Addendum No. 3 to RFP 01-08/09m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305-673-7490 Fax: 786394,4002
November 14, 2008
RE: ADDENDUM NO. 3 TO REQUEST FOR PROPOSALS (RFP) NO. 01-08/09
FOR COMMUNITY SATISFACTION SURVEY SERVICES.
In response to questions and requests for additional information received by prospective
Proposers and the Administration's additional review of the requirements set forth in the RFP,
the RFP is hereby amended as follow:
The Pre-Proposal Meeting sign-in sheet has been attached as part of this
addendum.
To view samples of how the Community Satisfaction Survey results have impacted
the City's management decisions, please visit the following links:
To obtain the City Manager's message from Fiscal Year 08-09 -Budget Book, please
visit:
http•//web miamibeachfl.gov/does/0$-09°t°20Proposed%20with%20bookmarks.pdf
Please visit the following link to obtain samples of agenda items presented for
Commission Approval on October 7, 2008. Each item includes a section entitled
"Supporting Data (Survey, Environmental Scan, etc... )" which refers to the results of
the Community Satisfaction Survey Results relatives to the item being presented.
http•//web miamibeachfl qov/VIlorkArea/showcontent.aspx?id=35780
III. Please be advised that the previous link which contains the survey methodology,
questions, and results is not longer operational. The document has been posted in
our website; please visit the following link to obtain the survey methodology,
questions, and results.
http://web.miami beachfl.qov/procu rementJscrol I.aspx?id=36386
Questions and Answers
Q#1: Why was the time for the residential survey increased from 10 to 15 minutes? Were
more questions included on each interview during the second survey?
A#1: The agreement with Hay Insight, A division of the Hay Group, dated October 17,
2004, anticipated a resident survey instrument with 30 to 45 multiple choice
questions and up to two open-ended question. The final length of the 2005
resident survey was 82 multiple choice questions and two write-in questions,
thereby increasing the length of time to administer the survey. The 2007 resident
survey was 89 multiple choice and three write-in questions.
RFP No. 01-08/09 Community Satisfaction Survey Services
Addendum #3
11/14/2008 Page 1 of 6
Q#2: Could we have a copy of the questions without the results -the script that was used to
interview residents and businesses.
The questions are not always clear in the report. For instance under services, there are
categories such as "storm drainage" -but it doesn't show the question wording. I would
guess the question wording is something like "for each of the following services please
tell us if you think they are excellent, good, fair or poor" -but it is not in the report.
If the survey questions are not available in a separate document, we can certainly
use the report and make assumptions about what was asked. But if they are
available, it would be helpful.
A#2: Please visit the following link to obtain the 2005 and 2007 Resident and Business
Satisfaction Survey Instruments.
http•//web miamibeachfl.govlprocurement/scroll.aspx?id=36386
Q#3: Were the travel expenses included on the last Hay Group's contract total amount?
A#3: The total fees and expenses of $84,075 authorized in the original contract for
the 2005 surveys only excluded travel expenses which were billed as incurred
based on actual invoices. In subsequent amendments, travel expenses also
were billed as incurred based on actual invoices.
Q# 4: In reviewing the proposal further I need clarification as to years of experience;
~~
specifically is the following: The proposer shall have at least three years of
experience conducting statistically valid surveys of Community satisfaction for local
government".
Am I to interpret from this statement that a firm must have government experience
for a period of three years contiguously with the same government agency? Or that
the proposer has had experience with local governments (more than one) for a
period over three years in their background. It appears that from your answer this
morning you were interested to have the proposer have at least experience with local
governments not the contract length. Depending on the answer this, RFP may be
very restricted to very few if any firms (other than the incumbent) that have
consecutive experience. Please give me some direction.
A#4: The minimum requirements refer to three (3) years of experience with local
government not the contract length with any particular local government for
the period of three (3) years.
Q#5: Jason Schlenker attended the pre-proposal submission meeting on 10/30 and
brought to my attention that a vendor would be disqualified if they made contributions
to the City within the past year. Our president, Ricky Arriola, made a contribution to
the commissioners on September of last year (over a year ago). I would like
confirmation that Inktel's proposal will not be disqualified for this reason.
A#5 The City's Vendor Campaign Ordinance does not prohibit any individual or
business entity from submitting a proposal. However, if an individual with a
controlling financial interest, a business entity, or a City vendor makes a
campaign contribution to a candidate whom is elected to the Office of Mayor or
Commissioner, said contribution may disqualified the proposer for a period of
12 months from the swearing in of the candidate.
RFP No. 01-08/09 Community Satisfaction Survey Services
Addendum #3
11/14/2008 Page 2 of 6
Since the candidates were sworn in on November 21, 2007, and we do not
expect that an award recommendation will be made prior to November 21,
2008, said contribution will not result in disqualification of any proposal for
Community Satisfaction Survey Services.
Q#6: Will we be able to retrieve records from previous Miami Beach elections to dial
against?
A#6: The proposer needs to contact Miami-Dade County Elections Department to
determine what information is available from election records.
The City maintains a list of household addresses in the City for the purposes
of mailing its MB magazine.
Q#7: In Hay Group's addendums, we notice the total project came in at just under
$200,000 -was this for the entire length of the contract or per year?
A#7: The $84,075 reflected in the table in the original contract, along with the
$17,530 in Amendment 1 and the $69,100 in Amendment 2 total to $170,075 for
the administration of surveys in 2005 and 2007, excluding travel expenses, and
excluding the follow-on focus groups in 2006 and 2008, respectively. The total
costs for the 2005 surveys, the 2006 focus groups, the 2007 surveys and the
2008 focus groups were $212,532.58.
Q#8: Is reimbursement to be made on a Firm Fixed Price, Time and Materials, or Cost
Reimbursable basis?
A#8: The compensation for services will be on a lump sum bases, excluding travel
expenses. Travel expenses will be reimbursed based on documented actual
expenses consistent with City guidelines.
Q#9: Under Cost Information (Section III, 2.g.), "the Proposer must submit the proposed
fees relative to the responsibilities listed in the scope of services based on a lump
sum by phase structure, supported by estimated hours and hourly rates for each
phase." Can you please clarify what is defined as a phase?
A#9: Please refer to the responsibilities listed as (1) through (8) on page 11 of the
RFP.
Proposers are reminded to please acknowledge receipt of this addendum as part of your RFP
submission. Potential proposers that have elected not to submit a response to the RFP are
requested to complete and return the "Notice to Prospective Bidders" questionnaire with the
reason(s) for not submitting a proposal.
CITY OF MIAMI BEACH
~~'
Gus Lopez, CPPO
Procurement Director
RFP No. 01-08/09 Community Satisfaction Survey Services
Addendum #3
11/14/2008 Page 3 of 6
~l~~L.~~
CI'I'`~ OF ~~I $EA.~~
~~GN~~T SHEE'T'
r~~. auto ~c~, y~~~
T'I'I'I-~: ~t)11?I14i[T1v~`~ SA'i'TSF'A,+~'Y'ItJl~t' SL?~z''t~'Si' SER'Y~+L~S
~~; (rsa~ x~t~ra~r) ~~~~1>~~~~ t~.a.~. - - ~~~~ t~Hal~ ~
:v~aria ~stevcx Pro~i~~t _ Gtv1B 305-673-?~34 786-3~4-4002
~xa~st~v r iaat~tib~a~h#1. o~'
Criatiz lUclv~t Pr~ure~e~t - Clvffl 305-673-74~
s:d~~V~tili^ne~rni~caC~tl~.~Ct~l
7ohza L.aiman (~l'vfS Partners
-°-~ ~€Q0-3 t4-4Cs3t}
-
j[eim an ,~nsp„~,cx~ erc.c~m
Stevenll+lat't~s P}tn~nixh~Tat-kean~,Irtrrrl~ti3~&1 3-2t~F-517{
Stet'cr m r~.tt~11€~TlC1XS21t.C
teve R~aabe t)pin;unwc~rl+s 858-42f^6161 A~10-280-3i
5t t~~r` C't2~ t~ ~I1721LTY1VI~Y.CCIIIt
/ ~1,1r Profile Market1n81tesearch 56I-X65-8~0~1
1,~~t1JI8Yi IC-~~~$~;:TE5.Crn21
~eF fiha Cater ftxr QrganrzahQa1?xc~llence ~fb-6'~fi~4S$2 3(}1-5!AF1-~I55 i
~--~--_
[viicl~ael A8lscrt~ ~~~ jnStttut~ ~l~r^~$~~-~ 1
913~70~r-0765
~*~.=~-.rr.~~,;, et~~nstt"tt~te.coYTt
II3A _t~"hael~ss3pcr~_cfrt~
Soti '~ytinck Na~o_;al lte~eazr~ Ce€at~arr, lne _ 303~44~-756 _ 303-+1-1145
RFP No. 01-08/09 Community Satisfaction Survey Services
Addendum #3
11/14/2008 Page 4 of 6
~~~~ ~~
-~-
~I'I'Y C1F MTA:~~II B~AGH
I'~~PR~7P'{?S~L SI~I3IvTT~SIC3N TV.I~IT'TNG
~TGN-TI~~ S :'I'
Iv1i:~I ~r~.~sE rxnvz7 ~~'~'~-~v~t' r~ - ~-~ni[. ~TaD~.ESS ~HC~I~~~k ~'.
Tum ~iilie~ National Resech C~nter$ Inc 303-444-?863 303-444-1.145
Tc~ -r-c.com
1~~.~id'4'an "T`y^ne ~Ia3ional ~usanass I~se:arcl~ lr~titrYte, Inc BCh~-?56-6168
~;~~~ 12-5657
~~d'zd~anTune~~~~abriS ~~
Lacy 1:.enczng 1'he tenter fnz Ie~ch & Public I}elicy 2~Oa-374-SCt59 203-374-S4t4
lf"c%ca~n<co?n
ik~ Sciccht~no 1~loarzl~ Sr,~rve~~ R:c~ tenter 352-846-274 352-392-0876
Joey 8t. ~"reatt
K.srr aaacl I3raw~~ I~esearcl~ (500-554=31$2 ~ 850-906-3112
~~ p~bkct~lE..tZ
tl~.-~
~F3oaa. ~H
~r
~3Kt
~~L,~11~
~
t.'- '~ '* 3~S '~ ~ ~ ~ ~ ~
Y~ ~ ~~ '~-'~ fit""
Rte'-~1-08-U9
RFP No. 01-08/09 Community Satisfaction Survey Services
Addendum #3
11/14/2008 Page 5 of 6
C~"Y aF N~~~,:I ;EACH
PFZ:E-PRC~P4SAL SUBMISSIt~N IUIEETINC
l I~A3vSE {PI.~~ P~ COZ'AN`k h~• - t-IvTAIL A17~~.ESS PHC}~'~~ ~
~x: j ~ . r~. fi ~ . cam,
~~. ,,?~.
~tF]P-tl~l-os-t-~
RFP No. 01-08!09 Community Satisfaction Survey Services
Addendum #3
11/14/2008 Page 6 of 6