagery APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION !ACity Attorney Date DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD EXHIBIT A Contract no, 23-535-01 The City requires consultant services to conduct the next set of community satisfaction surveys in early 2024 and two additional community satisfaction surveys, subject to the City's discretion, Part A: Resident Survey Scope of Work The services ETC Institute will provide for the resident survey in accordance with the RFQ and as more fully delineated herein are described below, Task A-1: Designing the Survey Instrument/Developing the Sampling Plan Survey Design. ETC Institute will work with City staff to design the survey instrument. The survey will be similar to the survey that was administered by ETC Institute in 2022, but it will be updated and tailored to the City's current needs. It is anticipated that 2-3 drafts of the survey will be prepared before the survey is approved by the City. The survey will be 10-15 minutes in length and up to two versions of the survey will be prepared to maximize the amount of data collected. Sampling Plan. ETC Institute will administer the survey to a random sample of at least 1,200 residents. If two versions of the survey are developed, each version will be administered to at least 600 residents. A random sample of 1,200 completed surveys will provide results that have a precision of at least +/- 2.8% at the 95% level of confidence. In addition, a sample will be designed to ensure statistically valid data is collected from each of five subareas: (1) the "condo corridor", (2) Mid Beach, (3) North Beach, (4) South Beach and Belle Isle, and (5) South Point. The sample will be selected at random from all known residential addresses in the City. The sample will include households with traditional land -lines, household with cell -phones only, and households without phones. This address -based sampling methodology will ensure that the sample is representative of the City's population. Deliverables Task A-1. A copy of the approved survey instrument and an email describing the final sampling plan, specifically the goals for each subarea by survey version if more than one version is developed. Task A-2: Administer the Survey. ETC Institute will administer the survey as follows • Once the survey is approved the City, ETC Institute will conduct a pilot test of the survey to be sure residents can understand the questions and that the web -version of the survey works appropriately, 17 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 ETC Institute will mail the survey, and a cover letter in English, Spanish and Creole (on City letterhead) to a random sample of households in the City. Residents who receive the survey will have the option of completing it in one of the following three ways. o By mail using a postage -paid return envelope, which will be included with the survey a By going on-line to a website; the website will be printed on the survey. o By Galling a toll -free number, which will be printed on the survey; ETC Institute will have interviewers who will answer inbound calls in both English and Spanish from residents who prefer to complete the survey by phone. • ETC Institute will follow-up with households that do not respond to the survey within 10 days to maximize participation in the survey. These follow-ups will be conducted as follows: o By sending e-mails to households for whom email addresses can be obtained. The emails will contain a link to the on-line version of the survey o By calling households in both English. Spanish, and Creole and leaving voice messages about the survey with households that do not answer their phone; ETC Institute will give those who do answer their phone an opportunity to complete the survey by phone. o By sending texts and emails to households for whom text and emails can be obtained. o By posting targeted social media ads (e.g., Facebook and Instagram) to encourage respondents (e.g., residents under 40) to complete the survey. All respondents who complete the survey online will be required to enter their home address at the end of the survey. If a respondent completes the survey online and does not provide their address or the address provided is not part of the random sample, the response will not count as part of the random sample. Since response rates have fallen in a post-COVID era, ETC Institute may need to offer an incentive to encourage participation in the survey. This decision will be made based on the results of the pilot test and in conjunction with the City. During the past year, ETC Institute has used a drawing for one $500 Visa very effectively to encourage participants in other southern Florida communities. This incentive is built into ETC Institute's fee. im DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F68lDl25F9FD Contract no, 23-535-01 • ETC Institute will conduct follow-ups until a minimum of 1,200 surveys are completed. ETC Institute will monitor the distribution of completed surveys to ensure that the sample reasonably reflects the demographic composition of the City with regard to age, geographic dispersion, gender, ethnicity and other factors. ETC Institute will weigh the data if needed to ensure the geographic and demographic composition of the sample are similar to the most recent Census estimates for the City's population and the composition of previous surveys to ensure trend analysis from previous years is comparable, Deliverable Task A-2. ETC Institute will provide a copy of the overall results for each question on the survey. Task A-3: Analysis and Final Report ETC Institute will submit a final report to the City. At a minimum, this report will include the following items: Formal report that includes an executive summary of survey methodology, a description of major findings, and charts that show the overall results of the survey. The final report will be similar to the previous reports prepared by ETC Institute for the City of Miami Beach. • Benchmarking analysis that shows how the results for Miami Beach compare to national and regional norms. ETC maintains national and regional benchmarking data for more than 80 types of local governmental services. ETC will compare Miami Beach's results with other communities and provide charts with the comparisons. Crosstabulations that show a breakdown of results for key demographic variables, such as age, income, years of residency, and other factors. [REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] ico DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F68ID125F9FD Contract no. 23-535-01 Importance -Satisfaction Analysis that will identify the areas where the greatest opportunities exist to enhance overall satisfaction with City services. The importance -satisfaction analysis is based on the concept that public agencies will maximize overall satisfaction by emphasizing improvements in those service categories where the level of satisfaction is relatively low and the perceived importance of the service is relatively high, * A copy of the survey instruments. GIS maps that show geocoded survey results for selected questions on the survey. This allows the visual representation of how satisfied residents are with the delivery of services in different areas of the City. Guided presentation(s) to the City Commission and/or City staff as required. PowerPoint summary presentation must include significant and notable issues and trends suitable for executive -level decision -making. It is anticipated that up to four presentations of the survey results by the consultant for elected officials and/or administration to include City Commission meetings, the City Manager's Office, Department Directors, and the Management Team. The presentations may be in - person or virtual, depending an the needs of the City. All presentations will be made by Christopher Tatham unless otherwise agreed to by the City Manager or her designee. Deliverable Task A-3: ETC Institute will submit the draft final report in an electronic format and 1 reproducible hard copy of the final report. ETC Institute will also make a presentation to City officials via webinar or on -site and provide an electronic copy of the presentation highlighting the results, Task A-4: Data Analytics Dashboard ETC Institute will design an interactive data dashboard for the City of Miami Beach where the results of the resident survey will be housed. The dashboard will be similar to the examples that ETC Institute provided during the selection process. The dashboard will allow the City to query the full set of survey results in real time anywhere with access to the Internet. ETC Institute's interactive data dashboards give our clients the ability to explore the data and drill -down into the results on -demand. The dashboard will include the following features: • Priority Analysis showing the top investment priorities based on the unmet needs and priorities that residents place on parks and recreation programs and facilities. Investment priorities can be displayed for various demographic and geographic areas using the interactive features of the data dashboard, NE DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 Cross -Tabular Data Analysis which gives the user the ability to cross -tabulate specific questions on the survey showing how different groups of respondents responded to various questions on the survey. • Trend Analysis showing the results for previous community surveys that ETC Institute has administered for the City. • GIS Mapping showing the survey results mapped out geographically. The maps will geographically display results for the current year and previous years so the City can see trends for specific areas. • Benchmarking Analysis showing how the City compares to other communities. The dashboard will allow the City to compare its results to other communities regionally, nationally, and based on population of other communities. Deliverable Task A-4: ETC Institute will submit a functional dashboard for the City to review. Revised the dashboard based on feedback from the City. ETC Institute will also provide training to teach Miami Beach employees how to effectively use the dashboard. Part B: Business Survey Scope of Work The services ETC Institute will provide for the business survey in accordance with the RFO and as more fully delineated herein are described below, Task B-1: Designing the Survey Instrument/Developing the Sampling Plan Survey Design. ETC Institute will work with city staff to design the survey instrument. The survey will be similar in length and content to the survey that was administered by ETC Institute in 2022, but it will be updated and tailored to the City's current needs. It is anticipated that 2-3 drafts of the survey will be prepared before the survey is approved by the City. Sampling Plan. COVID has made it much more difficult to reach senior managers and owners of businesses because most do not answer their phones and many work remotely. For the reason ETC Institute recommends a sample of 400 completed business surveys if the survey length remains at four pages, which was the length of the 2022 survey. If the City reduces the length of the survey to three pages, the sample size can be increased to 600 for the same price. A random sample of 400 completed surveys will provide results that have a precision of at least +/- 4.9% at the 95% level of confidence, A random sample of 600 completed surveys will provide results that have a precision of at least +/- 3.9% at the 95% level of confidence. ETC Institute will also design the sample to ensure it is sufficient to provide 04 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 statistically valid results for each of the three subareas: of the following subareas in the City: (1) North Beach, (2) Mid Beach. (3) and South Beach The sample will be selected at random from all known business addresses in the City. This selection methodology will ensure that the sample is representative of the City's business population. Deliverables, Task B-1. A copy of the approved survey instrument and an email describing the sampling plan. Task B-2: Administer the Survey, ETC Institute will administer the survey as follows Once the survey is approved by the City, ETC Institute will conduct a pilot test of the survey to be sure business owners/managers can understand the questions and that the web -version of the survey works appropriately. • ETC Institute will mail the survey, and a cover letter in English, Spanish and Creole (on City letterhead) to a random sample of businesses in the City. • Business owners/managers who receive the survey will have the option of completing it in one of the following three ways: a By mail using a postage -paid return envelope, which will be included with the survey o By going on-line to a website; the website will be printed on the survey o By calling a toll -free number, which will be printed on the survey; ETC Institute will have interviewers who will answer inbound calls in both English and Spanish from business owners/managers who prefer to complete the survey by phone. • ETC Institute will follow-up with businesses that do not respond to the survey within 10 days to maximize participation in the survey. These follow-ups will be conducted as follows: cf By sending e-mails to businesses for whom email addresses can be obtained. The emails will contain a link to the on-line version of the survey o By calling businesses in both English and Spanish and giving respondents a chance to complete the survey by phone. ETC Institute will conduct follow-ups by phone and e-mail until the sampling goal is met (either 400 or 600 surveys depending on the length of the survey) 22 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 • ETC Institute will monitor the distribution of the sample to ensure that the sample reasonably reflects the demographic composition of the City's business community as compared to the distribution of previous surveys. ETC Institute will weigh the data (if needed) to ensure the geographic and demographic composition are comparable to previous surveys to ensure trend analysis from previous years is comparable. Deliverable Task B-2. ETC Institute will provide a copy of the overall results for each question on the survey. Task B-3: Analysis and Final: Report ETC Institute will submit a final report to the City. At a minimum, this report will include the following items: • Formal report that includes an executive summary of survey methodology, a description of major findings, and charts that show the overall results of the survey. The final report will be similar to the one prepared by ETC Institute for previous surveys. • Crosstabulations that show a breakdown of results for key demographic variables. • Importance -Satisfaction Analysis that will identify the areas where the greatest opportunities exist to enhance overall satisfaction with City services. • A copy of the survey instruments • GIS maps that show geocoded survey results for selected questions on the survey • Guided presentation(s) to the City Commission and/or City staff as required. PowerPoint summary presentation must include significant and notable issues and trends suitable for executive -level decision -making. It is anticipated that up to four presentations of the survey results by the consultant for elected officials and/or administration to include City Commission meetings, the City Manager's Office, Department Directors, and the Management Team. The presentations may be in - person or virtual, depending on the needs of the City. All presentations will be made by Christopher Tatham unless otherwise agreed to by the City Manager or designee. Deliverable Task B-3: ETC Institute will submit the draft final report in an electronic format and 1 reproducible hard copy of the final report. ETC Institute will also make a presentation to City officials via webinar or on -site and provide an electronic copy of the presentation highlighting the results. 23 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681DI25F9FD Contract no. 23-535-01 Task B-4: Data Analytics Dashboard ETC Institute will design an interactive data dashboard for the City of Miami Beach where the results of the business survey will be housed. The business survey will be put on a single landing page (URL) with the resident survey, but the landing page will have a different 'button" to access each dashboard. The dashboard will allow the City to query the full set of survey results in real-time anywhere with access to the Internet, ETC Institute's interactive data dashboards give our clients the ability to explore the data and drill -down into the results on -demand. The dashboard will include the same features that are described in Task A-4 for the resident survey, Deliverable Task A-4: ETC Institute will submit a functional dashboard for the City to review. Revised the dashboard based on feedback from the City, ETC Institute will also provide training to teach Miami Beach employees how to effectively use the dashboard. Survey Schedule A draft schedule is below. ETC Institute will modify the schedule to meet the City's needs. November 2023 • Agreement approved and signed • Initial discussion with the City to discuss survey goals & objectives • ETC Institute provides the City with a draft survey December 2023 • ETC Institute revises the survey based on input from the City • City approves the survey instrument • Pilot test to make sure residents understand questions January — Februaty 2024 Data collection begins (surveys are sent out) * Data collection completed 0 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contract no. 23-535-01 March- June 2024 a Data analysis and draft final report completed * On -site report presentation to City Commission 0 Final report delivered 0 Data dashboards for the resident and business surveys are completed. Fee The table on the following page shows the fees for conducting the two surveys as described in Tasks Al-A4 and Tasks 131-134. The total fee for both surveys as described in the scope of services will be $85,450 plus the cost of the presentations. SURVEY FEES Description Fee RESIDENT SURVEY Survey Design and Sampling Plan $4,070,00 5A,2 Pilot Test and Survey Administration $29,81 OW iA-3 Analysis/Final Report $9.1530.00 'A-4 Resident Survey Dashboard $4,320,00 Subtotal Resident Survey $47,730.00 ,!BUSINESS SURVEY 113.1 Survey Design and Sampling Plan S1800,00 iiB-2 Pilot Test and Surrey Administration $23,400.00 IB-3 Analysis/Final Report $6,20000 'B-4 Business Survey Dashboard $4,320,00 Subtotal Business Survey $37,720.00 TOTAL LESS PRESENTAMNS $85.450 'PRESENTATIONS jonsite Presentation 513,450 Remote Presentations $500 25 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD RESOLUTION NO., 2023-32790 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2023-535-DF FOR A COMMUNITY SATISFACTION SURVEY CONSULTANT; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ETC INSTITUTE AS THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH ETC INSTITUTE, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH POLICY CONFLUENCE, INC., AS THE SECOND -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH POLICY CONFLUENCE, INC., AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ZILO INTERNATIONAL GROUP LLC AS THE THIRD -RANKED PROPOSER; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, on July 26, 2023, the Mayor and City Commission authorized the issuance of Request for Qualifications (RFQ) 2023-535-DF for a community satisfaction survey consultant; and WHEREAS, on August 30, 2023, the City received proposals from the following eight (8) firms: 2Can Group LLC, Business Trade and Services, Inc. d/b/a BTS Consulting, ETC Institute, Gateway Healthcare Solutions, LLC, Policy Confluence, Inc. d/b/a Polco, Probolsky Research, The Research Associates, Inc., and Zilo International Group LLC ; and WHEREAS, on September 1, 2023, the City Manager appointed the Evaluation Committee via LTC # 384-2023. The Committee was comprised of Melissa Berthier, Director, Marketing & Communications Department; Kathie Brooks, Consultant/Resident; Marcia Monserrat, Intergovernmental & External Affairs Chief; Kevin Pulido, Division Director, Neighborhood Affairs Division, Marketing & Communications Department; and Leslie Rosenfeld, Chief Education Officer, Office of Education & Performance Initiatives; and WHEREAS, between the dates of September 1-6, 2023, the following three (3) firms withdrew their proposals from consideration: 2Can Group LLC, Business Trade and Services, Inc d/b/a BTS Consulting, and Probolsky Research; and WHEREAS, the Evaluation Committee convened on September 7, 2023, to consider the proposals received; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance, the Government Sunshine Law, and general information on the scope of services and a copy of each proposal; and WHEREAS, the Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ; and WHEREAS, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order: DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD 1st - ETC Institute 2nd - Policy Confluence, Inc. 3`d - Zilo International Group LLC 4th - The Research Associates 5tn - Gateway Healthcare Solutions, LLC WHEREAS, after reviewing all of the submissions and the Evaluation Committee process, the City Manager concurs with the Evaluation Committee and recommends ETC Institute, the top -ranked firm, to community satisfaction survey consultant services; and WHEREAS, ETC Institute has provided excellent survey services to the City as the incumbent firm since 2018. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager, pursuant to Request for Qualifications (RFQ) 2023-535-OF for a community satisfaction survey consultant, authorize the Administration to enter into negotiations with ETC Institute as the top -ranked proposer; further, if the Administration is not successful in negotiating an agreement with ETC Institute, authorize the Administration to enter into negotiations with Policy Confluence, Inc. as the second -ranked proposer; further if the Administration is not successful in negotiating an agreement with Policy Confluence, Inc., authorize the Administration to enter into negotiations with Zilo International Group LLC, as the third -ranked proposer; and further authorize the City Manager and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration. PASSED AND ADOPTED this 18 ATTEST: OCT 2 0.2023 RAFAE E..GRANADO, CITY CLERK J11 OR"j GRATED. day of NkIOK 2023. DAN GELBER, MAYOR APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION Vv_�` to -S -?3 City Attomey Date DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Competitive Bid Reports - C2 A MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: October 18, 2023 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2023-535-DF FOR A COMMUNITY SATISFACTION SURVEY CONSULTANT; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ETC INSTITUTE AS THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH ETC INSTITUTE, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH POLICY CONFLUENCE, INC., AS THE SECOND -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH POLICY CONFLUENCE, INC., AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ZILO INTERNATIONAL GROUP LLC AS THE THIRD -RANKED PROPOSER; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BYTHE ADMINISTRATION. It is recommended that the Mayor and City Commission approve the Resolution accepting the City Manager's recommendation, pursuant to RFQ 2023-535-DF for a community satisfaction survey consultant, to negotiate with ETC Institute, the unanimous top -ranked proposer. If negotiations are not successful with ETC Institute, the Resolution authorizes the Administration to negotiate with Policy Confluence, Inc., the second -ranked proposer, and Zilo International Group LLC, the third -ranked proposer, in order of rank. Further, the Resolution authorizes the City Manager and City Clerk to execute an agreement upon the conclusion of successful negotiations. This solicitation is currently under the cone of silence. illci ; • • ; In 2006, pursuant to Resolution No. 2006-26341, the Mayor and City Commission adopted the recommendation of the City's Budget Advisory Committee to create a strategic plan that identifies multi -year strategic priorities. Since 2006, several updates and revisions have been Page 27 of 2240 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD made to the Citys strategic plan, with the latest version adopted in 2019. A status update was prepared as part of the FY 2024 Proposed Operation Budget. The Citys vision reflects the goals and objectives established at the strategic level, based on customer input and performance measures, a key component of which is input from the Citys residents and business owners. To enhance this input, since 2005, the City has engaged professional consulting companies to conduct community satisfaction surveys for a statistically valid sample of residents and businesses in the City of Miami Beach. Community satisfaction surveys enable the City to make data -driven decisions regarding the Citys basic services and strategic initiatives, thereby allocating resources to priorities identified by community stakeholders. The first sets of community satisfaction surveys were conducted in 2005 and 2007. Focus groups followed these in 2006 and 2008 to get more in-depth information on issues identified through the surveys. Additional surveys were conducted in 2009, 2012, 2014, 2016, and 2019, with the last set of community satisfaction surveys conducted in 2022. The previous (2) surveys for 2019 and 2022 were authorized via Resolution No. 2018-30572 as a 5/7ths waiver of the competitive bid requirements. For future surveys, the Administration developed RFQ 2023-535-DF to seek proposals from qualified firms with whom a contract can be negotiated to design and conduct future community satisfaction surveys through an open and competitive procurement process. ANALYSIS On July 26, 2023, the Mayor and City Commission authorized the issuance of RFQ 2023-535- DF for a community satisfaction survey consultant. On July 27, 2023, the RFQ was issued. A voluntary pre -proposal conference was held on August 9, 2023, to provide information to proposers submitting a response. One (1) addendum was issued, and 88 prospective bidders accessed the advertised solicitation. RFQ responses were due and received on August 30, 2023. The City received a total of eight (8) proposals from the following firms: • 2Can Group LLC • Business Trade and Services, Inc. d/b/a BTS Consulting • ETC Institute • Gateway Healthcare Solutions, LLC • Policy Confluence, Inc. d/b/a Polco • Probolsky Research • The Research Associates, Inc. • Zilo International Group LLC 2Can Group LLC, Business Trade and Services, Inc., and Probolsky Research withdrew their bid submittals. Therefore, their submittals received no further consideration. On September 1, 2023, the City Manager appointed the Evaluation Committee via LTC # 384- 2023. The Committee was comprised of Melissa Berthier, Director, Marketing & Communications Department; Kathie Brooks, Consultant/Resident; Marcia Monserrat, Intergovernmental & External Affairs Chief; Kevin Pulido, Division Director, Neighborhood Affairs Division, Marketing & Communications Department; and Leslie Rosenfeld, Chief Education Officer, Office of Education & Performance Initiatives. The Evaluation Committee convened on September 7, 2023, to consider the proposals received. Page 28 of 2240 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance, and the Govemment Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ. The evaluation process resulted in the ranking of proposers as indicated below and in Attachment A. 1 It - E TC I nstitute 2f1d - Policy Confluence, Inc. 3rd - Zilo International Group LLC 4rh - The Research Associates 5th - Gateway Healthcare Solutions, LLC The Evaluation Committee unanimously deemed ETC Institute to be the most qualified proposer to the ITN. The Evaluation Committee noted that the ETC Institute carries extensive experience on the national, state, and local levels with experience developing over 1,000 surveys for benchmarking purposes. The Evaluation Committee also noted that ETC Institute employs continuous efforts to implement best practices in respondent outreach and can provide the City with a powerful dashboard tool for internal and external use. Further, the project members assigned to the City's engagement are the firm's most senior professionals with no less than 50 years of combined experience administering statistically -based surveys. Policy Confluence, the second -ranked proposer, and the Zilo International Group, the third - ranked proposer, are also deemed by the Evaluation Committee to be qualified in the event that negotiations with the ETC Institute are unsuccessful. A summary of the three top -ranked firms follows based on information provided by each firm: ETC Institute Since 1982, ETC Institute has completed research projects for organizations in 49 states. ETC Institute has designed and administered more than 3,500 statistically valid surveys, and its team of professional researchers has moderated more than 1,000 focus groups and 2,000 stakeholder interviews. During the past five years alone, ETC Institute has administered surveys in more than 700 cities and counties throughout the United States, including 60 communities in Florida in the last ten years. ETC Institute has provided services for the City since 2015. Among those Florida agencies include Belleair, Coral Springs, Fort Lauderdale, Gainesville, Key Biscayne, Lake Wales, Lauderhill, Margate, Plantation, Miami, Palmetto Bay, Tamarac, and others. Policy Confluence, Inc. Policy Confluence, Inc. ("Polco") has conducted more than 1,000 scientifically -representative surveys for more than 500 public agencies across the United States. The City of Palm Coast, the City of Port St. Lucie, and the Village of Palm Springs are a few municipalities that have benefited from using Polco for ongoing engagement. Since 2002, Polco has conducted 156 community surveys in the State of Florida alone. Zilo International Group LLC Page 29 of 2240 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Zilo International Group LLC ("Zilo International Group") is a 100% privately held, woman - owned and operated management consulting firm. It was founded in Colorado in 2014 by CEO Milena Zilo following nearly a decade of financial experience on Wall Street. Zilo I ntemational Group is an experienced community engagement and government contractor and offers various services to organizations of all sizes in the public, private, and nonprofit sectors. Their submitted references include the City of Avalon, CA, Veneta, OR, and the Indianapolis Public Transportation Corporation (1 ndyGo) in Indianapolis, IN. SUPPORTING SURVEY DATA ETC Institute administered a statistically valid community and business survey in the City of Miami Beach in the spring of 2022. A total of 1,361 residents and 609 businesses completed the survey and have a precision of at least +/ 2.6% at the 95% level of confidence for the resident surveys and a precision rate of at least +/- 3.9% at the 95% level of confidence for the business surveys, respectively. The surveys provide the residents' and businesses' perceptions on additional topics such as high -priority questions, opportunities for improvement, overall trends, and highlight areas important to quality of life. FINANCIAL INFORMATION All fees are subject to negotiations with the selected firms in order of rank. Services for this contract will be funded through the Citywide operational budget. These services are budgeted each year via the annual budgeting process. Based on the foregoing, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with ETC Institute, the unanimous top - ranked proposer. If the Administration is not successful in negotiating an Agreement with ETC Institute, the Resolution authorizes the Administration to, in order of rank, negotiate with Policy Confluence, Inc., the second -ranked proposer, and Zilo International Group LLC, the third - ranked proposer. Finally, the Resolution authorizes the City Manager and City Clerk to execute an Agreement upon the conclusion of successful negotiations. Applicable Area Not Applicable C • Pin. as City .. Section No Yes Legislative Tracking Office of the City Manager/Procurement ATTACHMENTS: Description ❑ Scoring and Ranking ❑ Resolution Page 30 of 2240 ePa:msasaF caft""6rlf don None terodw Bwhbsroeb M4rC4 Yarrrrrl K.Wn PulWo leWle11ewnMtl L Sur" C6861i1f11 Ueb _ _ 6y8er1 Welreee phrh6Yrie BW1rMY Oue�tlre Own�lw So0bd1_ �ueQllw Ywr�l4he hElnlal 1ee�fw NYn1Ytlw bMehl ETC InCNe 96 C _ - 06. 1 _ 90 _ _ Gateway IleeBrCera SoUorr w D N 5 35 0 75 3 40 0 40 S 10 0 1D S JO 0 70 5 23 S Pdm 95 0 95 2 90 0 90 2 75 0 75 2 70 0 70 2 85 0 85 2 10 Z The P-rchP-Mee 82 0 97 a 85 0 BS 7. 60 0 60 a 55 0 65 a 80 0 80 7 i8 Zilo Mil Group 88 _ 0 8a 7. 80 0 80 4 70 0 7065 65 0 6S 0 70 0 7D a 17 7 ETC Iro1Ne r e Gal�v HeOtmte 9oUbrc r o The Re .h A—CHM- Zb MI Group o 0 0 0 c m CD 0 CD T1 m Ln 00 OD m D 0 T rn i,. N W m 1p n rn o_ N N 'T <n TI 0 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD ATTACHMENT B ADDENDUM AND RFQ SOLICITATION DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 1 REQUEST FOR QUALIFICATIONS (RFQ) NO. 2023-535-DF COMMUNITY SATISFACTION SURVEY CONSULTANT August 24, 2023 This Addendum to the above -referenced RFQ is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFQ is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). REVISION: RFQ DUE DATE AND TIME. The deadline for the electronic receipt of bids is extended until 3:00 p.m., on Wednesday, August 30, 2023. All bids received and time stamped through BidSync, prior to the bid submittal deadline shall be accepted as timely submitted. Bids will be opened promptly at the time and date specified. Hard copy bids or bids received electronically, either through email or facsimile, submitted prior to or after the deadline for receipt of bids are not acceptable and will be rejected. Late bids cannot be submitted, bidders are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or caused by any other occurrence. RESPONSES TO QUESTIONS RECEIVED: Q1: Do we need to follow up on a format for the proposal, such as font type, number of pages, etc.? All: There are no font or number of pages requirements, bidders are instructed to follow the instructions provided in Section 0300 — Proposal Submittal Instructions and Format of the RFQ. Q2: RFP mentions that surveys will begin in early 2024, how long will the survey process last A2: Ideally, the City would like to have results by the end of February, but the Consultant needs to recommend the timelines. Q3: Since surveys are designated for every 2 years in the RFP, does that means the duration of the project is a minimum of 6 years, so the contract is based on as needed and not 3 consecutive years? And, once the project is executed, what is the City of Miami Beach's time frame for completion of the initial survey? A3: As per the Statement of Work in the RFQ, the first set of community satisfaction surveys are to be conducted in early 2024. Additional community satisfaction surveys are anticipated to be conducted in 2026 and 2028, subject to the City's discretion. The first set of community satisfaction surveys are to be conducted in early 2024, preferably concluded by February 2024. ADDENDUM NO. 1 REQUEST FOR QUALIFICATIONS (RFQ) N0. 2023-535-DF COMMUNITY SATISFACTION SURVEY CONSULTANT DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov Q4: In the discussion we had last week, it was mentioned that the last firm's budget was $75k, was that for 2022 or was it for the last group of 3 surveys combined as per the RFP year contract? A4: This was for the 2022 surveys only. Q5: For the staff that is included in this proposal, do you need a rate per staff member? A5: No. The purpose of the RFQ is to select the best -qualified (as determined by the City) firm for the project. Responses pursuant to the RFQ are not to include scope or personnel rates. Rather, as required per the RFQ, proposers are to submit their qualifications as indicated in Section 0300. Q6: Who determines what the questions are, the consultant, the consultant, and the city or just the city? A6: Given that one of the goals of the surveys are to show trends from previous surveys, the City would prefer minimal changes. However, the successful proposer can and should make recommendations to improve the survey instruments that the City will consider. The City will make the final determination. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: Email: Danny Flores 305-673-7000 ext. 26652 DannyFlores@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFQ submission. in a ly, K Isty da ocu ment Contracting Manager ADDENDUM NO.1 REQUEST FOR QUALIFICATIONS (RFQ) NO.2023-535-DF COMMUNITY SATISFACTION SURVEY CONSULTANT DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD iAM BEACH Request for Qualifications (RFQ) 2023-535-DF Community Satisfaction Survey Consultant TABLE OF CONTENTS SOLICITATION SECTIONS: 0100 INSTRUCTIONS TO RESPONDENTS 0200 GENERAL CONDITIONS 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 0400 PROPOSAL EVALUATION APPENDIX A SPECIAL CONDITIONS DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD L, L.D SECTION 0100 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS 1. GENERAL. This Request for Qualifications (RFQ) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit proposals for the City's consideration in evaluating qualifications to select a firm with whom it may negotiate an agreement for the purpose noted herein. The City utilizes Periscope S2G (formerly known as BidSync) (www.periscopeholdings.com or www.bidsync.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFQ. Any prospective Proposer who has received this RFQ by any means other than through Periscope S2G must register immediately with Periscope S2G to assure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in disqualification of proposal submitted. 2.BACKGROUND In 2006, pursuant to Resolution No. 2006-26341, the Mayor and City Commission adopted the recommendation of the City's Budget Advisory Committee to create a strategic plan that identifies multi -year strategic priorities. Since 2006, several updates and revisions have been made to the City's strategic plan, with the latest version adopted in 2019. The City's vision reflects the goals and objectives established at the strategic level, based on customer input and performance measures, a key component of which is input from the City's residents and business owners. To enhance this input, since 2005, the City has engaged professional consulting companies to conduct Community Satisfaction Surveys to a statistically valid sample of residents and businesses in the City of Miami Beach. The Community Satisfaction Surveys enable the City to make data -driven decisions regarding the City's basic services and strategic initiatives, thereby allocating resources to priorities identified by community stakeholders. The first sets of Community Satisfaction Surveys were conducted in 2005 and 2007. These were followed by focus groups in 2006 and 2008 to get more in-depth information on issues identified through the surveys. Additional surveys were conducted in 2009, 2012, 2014, 2016 and 2019, with last set of Community Satisfaction Surveys conducted in 2022. 3. PURPOSE. Through this RFQ, the City of Miami Beach is seeking to engage a consulting firm with extensive experience in the design and Administration of market research for governmental organizations to conduct community satisfaction surveys. The surveys will be used to gather crucial data in the form of general feedback and input from our residents and businesses on their level of satisfaction with City services, refine and develop priority areas for our organization, and produce actionable recommendations for improvements to our services. 3.1. Interested Parties. Interested parties are invited to submit proposals in accordance with Section 0300. In accordance with the instructions of Section 0300, interested parties should provide detailed information that demonstrates their experience in providing community surveys. Specific scope proposals are not requested at this time. Responsive proposals will be evaluated in accordance with Section 0400. The city manager may recommend negotiations with one or more firms in accordance with Section 0100, Sub -section 12, or may recommend rejection of all responsive proposals. Contract negotiations to determine terms, conditions, scope, insurance/bond requirements, and costs will commence with the selected proposers as authorized by the City Commission in accordance with Section 0100, Sub -sections 12 and 13. 3.2.Term of Contract. It is anticipated that the term of any resulting agreement shall be for an initial term of three (3) years. The City Manager may approve up to two (2) additional renewal periods to be negotiated with the successful proposer. DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681 D125F9FD 4. STATEMENT OF WORK REQUIRED. The City requires consultant services to conduct the next set of community satisfaction surveys in early 2024 and additional community satisfaction surveys in 2026 and 2028, subject to the City's discretion. This work shall include, but not be limited to: 1. Carrying out public surveys (by phone, mail, and online) of community satisfaction, opinion, attitude, behavior, and knowledge 2. Identifying "key drivers" of satisfaction, importance -satisfaction indices, benchmarking nationally to other Florida jurisdictions; and GIS mapping of areas of concern; and 3. Conducting follow-up on focus groups, as needed. All surveys and any accompanying information need to be produced in the English and Spanish languages, at a minimum. Specifically, the awarded consultant will be responsible for the following tasks, each of which will be subject to the review and approval by the City Manager or designee: Task 1: Produce a survey design including, but not limited to, methodology and a sampling plan which will result in data collected that is relevant to the goals of the City. The survey design must ensure statistically valid results by means of an accurate geographic area representative of the City at large (five (5) areas for the resident surveys and three (3) areas for the business surveys) that is reflective of the City's residents and businesses. The survey scale must be consistent with prior surveys for a consistent methodology for comparisons. Task 2: Review and evaluate the survey instruments used for the 2022 surveys, including questions, design, and draft questionnaire, to ensure that the new survey questions will generate clear, concise, and unbiased responses while maximizing the ability to monitor and evaluate trends. The awarded consultant shall use a mix of question types, such as multiple-choice, rating scales, open-ended, or Likert scale questions, depending on the information sought. Task 3: Pilot test survey instruments and revise as needed with a small sample of participants to identify any ambiguities, confusion, or issues with the survey design. Both pilot and final survey must ensure response confidentiality and anonymity. Task 4: Develop the communications plan for the survey. The awarded consultant shall indicate how it plans to engage and motivate participants to complete the survey. Data protection measures must also be communicated to potential resident and business respondents. Task 5: Administer the survey to ensure a ninety-five (95) percent (%) confidence rating in the survey findings with a five (5) point plus (+) or minus (-) variance for each geographic area. The awarded consultant shall also provide the ways and means it measures the survey findings to ensure data quality and reliability, including its data analysis process, which may include statistical methods or software tools. Task 6: Design and format an executive summary and/or detailed written report that will be used to present the survey findings. Task 7: Presentation of Survey Results: 1) Prepare a final report for the City that includes: A written executive summary summarizing key survey findings and a detailed written report of the responses to survey questions, including actionable recommendations for customer service improvements. DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD • Tables, charts, and graphs for all questions on the survey, including charts that show trends from previous surveys. • Key drivers of community satisfaction. • Comparison to other municipalities and jurisdictions. • Cross -tabulations that will show the survey results by the five (5) selected residential and three (3) business areas of the City and other key demographic variables as requested by the City. • GIS maps that show geocoded survey results for each of the five (5) residential and three (3) business areas for selected questions on the survey. • A copy of the survey instrument. 2) Prepare and provide guided presentation(s) to the City Commission and/or City staff as required. PowerPoint summary presentation must include significant and notable issues and trends suitable for executive -level decision -making. It is anticipated that up to four presentations of the survey results by the consultant for elected officials and/or administration to include City Commission meetings, the City Manager's Office, Department Directors, and the Management Team. The presentations may be in - person or virtual, depending on the needs of the City. 3) Determine whether changes in survey results or trends identified by different surveys are statistically valid. 5. ANTICIPATED RFQ TIMETABLE. The tentative schedule for this solicitation is as follows: RFQ Issued July 27, 2023 Pre -Proposal Meeting August 9, 2023 at 10:00 am ET Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 242 602 252 105 Passcode: VwAhRe Download Teams I Join on the web Or call in (audio only) Phone Number: +1 786-636-1480 Phone Conference ID: 502 184 684, then # Deadline for Receipt of Questions August 14, 2023 at 5:00pm ET Responses Due August 28, 2023 at 3:00 pm ET Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 253 613 163 981 Passcode: AuHNa6 Download Teams I Join on the web DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD ....� L. I -..t, L Or call in (audio only) Phone Number: +1 786-636-1480 Phone Conference ID: 900 808 720, then # Evaluation Committee Review September 7, 2023 Tentative Commission Approval October 2023 Contract Negotiations Following Commission Approval 6. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Telephone: Email: Danny Flores, Procurement Contract Officer 305-673-7000, Ext. 26652 dannyflores ,miamibeachfl.gov The Proposal title/number shall be referenced in all correspondence. All questions or requests for clarification must be received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0100-5. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 7. PRE -PROPOSAL MEETING OR SITE VISIT(S). A pre -proposal meeting or site visit(s) may be scheduled. Attendance for the pre -proposal meeting shall be via web conference and recommended as a source of information but is not mandatory. Proposers interested in participating in the Pre -Proposal Meeting must follow these steps: August 9, 2023 at 10:00 am ET Join on your computer, mobile app or room device Click here to Lin the meeting Meeting ID: 242 602 252 105 Passcode: VwAhRe Download Teams ( Join on the web Or call in (audio only) Phone Number: +1 786-636-1480 Phone Conference ID: 502 184 684, then # Proposers who are participating should send an e-mail to the contact person listed in this RFQ expressing their intent to participate. 8. PRE -PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre - submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through Periscope S2G. Any prospective proposer who has received this RFQ by any means other than through Periscope S2G must register immediately with Periscope S2G to assure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated RFQ Timetable section. DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD I A er. a. Li 9. CONE OF SILENCE. This RFQ is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado cDmiamibeachfl.gov 10. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub -consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). 11. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 12. DETERMINATION OF AWARD. The City Manager may appoint an evaluation committee to assist in the evaluation of proposals received. The evaluation committee is advisory only to the city manager. The City Manager may consider the information provided by the evaluation committee process and/or may utilize other information deemed relevant. The City Manager's recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract. (2) Whether the Proposer can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Manager may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 13. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. 14. E-VERIFY. As a contractor you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to likewise DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD vmlsffq� utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term. 15. PERISCOPE S2G (FORMERLY BIDSYNC). The Procurement Department utilizes Periscope S2G, Supplier -to - Government electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations released by the City you must register and complete your vendor qualifications through Periscope S2G, Supplier -to - Government www.bidsync.com/Miami-Beach. Registration is easy and will only take a few minutes. For detailed instructions on how to register, complete vendor qualifications and submit electronic bids visit https://www. miami beachfl. qov/city-hall/procuremenUfor-approval-how-to-become-a-vendor/. Should you have any questions regarding this system or registration, please visit the above link or contact Periscope S2G, Supplier -to -Government at support(abidsync.com or 800.990.9339, option 1, option 1. 16. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to registering with Periscope S2G, the City encourages vendors to register with our online Vendor Self- Service web page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor Self -Service (VSS) webpage (https://selfservice.miamibeachfl.qov/vssNendors/default.aspx) will also provide you with purchase orders and payment information. Should you have any questions and/or comments, do not hesitate to submit them to vendorsupport(bmiamibeachfl.gov . 17. SUPPLIER DIVERSITY. In an effort to increase the number and diversity of supplier options in the procurement of goods and services, the City has established a registry of LGBT-owned businesses, as certified by the National LGBT Chamber of Commerce (NGLCC) and small and disadvantaged businesses, as certified by Miami -Dade County. See authorizing resolutions here. If your company is certified as an LGBT-owned business by NGLCC, or as a small or disadvantaged business by Miami -Dade County, click on the link below to be added to the City's supplier registry (Vendor Self -Service) and bid system (Periscope S2G, Supplier -to -Government). These are two different systems and it is important that you register for both. Click to see acceptable certification and to register: https://www.miamibeachfl.qov/city-hall/procuremenYhow-to- become-a-vendor/. DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD 1 �� I BE/-`, � � \� SECTION 0200 GENERAL CONDITIONS FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a proposal in response to this solicitation, proposer agrees to be bound by and in compliance with the Terms and Conditions for Services (dated 10.27.2022), incorporated herein, which may be found at the following link: https://www.miamibeachfl. ov/city-hall/procurementlstandard-terms-and-conditions/ Balance of Page Intentionally Left Blank DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD 1 e 1 SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. ELECTRONIC RESPONSES (ONL)q. Proposals must be submitted electronically through Periscope S2G (formerly BidSync) on or before the date and time indicated. Hard copy proposals or proposals received through email or facsimile are not acceptable and will be rejected. A proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the deadline for proposal submittals. The City will only consider the latest version of the bid. Electronic proposal submissions may require the uploading of attachments. All documents should be attached as separate files in accordance with the instructions included in Section 4, below. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to assure that its bid, including all attachments, is uploaded successfully. Only proposal submittals received, and time stamped by Periscope S2G (formerly BidSync) prior to the proposal submittal deadline shall be accepted as timely submitted. Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Periscope S2G (formerly BidSync) by contacting (800) 990-9339 (toll free) or S2Gna,geriscopeholdings.com. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue. It is the sole responsibility of each Bidder to ensure its proposal is successfully submitted in BidSync prior to the deadline for proposal submittals. 2. NON -RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non - responsiveness. Non -responsive proposals will not be considered. 1. Bid Submittal Questionnaire (submitted electronically). 2. Failure to comply with the Minimum Eligibility Requirements (if applicable). 3. OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Bid Submittal Questionnaire (submitted electronically) with the bid and by the deadline for submittals shall render a proposal non -responsive. With the exception of the Bid Submittal Questionnaire (completed and submitted electronically), the City reserves the right to seek any omitted information/documentation or any additional information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the City's request shall result in proposal being deemed non -responsive. 4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs, and sections as specified below. The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic proposal shall be submitted through the "Line Items" attachment tab in Periscope S2G. Cover Letter, Table of Contents, and Minimum Qualification Requirement 1.1 Cover Letter and Table of Contents. The table of contents should indicate the tabs, sections with tabs, and DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD P" I page numbers to facilitate the evaluation committee's review. The cover letter must be signed by a principal or agent able to bind the firm. 1.2 Minimum Qualification Requirement. Provide verifiable information that the proposer has conducted at least five (5) statistically based surveys of Community satisfaction in at least three (3) local government jurisdictions. Experience and Qualifications 2.1 Organizational Chart: An organizational chart depicting the structure and lines of authority and communication for all firms, principals and personnel involved in the project. Include information that describes the intended structure regarding project management, accountability and compliance with the terms of the RFQ. 2.2 Relevant Experience of Prime Proposer: Summarize projects where the Proposer and/or its principals have provided services similar to those described herein. For each project provide the following: a. project name and scope of services provided, including confidence levels for surveys administered; b. name of individuals that worked on the referenced project that have been included in Section 2.1 above. c. client; d. client project manager and contact information; e. costs of the services provided; and f. term of the engagement. 2.3 Relevant Experience of Sub-consultant(s)ISub-contractor(s): Summarize projects where the Sub- consultant(s)/Sub-contractor(s) and/or its principals have provided services similar to those described herein. For each project provide the following: g. project name and scope of services provided; h. name of individuals that worked on the referenced project that have been included in Section 2.1 above. i. client; j. client project manager and contact information; k. costs of the services provided; and term of the engagement. Approach and Methodology Submit detailed information on the approach and methodology that the Proposer and its team has utilized on previous engagements to accomplish a similar scope of work, including detailed information, as applicable, which addresses, but need not be limited to the following considerations. • developing a survey that will ensure statistically valid results; • ensuring that the survey questions will generate clear, concise, and unbiased responses while maximizing the ability to monitor and evaluate trends; • identifying any ambiguities, confusions, or issues with the survey design so that response confidentiality and anonymity is ensured; • engaging and motivating resident and business participants to complete the survey; and • ensuring a ninety-five (95) percent (%) confidence rating in the survey findings for the five (5) areas of the City. Balance of Page Intentionally Left Blank DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD SECTION 0400 PROPOSAL EVALUATION 1. EVALUATION COMMITTEE. An Evaluation Committee, appointed by the City Manager, may meet to evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing so, the Evaluation Committee may review and score all proposals received, with or without requiring presentations. It is important to note that the Evaluation Committee is advisory only and does not make an award recommendation to the City Manager or the City Commission. The City Manager will utilize the results to take one of the following actions: a. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFQ, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations; or b. The City Manager may recommend that the City Commission authorize negotiations or award a contract to one or more firms in accordance with Section 0100, Sub -section 12; or c. The City Manager may Recommend that the City Commission short-list one or more firms for further consideration by the Evaluation Committee; or d. The City Manager may recommend to the City Commission that all firms, if more than one (1) responsive submittal is received, be rejected. 2. PRESENTATIONS BY SHORT-LISTED FIRMS. If a short -listing of firms responding to this RFQ is approved, the short-listed firms may be required to make presentations to and be interviewed by the Evaluation Committee. In further considering the short-listed firms, the Evaluation Committee will utilize the criteria set forth in Sub -section 4 below. 3. TECHNICAL ADVISORS. The City, at its discretion, may utilize technical or other advisers to assist the evaluation committee or the City Manager in evaluating proposals. 4. EVALUATION CRITERIA. Responsive, responsible proposals will be evaluated in accordance with the following criteria: 5. QUALITATIVE CRITERIA. The Evaluation Committee shall review responsive, responsible proposals and assign points for the qualitative factors only. The Evaluation Committee shall not consider quantitative factors (e.g. veteran's preference) in its review of proposals. The Evaluation DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Committee shall act solely in an advisory capacity to the City Manager. The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff, consultants or any other third -party in developing an award recommendation in accordance with Section 0100, Sub -section 10. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the evaluation criteria. 6. Quantitative Criteria. Following the results of the evaluation of the qualitative criteria by the Evaluation Committee, the Proposers may receive additional points, to be added by City staff. Veterans' Preference points will be assigned in accordance with Section 2-374 of the City Code. 7. DETERMINATION OF FINAL RANKING. The sum of the evaluation criteria points will be converted to rankings in accordance with the example below: Qualitative Points 82 74 80 Committee Quantitative Points 10 5 0 Member 1 Total 92 79 80 Rank 1 3 2 Qualitative Points 82 85 72 Committee Quantitative Points 10 5 0 Member 2 Total 92 90 72 Rank 1 2 3 Qualitative Points 90 74 66 Committee Quantitative Points 10 5 0 Member 2 Total 100 79 66 Rank 1 2 3 It is important to note that the results of the proposal evaluation process in accordance with Section 0400 does not represent an award recommendation. The City Manager will utilize the results of the proposal evaluation process, and any other information he deems appropriate, to develop an award recommendation to the City Commission, which may differ from the results of the proposal evaluation process and final rankings. Balance of Page Intentionally Left Blank DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681 D125F9FD APPENDIX A Special Conditions 2023-535-DF Community Satisfaction Survey Consultant PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD COST ADJUSTMENTS. On or about the anniversary of each contract year, the contractor may request, and the city manager may approve, a cost adjustment based on documented cost increases for the following contract year. Cost adjustments should be limited to changes in the applicable Bureau of Labor Statistics index for the local region or other verifiable evidence of price increases. The Contractor's adjustment request must substantiate the requested increase. The City of Miami Beach, through its city manager, reserves the right to approve a requested adjustment or may terminate the agreement and readvertise for bids for the goods or services. 2. NEGOTIATIONS. Upon approval of selection by the City Commission, negotiations between the City and the selected Consultant will take place to arrive at a mutually acceptable Agreement, including final scope of services, deliverables and cost of services. 3. CHANGE OF PROJECT MANAGER. A change in the Consultant's project manager (as well as any replacement) shall be subject to the prior written approval of the City Manager or his designee (who in this case shall be an Assistant City Manager). Replacement (including reassignment) of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval of the City Manager or his designee (i.e. the City project manager). 4. SUB -CONSULTANTS. The Consultant shall not retain, add, or replace any sub -consultant without the prior written approval of the City Manager, in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub -consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub -consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub - consultants shall be the sole responsibility of Consultant. 5. INSURANCE REQUIREMENTS. The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract. A. Workers' Compensation Insurance for all employees of the Contractor as required by Florida Statute Chapter 440 and Employer Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. Should the Contractor be exempt from this Statute, the Contractor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt contractor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers' Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption. DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate. C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage for hired and non -owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage. D. Professional Liability (Errors & Omissions) Insurance appropriate to the Consultant's profession, with limit no less than $1,000,000. Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers' Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor's insurance. Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services. Waiver of Subrogation — Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer. Acceptability of Insurers — Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida. Verification of Coverage — Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time. CERTIFICATE HOLDER MUST READ: CITY OF MIAMI BEACH c/o EXIGIS Insurance Compliance Services P.O. Box 4668 — ECM #35050 New York, NY 10163-4668 Submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at: Certificates-miamibeach@riskworks.com Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. DocuSign Envelope ID: FE588E8A-DF1 6-42F8-A6E9-F681 D1 25F9FD ATTACHMENT C SUNBIZ & PROPOSAL RESPONSE TO RFQ DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Business Entity Search Date: 08/31/2023 Be advised the business information on this page is for summary informational purposes only. It is not an official filing with the Secretary of State's office and should not be relied on as such. Please view actual documents filed by customers with the secretary of State's office to ensure accurate information. When filing a Uniform Commercial Code statement on an entity, consult with your attorney to ensure the correct debtor name. Business Summary Current Entity Name Business Entity ID Number ETC INSTITUTE 0781518 Previous Names: ELAINE TATHAM CONSULTING INC. Current Mailing Address: 725 W Frontier Lane, Olathe, KS 66061 Business Entity Type: KANSAS FOR PROFIT CORPORATION Date of Formation in Kansas: 12/30/1982 State of Organization: KS Current Status: ACTIVE AND IN GOOD STANDING Resident Agent and Registered Office Resident Agent: Christopher Tatham Registered Office: 14635 S Caenen, OLATHE, KS 66062 Annual Reports The following annual report information is valid for active and delinquent status entities only. Tax Closing Month: 12 The Last Annual Report on File: 12/2022 Next Annual Report Due: 04/15/2024 Forfeiture Date: 07/15/2024 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681 D125F9FD ..... IOUT LIVING WAGE WITH EQUAL BEN. — FINAL 10.27.2022 9694660.htm BID SUBMITTAL QUESTIONNAIRE This document is a REQUIRED FORM that must be submitted fully completed and submitted. Solicitation No: Solicitation Title: BID NUMBER PROJECT TITLE BIDDER'S NAME: ETC Institute NO. OF YEARS IN BUSINESS: 41 NO. OF YEARS IN BUSINESS LOCALLY: 41 F77O. OF EMPLOYEES: 50 OTHER NAME(S) BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS: ETC Institute, INC. BIDDER PRIMARY ADDRESS (HEADQUARTERS): 725 W Frontier Lane CITY: Olathe STATE: Kansas ZIP CODE: 66061 TELEPHONE NO.: 913-829-1215 TOLL FREE NO.: NA FAX NO. 913-829-1951 BIDDER LOCAL ADDRESS: 725 W Frontier Lane CITY: Olathe STATE: Kansas ZIP CODE: 66061 PRIMARYACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Christopher Tatham, CEO ACCOUNT REP TELEPHONE NO.: 913-829-1215 ACCOUNT REP TOLL FREE NO.: NA ACCOUNT REP EMAIL: chris.tatham@etcinstitute.com FEDERAL TAX IDENTIFICATION NO.: 48-09545023 By virtue of submitting a bid, bidder agrees: a) to complete and unconditional acceptance of the terms and conditions of this document and the solicitation, including all addendums specifications, attachments, exhibits, appendices and any other document referenced in the solicitation c) that the bidder has not divulged, discussed, or compared the proposal with other bidders and has not colluded with any other bidder or party to any other bid; d) that bidder acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; e) if bid is accepted, to execute an appropriate City of Miami Beach document for the purpose of establishing a formal contractual relationship between the bidder and the City of Miami Beach, Florida, for the performance of all requirements to which the bid pertains; and f) that all responses, data and information contained in the bid submittal are true and accurate. The individual named below affirms that s/he: is a principal of the applicant duly authorized to execute this questionnaire, and that the contents of said document(s) are complete, true, and correct to the best of his/her knowledge and belief. Name and Title of Bidder's Authorized Signature of Bidder's Authorized Representative: Representative: Christopher Tatham, CEO Christopher Tatham file:///F:/PURC/Solicitations/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute-2473669/BID—SUBMIT... 1/11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681 D125F9FD „TOUT LIVING WAGE WITH EQUAL BEN. -- FINAL 10.27.2022 9694660.htm After issuance of solicitation, the City may release one or more addendum to the solicitation, which may provide additional information to bidders or alter solicitation requirements. The City will strive to reach every bidder having received solicitation through the City's e-procurement system. However, bidders are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the bidder has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Enter Initial to Confirm Receipt Enter Initial to Confirm Receipt Enter Initial to Confirm Receipt CT Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is reauired. submit under separate cover. All bidders must disclose the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all bidders must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the bidder entity or any of its affiliates. 1 NA NA 2 3 4 5 6 At time of request by the City, bidder shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the City, with bid or within three (3) days of request. Bidder shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) directly to the City. No proposal will be considered without receipt (when requested), by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the bidder. The bidder shall request the SQR report from D&B at: https://supplierportal.dnb.com/webapp/wcs/stores/serviet/SupplierPortal? storeld=11696 Bidders are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each bidder review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun & Bradstreet at 800-424-2495. file:///F:/PURC/Solicitations/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID_SUBMIT... 2/11 DocuSign Envelope ID: FE588E8A-DF16;42F8-A6E9-F681D125F9FD IOUT LIVING WAGE WITH EQUAL BEN. -- FINAL 10.27.2022 9694660.htm Project No. BtD NUMBER Project Title I PROJECT TITLE 3idder shall submit at least three (3) references for whom the bidder has completec work similar in size and nature as the work referenced in solicitation. Bidder may submit additional references as part of its bids submittal. Reference No.1 Firm Name: City of Sugar Land, Texas Contact Individual Name and Title: Doug Adolph, Communications Director Address: 2700 Town Center Blvd. N. Telephone: 281-275-2750 Contact's Email: DAdolph@SugarLandTX.gov Narrative on Scope of Services Provided, Project Budget, and Project Dates: ETC Institute has conducted multiple surveys for the City of Sugar Land Texas starting in 2017. ETC Institute has administered parks, trash, and other service -specific surveys as well as an upcoming business survey. ETC Institute is currently administering the City's 3rd resident satisfaction survey. Fees for projects range from $14,500 - $24,500. Reference No.2 Firm Name: City of Tempe, Arizona Contact Individual Name and Title: Rosa Inchausti, City Manager Address: 31 E. 5th Street, Tempe, AZ 85281 Telephone: 480-350-8184 Contact's Email: rosa_inchausti@tempe.gov Narrative on Scope of Services Provided, Project Budget, and Project Dates: ETC Institute is currently conducting the 16th annual resident satisfaction survey for the city at the same time as the City's 8th business survey. Tempe alternates the business survey with an employee survey and administers the community satisfaction survey yearly. Fees for survey costs range from $24,500 - $39,500. file:///F:/PURL/Solicitations/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID_SUBMIT... 3/11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD IOUT LIVING WAGE WITH EQUAL BEN. -- FINAL 10.27.2022 9694660.htm Reference No.3 Firm Name: City of Tamarac, Florida Contact Individual Name and Title: Lerenzo Calhoun, Director of Human Resources Address: 7525 NW 88th Ave, Tamarac, FL 33321 Telephone: 954-597-3609 Contact's Email: lerenzo.calhoun@tamarac.org Narrative on Scope of Services Provided, Project Budget, and Project Dates: ETC Institute regularly conducts customer satisfaction and business satisfaction surveys for the City of Tamarac. ETC Institute is currently working with the city to develop surveys for a 2024 administration timeline. Project costs range from $14,500 - $32,000. EG i '°.I W I CANCELLATION Has bidder ever been debarred, suspended or other legal violation, or had a contract cancelled due to non-performance by any public sector agency? U YES F—M—] NO If answer to above is "YES," bidder shall submit a statement detailing the reasons that led to action(s): SECTION- SMALL AND DISADVANT Pursuant to Resolution 2020-31519, the City is tracking the Small and Disadvantaged Businesses, as certified by Miami -Dade County that have been certified as Small or Disadvantaged Business by Miami -Dade County. Does bidder possess Small or Disadvantaged Business certification by Miami -Dade County? ..:� YES © NO Pursuant to Resolution 2020-31342, the City is tracking the utilization of LGBT owned firms that have been certified as an LGBT Business Enterprise by the National Gay and Lesbian Chamber of Commerce (NGLCC). Does bidder possess LGBT Business Enterprise Certification by the NGLCC? 0 YES F—E2—] NO file :///F:/PURC/Sol citation s/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID_SUBMIT... 4111 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD ...IOUT_LIVING_WAGE_WITH_EQUAL_BEN.=-_FINAL_10.27.2022_9694660.htm f,".. i I f - 6YRD WIN G AMENUIVIENi k i" j ll.. APPENDIX A, 44 C.F.R. PART 18 — CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned Contractor certifies, to the best of his or her knowledge, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The undersigned Contractor certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any. By virtue of submitting bid, bidder certifies or affirms its compliance with the Byrd Anti -Lobbying Amendment Certification. Name and Title of Bidder's Authorized Signature of Bidder's Authorized Representative: Representative: Christopher Tatham, CEO Christopher Tatham a .� The Contractor acknowledges that: (1) This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such the contractor is required to verify that none of the Contractor, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935). file:///F:/PURC/Solicitation s/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473689/BID_SUBMIT... 5/11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD ... IOUT LIVING WAGE WITH EQUAL BEN. — FINAL 10.27.2022 9694660.htm (2) The Contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. file: ///F:/PURC/Soli citations/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID—SUBMIT... 6/11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD „IOUT LIVING WAGE WITH EQUAL BEN. -- FINAL 10.27.2022 9694660.htm (3) This certification is a material representation of fact relied upon by the City. If it is later determined that the Contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the City, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (4) The Contractor agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The Contractor further agrees to include a provision requiring such compliance in its lower tier covered transactions." By virtue of submitting bid, bidder certifies or affirms its compliance with the Suspension and Debarment Certification. Name and Title of Bidder's Authorized Signature of Bidder 's Authorized Representative: Representative: Christopher Tatham, CEO Christopher Tatham Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised and until an award recommendation has been forwarded to the City Commission by the City Manager are under the "Cone of Silence." The Cone of Silence ordinance is available at https://Iibrarv.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH2AD ARTVIISTCO DIV4PR S2-486COS1 Any communication or inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception communications with the Procurement Director, or his/her administrative staff responsible for administering the procurement process for this solicitation providing said communication is limited to matters of process or procedure regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov . By virtue of submitting bid, bidder certifies that it is in compliance with the Cone of Silence Ordinance, pursuant to Section 2-486 of the City Code. Pursuant to City Resolution No.2000-23789, the Bidder shall adopt a Code of Business Ethics prior to executing a contract with the City. The Code of Business Ethics shall be submitted to the Procurement Department with its response or within three (3) days of request by the City. The Code shall, at a minimum, require the Bidder, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City Code. In lieu of submitting Code of Business Ethics, bidder may indicate that it will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics, available at http://www.miamibeachfl.gQy/city- hall/procurement/procurement-related-ordinance-and-procedures/ Bidder will submit firm's Code of Business Ethics within three (3) days of request by the City? YES NO Bidder adopts the City of Miami Beach Code of Business Ethics? file:///F:/PURC/Solicitation s/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID_SUBMIT... 7/11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD IOUT_LIVING_WAGE_WITH_EQUAL_BEN.=-_FINAL_10.27.2022_9694660.htm 0 YES NO UTION REUU'kEMENTS This solicitation is subject to, and all bidders are expected to be or become familiar with, all City lobbyist laws, including lobbyist registration requirements and prohibition on campaign contributions, including: • Lobbyist Registration Requirements sections 2-397 through 2-485.3 of City Code (https://library.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH2AD ARTVIISTCO DIV3LO) • Campaign Contribution Requirements sections 2-487 and 2-488 of City Code (https://library.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH2AD ARTVIISTCO DIV5CAFIRE) By virtue of submitting bid, bidder certifies or affirms that they have read and understand the above Lobbyist Registration & Campaign Contribution Requirements. The Non -Discrimination ordinance is available at: https://library.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH2AD ARTVIPR DIV3COPR S2-375NSCCOREWA By virtue of submitting bid, bidder agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. The Fair Chance Ordinance No. 2016-4012 is available at: https-//Iibrary.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH62HURE ARTVFACHOR By virtue of submitting bid, bidder certifies that it has adopted policies, practices and standards consistent with the City's Fair Chance Ordinance. Bidder agrees to provide the City with supporting documentation evidencing its compliance upon request. Bidder further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement, in addition to any damages that may be available at law and in equity. Please refer to Section 287.133(2)(a), Florida Statutes, available at: https://www.flsenate.gov/Laws/Statutes/2012/287.133 By virtue of submitting bid, bidder agrees with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list. Pursuant to City of Miami Beach Ordinance No. 2011- 3748, https://Iibrar..municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH2AD ARTVIPR DIV3COPR S2- 374PRPRPRVECOGOCOSE the City shall give a preference to a responsive and responsible bidder which is a small business concern owned and controlled by a veteran(s) or which is a service -disabled veteran business enterprise, and which is within five percent (5%) of the lowest and best bidder, by providing such bidder an opportunity of providing said goods or contractual services for the lowest responsive bid amount. Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more bidders which are a small business concern owned and controlled by a file:///F:/PURC/Solicitations/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID_SUBMIT... 8/11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD IOUT LIVING WAGE WITH EQUAL BEN. -- FINAL 10.27.2022 9694660.htm veteran(s) or a service -disabled veteran business enterprise constitute the lowest bid pursuant to an ITB, RFP, RFQ, ITN or oral or written request for quotation, and such bids are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service -disabled veteran business enterprise. file:///F:/PURC/Solicitations/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID_SUBMIT... 9/11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD. , IOUT LIVING WAGE WITH EQUAL BEN. -- FINAL 10.27.2022 9694660.htm Is the bidder a service -disabled veteran business enterprise certified by the State of Florida? t ; YES F NO Is the bidder a service -disabled veteran business enterprise certified by the United States Federal Government? 0 YES NO SECTION 1 - EQUAL, NEF , ' R' EM AND EMPLOYEPES ValiTH DOMESTIC PARTNERS When awarding competitively solicited contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive bids, to provide "Equal Benefits" to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. Does bidder provide or offer access to any benefits to employees with spouses or to spouses of employees? YES 0 NO Does bidder provide or offer access to any benefits to employees with (same or opposite sex) domestic partners or to domestic partners of employees? YES NO Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Bidder Provides for Employees with Spouses Bidder Provides for Employees with Domestic Partners Bidder does not Provide Benefit Health X X Sick Leave X X Family Medical Leave X X Bereavement Leave X X If Bidders cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available file:///F:/PURC/Solicitations/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID_SUBMI... 10/11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9 F681D125F9FD ..... IOUT LIVING WAGE WITH EQUAL BEN. -- FINAL 10.27.2022 9694660.htm at http://www.miamibeachfi.ggy city-hall/procurement/procurement-related-ordinance-and- procedures/ GOODSOF OR SERVICES FROM MS1P Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida prohibits the purchase of goods or services sourced in Mississippi. Are any of the products for which the applicant is seeking to be prequalified sourced in Mississippi? YES NO If yes, explain. file:///F:/PURC/Solicitations/2023/2023-535-DF RFQ Community Survey/05 - Proposals/2 - Proposals Received/ETC Institute_2473669/BID_SUBMI... 11 /11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Qualifications from ETC Institute: Community Satisfaction Survey Consultant August 30, 2023 Submitted by: p. 913-829-1215 725 W. Frontier Lane ETAf. 913-829-1591 Olathe, Kansas 66061 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Contents TAB 1: Section 1.1: Cover Letter......................................................................................2 Section 1.2: Minimum Qualifications Requirement..............................................4 TAB 2: Section 2.1: Organizational Chart .........................................................................6 Section 2.2: Relevant Experience of Prime Proposer............................................8 TAB 3: Section 3.1: Approach and Methodology...........................................................10 QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT —AUGUST 2023 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Section 1.1: Cover Letter Proposal for Community Survey Services ETC Institute understands the City of Miami Beach, Florida is looking for a consultant with extensive experience in the design and administration of statistically valid surveys for governmental organizations. ETC Institute is pleased to submit a proposal for community survey services to the City of Miami Beach. In response to your RFQ, you will find enclosed a proposal that is designed to be fully responsive to the City's request for qualifications. We believe our experience working with municipalities throughout the country with a strong emphasis in Florida along with our customer focused and results driven approach to managing projects makes ETC Institute the most qualified firm to help you reach your goals and objectives for the community survey projects. Our proposal has been formatted to include the following sections: • Tab 1 o Section 1.1: Cover Letter and Table of Contents o Section 1.2: Minimum Qualifications Requirement • Tab 2 o Section 2.1: Organizational Chart o Section 2.2: Relevant Experience of Prime Proposer • Tab 3 o Section 3.1: Approach and Methodology ETC Institute is Recognized as a National Leader in the Design and Administration of Community Surveys for Local Governments. Since 1982, ETC Institute has completed research projects for organizations in 49 states. ETC Institute has designed and administered more than 3,500 statistically valid surveys and our team of professional researchers have moderated more than 1,000 focus groups and 2,000 stakeholder interviews. During the past five years alone, ETC Institute has administered surveys in more than 700 cities and counties throughout the United States. ETC Institute has also conducted research for more large U.S. cities than any other firm. ETC Institute Has the Ability to Compare Your Results with Other Communities. Our firm maintains national and regional benchmarking data for resident surveys that provide comparative norms for over 80 local governmental services. Unlike some comparative databases that use comparative data from secondary sources, ETC Institute's data is from surveys that were all administered by ETC Institute. This ensures that your results are directly comparable to other communities either regionally or based on size. ETC Institute's benchmarking database only includes data from surveys that have been administered during the past two years. This ensures our comparative norms are truly representative of existing attitudes and expectations regarding the delivery of local governmental services. Although ETC Institute's home office is based in Kansas City, we are very familiar with and have a strong presence in the State of Florida. ETC Institute has conducted numerous surveys throughout the State of Florida, including the 2022 City of Miami Beach Community Survey. Our experience with Florida municipalities gives us the ability to provide the City of Miami Beach with Florida -specific benchmarking QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT —AUGUST 2023 2 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD data as well as a Broward County and National Average. These data will provide direct comparisons to other Florida communities who regularly engage in similar research activities and provide apples to apples comparisons for the City's performance. This added layer of comparisons will provide the City with a higher level of insight than would be traditionally available from other market research firms who do not have such an extensive list of clients in Florida. Some of the other Florida clients we have comparison data for include: Belleair, Coral Springs, Fort Lauderdale, Gainesville, Key Biscayne, Lake Wales, Lauderhill, Margate, Plantation, Miami, Palmetto Bay, Tamarac, and others. ETC Institute Has Developed the Most the Most Innovate Analytical Tools to Help the City Understand and Utilize Survey Data. Today, officials have limited resources which need to be targeted to activities that are of the most benefit to their citizens and businesses. Two of the most important criteria for decision making are (1) to target resources toward services of the highest importance to citizens and businesses; and (2) to target resources toward those services where citizens and businesses are least satisfied. The Importance -Satisfaction (I-S) rating is a unique tool that allows public officials to better understand both of these highly important decision -making criteria for each of the services they are providing. The I-S rating is based on the concept that organizations will maximize overall satisfaction by emphasizing improvements in those service areas where the level of satisfaction is relatively low and the perceived importance of the service is relatively high. This analysis tool helps our clients identify specific drivers of satisfaction. ETC Institute also has the capability of generating maps of the survey results. GIS Mapping is used to show how respondents in different areas of a community rate services. By pinpointing problem areas our clients have the ability to directly address issues where they are the biggest concern. ETC Institute's Most Senior Professionals Will Be Managing the Project on a Daily Basis. By having experienced, senior personnel lead the day-to-day management of each task, ETC Institute will ensure that your organization receives the highest level of service possible and that high standards of quality control are maintained. The City will receive priority resources from our firm, and we will ensure that the project is accomplished according to your schedule. To ensure your success, we have assembled a team of the very best market researchers and experts to assist with the design of surveys, the development of the sampling plans, the administration of the surveys, and the analysis of the data collected. Our team has unparalleled expertise in project management, survey design, sampling, methodology, and survey administration. If ETC Institute is selected for this project, I will serve as the project manager for your survey. I will do everything possible to ensure the survey meets the high expectations you have set for this project. We appreciate your consideration of our proposal and look forward to your decision. If you have any questions, please do not hesitate to call me at (913) 254-4598. Sincerely, Christopher Tatham _ CEO and Owner of ETC Institute 725 W Frontier Lane, Olathe, Kansas 66061 0:913-829-1215 www.etcinstitute.com QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT —AUGUST 2023 3 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Section 1.2: Minimum Qualifications Requirement ETC Institute is a market research firm that specializes in the design and administration of market research for governmental organizations. Founded in 1982 by Dr. Elaine Tatham, our major areas of emphasis include community satisfaction surveys, business satisfaction surveys, recreation needs assessments, community planning surveys, transportation surveys, employee surveys, voter opinion surveys, focus groups, and stakeholder interviews. Our home office is located in Olathe, Kansas and we employ approximately 50 full-time employees where all of the work proposed in this document will take place. Since 1982, ETC Institute has completed research projects for organizations in all 50 states from our home office in Olathe, Kansas. ETC Institute is now owned and operated by Christopher Tatham and has conducted research for more major U.S. cities and counties than any other firm. Some of the large communities where ETC Institute has conducted surveys include: • Atlanta, Georgia • Austin, Texas • Broward County, Florida • Buffalo, New York • Charlotte, North Carolina • Cincinnati, Ohio • Colorado Springs, Colorado • Columbus, Ohio • Dallas, Texas • DeKalb County, Georgia • Denver, Colorado • Des Moines, Iowa • Detroit, Michigan • Durham, North Carolina • DuPage County, Illinois • EI Paso, Texas • Fairfax County, Virginia • Fort Worth, Texas • Fort Lauderdale, Florida • Fulton County, Georgia • Houston, Texas • Henderson, Nevada • Indianapolis, Indiana • Kansas City, Missouri • King County, Washington • Las Vegas, Nevada • Los Angeles, California • Louisville, Kentucky • Mecklenburg County, North Carolina • Mesa, Arizona • Miami, Florida • Miami -Dade County, Florida • Milwaukee, Wisconsin • Montgomery County, Maryland • Nashville, Tennessee • Norfolk, Virginia • Oakland, California • Oakland County, Michigan • Oklahoma City, Oklahoma • Phoenix, Arizona • Portland, Oregon • Prince George County, Maryland • Providence, Rhode Island • Raleigh, North Carolina • Reno, Nevada • San Antonio, Texas • San Bernardino County, California • San Diego, California • San Francisco, California • St. Louis, Missouri • SEMCOG, Michigan • Virginia Beach, Virginia • Washington, D.C. • Washtenaw County, Michigan • Wayne County, Michigan • Winston-Salem, North Carolina For over 40 years ETC Institute has been helping government organizations use survey data as a guiding force for setting organizational priorities and improving organizational effectiveness. ETC Institute is the most qualified firm in the country to conduct a community and business survey for the City of Miami Beach. ETC Institute is recognized nationally for statistically valid surveys conducted for governmental organizations. ETC Institute has a unique understanding of municipal organizations that makes our company ideally qualified for this project. While many other organizations are good at conducting survey research, most corporate or university researchers are not particularly good at helping organizational leaders use the data they collect. For example, in 2001, the City of Oklahoma City conducted a resident satisfaction survey for the first time. Although the survey data was rich with findings, the firm that was hired by the City did not present the results in a manner that was meaningful to city staff and members of the City Council. As QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 4 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD As a result, the value of the research was extremely limited, and the City did not repeat the survey for four more years. In 2005, the City of Oklahoma City heard about the usefulness of ETC Institute's survey work from other cities who were using our services, so they hired ETC Institute to conduct another community survey. Since 2005, the City of Oklahoma City has used ETC Institute to conduct a survey every year. Our survey data is now actively used by City staff and elected officials to set priorities. Although ETC Institute is very familiar with the City of Miami Beach, ETC Institute has also worked with many communities that are near the City of Miami Beach including: Fort Lauderdale, Pompano Beach, Lauderdale Lakes, Tamarac, Dania Beach, Coconut Creek, Coral Springs, and other communities throughout Broward County. Within the past five years, ETC Institute has completed over 1,000 community surveys for municipal organizations across the country. While the various scopes of work may differ slightly, all of the projects have utilized the proposed methodology found in this proposal. Our Research is Implementation Oriented: Clients do not usually hire ETC Institute just to gather data. They use our services because they know we are focused on helping them achieve their short and long-range objectives. A good measurement of our ability to help our clients implement their goals and objectives involves the values of new projects that have been funded as a result of our work. During the past five years, the results of our market research have led to more than $3 billion in new funding for state, municipal and county governments as well as numerous nonprofit organizations. Our ability to help our clients integrate survey research with community planning decisions helps our clients maximize the value of their investment in our services. Our Research Helps Leaders Balance the Needs of the Public with Special Interest Groups. Special interest groups often dominate local decision -making processes because they actively participate in community meetings and share their ideas with local officials. While input from special interest groups is important, the needs of the public can be overlooked if community leaders only have input from well organized groups and community activists. ETC Institute's surveys are designed to ensure the needs of the entire community are represented. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT —AUGUST 2023 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Section 2.1: Organizational Chart The consultants selected to fill key roles had to have extensive experience that exceeded the technical requirements for the project. The core skills that were identified by our team include: • Strong project management skills • Extensive experience with the management of community surveys • Statistical sampling experience • Knowledge of municipal services • Customer satisfaction experience • Business satisfaction expertise • Expertise in quantitative and qualitative data analysis • Ability to facilitate consensus among, and gather input from leaders and key customer groups • Strong presentation skills anchored by an ability to effectively communicate results and how they impact the organization All services will be performed in-house by ETC Institute staff.. The key members of the project team who will be assigned to the project are listed below: • Christopher Tatham, CEO and Owner — Senior Consultant o ETC Institute's visionary owner who developed most of ETC Institute's analytical tools that now help hundreds of communities across the United States incorporate statistically valid survey data into their decision -making processes will provide general oversight of each project and heads the company's QA/QC process detailed later in this proposal. • Jason Morado, Vice President, and Director of Community Research — Senior Project Manager o Over 20 years of experience managing community surveys, focus groups, and other research tasks. • Ryan Murray, Assistant Director of Community Research — Project Manager o Over 15 years of experience managing community surveys, business surveys, organizational health assessments, focus groups, and other research tasks. Staffing Structure: ETC Institute is owned and operated by Christopher Tatham who directly oversees Vice President and Director of Community Research Jason Morado. Both Mr. Tatham and Mr. Morado directly supervisor the Assistant Director of Community Research, Ryan Murray. Together, Mr. Tatham, Mr. Morado, and Mr. Murray will make up the three primary representatives from ETC Institute that will assist the City of Miami Beach if awarded this project. The three key personnel assigned to this project have over 50 years of combined experience in the design, administration, and presentation of statistically valid community research for municipal organizations. There is no other firm more qualified and as well experienced to perform community and business surveys for the City of Miami Beach and the ETC Institute team assigned to your project have a long history of success. As a team we have recently completed successful projects for nearby municipalities including and not limited to Fort Lauderdale, Tamarac, Key Biscayne, Miami, and many others. ETC Institute routinely goes above and beyond contractual obligations to ensure the success of our clients and our approach to your project will be no different. A organization chart is on the following page. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT —AUGUST 2023 6 z Q J h z 0 U w D LL PrajeCt N1anaer Data Manager aatttw�ttr�, vta, SUVery Eij�erati0liS LL Prcrammin di LU Research Staff Data Analysts G1S Team )nterviewers DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Section 2.2: Relevant Experience of Prime Proposer Within the past five years, ETC Institute has completed similar projects for hundreds of municipal agencies across the country. While the various scopes of work may differ slightly, all of the projects have utilized the same proposed methodology found in this proposal document and all three key team members worked on each project. Miami Beach, Florida -Community and Business Surveys (Community Surveys: 2022, 2019, 2016, 2014, 2012, 2009, 2007, and 2005 & Business Surveys: 2022, 2019, 2016, 2014, 2012, 2009, 2007, and 2005) ETC Institute administered a statistically valid community and business survey in the City of Miami Beach in the spring of 2022. The surveys were a way for the City to objectively assess satisfaction among businesses and residents using separate survey instruments. The surveys were also designed to gather input on the delivery of city services and the priorities that residents and businesses place on those core services. The community survey exceeded the goal of completed surveys with a total of 1,361 (+/-2.6% at 95% level of confidence) surveys collected from randomly selected households. The business survey goal was also exceeded with a total of 609 (+/-3.9% at 95% level of confidence) completed surveys collected from businesses within the City. Reference: Amy Knowles, Deputy Resiliency Officer and Director of Environmental and Sustainability Phone: 305-673-7000 x6081 Email: AmyKnowles@miamibeachfl.gov Address: 1700 Convention Center Drive, Miami Beach, FL 33139 Tamarac, Florida - Community and Business Surveys (Community Surveys: 2021, 2018, 2016, 2013, 2011, 2009, 2007, 2005 and contracted for 2023 & Business Surveys: 2021, 2018, 2016, 2013, 2011, 2009, 2007, 2005 and contracted for 2024) ETC Institute administered a statistically valid community and business survey in the City of Tamarac in the summer of 2021. The surveys were administered as part of the City's ongoing strategic planning process designed to involve the entire community in long-range planning decisions and to understand how well the City is meeting the needs of businesses and residents in Tamarac. The community survey exceeded the goal of completed surveys with a total of 1,282 surveys (+/-2.7% at 95% level of confidence)collected from randomly selected households. The business survey goal was also exceeded with a total of 310 completed surveys (+/-5.6% at 95% level of confidence) collected from businesses within the City. The most recently completed reports from the City of Tamarac have been selected as a work sample and have been included as a part of ETC Institute's proposal materials. Reference: Lerenzo Calhoun, Director of Human Resources Phone: 954-597-3609 Email: Lerenzo.Calhoun@Tamarac.org Address: 7525 NW 88`h Ave, Tamarac, FL 33321 Contract Value: $24,000 - $38,000 Key Biscayne, Florida - Community Surveys (2022, 2020, 2018, and 2015 - 2024 and 2026 surveys under contract) ETC Institute administered a statistically valid community survey to residents in the Village of Key Biscayne, Florida most recently during the spring of 2022, this was the fourth community survey administered by ETC Institute for the Village. The purpose of the survey was to help the Village ensure that its priorities continue to match the needs and desires of residents. The data collected is used to help improve existing services and help the Village better QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT - AUGUST 2023 8 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD understand the evolving needs of residents. The goal was to obtain 500 completed surveys from randomly selected households within the Village. The goal was exceeded with a total of 557 completed surveys collected from randomly selected households. The 557 completed surveys have a margin of error of +/-4.1% at the 95% level of confidence at the Village level. Following the completion of the 2022 community survey, the Village contracted with ETC Institute to conduct surveys in 2024 and 2026. Reference: Jessica S. Drouet, Communications and Community Relations Officer Phone: 305-365-8901 Email: JDrouet@keybiscayne.fl.gov Address: 8 Crandon Blvd, Key Biscayne, FL 33149 Contract Value: $14,000 - $18,000 Margate, Florida — Community Survey (2021) ETC Institute administered a statistically valid community survey to residents in the City of Margate, Florida during the winter of 2021. The purpose of the survey was to identify ways to improve city services, programs, and infrastructure. The survey utilized the same proposed methodology found in this proposal. The goal was to obtain 400 completed surveys from randomly selected households within the City. The goal was exceeded with a total of 434 completed surveys collected from randomly selected households. The 434 completed surveys have a margin of error of +/-4.7% at the 95% level of confidence at the City level. Reference: Larry Vignola, Assistant City Manager Phone: 954-935-5308 Email: JLVignola@margatefl.com Address: 5790 Margate Blvd, Margate, FL 33063 Contract Value: $14,000 - $18,000 Tempe, Arizona —Community and Business Surveys (The 2023 Community and Business Surveys are currently being administered. Community Surveys: yearlyfrom 2022-2007 & Business Surveys: 2021, 2019, 2017, 2015, 2013, 2011, 2009, and 2007.) ETC Institute administers a statistically valid community survey to residents in the City of Tempe, Arizona each year and a business survey is administered every other year. Currently the 2023 Community and Business surveys are being administered and are planned for completion by the end of the summer. The purpose of the surveys is to identify priorities for city services, programs, and long range community planning. The surveys utilized the same proposed methodology found in this proposal. In 2022, the community survey goal was to obtain 800 completed surveys from randomly selected households within the City. The goal was exceeded with a total of 934 completed surveys collected from randomly selected households. The business survey obtained 403 completed responses in 2021. Reference: Rosa Inchausti, City Manager Phone: 840-350-8999 Email: Rosa_Inchausti@Tempe.gov Address: 31 E 5th Street, Tempe, AZ 85281 Contract Value: $25,000 - $35,000 QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT— AUGUST 2023 9 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Section 3.1: Approach and Methodology Phase 1: Develop the Survey and Sampling Plan Task 1.1 Develop the Surveys ETC Institute will meet with the City to discuss the goals and objectives for each of the projects and will review all of the previous surveys conducted by ETC Institute for the City. To facilitate the survey design process, ETC Institute will review the previous surveys and will ensure the updated surveys provide a qualitive baseline of responses relative to past questions as desired. The surveys will objectively measure community and business satisfaction and perceptions of the City's municipal services. ETC Institute will meet with City to revise the survey instruments as needed — there will be no limit on the number of edit revisions that may take place while designing the survey. ETC Institute will also provide our list of benchmarking questions for both community and business surveys and sample surveys from similarly sized and local communities to help facilitate the design process. Based on input from the City, ETC Institute will help the City finalize the surveys. It is anticipated that 3-4 drafts of each survey will be prepared before the survey is approved by the City — but there is no limit on the number of drafts created. ETC Institute will work closely with the City to ensure your input is utilized to create surveys that best fit the needs of each project. The surveys will be designed to reach a diverse range of residents and businesses and will be sensitive to all cultural and legal issues. The surveys will cover a wide variety of topics and will also touch on perceptions related to the quality of life in the City. Additionally, the surveys should seek to understand various attitudes and opinions related to access to resources and services, overall satisfaction, and the City's efforts to address community and business needs. The City will have the opportunity to review the survey instruments before they are administered. Once the survey instruments are approved, ETC Institute will translate the surveys and conduct an internal pre -test to ensure the survey instruments are understood as designed. ETC Institute understands the City of Miami Beach is an extremely diverse community with many cultural and language needs. Because of this, ETC Institute has included the survey being translated into up to three (3) languages and the survey will be included online in those same languages — the languages will be decided upon during a conversation between ETC Institute and City staff and it may be determined that three languages are not needed. During the initial kick-off call ETC Institute will determine what language(s) the surveys will need to be made available in. ETC Institute will also work with the City to develop cover letters that will accompany the mailed version of the surveys and will be used to create a landing page for the online surveys. The cover letters will be developed on City letterhead and will be signed by a representative of the City — ETC Institute will provide sample letters from other clients as a starting point for the content of the letter. The cover letters will include an introduction to the project, a call to action, as well as options for completing the survey and a toll -free number for ETC Institute that can be used by respondents to either have the survey administered over the phone or ask any questions about the survey. ETC Institute will provide a line on the survey's cover letter in an alternate language(s) prompting respondents who do not speak English to call a toll free number where an interviewer working in ETC Institute's call center can administer the survey over the phone in their preferred language. This will be done in addition to translating the full surveys. The community survey will be a maximum of 15 minutes in length (approximately 6 pages) and the business survey will be a maximum of 10 minutes in length (approximately 4 pages). These time/page limits are set primarily to ensure a strong response rate to the survey in an era where it has been difficult to engage residents and especially business QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT - AUGUST 2023 10 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F6810125F9FD leaders for longer periods that are required for longer surveys. In order to achieve the desired confidence level of 95% with a standard deviation of +/-4% the business survey will need to be short and concise. Task 1.2 Design the Sampling Plans As a part of Task 1.2, ETC Institute will develop and finalize the sampling plans based on input from the City. A project manager from ETC Institute will discuss with the City which methodology is best to conduct the surveys. ETC Institute will design the sampling plans based on all residential households and businesses within the City. ETC Institute will purchase a sample that includes all residential addresses and business addresses within the City's limits. ETC Institute will purchase this list from one of the largest list brokerage firms in the world. The list brokerage firm used will also provide emails and cell phone numbers for each of the households and businesses selected as a part of the sample. ETC Institute will use emails and text messages to conduct follow-ups with the households and businesses who were originally selected as a part of the sample and received a paper version of the survey in the mail. ETC Institute will then select a random sample of households and businesses within the City to be contacted to receive the survey. In the past, ETC Institute has set a goal to complete a minimum of 1,200 completed surveys from residents with a proportional number of surveys coming from each of the City's five areas based on population. ETC Institute has set a goal to collect 600 completed surveys from businesses. The overall results of 600 completed surveys will have a precision of at least +/-4.0% at the 95% level of confidence at the City level and can be distributed proportionally among the three business areas in the City. ETC Institute will do everything possible to maximize your investment in our services and will collect as many surveys as possible during the administration phase for both surveys. If more completed surveys are collected, ETC Institute will verify and process all results above and beyond the minimum goals for each project. ETC Institute may ask the City to post promotional materials on their website and social media outlets to encourage participation in the survey — specifically the business survey due to lagging response rates from businesses. Community demographic and business data will be used to monitor the distribution of responses to ensure the responding population of the survey is representative of the City's residents and businesses. ETC Institute guarantees that a representative sample of the City's resident and business population will be surveyed using our suggested sampling methodology. If needed, ETC Institute will weight the results to ensure they are aligned with the most recent Census estimates for the City. Task 1.3 Conduct Pre -Tests Once the surveys are approved by the City, ETC Institute will internally test the survey instruments before the surveys are administered. Any problems or issues that are identified regarding the survey instruments or the methodology will be reported to the City and corrective action will be recommended and taken as appropriate. Task 1.4 Create Online Version of Surveys ETC has created hundreds of online websites and online surveys designed for resident and business surveys. ETC Institute has an in-house Microsoft Certified Technical Specialist in .NET Web -based Client Development and Application Development Foundation and they will be assigned to these projects. Additionally, ETC Institute has a number of programmers on staff with a wide range of abilities and can handle any programming requirements. ETC Institute will create a website and online version of this survey and is well equipped to do so. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT - AUGUST 2023 11 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Task 1 Deliverables ETC Institute will deliver the approved survey instruments, links to the online surveys, and a description of the finalized sampling plans. Any abnormalities discovered in the pre-tests will be discussed with City staff and appropriate measures will be taken to remedy any issues. Phase 2: Administer the Surveys Task 2.1 Administer the Surveys Once the final survey instruments and sampling plans are approved by the City, ETC Institute will administer the surveys. ETC Institute understands that each survey will be administered separately. ETC Institute recommends using a hybrid methodology consisting primarily of mail and online surveys. Given the negative impact Caller ID has had on phone survey response rates and the need to ensure diverse populations are well represented, we offer the hybrid mail/online methodology to maximize the overall level of response. Even if respondents do not respond by mail, those who receive the mailed version of the surveys are significantly more likely to respond to the surveys using our follow-up attempts because they know the surveys are legitimate. The mailed surveys will include a cover letter (on official City letterhead) that explains the importance and purpose of the survey, encourages participation, and includes a link to the online survey for respondents who prefer that option. Although we will rely heavily upon our mail/online approach, ETC Institute has a fully staffed and state-of-the-art call center that can be used to make any necessary follow-ups via phone. While some phone calls will likely be made as part of the community survey project, the bulk of the business survey administration will take place via phone due to the unique nature of business surveys and their need for a personal touch. A phone number will also be listed on the cover letters that accompany the mailed surveys for respondents who prefer to take the survey over the phone or for those who want to legitimize the request for participation. Phone calls will be made to collect community survey responses from demographic groups that did not have a robust enough response to our mail/online contact attempts. The following procedures will take place in our mail/online hybrid methodology. All of the procedures detailed below will be delivered in-house at our main office. Survey Administration Procedures: ETC Institute will work with the City to develop a communication plan for the surveys. As a part of this task, ETC Institute will provide sample press briefings that can be used to notify the public about the surveys. Advance publicity can significantly enhance the response rates. ETC Institute will mail a copy of the survey instruments, cover letters, and a postage -paid return envelopes to each of the households and businesses selected for the random sample. ETC Institute's fees include mailing up to 10 times the minimum goal for copies of the full survey packet (cover letter, survey, and postage -paid return reply envelope) as well as 10 times the minimum goal for reminder/follow-up post cards for both the community and business surveys. The surveys will include a letter on official City letterhead that explains the purpose of the survey and that indicates all survey responses will remain anonymous. ETC Institute will geocode the home address and business address of all respondents to the block level when delivering data to the City — the results can also be tagged to include any additional geographic districts of the City. All identifying data will be removed from any open-ended responses, and all efforts will be made to guarantee the anonymity of all respondents. Only one survey and one postcard will be sent to each household and business. No more than one survey per household or business will be collected from each QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 12 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD randomly selected address. ETC Institute will offer one $500 prepaid visa gift card as an incentive for completing the community survey and one $500 prepaid visa gift card as an incentive for completing the business survey — respondents will be asked to opt -in to this incentive by providing their name, email, and phone number at the end of the online/paper survey. This incentive is offered at no additional cost to the City and is part of our standard administration procedures. If desired, the City may opt out of offering the incentive but it is highly recommended for both the community and business surveys. ETC Institute may wish to discuss with the City the potential of incentivizing every respondent to the business survey with a $10-$20 incentive. This process has been helpful in other communities where response rates to business surveys have lagged behind in recent years. These incentives are recommended, but not necessary and ETC Institute can complete the projects without the use of any incentives. Portions of the survey cover letters will be translated and will include instructions on how to call in to our home office to respond to the survey over the phone in a preferred language. This is the same methodology used for communities with large Spanish-speaking populations such as San Diego, California, San Antonio, Texas, and El Paso, Texas. ETC Institute has administered surveys in these three communities within the past two years and is proven to ensure representation by non-English speaking respondents. The 2022 Town of Los Gatos survey included two languages in addition to English on the cover letter — ETC Institute will work with the City to ensure all languages that are needed are included. The translated lines will also direct respondents to the online survey that will be translated into Spanish at a minimum and up to two other languages for a potential total of four language options. Approximately seven days after the surveys are mailed, ETC Institute will e-mail or text a link to the online survey to households businesses who received the mailed survey. These e-mail and text message follow-ups will significantly increase the response rate which will greatly reduce the probability that results are affected by the non -response bias. ETC Institute will track and only include online survey responses from households and businesses who were selected for the survey — ensuring only one survey per household and one survey per business is accepted and no surveys completed from residents or businesses outside of the City are accepted. Additional e-mail and text message follow-ups will be concentrated on demographic and geographic areas where response to the surveys is low. This will ensure the results are representative of the entire City, both demographically and geographically and will also ensure respondents who do not speak English as a first language are represented in the final data set. ETC Institute may also promote awareness of the survey using social media ads to encourage participation. These ads will also be developed in multiple languages as needed. Data Management and Quality Control ETC Institute has an ongoing quality control and assurance program in place. The program has been developed and refined through our experience with hundreds of similar studies that involved the design and administration of surveys, focus groups, and other data collection services. Our quality assurance program is directly monitored by the company's owner and CEO, Christopher Tatham. The program is designed to give clients error free results, and all employees at ETC Institute are directly involved in the program. The quality control and assurance methods used by ETC Institute have been reviewed by the United States Office of Management and Budget. All aspects of our data management and quality control processes will be applied to all survey projects conducted for the City. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 13 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Core Elements of ETC Institute's Quality Assurance Process: • Comprehensive Survey Design and Review Process — All survey instruments will be reviewed by senior members of ETC Institute's research staff to ensure all issues are adequately addressed prior to beginning administration. • Pre -Test — A pre -test will be conducted prior to the administration of all surveys. This will ensure the survey instrument is understood as designed. • Data Entry— Data entry fields will be limited to specific ranges to minimize the probability for error. The data processing system used by our firm for this study will alter data entry personnel with an audible alarm if entries do not conform to these specifications. • Verification — A supervisor will match records in the database against the corresponding hard -copy survey to ensure the data entry is accurate and complete. A supervisor will select at least 10% of all records for random verification. • Double Data Entry — Double data entry will be completed for all surveys that are received. The data from all surveys will be entered into two independent databases by different people. The two databases will then be merged. The process will identify any records that do not match exactly. Any discrepancies will be corrected. Our double data entry method ensures your survey data is 99.99% accurate. • Sampling Methodology — Demographic questions will be included on each survey. The demographic data will be used to monitor the distribution of the respondents to ensure the responding population for the survey is representative of the universe of the sample. • Coordination — Since many of ETC Institute's senior professionals will be assigned to your project, the ETC Institute team will conduct a coordination meeting every one to two weeks to ensure adequate progress is being made in all areas. Task 2 Deliverables ETC Institute will deliver a copy of the overall results to each question on the survey as tables, this deliverable will include any open-ended responses from the survey project. Phase 3: Survey Analysis and Reporting Task 3.1 Analyze the Survey Results Upon completing the survey administration procedures outlined in Task 2, ETC Institute will process the final survey results and begin developing the written reports. The full reports will include the following analysis features: Task 3.1.1 Importance -Satisfaction Analysis. By using specific design features, ETC Institute will utilize the survey data to create an Importance -Satisfaction Rating (I-S Rating). The I-S Rating is based on the concept that public agencies will maximize overall satisfaction by emphasizing improvements in those service categories where the level of satisfaction is relatively low and the perceived importance of the service is relatively high. More than 200 governmental agencies currently use ETC Institute's I-S Ratings for both community and business surveys. The ratings allow governmental organizations the ability to assess the quality of service delivery through the eyes of residents and businesses. During the past 30 years, ETC Institute has continually refined the analysis to maximize its usefulness as a decision -making tool. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 14 DocuSign Envelope ID: FE588E8A-DF1642F8-A6E9-F681D125F9FD Very High Priority (1-5 Rating > 0.20) Over condition of streets/bridges/sidewalks 50.7% 2 44.4% 7 Overall quality of police department services 54,0% 1 52.6% 5 High Priority (I-5 Rating = 0.10-0.20) Overall enforcement of City codes/ordinances Overall quality of water and wastewater utility services Overall quality of parks and other City facilities Medium Priority (1-S Rating<0,10) , .O' Overall customer service experience with City employees Overall quality of fire department services Overall quality of City solid waste and recycling services 32.3% 4 38.7% 8 38.4% 3 57.1% 4 25.3% 5 59 4% 3 17.4°% 7 S2.1% 6 203°% 6 70.3% 1 17.2°% 8 65.8% 2 0.2819 1 0.2560 2 0.1980 3 0.1647 4 0.1027 5 0.0833 6 0.0603 7 0.0588 8 The table above offers an example of the I-S Rating from the 2022 City of Lauderhill Community Survey. The table shows that the City could maximize resident satisfaction with the overall quality of City services by investing in the condition of City streets, bridges, and sidewalks as well as police department services. Investments in the City's solid waste and recycling services would have the least impact on overall satisfaction with the quality of City services. ETC Institute will work with the City to develop questions in the survey that utilize this analysis and ensure the analysis is conducted on a department -wide basis so priorities are developed not only at the overall level, but also within departments. This analysis will be developed for both the community and business surveys which will provide the City with a comparison of the priority areas for both residents and businesses. Task3.1.2 Normative Comparisons —Benchmarks. Benchmarking is a highly effective tool that helps decision -makers interpret the meaning of survey data. If 58% of respondents are satisfied with the overall quality of the City's enforcement of City codes and ordinances, is that good or bad? Without comparative data, it is difficult to know. ETC Institute maintains national, regional, and population -based benchmarking data for more than 80 types of local governmental services for both community and business surveys. Benchmarking can help local governments understand how their results compare to similar communities. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 15 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Overall Satisfaction by the sum percentage of respondents that (excluding with Police Services are either very satisfied cx satisfied with the service don't know responses) 59.3% Overall quality of local police protection 158.3% 54.6% 54.5°% How quickly police respond to 911 emergencies 67.1% 57.6% 32.7 % The visibility of police in neighborhoods 58.4% 55.4% 31.4°% The City's efforts to prevent crime ` 55.0% ; 50.4% 0_0% 20.0% 40.011. 60.0% 80.0% 100.0% Fort Lauderdale, FL DCommunities with a population of 100-249IQ]National Average For example, 59.3% of residents in the City of Fort Lauderdale gave positive ratings when asked to rate the overall quality of local police protection. Without comparative data, City leaders might have wondered whether 59.3% was an acceptable rating for this item. As the chart above shows, 59.3% is in -line with the national and large community averages for this item. ETC Institute will work with the City to determine which national, regional, or like -sized community benchmarking comparisons best meet the goals and objectives for the project. Without comparative data, it is difficult to know how well an organization is performing. Task 3.1.3 GIS Mapping. ETC Institute staff have successfully geocoded survey results for over 100 market research projects within the past three years. Our GIS team will bring highly developed and current skills in automated information collection, data cleanup and manipulation, state-of-the-art geocoding, and database development to this assignment. Our planners and technicians routinely support customer satisfaction analysis and other planning and modeling efforts across the country. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT - AUGUST 2023 16 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD The map to the right identifies the 10 council districts in the City of San Antonio that were surveyed. The GIS Maps our team creates provide our clients with a visual representation of the areas of the City that are surveyed and can be used as an extremely useful communication tool with City leaders and elected officials. Our GIS Maps not only provide our clients with a visual representation of the areas that are surveyed, but they can also show areas where residents and businesses have the greatest and least amount of satisfaction with various services. The map below shows levels of satisfaction with code compliance efforts in the City of Margate. Areas in blue identify areas with high satisfaction, areas in yellow are neutral, and areas in orange or red indicate high levels of dissatisfaction — these maps can help City leaders pinpoint areas of dissatisfaction within the City to help target resources for improvement for both residents and businesses. C11-6 Satisfaction with: Code Compliance efforts Citizen Satisfaction r � :ns cvmr aw:2�s %-1 k ffa�1;�4KG t.t.2 WOW l/ ETC 2021 City of Margate Community Survey 9 b $ 10 6 f 2 j S a 4 3 1 ,o i 0017 G4;:PER. &2111 HERE ETC Institute will prepare maps showing the results of specific questions on both surveys by Census Block Group (or other geographic characteristics decided upon by the City). ETC Institute will geocode the address of survey respondents to the block latitude and longitude coordinates, this ensures the exact location of a respondent's household or business is not revealed. This will allow our team to generate maps that visually show how well the City is delivering services to various parts of the City. GIS maps continue to be an effective tool for communicating the results of the survey to elected officials and the public. Task 3.1.4 Cross -Tabulations Based on a discussion with the City, ETC Institute will create cross -tabulations of questions on the surveys with key demographic variables (i.e., age, gender, income, number of years lived in the City, geographic characteristics, and others). ETC Institute will work with the City to understand the significant differences found in the cross -tabulations and can deliver additional data to help understand those significant differences. Task 3.1.5 Interactive Data Dashboard ETC Institute will develop an interactive data dashboard for the City. The dashboard would allow the City to query the full set of community and business survey results in real time anywhere with access to the internet (smart phone, QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 17 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD tablet, laptop, PC, etc.). Our interactive dashboards give clients the ability to explore the data and drill -down into the results on -demand in ways that were not previously possible with printed reports and traditional databases. The dashboard will house both the community and business surveys on the same page and will include the following features: • Trends Analysis showing the results from previous surveys ETC Institute has administered for the City. • GIS Mapping showing the survey results mapped out geographically. The maps will display results for the current year and previous years so the City can see on -demand trends for specific areas in the City. • Benchmarking Analysis showing how the City compares to other communities regionally, nationally, and based on the population of other communities. One of our project managers can discuss the benchmarking options available and help determine which option is best for your project. • Priority Analysis showing the top priorities for the City based on the Importance -Satisfaction ratings. Priorities can be displayed for various demographic and geographic areas using the interactive features of the dashboard. • Cross -Tabular Data Analysis which gives the user the ability to cross -tabulate specific questions on the survey showing how different groups of respondents responded to various questions on the survey. The dashboard may be added at the end of a project to enhance the long-term utilization of the data. ETC Institute can arrange a webinar to demonstrate the service if the City is interested at no additional charge. Sample Dashboard links can be provided upon request. The following pages contain several screen shots from the dashboard created for the City of Tempe, Arizona that includes a community survey and business survey. (https://etcinstitute.com/directionfinder2-0/az tempe/) QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 18 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Landing Page: Completely customizable and can utilize images provided by the City as well as unique color schemes. The City of Tempe completes multiple surveys with ETC Institute and they have requested that all three dashboards be housed at the same location for ease of use. Community Survey all or— TepWRt h'xkirt� +rss+vex M t lrc dt�ti TWempe. ...� .. kingwavcsinthcdcsrr About the City of Tempe Surveys Community survey The ETC lrtst Lute arxt,uaily edit {nistrrs a curnmunity survey to residents of the City of Tempe, 1'he surtel provide=_ residents witfr an opportunity to rate the quality of life in Tempe and City services,_ provide feedback about what is working well and what needs improvement, as well as communicate service priorities to ON leadership and staff. data from the survey is utilized by the Mayor and City Council to inform funding and decision -making. Business Survey The ETC institute conducts a business surrey to Tempe businesses every other year. The survey is part of a City of Tempe effort to measure and improve its perfot mance in working, with the business community. Through feedback from businesses in the city, the data voll allow Tempe leadership and staff to make crudal decisions about Projects, programs and services provided by the City of Tempe that might impact these critically important community members. Data from the survey is utilized by the Mayor and City Council to inform funding and decision -making. Employee surrey The ETC Institute conducts an employee survey to City of Tempe employees every other yeaf. The survey ;s conducted to seek employee feedback, en their experience working for Tempe and to colic€t comrttents and suggestions on ways to make the city a better place to work for all its employees. Data from the survey Is uti<hed by the Mayor and City Council to Inform the funding and decision -making. it e Tempe: City of TempeArizonaCommunity Survey vvnv RESPONDED a ETC Direction isr 2.0.€ _:ore QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 19 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD GIS Mapping by Zones: We can use GIS shapefiles provided by the City to map various boundaries. This map shows how results changed across Character Areas within the City from 2021 to 2022. fl kbaetl�nte 4! ih+,'i, tr IVE Large Pvtive%Charge Mina Changein% 0 Large Negative%Charxp w"5id3:i by ♦ Ctia jnt #�Whs ice... d.k •Ba ab -nx �ABtf1ViN +f -Y% Ary Srhf.- 18.8% 163% t4j SaW,# 6 5Z4% 523 % fsi ;rat 16z.% ,'.4* Drc-wmftd 8,9% 10.2?e —y1XnnarW;- S Sop =.- Crosstabulations: Crosstabulations showing results by key demographics or other features. This crosstabulation shows how the results for the "the overall feeling of safety in City parks" changes by race/ethnicity type. 93L •.' ;g'airs�x "F {f +?M'3')i t+5dY �".{+vi'.rt„rr5E-., wx Wr:aw.rfis. �' " lae , �,r .;.:�.. w .x:-+. A rzx it`•.r.N S .+.ros. . .1 :. .c _ .x.5t+x,»�(•a `aeFM:s� ery cuw il:s Kr.,a > . Next vr:.sN ._•Px.�c -'4 ..s±r �' ... 70.2 Y—i �GICi _ _ +tis;.n•Psaret+a^riaarcns+'a^awn.. *�.rt!rA*�cets QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT — AUGUST 2023 20 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Crosstabulations: Quick view of results by key demographic characteristics by selected questions. City of Tempe Arizona 9^1 Filter Results by Key Demographics: Filtering can help us understand how various groups responded differently. City of Tempe Arizona QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT— AUGUST 2023 21 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Task 3.2 Prepare a Final Report Following a meeting with City staff to discuss the preliminary findings and deliverables after the initial results become available, ETC Institute will develop the written reports utilizing the analysis tools found in Task 3.1. The reports will provide a thorough analysis of the data, including a summary of the results, identification of potential areas of concern, top priorities for improvement, and how these areas potentially relate to budget investment. The report will describe the methods used in conducting the surveys and the number of respondents surveyed for each projects. The full report will also include the following: • An executive summary that includes the description of the survey methodology, major findings, and a summary of the priorities based on the Importance -Satisfaction Analysis. • Charts and graphs for all questions on the survey, including trend charts showing results from past surveys. • Importance -Satisfaction Analysis that identify the top priorities for improvement and how they should be integrated into budget decisions. • Benchmarking analysis and comparative norms that show how the City compares to other communities. • GIS maps that show select questions on the survey as a map of the City. • Cross -tabulations that break down the results by key demographic variables. • Verbatim open-ended responses and textual analysis with word clouds • Data tables showing the results for all questions on the survey. • A copy of the survey instrument. Task 3.3 Present the Survey Findings ETC Institute will prepare and provide guided presentations to the City Commission and/or City staff. ETC Institute's PowerPoint summary presentation will include significant and notable findings and trends suitable for high-level decision makers. Up to four presentations of the survey results will be made either in -person or virtually. Task 3 Deliverables ETC Institute will develop and deliver an electronic version of a draft final report. ETC Institute will also provide the raw survey data in an Excel spreadsheet that includes the latitude and longitude coordinates, at the block level, for all responses. ETC Institute will also deliver the link to the online interactive data dashboard. A project manager from The presentation in PowerPoint will be delivered prior to the presentation scheduled at a mutually decided upon date and time. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT —AUGUST 2023 22 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Proposed Timelines A typical community or business survey process takes approximately 14-16 weeks to complete. This timeframe includes kick-off meetings, survey design, sample plan development, survey administration, analysis, and the delivery of the final report. ETC Institute can meet a more ambition timeline if desired as all activities will take place in-house in our Olathe, Kansas office, but because of our experience with similar projects with clients nation-wide we have developed a timeline framework that will be finalized with the City if we are selected to conduct these surveys for the City. Below is the suggested timeline to complete your project. Community and Business Survey Timeline Month 1 Initial meeting with staff to discuss survey goals and objectives ETC Institute provides the City with a draft survey The City reviews the content of the survey and provides feedback to ETC Institute ETC Institute revises the survey based on City input ETC Institute provides the City with the final sampling plan specifications ETC Institute conducts a pretest of the survey ETC Institute designs and builds online survey ETC Institute delivers sample press release to City for review and dissemination City approves online survey ETC Institute prints surveys and prepares for mailing Months 2-1 Surveys are mailed Data collection begins Month 4 Data collection completed Preliminary data delivered to the City Discussion on preliminary data with City Draft report submitted electronically Changes to report are discussed and recommendations from City are delivered Final report is delivered Electronic version of on -site presentation is delivered TBD On -site or webinar presentation The only items ETC Institute will need from the City as a part of these projects are an updated version of the City's GIS shapefiles displaying their boundaries and any sub areas for which they would like to see analysis. Beyond the GIS shapefiles, ETC Institute would ask that the City assign an individual(s) to the project to act as the primary point of contact who can approve all deliverables. Beyond these two items, ETC Institute can complete all of the tasks set forth in this RFQ with no assistance needed from City staff. QUALIFICATIONS FROM ETC INSTITUTE: COMMUNITY SATISFACTION SURVEY CONSULTANT - AUGUST 2023 23 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD RESOLUTION NO., 2023-32790 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2023-535-DF FOR A COMMUNITY SATISFACTION SURVEY CONSULTANT; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ETC INSTITUTE AS THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH ETC INSTITUTE, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH POLICY CONFLUENCE, INC., AS THE SECOND -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH POLICY CONFLUENCE, INC., AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ZILO INTERNATIONAL GROUP LLC AS THE THIRD -RANKED PROPOSER; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, on July 26, 2023, the Mayor and City Commission authorized the issuance of Request for Qualifications (RFQ) 2023-535-DF for a community satisfaction survey consultant; and WHEREAS, on August 30, 2023, the City received proposals from the following eight (8) firms: 2Can Group LLC, Business Trade and Services, Inc. d/b/a BTS Consulting, ETC Institute, Gateway Healthcare Solutions, LLC, Policy Confluence, Inc. d/b/a Polco, Probolsky Research, The Research Associates, Inc., and Zilo International Group LLC ; and WHEREAS, on September 1, 2023, the City Manager appointed the Evaluation Committee via LTC # 384-2023. The Committee was comprised of Melissa Berthier, Director, Marketing & Communications Department; Kathie Brooks, Consultant/Resident; Marcia Monserrat, Intergovernmental & External Affairs Chief; Kevin Pulido, Division Director, Neighborhood Affairs Division, Marketing & Communications Department; and Leslie Rosenfeld, Chief Education Officer, Office of Education & Performance Initiatives; and WHEREAS, between the dates of September 1-6, 2023, the following three (3) firms withdrew their proposals from consideration: 2Can Group LLC, Business Trade and Services, Inc d/b/a BTS Consulting, and Probolsky Research; and WHEREAS, the Evaluation Committee convened on September 7, 2023, to consider the proposals received; and WHEREAS, the Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance, the Government Sunshine Law, and general information on the scope of services and a copy of each proposal; and WHEREAS, the Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ; and WHEREAS, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order: DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD 1st - ETC Institute 2nd - Policy Confluence, Inc. V - Zilo International Group LLC 4th - The Research Associates 5th - Gateway Healthcare Solutions, LLC WHEREAS, after reviewing all of the submissions and the Evaluation Committee process, the City Manager concurs with the Evaluation Committee and recommends ETC Institute, the top -ranked firm, to community satisfaction survey consultant services; and WHEREAS, ETC Institute has provided excellent survey services to the City as the incumbent firm since 2018. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager, pursuant to Request for Qualifications (RFQ) 20237535-OF for a community satisfaction survey consultant, authorize the Administration to enter into negotiations with ETC Institute as the top -ranked proposer; further, if the Administration is not successful in negotiating an agreement with ETC Institute, authorize the Administration to enter into negotiations with Policy Confluence, Inc. as the second -ranked proposer; further if the Administration is not successful in negotiating an agreement with Policy Confluence, Inc., authorize the Administration to enter into negotiations with Zilo International Group LLC, as the third -ranked proposer; and further authorize the City Manager and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration. PASSED AND ADOPTED this 18 ATTEST: OCT 2 0 .2023 RAFAE E..GRANADO, CITY CLERK .., LIE1LORr`'OhATER •, day of lll blo✓ 2023. DAN GELBER, MAYOR APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION Vv"�_ to -S -?3 City Attomey • Date DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Competitive Bid Reports - C2 A MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: October 18, 2023 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2023-535-DF FOR A COMMUNITY SATISFACTION SURVEY CONSULTANT; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ETC INSTITUTE AS THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH ETC INSTITUTE, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH POLICY CONFLUENCE, INC., AS THE SECOND -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH POLICY CONFLUENCE, INC., AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH ZILO INTERNATIONAL GROUP LLC AS THE THIRD -RANKED PROPOSER; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. It is recommended that the Mayor and City Commission approve the Resolution accepting the City Managers recommendation, pursuant to RFQ 2023-535-DF for a community satisfaction survey consultant, to negotiate with ETC Institute, the unanimous top -ranked proposer. If negotiations are not successful with ETC Institute, the Resolution authorizes the Administration to negotiate with Policy Confluence, Inc., the second -ranked proposer, and Zilo International Group LLC, the third -ranked proposer, in order of rank. Further, the Resolution authorizes the City Manager and City Clerk to execute an agreement upon the conclusion of successful negotiations. This solicitation is currently under the cone of silence. 111(ti;19111111 11111U.14 110jilu In 2006, pursuant to Resolution No. 2006-26341, the Mayor and City Commission adopted the recommendation of the City's Budget Advisory Committee to create a strategic plan that identifies multi -year strategic priorities. Since 2006, several updates and revisions have been Page 27 of 2240 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD made to the City's strategic plan, with the latest version adopted in 2019. A status update was prepared as part of the FY 2024 Proposed Operation Budget. The City s vision reflects the goals and objectives established at the strategic level, based on customer input and performance measures, a key component of which is input from the City's residents and business owners. To enhance this input, since 2005, the City has engaged professional consulting companies to conduct community satisfaction surveys for a statistically valid sample of residents and businesses in the City of Miami Beach. Community satisfaction surveys enable the City to make data -driven decisions regarding the City's basic services and strategic initiatives, thereby allocating resources to priorities identified by community stakeholders. The first sets of community satisfaction surveys were conducted in 2005 and 2007. Focus groups followed these in 2006 and 2008 to get more in-depth information on issues identified through the surveys. Additional surveys were conducted in 2009, 2012, 2014, 2016, and 2019, with the last set of community satisfaction surveys conducted in 2022. The previous (2) surveys for 2019 and 2022 were authorized via Resolution No. 2018-30572 as a 5/7ths waiver of the competitive bid requirements. For future surveys, the Administration developed RFQ 2023-535-DF to seek proposals from qualified firms with whom a contract can be negotiated to design and conduct future community satisfaction surveys through an open and competitive procurement process. ANALYSIS On July 26, 2023, the Mayor and City Commission authorized the issuance of RFQ 2023-535- DF for a community satisfaction survey consultant. On July 27, 2023, the RFQ was issued. A voluntary pre -proposal conference was held on August 9, 2023, to provide information to proposers submitting a response. One (1) addendum was issued, and 88 prospective bidders accessed the advertised solicitation. RFQ responses were due and received on August 30, 2023. The City received a total of eight (8) proposals from the following firms: • 2Can Group LLC • Business Trade and Services, Inc. d/b/a BTS Consulting • ETC Institute • Gateway Healthcare Solutions, LLC • Policy Confluence, Inc. d/b/a Polco • Probolsky Research • The Research Associates, Inc. • Zilo Intemational Group LLC 2Can Group LLC, Business Trade and Services, Inc., and Probolsky Research withdrew their bid submittals. Therefore, their submittals received no further consideration. On September 1, 2023, the City Manager appointed the Evaluation Committee via LTC # 384- 2023. The Committee was comprised of Melissa Berthier, Director, Marketing & Communications Department; Kathie Brooks, Cons ultant/Resident; Marcia Monserrat, Intergovernmental & External Affairs Chief; Kevin Pulido, Division Director, Neighborhood Affairs Division, Marketing & Communications Department; and Leslie Rosenfeld, Chief Education Officer, Office of Education & Performance Initiatives. The Evaluation Committee convened on September 7, 2023, to consider the proposals received. Page 28 of 2240 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD The Committee was provided an overview of the project, information relative to the Citys Cone of Silence Ordinance, and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ. The evaluation process resulted in the ranking of proposers as indicated below and in Attachment A. 1st -ETC Institute 2r'd - Policy Confluence, Inc. 3rd - Zilo International Group LLC 4th - The Research Associates 5th - Gateway Healthcare Solutions, LLC The Evaluation Committee unanimously deemed ETC Institute to be the most qualified proposer to the ITN. The Evaluation Committee noted that the ETC Institute carries extensive experience on the national, state, and local levels with experience developing over 1,000 surveys for benchmarking purposes. The Evaluation Committee also noted that ETC Institute employs continuous efforts to implement best practices in respondent outreach and can provide the City with a powerful dashboard tool for internal and external use. Further, the project members assigned to the City's engagement are the firm's most senior professionals with no less than 50 years of combined experience administering statistically -based surveys. Policy Confluence, the second -ranked proposer, and the Zilo International Group, the third - ranked proposer, are also deemed by the Evaluation Committee to be qualified in the event that negotiations with the ETC Institute are unsuccessful. A summary of the three top -ranked firms follows based on information provided by each firm: ETC Institute Since 1982, ETC Institute has completed research projects for organizations in 49 states. ETC I nstitute has designed and administered more than 3,500 statistically valid surveys, and its team of professional researchers has moderated more than 1,000 focus groups and 2,000 stakeholder interviews. During the past five years alone, ETC Institute has administered surveys in more than 700 cities and counties throughout the United States, including 60 communities in Florida in the last ten years. ETC Institute has provided services for the City since 2015. Among those Florida agencies include Belleair, Coral Springs, Fort Lauderdale, Gainesville, Key Biscayne, Lake Wales, Lauderhill, Margate, Plantation, Miami, Palmetto Bay, Tamarac, and others. Policy Confluence, Inc. Policy Confluence, Inc. ("Polco") has conducted more than 1,000 scientifically -representative surveys for more than 500 public agencies across the United States. The City of Palm Coast, the City of Port St. Lucie, and the Village of Palm Springs are a few municipalities that have benefited from using Polco for ongoing engagement. Since 2002, Polco has conducted 156 community surveys in the State of Florida alone. Zilo International Group LLC Page 29 of 2240 DocuSign Envelope ID: FE588E8A-DF16-42F8-A6E9-F681D125F9FD Zilo International Group LLC ("Zilo International Group") is a 100% privately held, woman - owned and operated management consulting firm. It was founded in Colorado in 2014 by CEO Milena Zilo following nearly a decade of financial experience on Wall Street. Zilo I nternational Group is an experienced community engagement and government contractor and offers various services to organizations of all sizes in the public, private, and nonprofit sectors. Their submitted references include the City of Avalon, CA, Veneta, OR, and the Indianapolis Public Transportation Corporation (I ndyGo) in Indianapolis, IN. SUPPORTING SURVEY DATA ETC Institute administered a statistically valid community and business survey in the City of Miami Beach in the spring of 2022. A total of 1,361 residents and 609 businesses completed the survey and have a precision of at least +/ 2.6% at the 95% level of confidence for the resident surveys and a precision rate of at least +/- 3.9% at the 95% level of confidence for the business surveys, respectively. The surveys provide the residents' and businesses' perceptions on additional topics such as high -priority questions, opportunities for improvement, overall trends, and highlight areas important to quality of life. FINANCIAL INFORMATION All fees are subject to negotiations with the selected firms in order of rank. Services for this contract will be funded through the Citywide operational budget. These services are budgeted each year via the annual budgeting process. Based on the foregoing, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with ETC Institute, the unanimous top - ranked proposer. If the Administration is not successful in negotiating an Agreement with ETC Institute, the Resolution authorizes the Administration to, in order of rank, negotiate with Policy Confluence, Inc., the second -ranked proposer, and Zilo International Group LLC, the third - ranked proposer. Finally, the Resolution authorizes the City Manager and City Clerk to execute an Agreement upon the conclusion of successful negotiations. Applicable Area Not Applicable "ResidentsIs this a Siaht to Know" item, pursuant to City Code Section No .y 1"M M11 • . Yes Legislative Tracking Office of the City Manager/Procurement ATTACHMENTS: Description D Scoring and Ranking D Resolution Page 30 of 2240 aa:a x�s3soF CanrruNpr SefalactlOn Mwau tnw. BuoycWMAUM —._. CrMOrur� OrMwe_n _ ETC 661Ne __..98 0 _pOM1_ 06 1 .7-11"y HWM —e S.4bre 30 0 36 5 pot..95 0 95 2. The Raveerdl Associates 82 0 87 A .10 Wl Grap 88 _ 0 as 3_ K.6tla BMWO Mwd. M—m Kwln PJlto 0-adNe awmo. tmb" GLUMNw GUM12aw. ta99mK O"ebtMft Qwm-lr+ I B*ww t Ip — p -T op -- Too--- , 65 0 — --' 85 _ _.. 90 _ O 90 - ' 35 D35 5 40 0 AO S 10 • 'a 10 90 090 2 75. 0 76 2 70 0 1 70 85 DBS 3 60 0 80 SS 0 5' 90 0 80 a700 70 3 65 0 93 Fysn v�r•1W r�� r"., ETC I"ale-- Ge.—f nee hW. 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