HomeMy WebLinkAboutCity of Tamarac Resolution R-2021-051 Temp. Reso. 13605
April 23,2021
Pagel
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R- 2021
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
TAMARAC, FLORIDA, APPROVING AMENDMENT #3 TO THE
AGREEMENT BETWEEN THE CITY OF TAMAMARC AND ETC
INSTITUTE, UTILIZING ETC INSTITUTE AS A SOLE SOURCE
VENDOR, TO ENABLE THE ADMINISTRATION OF THE POLICE
SERVICES SATISFACTION SURVEY; AUTHORIZING THE
APPROPRIATE CITY OFFICIALS TO EXECUTE THE AMENDMENT
#3; AUTHORIZING EXPENDITURE OF FUNDS NOT TO EXCEED
$77,617, INCLUSIVE OF $24,750 FOR POLICE SERVICES
SATISFACTION SURVEY; PROVIDING FOR CONFLICTS;
PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, on January 25, 2021, the City Commission directed staff to conduct a
law enforcement services satisfaction survey; and
WHEREAS, professional services are required to conduct the police services
satisfaction survey; and
WHEREAS, ETC Institute as a survey vendor, has 16 years of experience working
with and understanding the needs and objectives of the City of Tamarac; and
WHEREAS, ETC Institute possesses historic City of Tamarac data analysis which
is invaluable should the City need to make a comparison or cross-reference data; and
WHEREAS, this knowledge and access to historic data provide a tangible resource
that gives ETC Institute a competitive advantage over other vendors; and
WHEREAS, ETC Institute's national expertise and experience with the City
uniquely position ETC Institute to provide law enforcement satisfaction survey services to
the City of Tamarac to effectuate the Commission direction in a timely manner; and
Temp. Reso. 13605
April 23,2021
Page2
•
WHEREAS, after careful assessment, City Staff determined that it is in the City's
best interest to utilize ETC Institute as a Sole Source Vendor to develop police services
satisfaction survey per the "Scope and Fees for Conducting a Police Survey" proposal
and the revised Exhibit B"City of Tamarac Resident, Employer and City Employee Survey
Fees", both of which are incorporated into Amendment #3, attached hereto as Exhibit 1;
and
WHEREAS, ETC Institute as a Sole Source Vendor provider fosters a range of
benefits, including bargaining power to reduce costs, improved information exchange,
decreased administrative time and effort to qualify a new vendor; and
WHEREAS, Assistant City Manager and the Purchasing and Contracts Manager
recommend approval of Amendment #3 to the Agreement between the City of Tamarac
and ETC Institute as a Sole Source Vendor enabling the administration of the police
services satisfaction survey; and
WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in
the best interest of the citizens and residents of the City of Tamarac to approve
Amendment #3 to the Agreement between the City of Tamarac and ETC Institute and to
authorize the appropriate City Officials to execute said Agreement with ETC Institute, as
a Sole Source Vendor to enable the administration of the law enforcement at a total
contract cost not to exceed $77,617, inclusive of police survey cost of$24,750.
Temp. Reso. 13605
April 23,2021
Page3
NOW THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF TAMARAC, FLORIDA, THAT:
Section 1: The foregoing "WHEREAS" clauses are HEREBY ratified and
confirmed as being true and correct and are HEREBY made a specific part of this
Resolution. All exhibits attached HERETO and referenced HEREIN are expressly
incorporated and made a specific part of this Resolution.
Section 2: The City Commission HEREBY approves Amendment #3 between the
City of Tamarac and ETC Institute, utilizing ETC Institute as a Sole Source Vendor, to
enable the administration of police services satisfaction survey and authorizes the
appropriate ro riate City officials to execute said Amendment #3.
Section 3: Expenditures, including $24,750 for police services satisfaction survey,
but not to exceed the total contract cost of $77,617 are hereby authorized.
Section 4: All Resolutions in conflict herewith are HEREBY repealed to the extent
of such conflict.
Section 5: If any clause, section, other part or application of this Resolution is held
by any court of competent jurisdiction to be unconstitutional or invalid, in part or in
• application, it shall not affect the validity of the remaining portion or applications of this
Resolution.
Temp. Reso. 13605
April 23,2021
Page4
•
Section 6: This Resolution shall become effective immediately upon its adoption.
PASSED, ADOPTED AND APPROVED this »' day of Pi' J , 2021.
ICHELLE J. GO
MAYOR
ATTEST:
JENNIFR JOHNSON, C. G
CITY CLERK
RECORD OF COMMISSION VOTE: •
MAYOR GOMEZ
DIST 1: COMM. BOLTON
DIST 2: COMM. GELIN
DIST 3: VIM VILLALOBOS
DIST 4: COMM. PLACKO
I HEREBY CERTIFY that I have
approved this Resolution as
to form.
HAN NOT CITY
ATTORNEY
•
Cx
TAMARAC
The City For Your Life
City of Tamarac Purchasing and ContractsDivision
AMENDMENT #3
TO THE AGREEMENT
BETWEEN THE CITY OF TAMARAC
AND
ETC INSTITUTE
This Amendment to the December 31, 2015 Agreement between the City of Tamarac,
a municipal corporation with principal offices located at 7525 N.W. 88th Ave., Tamarac, FL
33321 (the "City") and ETC Institute, a Kansas corporation, with principal offices located at 725
W. Frontier Circle, Olathe, Kansas 66061 (the "Consultant" to provide for Public Opinion
Survey Services, is made and entered into this lS day of P , 2021 .
1. "Exhibit A— Statement of Work" is amended to incorporate the attached additional requirements
outlined in "Scope and Fees for Conducting a Police Survey" to provide for a Police Services
Survey.
2. Article 5 — Contract Sum
Please amend to read as follows:
5) Contract Sum
The Contract Sum for the above work shall not exceed
dollars and no cents) ($52,866) seventy-seven thousand six hundred and sixteen dollars and
no cents ($77,617) in accordance with the revised cost schedule contained in "Exhibit B".
3. Contractor acknowledges continued compliance with Article 22 of the Agreement as follows:
22) Scrutinized Companies
p
By execution of this Agreement, in accordance with the requirements of F.S. 287.135 and F.S.
215.473, Consultant certifies that Consultant is not participating in a boycott of Israel. Consultant
further certifies that Consultant is not on the Scrutinized Companies that Boycott Israel list, not on
the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized Companies with
Activities in the Iran Petroleum Energy Sector List, nor has Consultant been engaged in business
operations in Syria. Subject to limited exceptions provided in state law, the City will not contract for
the provision of goods or services with any scrutinized company referred to above. Submitting a
false certification shall be deemed a material breach of contract. The City shall provide notice, in
writing, to Consultant of the City's determination concerning the false certification. Consultant shall
have five (5) days from receipt of notice to refute the false certification allegation. If such false
certification is discovered during the active contract term, Consultant shall have ninety (90) days
following receipt of the notice to respond in writing and demonstrate that the determination of false
certification was made in error. If Consultant does not demonstrate that the City's determination of
false certification was made in error then the City shall have the right to terminate the contract and
seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time.
4. Please add Article 23, E-Verify to the original Agreement as follows:
23) E-Verifv
Definitions:
"Agency" or"Public Employer" for purposes of this section shall mean the City of Tamarac, a Municipal
Corporation which is a political subdivision of the State of Florida.
"Contractor" means a person or entity that has entered or is attempting to enter into a contract with a public
employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other
remuneration. "Contractor" includes, but is not limited to, a vendor or consultant.
"Subcontractor" means a person or entity that provides labor, supplies, or services to or for a contractor or
another subcontractor in exchange for salary, wages, or other remuneration.
"E-Verify system" means an Internet-based system operated by the United States Department of Homeland
Security that allows participating employers to electronically verify the employment eligibility of newly hired
employees.
Effective January 1, 2021, public and private employers, contractors and subcontractors will begin required
registration with, and use of, the E-verify system in order to verify the work authorization status of all newly
hired employees. Contractor acknowledges and agrees to utilize the U.S. Department of Homeland Security's
E-Verify System to verify the employment eligibility of:
a) All persons employed by Contractor to perform employment duties within Florida during the term of the
contract; and
b) All persons (including sub-vendors/subconsultants/subcontractors) assigned by Contractor to perform
work pursuant to the contract with the City. The Contractor acknowledges and agrees that use of the U.S.
Department of Homeland Security's E-Verify System during the term of the contract is a condition of the
contract with the City of Tamarac.
Should Vendor become the successful Contractor awarded for the above-named project, by entering into this
Agreement, the Contractor becomes obligated to comply with the provisions of 5 448.095, FL. Statutes, as
amended from time to time. This includes but is not limited to utilization of the E-Verify System to verify the
work authorization status of all newly hired employees; and requiring all Subcontractors to provide an affidavit
attesting that the Subcontractor does not employ, contract with, or subcontract with, an unauthorized alien.
The Contractor shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will
lead to termination of this Contract, or if a Subcontractor knowingly violates the statute, the Subcontract must
be terminated immediately. Any challenge to termination under this provision must be filed in the Circuit Court
no later than 20 calendar days after the date of termination. If this contract is terminated for a violation of the
statute by the Contractor, the Contractor may not be awarded a public contract by the City for a period of 1
year after the date of termination. By signing below, the Vendor acknowledges these terms shall be an integral
part of its bid and the Contract.
Remainder of Page Intentionally Blank
TAMARAC
City ofTania;-_,_. The City For Your Life Purchasing and ContractsDivision
IN WITNESS WHEREOF, the parties hereby have made and executed this
Amendment to Agreement on the respective dates under each signature, the City of
Tamarac signing by and through its City Manager and ETC Institute, signing by and
through its Vice President, duly authorized to execute same.
CITY OF TAMARAC
•
I la.:ESTABLISHED Michael C. Cernech, City Manager Y►'��I.
J'L
Jennif r Joftn n;• M .`�
City Clerk �`i,,�,OUNTV\��\\\\ Date
Date :7 Approved a nd legal sufficiency:
ans t not, City orney
Date
ATTEST: ETC Institute
Com, Name
Cor ate ffi er, CFO) S nature of President and CEO
Gregory S Emas Christopher E Tatham
Type/Print Name of CFO. Type/Print Name of President and CEO
(CORPORATE SEAL) Date
2
TAMARAC
City of Tamarac The City For Your Life and ContractsDivision
CORPORATE ACKNOWLEDGEMENT
STATE OF ,n 5/E-5 :
r I
COUNTY OF-144150'1 ::SS
I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State
aforesaid and in the County aforesaid to take acknowledgments, personally appeared
Christopher Tatham, Vice President of ETC Institute, a Kansas Corporation, to me known
to be the person(s) described in and who executed the foregoing instrument and
acknowledged before me that he/she executed the same.
1-L /
WITNESS my hand and official seal this Li day of ;)i a 1 , 2021.
Signa ure o otary Public
NOTARY PUBLIC-State of Kaas
State of <<5 at Large
Kim**
Michael L R,
Appt Expires
Print, Type or Stamp
Name of Notary Public
Personally known to me or
Produced Identification
Type of I.D. Produced
DID take an oath, or
DID NOT take an oath.
3
�...__.._._w.. _. - .��'.
C ETC INSTITUTE
I&ARKEETINO RESF.A RCH.DEMOGRAPHY.STATISTICAL APPLICATIONS
725 W.FRONTIER CIRCLE.OLATH-Fn.KANSAS 66061
(913)829-1215 FAX:(913)829-1591
April 25, 2021
Laura Karpaviciute
Assistant to the City Manager
City of Tamarac
7525 NW 88th Ave.
Tamarac, FL 33321
(954) 597-3522
Subject: Scope and Fees for Conducting a Police Survey
Dear Ms. Karpaviciute:
Based on our conversation, I have prepared a scope and fees for conducting a survey on
Police-related issues for the City of Tamarac. The survey would be similar in content and
length to the Durham Police survey, which was provided separately. If selected for this
project, ETC Institute will provide the services described below:
Task 1: Design the Survey. Task 1 will include the following services:
• Working with City staff to develop the survey questions. The survey is expected to
be similar in length and content to the Durham Police Survey.
• Participating in meetings by phone/video conference to develop the survey
• Developing an on-line and printed version of the survey.
• Conducting a pilot test of the survey to ensure the questions are understood by
residents. Based on the results of the pilot test, ETC Institute will recommend
modifications (if needed) to the survey.
Deliverable Task 1. ETC Institute will provide a copy of the approved version of the
printed survey along with a link to the on-line version.
Task 2: Prepare the Sampling Plan. Task 2 will include the following services:
• Acquiring the sample for the random sample of households to be surveyed. Since
the City will be administering the Resident Satisfaction Survey during the same time
frame as the Police Survey, ETC Institute will design the sample to minimize the
number of households that are selected for both surveys. The only reason a
household would be selected for both surveys would be if the response rate from a
particular demographic group or geographic area is lower than expected.
• The sample will be designed to ensure the completion of at least 300 surveys in each
of the City's four commission districts. The overall results for 1,200 completed
surveys will have a precision of at least +/-2.8% at the 95% level of confidence. The
results for each of the City's four commission districts will have a precision of at least
+/-5.9% at the 95% level of confidence.
Deliverable Task 2. A description of the sampling plan.
Task 3: Administer the Survey. ETC Institute will administer the survey as follows
• ETC Institute will select a random sample of 1 ,500 households in each of the City's
four commission districts to receive the survey for a total of 6,000 households
citywide. The sample will be address-based, which means all households in the City
will have an equal probability of being selected.
• Following the approval of the survey by the City, ETC Institute will send an initial
email to households selected for the sample for whom email addresses are
available. ETC Institute is typically able to acquire email addresses for approximately
70% of the households selected for a survey. The initial email will explain the
purpose of the survey and contain a link to the on-line version of the survey. Survey
respondents who complete the survey on-line will be required to enter their home
address. This allows ETC Institute to track which households have completed the
survey and which ones have not. It also allows ETC Institute to ensure that
responses to the survey are limited to households that are selected as part of the
random sample or one of the groups being oversampled.
• A few days after the initial email is sent, ETC Institute will then mail the survey and
a cover letter (on City letterhead) to households that do not respond to the initial
email.
• Residents who receive the survey by mail will have the option of completing it in one
of the following three ways:
o By mail using a postage-paid return envelope, which will be included with the
survey
o By going on-line to a website; the website will be printed on the survey
o By calling a toll-free number, which will be printed on the survey; ETC Institute
will have interviewers who will answer inbound calls from residents who prefer
to complete the survey by phone in English, Spanish, and Creole.
• ETC Institute will follow-up with households that do not respond to the mail survey
within 10 days to maximize participation in the survey. These follow-ups will be
conducted as follows:
o By sending reminder e-mails and texts to households for whom email
addresses and text numbers can be obtained. These emails and texts will
contain a link to the on-line version.
o By calling households and leaving voice messages about the survey with
households that do not answer their phone; ETC Institute will give those who
do answer their phone an opportunity to complete the survey by phone. Most
phone surveys will be completed as inbound calls to ETC Institute's call
center.
• ETC Institute will conduct follow-ups by phone, e-mail and text until the sampling
goals for the survey are reached.
• ETC Institute will monitor the distribution of the sample to ensure that the sample
reasonably reflects the demographic composition of the City with regard to age,
geographic dispersion, gender, ethnicity and other factors. ETC Institute will weight
the data as needed if one or more demographic groups is over/underrepresented
relative to recent Census estimates for the City's population.
Deliverable Task 3. ETC Institute will provide a copy of the overall results for each
question on the survey.
Task 4: Analysis and Final Report. ETC Institute will conduct analysis of the data and
submit a final report to the City. At a minimum, the analysis and report will include the
following items:
• Formal report that includes an executive summary of survey methodology, a
description of major findings, and charts that show the overall results of the survey
• Crosstabulations that show the results for different segments of the City's population
(by age, income, gender, etc.)
• Benchmarking data that shows how the results for the City compare to other
communities
• GIS maps that show geocoded survey results for selected questions on the survey
• A PowerPoint presentation of the survey results
Deliverable Task 4: ETC Institute will submit the final report in a pdf format and provide a
PowerPoint presentation with charts that highlight the major findings.
Project Schedule
A preliminary schedule is provided below. The plan will be to complete the Police Survey
at the same time the Resident Satisfaction Survey is conducted.
• May 15-June 15.2021
Finalize the Design of the Survey and Sampling Plan
Begin the Administration of the of the Police Survey
• June 15-July 31. 2021
Complete the Administration of the Survey
• Auaust 1-31. 2021
Conduct Analysis of the Data
Prepare and Deliver the Final Report
Build the Data Dashboard
Fee
The total fee for the survey will be $24,750, which is 80% of the cost of the 2021 Resident
Satisfaction Survey. The services for both surveys are similar, but the Police Survey is
shorter, which is the reason the fee is slightly less.
Invoices for the survey would be submitted as follows:
• 20% Upon Submission of the Draft Survey and the Selection of the Sample
• 30% Upon Mailing of the Survey
• 35% Upon Delivery of the Final Results
• 15% Upon Delivery of the Final Report
CLOSING: We appreciate your consideration of our proposal and look forward to your
decision. If you have any questions, please do not hesitate to call me at (913) 669-6053.
Sincerely,
Christopher Tatham
CEO
EXHIBIT B rev.4/27/2021 p.1
City of Tamarac Resident, Employer and City Employee Survey Fees
Task Description 2020-2021 (3% increase for 2 years of inflation)
Community Survey to 1,200 residents $30,715—In progress
Cost Includes:
Design survey (includes on-site visit)
Sampling plan
Administer survey(Not to exceed 2017 Survey length)
Crosstabs
Report
On site visit/result presentation
Benchmarking
GIS mapping
Importance Satisfaction Matrices
Department Reports/Analysis
Business Survey to 300 businesses $8,086—In progress
Cost Includes:
Design survey
Sampling plan
Administer 10 min survey
Crosstabs
Report
GIS Map
Police Survey to 1,200 residents $24,750-NEW
Cost Includes:
Design survey
Sampling plan
Administer survey(Not to exceed 5-pages in length)
Crosstabs
Report
Benchmarking
GIS mapping
Employee Survey to 100%employees $6,386-Complete
Cost Includes:
Kick-off meeting
Develop questions
Administer the survey
Data entry and process of data
Summary report
Analysis- benchmarking, xtabs, gap analysis, imptc
satisfaction
Prepare and submit 1 printed copy of final report
Review results with staff
Department Reports/Analysis
EXHIBIT B rev.4/27/2021 p.2
Data Analytics Dashboard $7,680-Optional
Cost Includes:
Development of the Dashboard Platform
Integrating Data from the Resident Survey
Integrating Data from the Police Survey
Integrating Data from the Business Survey
Integrating Data from the Employee Survey if Desired
Submitting a Draft Dashboard for Review by the City
Making Revisions to the Dashboard based on Input from the City
GRAND TOTAL FOR ALL SURVEY $77,617
SERVICES