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Home My WebLink About7.3 Parks & Comm Services Needs Assessment CITY CLERK File # D~~~-~[QJ AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 20, 2007 SUBJECT: Consultant Services Agreement for the Parks and Community Services Needs Assessment Report by Paul McCreary, Parks and Community Services Manager ATTACHMENTS: Resolution Approving Agreement with National Research Center RECOMMENDATION: ~dOPt Resolution approving Agreement with National Research \ Center FINANCIAL STATEMENT: The proposed fee for services under the Agreement is $56,055. Sufficient funds are available in the Capital Improvement Program. DESCRIPTION: At its meeting of November 7, 2006 the City Council authorized Staff to distribute a Request for Proposals (RFP) to conduct a Parks and Community Services Needs Assessment. Eight proposals were received by the closing date. Staff interviewed four of the firms and is recommending the selection of the National Research Center (NRC)to conduct the assessment. Consultant Backefound Located in Boulder, Colorado, the National Research Center has been conducting citizen surveys in local government since 1981. Besides general citizen surveys, they have conducted numerous surveys and needs assessments gathering opinions and experiences of youths and adults on arts classes, parks, recreation, trails and other leisure activities. All six of the project team members assigned to this project have a Ph.D. or master's degrees in research and evaluation methods, sociology, psychology, statistics, English, or communications. Beyond academic training, all of the consultants have significant experience conducting real-world research. They have a broad range of experience engaging citizens in qualitative and quantitative research and have written books as well as articles in publications such as Public Administration Review and The Journal of Policy Analysis and Management. COpy TO: National Research Center Page 1 ofJ ITEM NO. 73 G:\COUNCIL \AGENDA STA TEMENTS\2007\3-20 NEEDS ASSESSMENT DOC () Over the years the NRC has created a comprehensive database of survey results from over 500 government jurisdictions across the U.S. This permits NRC to compare Dublin's ratings and resident opinions about recreation services and cultural opportunities to the opinions about the same services given by residents in other jurisdictions. The NRC has also been selected by the International City/County Managers Association (ICMA) to offer to its members the National Citizen Survey, which has been implemented by over 100 jurisdictions in the past five years. Proposed Needs Assessment Process The Council identified this project as a high priority objective. The primary purpose is to provide a community-based assessment of the recreation and cultural arts programs the City currently offers and recommendations for future programs that the City should design and implement. The proposed process was designed to gather qualitative data through key informant interviews, focus groups and a public workshop. Quantitative data would be collected via a mail-in survey. The consultant would begin the process by reviewing existing Department planning documents, customer data and other information related to Parks and Community Services. A catchy project name, logo and tagline would be created to create awareness of the project in the community. This would be used as part of an extensive marketing program to maximize citizen participation in the Needs Assessment. Following are descriptions of the key components of the proposed process. Key Informant Interviews In order to begin formulating questions for the mail-in survey, NRC would conduct 30 "key-informant" interviews. These one-on-one phone interviews would be conducted with elected and appointed officials, community leaders, existing customers and Department management staff. The interviews would identify the most important issues for the new Department Strategic Plan to address and opinions on a variety of park and cultural issues. They would also be used as a source for ideas on ways to contact under- represented populations. Staff would work with the Consultant to determine the best mix of individuals to interview to ensure it represents a good cross section of the community. Focus Groups Following the interviews NRC would conduct three Focus Groups to yield in-depth information from targeted groups including hard to reach and special interest populations such as minorities, non-English speakers and younger adults who are less likely to respond to surveys. Each group would include about 12 residents. Topics of discussion would include, but are not limited to, current quality of parks and recreation services, ease of use of these services, barriers that keep residents from using them and what services residents would like to se that are not currently provided. Online Forum NRC will host an online forum (a type of web-based Focus Group) where residents can respond to posted questions. This forum will allow a large number of residents to participate at their own pace and when it is most convenient for them. It may also increase participation by younger adults, which a growing segment of the community. The online forum gives an opportunity to ask a set of pre-determined questions, but also the opportunity to come up with new questions and probes based on gathered responses. Responses to each question will be viewable by other residents (after screening by NRC staff) with the option of responding not only to the original posted question, but also the various responses by other citizens. Page 2 of3 Mail-In Survey The consultant would conduct a mail survey of 3,000 randomly selected Dublin households. Based on NRC's experience, they expect the City would receive approximately 800 to 1,000 responses. This would provide for higher precision than a typical 400 household survey, when making comparisons by sub-group in the community and provide a lower margin of error. These subgroup comparisons will enable the City to better analyze the results of the survey by demographic segment, and be valuable for the development of the Diversity Plan, which is one of the City Council's other high-priority objectives. The Agreement provides for a five-page questionnaire. The first page would be used to gather general demographic information as well as ask a few broad based questions about City services. This would not only help gauge the relative importance of parks and recreation to other City services, but also provide some feedback about how well the City provides other City services. The remainder of the survey would focus on the Parks and Community Services Department. In order to increase the response rate the survey would be mailed twice, with an additional reminder postcard. The survey would be returned in a postage-paid envelope. After meeting with several professional research firms, Staff concurs that this method is preferable to a phone survey for collecting quantitative data for the assessment. Public Workshop Following the compilation of the results from the mail survey, a Jomt meeting of the Parks and Community Services Commission and the Heritage and Cultural Arts Commission would be held. The meeting would be in the form of a public workshop to share the results of the survey. It would also be utilized as a "next steps" workshop. Participants would be divided into smaller groups to discuss the topics of most interest and brainstorm ideas for the development of the Strategic Plan. Exercises would be used to help determine apparent priorities. Final Report Development and Presentation NRC would analyze all of the data acquired through the process and develop a final report including an executive summary, survey methodology, and detailed results and recommendations. The final report would be presented at a regular City Council meeting in December. Following the completion of the Needs Assessment, Staff will begin the development of a Parks and Community Services Strategic Plan that would provide a focus for provision of Department programs and services over the next ten years. It is anticipated the Strategic Plan would be updated every three years. If the Resolution is adopted by the City Council, work on the project would begin in April 2007. The consultant estimates the Needs Assessment project would be completed during December 2007. The mail survey questions will be presented to the Council for input prior to distribution to the public. RECOMMENDATION: Staff recommends the Council adopt the Resolution approving the Agreement with National Research Center. Page 3 of3 luf:8 . ''') .~" RESOLUTION NO. - 07 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* APPROVING AN AGREEMENT WITH NATIONAL RESEARCH CENTER TO CONDUCT THE PARKS AND COMMUNITY SERVICES NEEDS ASSESSMENT WHEREAS, the 2006-2011 Capital Improvement Program includes a project to conduct a Parks and Community Services Needs Assessment; and WHEREAS, the City has solicited proposals from qualified research firms to complete the qualitative and quantitative research and report; and WHEREAS, the City received eight proposals and selected National Research Center; and WHEREAS, National Research Center has demonstrated adequate ability to perform said needs assessment; and WHEREAS, consultant is available to perform work as specified. NOW, THEREFORE, BE IT RESOLVED that the City Council ofthe City of Dublin does approve the agreement with National Research Center, attached hereto and authorize the Mayor to execute the Agreement. PASSED, APPROVED AND ADOPTED this 20th day of March 2007. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk - 1 - 3-20-D7 7: ATTACHMENT 1 .r ~"~ .t~~ CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND NATIONAL RESEARCH CENTER THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and National Research Center ("Consultant") as of March 20, 2007. Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the date first noted above and shall end on the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first-class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assianment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant's obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed, $56,055.00 notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 1 of 22 8 ~p Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: · Serial identifications of progress bills; i.e., Progress Bill NO.1 for the first invoice, etc.; · The beginning and ending dates of the billing period; · A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; · At City's option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; · The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A; · The Consultant's signature. 2.2 Monthlv Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 2 of 22 ~~:> unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the following fee schedule: President $195 per hour Senior Research Associate $120 per hour Research Associate $100 per hour Research Assistant $55 per hour 2.6 Reimbursable Expenses. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. 2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 3 of 22 t' :;> insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. 4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Consultant may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.2 Commercial General and Automobile Liabilitv Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non- owned automobiles. 4.2.2 Minimum scope of coveraae. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed. 11/88) or Insurance Services Office form number GL 0002 (ed. 1/73) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 4 of 22 l; (~6~]; Automobile Liability form CA 0001 (ed. 12/90) Code 1 ("any auto"). No endorsement shall be attached limiting the coverage. 4.2.3 Additional reQuirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: a. City and its officers, employees, agents, and volunteers shall be covered as insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. d. Any failure of CONSULTANT to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers. e. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.3 Professional Liabilitv Insurance. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. 4.3.1 Any deductible or self-insured retention shall not exceed $150,000 per claim. 4.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 5 of 22 .,'t1\ ~3 f; w 4.3.3 The policy must contain a cross liability or severability of interest clause. 4.3.4 The following provisions shall apply if the professional liability coverages are written on a claims-made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant's sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 4.4.4 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the City's interests are otherwise fully protected. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 6 of 22 ~ 4.4.5 Deductibles and Self.lnsured Retentions. Consultant shall disclose to and obtain the approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self-insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self-insured retention levels with a requirement that Consultant procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. 4.4.6 Notice of Reduction in Covera~e. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant's earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's breach: · Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; · Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or · Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 7 of 22 violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Section 6. 6.2 Section 7. 7.1 7.2 STATUS OF CONSULTANT. 6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. LEGAL REQUIREMENTS. Governing Law. The laws of the State of California shall govern this Agreement. Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 8 of 22 ?if- :i.3> U 7.3 Other Governmental Re!:lulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person's race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon 30 days' written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 9 of 22 II t; written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assi~mment and SubcontractinQ. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach bv Consultant. If Consultant materially breaches any of the terms of this Agreement, City's remedies shall included, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. 9.1 Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 10 of 22 Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties. 9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attornevs' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 11 of 22 l) ? " ~!~ 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a "conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, 'appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code 91090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code 9 1090 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by Paul McCreary, Parks and Community Services Manager ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. 10.10 Notices. Any written notice to Consultant shall be sent to: Ms. Shannon Hayden, Senior Research Associate National Research Center 3005 30th Street Boulder, CO 80301 Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 12 of 22 I 1:2 ,:;;# Any written notice to City shall be sent to: Paul McCreary, Parks and Community Services Manager City of Dublin 100 Civic Plaza Dublin, CA 94568 10.11 InteQration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibit A, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. CITY OF DUBLIN CONSULTANT Mayor Attest: City Clerk Approved as to Form: City Attorney Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 13 of 22 ~~.3; 1 ;"".f' EXHIBIT A SCOPE OF SERVICES 1. Key Informant Interviews a) Deliverables i) Review existing planning documents, quarterly reports and recent survey/community input data to gain background on key issues. ii) Draft interview questions for review and comment by City iii) Conduct 30 interviews @ 30-minutes each iv) Analyze results and prepare interim report for review and comment by City b) Cost i) Contract is based on conducting 30 key informant interviews at a cost not to exceed $8,235. ii) National Research Center, Inc. can conduct more key informant interviews at a cost of $255 per additional interview. iii) Following is a breakdown of the cost. Key Informant Interviews Budget Cost Estimate for 30, 30-minute Interviews Tasks and Staff Hours Rates Cost Scheduling Interviews* $1,025 President 0 $195 $0 Senior Research Associate 0 $120 $0 Research Associate 2 $100 $200 Research Assistant 15 $55 $825 Script Design $1,040 President 0 $195 $0 Senior Research Associate 2 $120 $240 Research Associate 8 $100 $800 Research Assistant 0 $55 $0 I nterviewing** $4,000 Research Associate 40 $100 $4,000 Data Analysis and Report of Results*** $2,170 President 0 $195 $0 Senior Research Associate 2 $120 $240 Research Associate 16 $100 $1,600 Research Assistant 6 $55 $330 Subtotal, NRC Staff Costs $8,235 TOTAL for 30, 30-minute Interviews $8,235 *Assumes that contact information for all key informants will be provided by City staff. **Includes staff prep time before interview and time for staff to debrief/finalize notes after completing interview. Also assumes some interviews will be longer than 30 minutes, depending on the respondent. ***Includes staff time for transcribing the interviews, analyzing findings and preparing a summary report. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 14 of 22 IlR 1116'2. 2. Focus Groups a) Deliverables i) Draft Focus Group Scripts for review and comment by City (1) Ensure process allows for universal participation (i.e. prepare for citizens who do not speak English, or those with disabilities). ii) Conduct three Focus Group sessions. jii) Digital audio-recording of Focus Group sessions and transcription. iv) Analyze and prepare interim report of results for review and comment by City. b) Cost i) The Agreement is based on conducting three focus groups for $11 ,865. ii) If needed, National Research Center can conduct four focus groups the cost will be $15,430. iii) Following is a breakdown of the cost. Focus Groups Budget One Focus Group Tasks and Staff Hours Rates Cost Focus Group Management $405 Senior Research Associate 2 $120 $240 Research Assistant 3 $55 $165 Focus Group Recruitment $720 Senior Research Associate 0.5 $120 $60 Research Assistant 12 $55 $660 Focus Group Script Development $420 Senior Research Associate 3.5 $120 $420 Conduct Focus Group $300 Senior Research Associate 2.5 $120 $300 Research Assistant 0.0 $55 $0 Focus Group Analysis and Report of Results $1 ,420 Senior Research Associate 10 $120 $1,200 Research Assistant 4 $55 $220 Subtotal, NRC Staff Costs $3,265 Hard Costs Qty Rate Cost Travel Costs $0 Airfare, food and hotel 1 $0 $0 Focus Group - Facilities** $0 Facilities 1 $0 $0 Focus Group - Food $150 Food 1 $150 $150 Focus Group - Incentives* $0 Incentives 1 $0 $0 Focus Group - Transcription $150 Transcription 1 $150 $150 Subtotal, Hard Costs $300 TOTAL for First Focus Group $3,565 **Assumes that the City will host the focus groups at a City building and that incentives will be provided by the City. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 15 of 22 17 tJb~' Cost Travel $0 Senior Research Associate 0 $120 $0 Research Associate 0 $110 $0 Research Assistant 0 $50 $0 Subtotal, NRC Staff Costs $0 Hard Costs Qty Rate Cost Airfare $400 Airfare 1 $400 $400 Hotel $450 Hotel 3 $150 $450 Car $160 Car 4 $40 $160 Food $160 Food 4 $40 $160 Subtotal, Hard Costs $1,170 TOTAL $1,170 3. Online Forum a) Deliverables i) Develop layout/content and provide draft to City for review and comment ii) Select a domain name that's easy to remember, in collaboration with the City of Dublin jji) Provide equipment/service to host website iv) Monitor submissions before posting to ensure appropriate content and comply City Policy v) Analyze and prepare interim report of results for review and comment by City. b) Cost i) Agreement is based on providing the Online Forum at a cost not to exceed $5,115. ii) Following is a breakdown of the cost. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 16 of 22 Ii> ot;z ~ Dublin Parks and Community Needs Assessment Cost Estimate for On-line Forum Tasks and Staff Hours Rates Cost Forum Question Development $800 President 0 $195 $0 Senior Research Associate 5 $120 $600 Research Associate 2 $100 $200 Research Assistant 0 $55 $0 Web Programming and Maintenance $2,025 President 0 $195 $0 Senior Research Associate 0 $120 $0 Research Associate 12 $100 $1,200 Research Assistant 15 $55 $825 Data Analysis and Report of Results $2,290 President 0 $195 $0 Senior Research Associate 2 $120 $240 Research Associate 15 $100 $1,500 Research Assistant 10 $55 $550 Subtotal, NRC Staff Costs $5,115 TOTAL for On-line Forum $5,115 4. Mail Survey a) Deliverables i) Develop draft 5-page survey for review and comment by City. ii) After working with Staff on proposed questions, attend City Council meeting to present recommendations for approval of questionnaire by Council. jji) Test questionnaire before implementation. iv) Distribute the survey to 3,000 households. v) Complete data-entry to provide approximately 800 completed surveys, representative of the community demographics (approximate margin of error of +/-3.5%). vi) Analyze data and prepare interim report of results for review and comment by City. b) Cost i) The Agreement is based on conducting a 5-page survey for a fee not to exceed $19,730. ii) If less space is needed a three page survey will be conducted for a fee not to exceed $17,805. iii) Following is a breakdown of the costs. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 17 of 22 Dublin Resident Survey Mail-OutlMail-Back Budget Cost Estimate for a 5-Page Survey Mailed to 3,000 Households Tasks and Staff Hours Rates Cost Survey Management $1,515 President 0 $195 $0 Senior Research Associate 2 $120 $240 Research Associate 10 $100 $1,000 Research Assistant 5 $55 $275 Instrument Design $3,855 President 9 $195 $1,755 Senior Research Associate 5 $120 $600 Research Associate 15 $100 $1,500 Research Assistant 0 $55 $0 Data Cleaning/Coding* $990 Research Assistant 18 $55 $990 Data Analysis and Report of Results $4,590 President 0 $195 $0 Senior Research Associate 5 $120 $600 Research Associate 30 $100 $3,000 Research Assistant 18 $55 $990 Subtotal, NRC Staff Costs $10,950 Hard Costs Qty Rate Cost Travel $700 airfare, hotel, rental car, food 1 $700.00 $700 Survey Printing $2,810 prenotification postcard 3,000 $0.029 $87 cover letter and survey (x2) 6,000 $0.413 $2,475 outgoing envelopes (x2) 6,000 $0.020 $122 return envelopes 6,000 $0.021 $126 Postage $3,345 prenotification postcard 3,000 $0.223 $669 1 st wave out 3,000 $0.371 $1,113 2nd wave out 3,000 $0.371 $1,113 incoming surveys 900 $0.500 $450 Mail Preparation/Sample $1,025 sample 1 $250.00 $250 prenotification postcard 3,000 $0.058 $175 1 st wave out 3,000 $0.100 $300 2nd wave out 3,000 $0.100 $300 Data Entry $900 survey 900 $1.000 $900 Subtotal, Hard Costs $8,780 TOTAL for about 800-1,000 Completed 5-page Surveys $19,730 *Assumes no open-ended questions. It:) tl<t.~ (,J Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 18 of 22 Dublin Resident Survey Mail-OutlMail-Back Budget Cost Estimate for a 3-Page Survey Mailed to 3,000 Households Tasks and Staff Hours Rates Cost Survey Management $1,515 President 0 $195 $0 Senior Research Associate 2 $120 $240 Research Associate 10 $100 $1,000 Research Assistant 5 $55 $275 Instrument Design $3,615 President 9 $195 $1,755 Senior Research Associate 3 $120 $360 Research Associate 15 $100 $1,500 Research Assistant 0 $55 $0 Data Cleaning/Coding* $825 Research Assistant 15 $55 $825 Data Analysis and Report of Results $3,685 President 0 $195 $0 Senior Research Associate 3 $120 $360 Research Associate 25 $100 $2,500 Research Assistant 15 $55 $825 Subtotal, NRC Staff Costs $9,640 Hard Costs Qty Rate Cost Travel $700 airfare, hotel, rental car, food 1 $700.00 $700 Survey Printing $2,375 prenotification postcard 3,000 $0.029 $87 cover letter and survey (x2) 6,000 $0.340 $2,040 outgoing envelopes (x2) 6,000 $0.020 $122 return envelopes 6,000 $0.021 $126 Postage $3,345 prenotification postcard 3,000 $0.223 $669 1st wave out 3,000 $0.371 $1,113 2nd wave out 3,000 $0.371 $1,113 incoming surveys 900 $0.500 $450 Mail Preparation/Sample $1,025 sample 1 $250.00 $250 prenotification postcard 3,000 $0.058 $175 1st wave out 3,000 $0. 100 $300 2nd wave out 3,000 $0.100 $300 Data Entry $720 survey 900 $0.800 $720 Subtotal, Hard Costs $8,165 TOTAL for about 800-1,000 Completed 3-page Surveys $17,805 *Assumes no open-ended questions. ......"'. , Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 19 of 22 I ~t6 i." 5. Town Meeting a) Deliverables i) Develop draft agenda and meeting materials for review and comment by City. ii) Prepare all relevant materials for meeting. iii) Conduct meeting, audio record and transcribe. iv) Analyze meeting results and prepare interim report for review and comment by City. b) Cost i) Agreement is based on conducting the Town Meeting at a cost not to exceed $4,815. ii) Following is a breakdown of the cost. Dublin Parks and Community Needs Assessment Cost Estimate for Town Meeting Tasks and Staff Hours Rates Cost Preparation and Facilitation $2,695 President 8 $195 $1,560 Senior Research Associate 3 $120 $360 Research Associate 5 $100 $500 Research Assistant 5 $55 $275 Data Analysis and Report of Results $1,420 President 2 $195 $390 Senior Research Associate 1 $120 $120 Research Associate 8 $100 $800 Research Assistant 2 $55 $110 Subtotal, NRC Staff Costs $4,115 Hard Costs Qty Rate Cost Travel* $700 airfare, hotel, rental car, food 1 $700.00 $700 Subtotal, Hard Costs $700 TOTAL for One Town Meeting $4,815 *Assumes the Town Meeting will occur in one trip with no more than one over- night stay. 6. Comprehensive Report and Presentation a) Deliverables i) Executive summary and final comprehensive report with supporting documents and tables. ii) Presentation of results and recommendations to the City Council. iii) Submit draft report for review and comment prior to issuing final report (allow for two reviews) iv) Electronic Copies of Report, Appendices, Tables, etc. v) Data in format with software for mining. b) Cost i) Consultant shall prepare report and give presentation for a fee not to exceed $6,295. ii) Following is a breakdown of the costs. Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 20 of 22 . ""'.......rJ.....~r.~ ;:';""'. ;~ Tasks and Staff Data Synthesis and Overall Report of Results President 2 Senior Research Associate 1 Research Associate 20 Research Assistant 12 Presentation* President 10 Senior Research Associate 0 Research Associate 2 Research Assistant 5 Subtotal, NRC Staff Costs Hard Costs Qty Travel* airfare, hotel, rental car, food 1 Subtotal, Hard Costs TOTAL for Comprehensive Report and Presentation *Assumes a single over-night stay. $195 $120 $100 $55 Cost $3,170 $390 $120 $2,000 $660 $2,425 $1,950 $0 $200 $275 $5,595 Cost $700 $700 $700 $6,295 $195 $120 $100 $55 Rate $700.00 7. Project Timeline Task A: Key Informant Interview Timeline Task Date Complete Provide list of potential interviewees from Dublin.............................................................................. by April 6 Finalize script... ............................. ................ ............................ ........ ................ ............ .......... through April 13 Schedule interviews...... ...... ....... .... ....... .......... .... .... .... ......... ........ .... ........ ............................ ... through April 27 Conduct interviews ................................................................................................................. through May 11 Data analysis and reporting .................................................................................................... through May 31 Draft component report delivered via e-mail to Dublin ......................................................................... May 31 Review of draft by Dublin staff ..........................................................................................................by June 7 Component report finalized by NRC and delivered via e-mail............................................................ June 14 Task B-1: Focus Groups Timeline Task Date Complete Identify target populations for focus groups .....................................................................................by May 11 Finalize script............................................................................................................................. ....... by June 1 Focus group recruitment.......................................................................................................... through June 1 Conduct focus groups.............................................................................................................. week of June 4 Data analysis and reporting ................................................................................................... through June 22 Draft component report delivered via e-mail to Dublin ........................................................................ June 22 Review of draft by Dublin staff ......................................................................................................... by July 13 Component report finalized by NRC and delivered via e-mail ..............................................................July 20 Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 21 of 22 ;t'*" :;;; Task B-2: On-line Forum Reporting for the on-line forum will be combined with the focus group report. Task..................,........................................ ................ ............................. ...................... ...Date Complete Identify themes.......................................... ............................................................................... by May 11 Advertise forum .................................................................................................... May 11 through June 8 Host forum .......................................................................................................... May 18 through June 15 Data analysis and reporting .............................................................................................through June 22 Draft component report delivered via e-mail to Dublin ..................................................................June 22 Review of draft by Dublin staff...................................................................................................by July 13 Component report finalized by NRC and delivered via e-mail....................................................... July 20 Task C: Survey Timeline Task................................................ .................................. ..................... ......... ............... ..Date Complete Begin instrument development ........................................................................................week of June 19 Finalize draft instrument for inclusion in Council agenda packet .................................................by July 5 Presentation to City Council .......................................................................................................... July 17 Materials printed/sample selected .................................................................................... week of July 16 Mail pre-notification postcard............ .......... ......... ... ................. .............. .... ....... .......... ..... ...... ... ..... July 23 Mail 1st wave of the survey ............................................................................................................ July 30 Mail 2nd wave of the survey..........................................................................................................August 6 Data collection, cleaning and coding ....................................................................... through September 7 Electronic data entry .............................................................................................. through September 14 Survey data analysis and reporting............................................................................... through October 5 Component draft report delivered via e-mail to Dublin ............................................................... October 5 Review of draft by Dublin staff ............................................................................................ by October 12 Component report finalized by NRC and delivered via e-mail................................................. October 19 Task D: Town Meeting Timeline Task... ..... ...... ..................... .............. ... ....... ......... ............... ... .... ... ... ..... .... ...... ........ ... ... ....Date Complete Town meeting presentation .......................:................................................................week of October 15 Analysis and reporting ................................................................................................ through October 29 Meeting transcript and summary delivered via e-mail to Dublin............................................... October 29 Task E: Final Reporting Timeline Task......................................................................................................................... ........ Date Complete Data synthesis and reporting .................................................................................. through November 26 Draft report delivered via e-mail to Dublin............................................................................ November 26 Review of draft by Dublin staff .......................................................................................... by December 3 Report finalized by NRC and delivered via e-mail................................................................ December 10 Task F: Presentation of Results Task. ................... ... ....... ...... .......... .................. ......... ....... ... ....... ........ ....... ...... ..... ........ .....Date Complete Presentation to City Council................................................................................................ December 18 Consulting Services Agreement between City of Dublin and National Research Center March 20, 2007 Page 22 of 22