The URL can be used to link to this page

Home My Public Portal About2017-40 Agreement with ETCRESOLUTION NO. 2OI7-40 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AUTHORIZING THE VILLAGE MANAGERTO EXECUTE AN AGREEMENT WITH ETC INSTITUTE, INC. FOR THE PREPARATION OF AN UPDATED NEEDS ASSESSMENT SURVEY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in January 2015 the Village of Key Biscayne, Florida (the "Village") engaged ETC Institute, Inc. ("ETC") to perform a needs assessment survey for the Village (the "Original Survey"); and WHEREAS, ETC completed the Original Survey in September of 2015 with a recommendation to update the results every two (2) years; and WHEREAS, the Village Council desires to enter into an agreement, in substantially the form attached hereto as Exhibit "A," with ETC Institute Inc. for an update of the Original Survey; and WHEREAS, the Village Council finds that this Resolution is in the best interest and welfare of the residents of the Village. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS: Section 1. Recitals Adopted. Each of the above stated recitals are hereby adopted, confirmed and incorporated herein. Section 2. Village Manager Authorized. The Village Manager is hereby authorized to execute an agreement with ETC Institute Inc., in substantially the form attached hereto as Exhibit "4," subject to the Village Attorney's approval as to form, content and legal sufficiency. Section 3. Effective Date. This Resolution shall be effective immediately upon adoption. PASSED AND ADOPTED this 29'h day of August,2}I7 MA ,n YRA PEÑA ATTEST: VILLAG CLERK APPROVED AS TO FORM AND LEGAL SUFFICIENCY \ VILLAGE ATTORNEY C 2 ¡:1[c; Exhihit A Fi T {.,r Iþl-i1T.['T r-i-r E u.|.ija!ç:&-rr-ïc tü¡s'l!--Lt{Jj_a. oj*uo{-1it.!r..Ëy .j.i',\ ìtr:¡'îLrt,ri à-?Pt-¡:l à'¡1ilr\5 7 95 ?/ Ë'R.()¡l-T*liR. {]Lia{:] r,¡i, .f L.{?T{Èi. -tL^å]]'¡il -L5:, 660ri i í9 L3i 8?9-l¿;_5 F-¡LK: ¡913; A29-1ìi91 December 29,2016 Todd Hofferberth Director of Parks and Recreation Village of Key Biscayne Subject: Froposal to Co¡rd¡.¡at a Con'¡rnunlty Survey for the Víllage of Key Bíscayne Dear Mr. Hofferberth ETC lnstitute is pleased to submit a quote to conduct a community survey for the Village of Key Biscayne. lf selected for this project, ETC lnstitute will provide the following services: Task 'l: Design ttre S¡.¡¡"vey and Frepane the Sanap[[ng Flan. Task 1 will include the following services: Working wíth Village staff to develop the content of the survey. lt is anticipated that the survey will be similar to the survey that was conducted by ETC lnstitute for the Village in 2015, but some changes will be made. Participating in meetings by phone to develop the survey. a a a a Conducting a pilot test of the survey to ensure the questions are understood by residents. Based on the results of the pilot test, ETC lnstitute will recommend changes (if needed) to the survey. Seiecting a random sample of residents to be contacted for the survey. The sarnple will be address-based and will include residents with traditional land-lines and those that only have cell phones. Deliverable Task 1. ETC lnstitute will provide a copy of approved survey instrument. Task 2: Administer the Survey. ETC lnstitute will admínister the survey as follows EïC lnstitute will mail the survey and a cover letter (on Village letterhead) to a random sample of households in the Village. a Residents who receive the survey will have the optíon 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 By going on-line to a website; the website will be printed on the survey By calling a toll-free number, which will be printed on the survey; ETC lnstitute will have interviewers who will answer inbound calls from residents who prefer to complete the survey by phone. ETC lnstitute will follow-up with households that do not respond to the survey within 7 days to maximize participation in the survey. These follow-ups will be conducted as follows: By sending e-mails to households for whom email addresses can be obtained. The emails will contain a link to the on-line version of the survey o By calling households and leaving voice messages about the survey wíth households that do not answer their phone; ETC lnstitute will give those who do answer their phone an opportunity to complete the survey by phone. ETC lnstitute will conduct follow-ups by phone and e-maíl until a minimum of 500 surveys are completed. The result for a random sample of 500 completed surveys will provide results that have a precision of at least +/-4.5o/o at the 95% level of confidence. lf more than 500 households respond, all additional surveys will be processed at no additional surveys. a o o a a ETC lnstitute will monitor the distribution of the sample to ensure that the sample reasonably reflects the demographic composition of the Village with regard to age, geographic dispersion, gender, ethnicity and other factors. Deliverable Task 2. ETC lnstitute will provide a copy of the overall results for each question on the survey. Task 3: Analysis and Final Report. ETC lnstitute will submit a final report to the Village At a mínimum, this report will include the following items: Formal report that includes an executive summary of survey methodology, a descríption of major findings, and charts that show the overall results of each survey a Deliverable Task 3: ETC lnstitute will submit the draft final . Benchmarking analysis that shows how the results for the Village compare to national and regional norms o { copy of the survey instruments . lmportance-Satísfaction/Quadrant Analysis that will identify the areas where the greatest opportunities exist to enhance overall satisfaction with Village services. . GIS maps that show geocoded survey results for selected questions on the suruey . A presentation of the survey results via the lnternet (e.9., Webinar, GoToMeeting, etc.) report in an electronic format and 3 hard copies of the final report. Project Schedule A preliminary schedule is provided below. We can adjust the schedule to meet your needs. ETC lnstitute has the capability to complete this survey in as líttle as two weeks if needed. Month I Design Survey lnstrument Month 2 Administer Survey Month 3 Prepare and Deliver the Final Report Fee The total fee for the services described in this proposal would be $19,750 including a webinar rather than an on-site presentation. lf the Village would like an on-síte presentation, the fee would be $2,000 more or $21,750. Thís fee is less than the fee of $24,900 charged in 2015 because no focus groups are being provided. Survey Prici ons nC a a Survey Design 5L,750.00 Development of the Sampling Plan 5L,500.00 Admínistration of the Survey to 400 households 5L0,300.00 Summary Report s2,1oo.oo Benchmarking Com pa risons to Other Communities s1,ooo.oo o rta nce/Satisfactio n - Prio rities Ana rslm GIS Mapping Ssoo.oo 51,ooo.oo Crosstabulatíons by group (age, gender, etc.)ssoo.oo Presentation of the results via webinar Ssoo.oo TOTAL 519,750.00 Task 20-Minute Survey Optional Se¡vices. lf desired, ETC lnstitute will provide the following "optional" services. The fees for "optional" services would be in addition to the prices shown in the table above. An on-site presentation of the final results at a date to be determined by the Village (lncrease the fee by $2000 including expenses) o CLOSING: We appreciate your consideration of our proposal and look fonruard to your decision" lf you have any questions, please do not hesitate to call me at (913) 2544512 Síncerely, Christopher Tatham cEo Encl: PowerPoint Presentation with an Overview of ETC lnstitute