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Home My WebLink AboutContracts & Agreements_25A-2022DocuSign Envelope ID' 2C71C16E-053A-4FFA-8F9C-2E9067D3758E FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES This first amendment ("First Amendment") to the agreement for the provision of community benchmark survey and engagement services ("Agreement") dated June 21, 2021 ("Effective Date"), by and between the City of Redlands, a municipal corporation and general law city ("City"), and Policy Confluence Inc., a Delaware corporation ("Consultant"), is made and entered into this 23rd day of February, 2022. RECITALS WHEREAS, it is the desire of City and Consultant to amend Exhibit "A" of the Agreement, titled "Scope of Services," to include a Project Schedule, which is in the form attached hereto as Exhibit "1," and WHEREAS, it is the desire of City and Consultant to amend Exhibit `B" of the Agreement, titled "Fee Proposal Services," to include a fee for the second year, which is attached hereto as Exhibit "2;" and WHEREAS, it is the desire of the City and Consultant to amend their existing Agreement to extend the date for termination of the Services to June 21, 2023, and WHEREAS, it is the desire of City and Consultant to amend Article 5 1 of their existing Agreement to increase Consultant's present total compensation of twenty two thousand one hundred dollars ($22,100) to the amount of forty three thousand dollars ($43,000), NOW, THEREFORE, City and Consultant agree as follows AGREEMENT Section 1 The Project Schedule is hereby added within Exhibit "A" of the Agreement, in the form attached hereto as Exhibit "1 " Section 2 Section 4.2 of the Agreement, titled "Performance of Services," is hereby amended to read as follows "4.2 The term of the Agreement shall be for a period of two (2) years commencing as of the Effective Date, unless terminated earlier as provided herein." Section 3 Section 5 1 of the Agreement, titled "Payment to Consultant is hereby amended to read as follows "5 1 The total compensation for Consultant's performance of the Services shall not exceed the amount of forty three thousand dollars ($43,000) City shall pay Consultant in accordance with Exhibit `B," titled "Fee Proposal Services and Fees for the Second Year" which is attached hereto and incorporated herein by reference " 1 L:\ca\djm\Agreements\Policy Confluence First Amend.FY21-0078.docx.jn DocuSign Envelope ID 2C71C16E 053A 4FFA 8F9C-2E9067D3758E Section 4 All other provisions of the Agreement shall remain unchanged by this First Amendment and in effect IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective as of February 23, 2022 CITY OF REDLANDS By & P ( Charles M Duggan, J ATTEST ity Manager 06710i-e-dt ne Donaldson, City Clerk 2 L.\ca\djm\Agreements\Policy Confluence First Amend.FY21 0078.docx.jn POLICY CONFLUENCE INC By DocuSigned by Elikz y E52A0AB2ADC14E1... Lisa Dowling, Director of Sales DocuSign Envelope ID• 2C71CI6E-053A-4FFA-8F9C-2E9067D3758E EXHIBIT "1" PROJECT SCHEDULE 3 L:\ca\djrn\Agreements\Policy Confluence First Amend.FY21-0078.docx.jn DocuSign Envelope ID. 2C71C16E-053A-4FFA-8F9C-2E9067D3758E Timeline for The National Community SurveyTM The NCS survey process begins Mailing materials and survey instrument are finalized Data collection begins Data collection closes Open participation survey begins Report available on Polco Jul 1 Ju129 Aug Sep 16 Sep 30 Oct 28 12 Item Date Preparing for the Survey Program Manager sends The NCS instrument for review Jul 1 Send Program Manager drafts of optional custom questions to add to the survey Jul 8 Mailing materials and survey instrument are finalized Jul 29 Program Manager generates sample of representative households in your community Polco prints materials, prepare mailings and sets up the survey online Ju129 Ju129 to Aug 12 Conducting the Survey Data collection is open for The NCS track response on Polco! Aug 12 to Sep 30 Group A postcards sent Aug 12 Wave 1 survey invitations sent for Group A and Group B Aug 19 Wave 2 survey invitations sent for Group A and Group B Aug 26 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 Sep 16 Sep 30 Sep 30 Survey analysis and report writing Sep 30 to Oct 28 Program Manager provides link to report on Polco Oct 28 After the Survey After your community has completed The NCS, stay engaged with your community members by posting additional surveys and polls on Polco! DocuSign Envelope ID. 2C71C16E-053A-4FFA-8F9C-2E9067D3758E EXHIBIT "2" FEES FOR THE SECOND YEAR 4 L:\ca\djm\Agreements\Policy Confluence First Amend.FY21-0078.docx.jn DocuSign Envelope ID 2C71C16E 053A 4FFA 8F9C 2E9067D3758E Polco NRC SCHEDULE A SERVICES AND FEES Payment will be due 30 days after renewal term begins Scope of Work item & Deacraptaon 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 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 The NCS 1/2 Page of Custom Questions $1,800 Spanish Translation of Benchmark Survey $1,200 Remote Presentation of Results $2,400 Total $20,900 [A-1]