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HomeMy WebLinkAboutContracts & Agreements_110-2021DocuSign Envelope ID. 6D531C38-FFE5-4271-BD7E-98B6B6427FBD AGREEMENT TO PERFORM PROFESSIONAL SERVICES This agreement for the provision of community benchmark survey and engagement services ("Agreement") is made and entered in this 21 st day of June, 2021 ("Effective Date"), by and between the City of Redlands, a municipal corporation ("City") and Policy Confluence Inc ("Consultant") City and Consultant are sometimes individually referred to herein as a "Party" and, together, as the "Parties " In consideration of the mutual promises contained herein, City and Consultant agree as follows ARTICLE 1— ENGAGEMENT OF CONSULTANT 11 City hereby engages Consultant to provide community benchmark survey and engagement services for City (the "Services") 1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services. ARTICLE 2 — SERVICES OF CONSULTANT 2.1 The Services that Consultant shall perform are more particularly described in Exhibit "A," titled "Scope of Services," which is attached hereto and incorporated herein by reference 2.2 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this Agreement including, but not limited to, any applicable State prevailing wage laws ARTICLE 3 — RESPONSIBILITIES OF CITY 3 1 City designates Carl Baker, Public Information Officer, as City's representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City's policies and decisions with respect to performance of the Services. ARTICLE 4 — PERFORMANCE OF SERVICES 4 1 Consultant shall perform and complete the Services in a prompt and diligent manner in accordance with the description set forth in Exhibit "A," which is attached hereto and incorporated herein by reference 4.2 The term of this Agreement shall be for a period of one year commencing on the Effective Date of this Agreement unless terminated earlier herein. 4.3 If Consultant's Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to the City, consistent with 1 L.\ca\djm\Agreements\Policy Confluence Agreement.PS-1 1.FY20-0147.doc.jn DocuSign Envelope ID. 6D531C38-FFE5-4271-BD7E-98B6B6427FBD City Council adopted policy for the same. It shall be the obligation of Consultant to obtain a copy of such policy from City staff. ARTICLE 5 — PAYMENTS TO CONSULTANT 5 1 The total compensation for Consultant's performance of the Services shall not exceed the amount of twenty-two thousand one hundred dollars ($22,100) City shall pay Consultant in accordance with Exhibit "B," titled "Fee Proposal" which is attached hereto and incorporated herein by reference. 5.2 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month. Consultant's invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant's invoice 5 3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person, (ii) five (5) days after deposit in first class registered mail, with return receipt requested, (iii) on the actual delivery date if deposited with an overnight courier, or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail, in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section. CITY. City Clerk City of Redlands 35 Cajon Street P 0 Box 3005 (mailing) Redlands, CA 92373 jdonaldson@cityofredlands.org Phone (909) 798-7531 CONSULTANT. Lisa Dowling Policy Confluence Inc dba Polco 8001 Terrace Ave , Suite 201 Middleton, WI 53562 Lisa@polco us Phone (858) 295-3872 Fax. (303) 444-1145 ARTICLE 6 — INSURANCE AND INDEMNIFICATION 6 1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant. Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Insurance policies shall include a provision prohibiting cancellation or modification of the policy except upon thirty (30) days prior written notice to City 2 L:\ca\djm\Agreements\Policy Confluence Agreement.PS-1 1.FY20-0147.doc.jn DocuSign Envelope ID. 6D531C38-FFE5-4271-BD7E-98B6B6427FBD A. Workers' Compensation and Employer's Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self -insured or exempt from the workers' compensation laws of the State of California. Consultant shall execute and provide City with Exhibit "C," titled "Workers' Compensation Insurance Certification," which is attached hereto and incorporated herein by this reference, prior to performance of the Services B Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate, for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City C Business Auto Liability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability This coverage shall include all Consultant owned vehicles used in connection with Consultant's provision of the Services, hired and non -owned vehicles, and employee non -ownership vehicles City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City D Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee or subcontractor as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor 6.2 Consultant shall defend, indemnify and hold harmless City and its elected officials, employees and agents from and against any and all claims, losses or liability, including attorneys' fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services. ARTICLE 7 — CONFLICTS OF INTEREST 7 1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree by the performance of Consultant's Services Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement. 7.2 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant: 3 L:\ca\djm\Agreements\Policy Confluence Agreement.PS-1 1.FY20-0147.doc.jn DocuSign Envelope ID• 6D531C38-FFE5-4271-BD7E-98B6B6427FBD A. Does not make a governmental decision whether to (i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item, (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof. B Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City's Conflict of Interest Code under Government Code section 87302. 7.3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk's office pursuant to the written instructions provided by the City Clerk. ARTICLE 8 — GENERAL CONSIDERATIONS 8 1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the use of in-house counsel by a Party 8.2 Consultant shall not assign any of the Services, except with the prior written approval of City and in strict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, result in City's immediate termination of this Agreement. 8.3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor Neither City nor any its agents shall have control over the conduct of Consultant or Consultant's employees, except as herein set forth. Consultant shall supply all necessary tools and instrumentalities required to perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City or engaged by City for the account of, or on behalf of City Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation. 8 4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Consultant of City's intent to terminate If this 4 L:\ca\djm\Agreements\Policy Confluence Agreement.PS-1 1.FY20-0147.doc.jn DocuSign Envelope ID• 6D531C38-FFE5-4271-BD7E-98B6B6427FBD Agreement is terminated by City, an adjustment to Consultant's compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) any payment due Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services. Consultant shall be compensated on a pro-rata basis for Services completed up to the date of termination. 8 5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant. 8 6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant. 8 7 This Agreement shall be governed by and construed in accordance with the laws of the State of California. 8 8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement. 5 L,\ca\djm\Agreements\Policy Confluence Agreement.PS-1 1.FY20-0147.doc.jn DocuSign Envelope ID 6D531C38 FFE5 4271 BD7E-98B6B6427FBD IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement CITY OF REDLANDS By Charles M Duggan, Jr City Manager ATTEST. Donaldson, City Clerk POLICY CONFLUENCE INC By 6 L \ca\dim\Agreements\Policy Confluence Agreement.PS 1 I.FY20 0147.doc.jn l DocuSignedy b JJgn '— E 52A0AB2AD C 14 E 1... Lisa Dowling Director of Sales DocuSign Envelope ID• 6D531C38-FFE5-4271-BD7E-98B6B6427FBD EXHIBIT "A" SCOPE OF SERVICES 7 L:\ca\djm\Agreements\Policy Confluence Agreement.PS-1 1.FY20-0147.doc.jn DocuSign Envelope ID 6D531C38 FFE5 4271 BD7E 98B6B6427FBD Proposal for Redlands of Redlands Executive Summary About Polco National Research Center (NRC) merged with Polco in 2019, becoming a wholly owned subsidiary Together we are setting a new standard for survey research, combining extensive content and survey research expertise with technical capabilities for greater communication and innovation POICO Polco was founded in 2015 by Nick Mastronardi and Alex Pedersen out of a passion for public service and a desire for civil, constructive conversations about the decisions that affect communities to support good government They were inspired to use their experience working at some of the world's best tech companies to build a platform to provide communities around the country with better ways to engage their stakeholders - and stakeholders with a better way to share feedback, thoughts, and innovative ideas !Li NRC THE N C S " The National Community Survey" THE N ES" The National Employee Survey" CASOAA Community Assessment Survey for Older Adults'" THE N BS" The National Business Survey" THE NPSS" The National Police Services Survey" THE EDWS The Economic Development Workforce Survey The result is a civic engagement and data visualization platform where residents, business owners and other stakeholders can provide real-time input by answering short questions or longer surveys Respondents can easily participate on their schedule, helping broaden feedback beyond the most passionate or engaged who are willing to take the time to write, call or attend meetings The platform was designed to build panels of registered respondents who can be surveyed over time, with their confidentiality and privacy guaranteed Results can be viewed in real time With a focus on research for government agencies, NRC literally wrote books on how to conduct surveys and how to ensure the results matter Over the past 25 years, we have conducted more than 1,000 surveys of residents, businesses and employees for local governments and other public service agencies These surveys have been used extensively in performance measurement, budgeting, goal setting and strategic planning We innovated methods to benchmark survey results across the nation to provide context for our clients as they dig into their own results We have been developing high quality surveys and national databases to measure community livability, assess residents' needs, and evaluate the impacts of governmental programs These include The National Community SurveyTm, which assesses resident sentiment and satisfaction with key service areas and programs, The National Business Survey TM, which measures business health and 1 DocuSign Envelope ID 6D531C38-FFE5-4271-BD7E-98B6B6427FBD trends, and the Community Assessment of Older Adults TM, which assesses how friendly an area is for older adults This expertise combined with the power of Polco, a robust digital engagement platform developed to quickly deploy and analyze surveys, provides the technical skill and agility to gather critical information from community stakeholders to assess their needs and monitor their satisfaction With over 25 years of work we had developed the largest database of current comparative resident opinion of any firm The database comprises perspectives gathered in surveys from over 500 jurisdictions across the country whose residents evaluated local government services - and while this will not be used to benchmark your survey it highlights the capabilities we will use to build your database and provide your comparisons With Polco you will gain a strong foundation of performance measurement while adding outreach options both to get information from residents and share findings with them The survey effort would be used not only for the important information it gathers, but also to build a standing panel of residents to give real-time input on hot -topics and other timely research efforts Approach and Methodology Survey Instrument - The National Community SurveyTM (The NCS") We are proposing our turn -key benchmark survey product, The National Community SurveyTM (The NCSTM) for the City's Quality of Life Community Survey The NCS has been the survey tool of choice for more than 500 communities across the country and is the only resident survey tool endorsed by the International City/County Management Association (ICMA) and the National League of Cities (NLC) It has the advantage of being a cost-efficient, scientific tool for measuring resident satisfaction levels and perceptions The NCS starts from a base of questions that ask respondents about the quality of local government services The overall focus is on community livability, so other questions relate to the characteristics of the community that contribute to quality of life, as well as residents' experiences and engagement in community life The level of standardization of this survey product makes it possible to provide benchmark comparisons for each standard item About half of a page is available for questions that are fully specific to the needs of the city This space could be used to assess issues facing Redlands including development, housing, homelessness and more Outreach Administration We are proposing our Level 2 administration and outreach plan A representative sample of residents (or other appropriate stakeholders) will be invited to complete the survey to ensure statistically significant response and results We will use statistically appropriate methodologies to garner community -wide representativeness with at least a 6% margin of error (4-6% is typical and meets best practices for 2 DocuSign Envelope ID• 6D531C38-FFE5-4271-BD7E-98B6B6427FBD performance measurement, about 250-450 responses) per local jurisdiction. The invitations will contain an introduction outlining the importance of the survey and instructions for completing it. To supplement this effort, the city will be asked to participate in outreach efforts with guidance on best practices from Polco Responses will be statistically weighted to ensure the best representation of your community (or stakeholder group, if applicable) We propose to employ multiple modes for outreach • Mailed postcard invitations to randomly selected households (with URL for online survey access) • Paper surveys (in English) will be mailed to randomly selected households. A postage -paid reply envelope would also be provided to return the survey to Polco for data entry We will work with the City to optimize the outreach plan, combining our experience with your knowledge of your residents and their needs (e.g., comfort with and access to technology and level of English literacy) The online portion of the survey will be hosted on the Polco platform The City will have a branded profile (using your logo) on which the survey would be hosted While the City will be conducting the survey with a random, scientific selection of households, officials may still want to hear from everyone in the community To this end, we include an open participation option once the random survey has been in the field for at least a few weeks To this end, we provide another web link that the City can post on its website and publicize it to encourage maximum participation Polco will analyze the open participation data and determine whether combining the opt -in data with the scientific data would be beneficial toward reducing the margin of error around survey results, or if it should be reported under separate cover The combination of scientifically collected data (via random selection) and opt -in data (non-random) is an emerging practice in the survey research industry A strength of Polco is the ability to turn what could be one-off respondents into a "panel" of residents for continued engagement. To take advantage of this feature, residents must be asked, or even required to register to Polco In the first scenario, the resident completes the survey and after submitting, is given an option to provide an email address and zip code for continued engagement. In the second, the resident would be required to provide their email address and zip code in order to access the survey Historically Polco has matched around 70% of its responding users on local voter files Each user successfully matched against the verification list no longer needs to self -report most additional demographic and geographic information (age, gender, precinct/ward, etc.) This not only improves the accuracy of the results, but helps stave off survey fatigue 3 DocuSign Envelope ID• 6D531C38-FFE5-4271-BD7E-98B6B6427FBD City Responsibilities While Polco will do most of the heavy lifting to provide the approach and methodology described in this proposal, the following would be the City's responsibilities 1) Provide a project point person for Polco to work with on the survey logistics 2) Provide input on the half of page of custom questions to be covered on the survey, provide feedback on survey drafts, and give final approval 3) Provide necessary files for customizing the survey materials (e.g., logos, letterhead, electronic signature) as well as GIS files for any geographic sub areas to be tracked 4) Publicize the survey effort, particularly the open participation survey, if the City desires to implement that option 5) Provide feedback and final approval on reporting and presentation slide deck. Analysis of Survey Results The first step in preparing the resident data for analysis will be to weight the data to reflect the demographic profile of the residents of Redlands Weighting is a best practice in survey research to adjust for potential non -response bias and ensure that the demographic characteristics of the survey respondents mirror the overall population In general, residents with certain characteristics (for example those who are older or homeowners) are more likely to participate in surveying. Weighting allows us to increase or decrease the weight of each respondent to mimic as closely as possible the demographic profile of Redlands as described by the U.S. Census and American Community Survey (ACS) data. The weighting variables to be considered will be all those demographics included on the survey Additionally, Polco has extensive experience with complex weighting schemes required with targeting specific geographic subareas. For quantitative analysis of the resident survey, we rely on IBM Statistical Package for the Social Sciences (SPSS) We believe that analysis must be replicable and leave a clear path To this end, we keep every label and command run in SPSS in a syntax file available for audit and re -running, as necessary We will code any open-ended responses using both an emergent approach, where themes are revealed through the analysis, combined with a deductive approach, where a scheme or codes are predetermined and applied to the data We use various analysis techniques, suited to the project and question In addition to providing a full set of responses to each survey question, our online reporting includes interactive charts that show crosstabulations by geographic area and respondent characteristics, as well as comparisons of results against benchmark communities. The data and reports will undergo a thorough quality assurance review We will audit the original data files and our statistical syntax/analysis files, compare automatically generated output to the formatted output in the report and data check all numbers and text prior to submitting the reports. This will ensure the data analyses are correct and staff, the media and the public will trust the results. 4 DocuSign Envelope ID 6D531C38 FFE5-4271 BD7E 98B6B6427FBD Benchmarking Polco conducts and collects the most current resident surveys from jurisdictions across the country, we have the largest database of comparative resident opinion of any firm, containing over 700 comparison communities across the nation The Polco Performance Plan Level 2 includes comparisons to the national benchmarks Should the City of Redlands wish to add optional custom benchmark sets, Polco's benchmark database contains communities that range widely in size, location and other features, so we can easily create benchmarks to make comparisons to the entire nation or a subset, such as all jurisdictions in a region or population range among other factors For example, we have 24+ California communities in our database including Coronafo, Beaumont, Livermore, Clovis, Sunnyvale, Tracy, Tustin, Riverside, Roseville, Sacramento and more Reporting Reports and presentations must serve staff and council members, appointed boards and commissions as well as the lay public and must be documents that the media can understand and find robust should they wish to press their credibility These are challenges we accept enthusiastically Reporting for The NCS is online on Polco This allows for interactive displays of your survey results - for ease of exploring and sharing The reports include an executive summary, explanation of methods and breakdowns of results by areas (if included in the sampling) and respondent characteristics Comparisons to national benchmarks are also included, and comparisons to regional benchmarks can be purchased The reports can also be downloaded in PDF form Presentation of Results 1 I I I f i _ 10,672 We believe in making results Interesting and straightforward in our presentations Our presentations are attractive and visually intuitive, typically 20-30 minutes in length We recommend having 15-30 minutes following the presentation portion for questions, depending on your preferences A remote presentation by Polco adds a great degree of confidence in the independence and reliability of your findings Whether presenting to staff or council, the credibility of the presentation rests as much on the response to questions from the audience as on the summary of the slides This is where the benefit of the reputation, education and experience of the Polco team will be especially helpful to providing you the credibility and trust that top level managers expect Given the current pandemic situation, and the desire by the City to have the presentation no later than October 19, 2021, our budget proposal shows the cost for a virtual presentation We can either pre -record the presentation and be present online or by phone to answer questions, or we can present n-r-c com polco us 9 DocuSign Envelope ID 6D531C38-FFE5 4271-BD7E-98B6B6427FBD the results using the City's virtual platform of Zoom, or any other virtual platform If health considerations allow, we have included the alternative costs for an in -person presentation Polco Online Engagement Platform Polco is an online civic engagement platform that provides organizations with data -rich and referenceable input This award -winning tool is user-friendly and gives officials the data they need to make more informed decisions We deliver the ease and accessibility of online surveys combined with the verification and reliability of in -person engagement Engagement is an essential part of effective leadership, good governance and strong decision -making So Polco's online platform provides timely, ongoing input from individuals within your community and stakeholders on important topics, policies, projects, priorities and performance Repeat Post Cultivate and nurture a relationship with your community Discover When you ask questions on the Polco platform, we give you immediate results and insightful demographic data Polco shows characteristics like age range and voting district by verifying respondents against public records, including voter registration lists Polco can verify roughly 70% of respondents as registered voters in nearly all communities At the same time, our policies ensure the privacy of individual respondents in reports Polco gives leaders confidence that they are hearing from the right people and makes decision -makers better informed about respondents' and stakeholders' sentiments and values Share When you use Polco, your organization builds a panel of residents or other stakeholders who can quickly respond to future questions You can engage your growing panel on an ongoing basis, throughout the life cycle of any issue You can then select which demographic characteristics and mapping styles to report your results with Project Timeline These dates reflect a slightly compressed timeline (relative to our standard) To meet the presentation timeline we have allotted only about 3 weeks for custom question development and have shortened the time infield from 7 weeks to 5 5 weeks The actual timeline is subject to change, based on contract award date, and the length of the City's approval process for finalizing the survey and related materials, etc We are happy to further discuss the City's timing needs and provide other options if needed Item Preparing for the Survey Program Manager sends The NCS instrument for review Send Program Manager drafts of optional custom questions to add to the survey n r-c corn polco us Date Jul 1 Jul 5 10 DocuSign Envelope ID 6D531C38 FFE5-4271-BD7E-98B6B6427FBD Mailing materials and survey instrument are finalized Program Manager generates sample of representative households in your community Polco prints materials, prepare mailings and sets up the survey online Jul 23 Jul 23 Jul 23 to Aug 3 Conducting the Survey Data collection is open for The NCS - track response on Polco! Group A postcards sent Wave 1 survey invitations sent for Group A and Group B Wave 2 survey invitations sent for Group A and Group B Open participation survey begins (Program Manager will provide link) Data collection closes for the random sample survey and open participation survey Send Program Manager final count of returned postcards Survey analysis and report wnting Program Manager provides link to report on Polco Presentation or results to City Aug 2 to Sep 30 Aug 2 Aug 9 Aug 16 Sep 6 Sep 9 Sep 9 Sep 9 to Oct 8 Oct 8 Oct 19 After the Survey After your community has completed The NCS, stay engaged with your community members by posting additional surveys and polls on Polcol 0• n r c com �►4. polco us 11 DocuSign Envelope ID. 6D531C38-FFE5-4271-BD7E-98B6B6427FBD EXHIBIT "B" FEE PROPOSAL 8 L:\ca\djm\Agreements\Policy Confluence Agreement.PS-1 1.FY20-0147.doc.jn DocuSign Envelope ID 6D531C38 FFE5 4271 BD7E 98B6B6427FBD Polco We are proposing a subscription to our Polco Performance Plan that includes survey administration, outreach, and analysis of one benchmark survey per year (The NCS) This plan also includes 12 months access to Polco's online engagement platform Proposed Services and Add-on's Unit Price Polco Performance Plan (Level 2) All Polco Premium Features are available to you during your subscription term to engage with your target audiences Respondents answer questions via Polco's civic surveying and engagement platform which includes real time results and the option to have respondents verified against voter lists As participants respond they become part of your community's digital panel available for follow up questions, surveys, polls, and other engagement The Performance plan includes 1 benchmark survey per 12-month period Your online report will include comparisons to our National Benchmarks, and demographic and geographic comparisons (if response is sufficient by subgroup) Our client success team will guide your benchmark survey process to ensure smooth implementation Level 2 A representative sample of residents (or other appropriate stakeholders) will be invited to complete the survey to ensure statistically significant response and results We will use statistically appropriate methodologies to garner community -wide representativeness with at least a 6% margin of error (4-6% is typical and meets best practices for performance measurement, about 250-450 responses) per local Jurisdiction The invitations will contain an introduction outlining the importance of the survey and instructions for completing it To supplement this effort, the client will be asked to participate in outreach efforts with guidance on best practices from Polco Responses will be statistically weighted to ensure the best representation of your community (or stakeholder group, if applicable) $15,500/yr The NCS - 1/2 Page of Custom Questions As The NCS is a comprehensive survey we suggest not adding custom questions to minimize respondent burden and recommend asking custom questions in a separate survey on Polco However, we recognize that while you are making this larger effort to get input from your residents you may want to add a few custom items This is not included in the Polco Performance plan, but can be added $1,800 Remote Presentation of Results A senior Polco staff member will make one presentation of survey results to staff, Council, Boards, or other appropriate groups This will be conducted on Zoom or another appropriate technology (that is feasible for both parties and suits the purpose) For this presentation, we use Microsoft® PowerPoint or Google Slides as a visual aid and a copy of the slideshow is shared with your staff for internal use $1,800 Total Proposed Budget $19,100 1 DocuSign Envelope ID 6D531C38 FFE5 4271 BD7E 98B6B6427FBD Polco Additional a la carte Survey Options In -person Presentation of Results A senior Polco staff member will make one presentation of survey results to staff, Council, Boards, or other appropriate groups For this presentation, we use Microsoft® PowerPoint or Google Slides as a visual aid and a copy of the slideshow is left with your staff for internal use $3,650 Spanish Translation of Benchmark Survey We will provide a Spanish translation of your survey and publish it online for Spanish speaking respondents Survey invitations will provide a URL and Spanish language instructions for completing the Spanish survey online $1,200 The NCS - Online Custom Benchmark Comparisons In addition to the national benchmarks (included with The NCS Online reporting), Custom Benchmarks can be purchased to compare your results to custom cohorts such as communities within a state or region, with similar population sizes, university or resort towns, or other specifications Your program manager will assess the viability of unique cohorts (i e , if too specific, there may not be enough communities in the database to provide a comparison) Cost is per custom group and will be included as an additional tab in your online report $1,800 2 DocuSign Envelope ID. 6D531C38-FFE5-4271-BD7E-98B6B6427FBD EXHIBIT "C" WORKERS' COMPENSATION INSURANCE CERTIFICATION Every employer, except the State, shall secure the payment of compensation in one or more of the following ways (a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State (b) By securing from the Director of Industrial Relations, a certificate of consent to self -insure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees CHECK ONE I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers' Compensation or to undertake self- insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code §1861) X I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers' compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers' compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers' compensation insurance. I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct. Policy Confluence Inc r—DocuSiggn�niied by lA. �-- 52AOAB2AD C 14E1.. By' Lisa Dowling Director of Sales Jun-21-2021 Date 9 L.\ca\djm\Agreements\Policy Confluence Agreement.PS-1 1.FY20-0147.doc.jn