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HomeMy WebLinkAbout2006-26357 Reso RESOLUTION NO. 2006-26357 A RESOLUTION OF THE MAYOR AND CITY COMMISION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND HAY INSIGHT, A DIVISION OF THE HAY GROUP, IN THE ESTIMATED AMOUNT OF $87,100, TO DESIGN AND IMPLEMENT THE SECOND SET OF COMMUNITY SATISFACTION SURVEYS FOR THE CITY OF MIAMI BEACH. WHEREAS, on July 7,2004, Request for Proposal No. 32/03-04 for Citizen/Public Opinion Survey Services was issued and notices sent to 26 individuals or firms, which resulted in the selection of, and execution of a Profession Services Agreement (dated October 13, 2004) with the Hay Group, to design and implement the first set of community satisfaction surveys for the City of Miami Beach in Fiscal Year 2004/05, for an amount not to exceed $100,000 (the Agreement); and WHEREAS, the City subsequently approved Amendment No.1 to the Agreement, in the estimated amount of $13,000, to extend the length of the residential survey, to review the survey instrument with the Committee of the Whole, and to divide the business survey into three (3) regions; and WHEREAS, the first community satisfaction surveys for the City were successfully completed by the Hay Group in Spring 2005 and, in 2006, the Hay Group also conducted focus groups in the City; and WHEREAS, in the City's ongoing efforts to solicit feedback from the public in order to gauge and measure the success of the delivery of City services, the City seeks to conduct a second set of community satisfaction surveys with members of the Miami Beach community; and WHEREAS, the City desires to capitalize on the experience gained by the first set of community satisfaction surveys and ensure comparability for purposes of trend analysis between the 2005 community satisfaction surveys and the 2007 community satisfaction surveys, by once again utilizing the Hay Group; and WHEREAS, specifically, the Hay Group will be responsible for the following, each of which will be subject to the review and approval by the City Manager or his designee: (1) Survey planning and design; (2) Pre-Survey communications; (3) Pretest survey instrument and revise as needed; (4) Administer the survey to insure a ninety-five (95) percent confidence rating in the survey findings with a five point plus or minus variance, taking into consideration the following factors: a) Sample size, including sub-samples for demographic sub-groups and geographic regions; b) Random selection of respondents to the survey; c) Non-respondents not affecting survey results; d) Survey implementation, including select interviewers as appropriate; (5) Data processing, analysis and reporting; (6) Presentation of results; and WHEREAS, accordingly the Administration would recommend that the Mayor and City Commission hereby approve and authorize the Mayor and City Clerk to execute Amendment No.2 to the Agreement, in the amount of $87, 100, to design and implement the second set of community satisfaction surveys for the City. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF MIAMI BEACH, FLORIDA, that the Mayor and the City Commission, approve and authorize the Mayor and City Clerk to execute Amendment No.2 to the Professional Services Agreement Between the City of Miami Beach and Hay Insight, a Division of t e Hay Group, in the estimated amount of $87,100, to design and implement the second set of mun' satisfaction surveys for the City of Miami Beach. PASSED and ADOPTED this 11 th day of Dc tober ~~ ~wk CITY CLERK Robert Parcher David Dermer APPROVED AS TO FORM & LANGUAGE & F EXECUTION IOfjOIt. COMMISSION ITEM SUMMARY Condensed Title: AMENDMENT NO.2 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND HAY INSIGHT, A DIVISION OF THE HAY GROUP, IN THE ESTIMATED AMOUNT OF $87,100, TO DESIGN AND IMPLEMENT THE SECOND SET OF COMMUNITY SATISFACTION SURVEYS FOR THE CITY OF MIAMI BEACH. Ke Intended Outcome Su orted: Increase community satisfaction with City services Issue: Shall the Mayor and Commission approve Amendment NO.2 to the Profession Services Agreement Between the City of Miami Beach and Hay Insight, a Division of the Hay Group, in the estimated amount of $87,100. Item Summary/Recommendation: In the City of Miami Beach's (City) ongoing efforts to solicit feedback from the public in order to gauge and measure the success of the delivery of City services, the City seeks to contract for a second set of community satisfaction surveys. The first set of surveys of residents, businesses, and community organizations was conducted by the Hay Group in Spring 2005. The Hay Group subsequently conducted follow-on focus groups in April 2006 to delve deeper into several specific topics identified from the 2005 survey results for which the City desired additional information prior to proceeding with action planning efforts on those issues. By using the Hay Group for the 2007 community satisfaction surveys, the City intends to capitalize on the experience gained by the 2005 surveys and ensure comparability for purposes of trend analysis between the 2005 community satisfaction surveys and the 2007 community satisfaction surveys. The direct cost for the 2005 resident and business surveys (excluding focus groups) was $82,575. The proposed cost for the 2007 resident and business surveys is $69,100, a savings of $13,475 as compared to in 2005 due to the level of familiarity by the Hay Group gained from the last set of community satisfaction surveys and more recent focus groups. In addition, the agreement provides $3,000 for reimbursement of travel expenses and $15,000 for optional follow-on focus groups, similar to 2005, for a total estimated cost of $87,100. The scope of work for survey design includes one-on-one meetings with each Commissioner in late October/November to solicit input for revisions to the survey questionnaire, as well as a meeting with the Committee of the Whole in November/early December. Advisory Board Recommendation: I Financial Information: Source of AmQunt Account APproved ~ 1 $87,100 Citywide Accounts 2 3 Financial Impact Summary: City Clerk's Office Legislative Tracking: I Si n-Offs: Department Director Assistant City Manager City Manager m ~ MIAMI BEACH AGENDA ITEM DATE C. 7/1/ /0-11-0' lD MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachA.gov COMMISSION MEMORANDUM TO: Mayor David Dermer and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager ~ DATE: October 11, 2006 {I 0 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO.2 TO THE PROFFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND HAY INSIGHT, A DIVISION OF THE HAY GROUP, IN THE ESTIMATED AMOUNT OF $87,1000 TO DESIGN AND IMPLEMENT THE SECOND SET OF COMMUNITY SATISFACTION SURVEYS FOR THE CITY OF MIAMI BEACH. ADMINISTRATION RECOMMENDATION Approve Amendment No. 2 to the Professional Service Agreement between the City of Miami Beach and Hay Insight, a Division of the Hay Group, in the estimated amount of $87,100, to design and implement the second set of community satisfaction surveys for the City of Miami Beach. BACKGROUND In the City of Miami Beach's (City) ongoing efforts to solicit feedback from the public in order to gauge and measure the success of the delivery of City services, the City seeks to contract for a profession survey(s) to be conducted with members of the Miami Beach community. The first set of community satisfaction surveys was conducted in 2005. On July 7,2004, Request for Proposal No. 32/03-04 for Citizen/Public Opinion Survey Services was issued and notices sent to 26 individuals or firms, resulting in the selection of and an agreement with the Hay Group to design and implement the first set of community satisfaction surveys for the City of Miami Beach in Fiscal Year 2004/05 for an amount not to exceed $100,000. As a result of input received from the City Commission Committee of the Whole, Amendment No.1 to the Professional Services Agreement between the city of Miami Beach and Hay Insight, a Division of the Hay Group, increased the compensation by $ 13,000 to extend the length of the residential survey, to review the survey instrument with the Committee of the Whole, and to divide the business survey into 3 regions. The Hay Group successfully completed the first community satisfaction surveys for the City of Miami Beach in Spring 2005. While the City accomplished much in the last five years in addressing community priorities, the community surveys provided insight into areas that the City Commission Memorandum 2007 Community Satisfaction Surveys October 11, 2006 Page 2 City can focus on and improve even further. These results, along with an environmental scan of demographics, socio-economic data and department workload and performance measures; financial trends; and comparatives with other cities, etc., were used to develop a set of Key Intended Outcomes (KIOs) identified as essential to the City's achievement of its vision. The resulting first ever Strategic Plan for the City of Miami Beach, adopted by the City Commission as part of the budget process in September 2006, has provided a road map to success for the organization. Further, since the FY 2005/06 budget, the City has used a new performance-based approach for allocating resources based on the City's Strategic Plan and in support of priorities determined through the 2005 surveys. In 2006 the Hay Group also conducted focus groups in the City of Miami Beach to delve deeper into several specific topics identified from the 2005 survey results for which the City desired additional information prior to proceeding with action planning efforts on those issues. Since then, the City has been systematically working to address issues that were identified as key concerns from the survey results and follow-up focus groups. As examples of what has already been implemented, the City has increased police presence in neighborhoods, increase service levels for cleaning City streets and sidewalks (particularly in business areas) and increased programming and free offerings in City parks, among other actions. ANALYSIS At the 2006 Commission Retreat, the Mayor and Commission expressed a desire to conduct community satisfaction surveys every two years. Given recent experience with the Hay Group and to ensure comparability for purposes of trend analysis between the 2005 community satisfaction surveys and the 2007 community satisfaction surveys, the City solicited a proposal from the Hay Group to conduct the second set of community satisfaction surveys. After discussion with the City, the resulting proposed direct cost by the Hay Group for the 2007 resident and business surveys is $69,100 as compared to $82,575 in 2005, a savings of $13,475. In addition, the agreement provides $3,000 for reimbursement of travel expenses and $15,000 for optional follow-on focus groups, similar to 2005, for a total estimated cost of $87,100. The savings identified above is a direct reflection of the Hay Group's prior experience in the City of Miami Beach. Having partnered with the City on the 2004-05 Community Satisfaction Survey initiative, the Hay Group brings several advantages to carry out this re-survey: · The Hay Group is intimate with the City's 5-year vision and strategy to continuously improve quality of life across the community; · They have met and worked closely with the City Mayor, Commission and Executive Staff to understand their unique needs, develop survey instruments that meet their objectives, and share the survey results in an open and participative discussion to prioritize key findings and next steps; and · Most recently, the Hay Group has conducted follow-on focus groups with City Commission Memorandum 2007 Community Satisfaction Surveys October 11 , 2006 Page 3 residents and businesses for further input into the development of City action plans based on the survey results. Under the proposed amendment, the Hay Group will be responsible for the following, each of which will be subject to the review and approval by the City Manager or his designee: (1) Survey planning and design - including one-on-one meetings with each Commissioner in late October/November to solicit input for revisions to the survey questionnaire, as well as a meeting with the Committee of the Whole in November/early December, (2) Pre-Survey communications; (3) Pretest survey instrument and revise as needed; (4) Administer the survey to insure a ninety-five (95) percent confidence rating in the survey findings with a five point plus or minus variance, taking into consideration the following factors: a) Sample size, including sub-samples for demographic sub-groups and geographic regions; b) Random selection of respondents to the survey; c) Non-respondents not affecting survey results; and d) Survey implementation, including select interviewers as appropriate. (5) Data processing, analysis and reporting: . Ana/ysis of the characteristics of residents and businesses who responded to the survey . Frequency distributions for each survey question - the percentage of respondents who selected each response option . Trend - Comparisons of survey results to the 2004-05 City survey . Normative comparisons of the City's Resident survey results to National benchmarks, other Florida cities and cities/jurisdictions across the U.S. that are the same size/population as the City (75-100,000 residents, large Hispanic populations, etc.) . Comparison of results among different subgroups (cross- tabulations for demographic groups). Hay will perform cross- tabulations to compare survey responses among different groups, e.g., region, gender, race, type of business, etc. · Key driver analysis to determine the questions/items that have the greatest impact on satisfaction with services · Responses to open-ended questions - Hay will perform a content analysis of responses to the open-ended questions included in the questionnaires. These analyses identify the major themes from the comments. 6) Presentation of results: · Description of survey methodology; . Response rates and demographics of survey respondents; . Summary of survey results; · Key strengths and opportunities for improvement for the City overall; City Commission Memorandum 2007 Community Satisfaction Surveys October 11 , 2006 Page 4 . Detailed comparison to previous survey results and implications of same; . Important differences in survey findings by key demographic groups and by region; . Comparison of survey results to normative benchmarks; . Themes identified through the analysis of responses to the open- ended question; . Overall conclusions about the extent to which citizens, businesses and civic organizations; understand the City's vision, strategy, as well as, satisfaction with City services and quality of life; . Next steps for action planning, communications and survey feedback. CONCLUSION Approve Amendment No.2 to the Professional Services Agreement between the city of Miami Beach and Hay Insight, a Division of the Hay Group, in the estimated amount of $87,100, to design and implement the second set of community satisfaction surveys for the City of Miami Beach.