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Home My WebLink AboutCM Revenue Measure Feasability Services AmendmentCITY OF Agenda Item No: 3. f Meeting Date: May 20, 2013 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: CITY MANAGER Prepared by: Nancy Mackie, City Manager SUBJECT: Resolution Authorizing the City Manager to amend the existing Professional Services Agreement with Godbe Research by $7,120 for Revenue Measure Feasibility Services and Polling RECOMMENDATION: Adopt Resolution. DISCUSSION: On February 19, 2013 the City Council approved a resolution to enter into a contract with Godbe Research to conduct a survey of voters to evaluate the feasibility of a potential future sales tax measure in the City. Godbe Research has been working on this task with TBWB Strategies and PMCohen Public Affairs. Staff recommends a change in the scope of work with regards to the number of telephone surveys to be completed. The revised scope will increase the number of telephone surveys by 200 voters for a total of 600 surveys to better assess the feasibility of the measure. FISCAL IMPACT: The cost of the amended agreement for all tasks outlined in Exhibit 1 a of Attachment A is $29,630. The original contract was $22,510, representing a change of $7,120. Funding for this effort is included in the current General Fund budget. ACTION REQUIRED: Adopt Resolution. ATTACHMENTS A: Amendment to Agreement FOR CITY CLERK ONLY File No.: !j - 8 — Council Meeting: 6Z2kLr'>13 Disposition: is RESOLUTION NO. 13533 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO AMEND THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH GODBE RESEARCH BY $7,120 FOR REVENUE MEASURE FEASIBILITY SERVICES AND POLLING WHEREAS, on February 19, 2013 the City of San Rafael and Godbe Research entered into an Agreement by which Godbe conducts a survey to determine the feasibility of a potential revenue measure; and WHEREAS, the City of San Rafael and Godbe Research wish to amend the scope of work to increase the number of telephone surveys conducted to better assess the feasibility of the measure; and WHEREAS, such change will require an additional $7,120 in compensation to be paid to Godbe Research. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael that the City Manager is authorized to execute the attached Amendment to Agreement for Professional Services with Godbe Research, amending the scope of work and increasing the compensation to be paid by $7,120 to a not to exceed amount of $29, 630. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 201h day of May, 2013 by the following vote, to wit: AYES: COUNCILMEMBERS: Colin, Connolly, Heller, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES WITH GODBE RESEARCH This Amendment to Agreement is made and entered into this 201h day of May, 2013, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and GODBE RESEARCH (hereinafter "CONTRACTOR")., RECITALS WHEREAS, on February 19, 2013. CITY and CONTRACTOR entered into an Agreement by -which CONTRACTOR agreed to conduct a survey to determine the feasibility of a potential revenue measure; and WHEREAS, CITY and CONTRACTOR wish to amend the scope of work to increase the number of telephone surveys conducted to better assess the feasibility of the measure; and WHEREAS, such change will require an additional $7,120 in compensation to be paid to CONTRACTOR. AMENDMENT TO AGREEMENT NOW, THEREFORE. the parties hereby agree as follows: 1. Section 4 of the agreement, "Compensation", shall be amended to read as follows: "For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR as described in Exhibit "1a" attached and incorporated herein. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR." Exhibit"la", attached hereto, shall be substituted for Exhibit" I" in the Agreement. 3. With the exception of the modifications stated herein, the provisions, terms and conditions of the original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment to Agreement as of the day, month and year first above written. O&r7- Ul- CITY OF SAN RAFAEL NANCY MACKLE, City Manager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEINV City ;�kt-orney CONTRACTOR By: Name: May 9, 2013 Ms. Nancy Mackie City Manager City ofSan Rafael 140OFifth Street San Rafael, CA 94901-1943 Ms. Mackie, GodbeResearch iapleased hzpresent this letter ofaddendum hothe City ofSan Rafael (San Rafael or City) to conduct a survey of voters to evaluate the feasibility of a potential future sales tax measure inthe City. This letter represents achange inthe scope ofwork hoaproposal submitted byGodbeResearch hoSan Rafael dated February 11.2013 This proposal was included esExhibit 1 inacontract resolution approved bythe San Rafael City Council on February 10.2O13(Resolution No. 13501) Below is a list of the single change in scope to the services under Resolution No. 13501 for the voter survey process. In addition, we have provided the former costs under that Resolution, the new costs based onthe scope revision and project parameters, and finally, the cost difference so that the City can issue ocontract addendum. |fnot provided inthe list below, all other project scope (tasks and deliverables) will remain ineffect from the February 11.2O13GodboResearch proposal/Exhibit 1and contract under Resolution No.13501. 1. Conducting 18 -minute telephone interviews with up to 600 (n=600) total San Rafael voters according toostrict interviewing prnbono|, and osplit sampling design. Aoemp|e size of 600 interviews will provide for a maximum margin of error of no greater than 3.S596atthe Q596confidence level. Original Resolution No. 13501 Contract Costs for 400 Voter Interviews: Telephone Survey of4D0(m=4OO) San Rafael Voters Project Task 18 -min. Listed Voter Sample $1.000.00 CATlPmgnamming $1.270.00 Survey Pretest $150.00 Telephone interviewing $10.04000 Data Processing 390000 Research Fee $7.000�00 Project Management s2.000-00 Miscellaneous Expenses $150.00 Project Total $22.510.00 Revised Contract Costs Based on Increasing Interviews to 600 Voters: Project Task 18 -min - Listed Voter Sample $1,400-00 CATI Programming $1,27000 Surrey Pretest $15000 Telephone Interviewing $15,060,00 Data Processing $1100,00 Research Fee W000-00 Project Management S2,500,00 Miscellaneous Expenses S150.00 Proiect Total $29,630,00 Requested Contract Amount Change by Addendum Letter: New Project Amount Previous Project Amount Addendum Amount Requested $29,630.00 $22,510.00 $7,120.00 Should you have any questions or need additional information on this letter of addendum, please contact me directly at jcwhester odbe�research �.com� or 650-288-3021. 1 am the firm � representative throughout the contracting process. Regards, Charles Hester Vice President PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Dcpa�� Date I City Attorney Review, revise, and comment on draft agreement. 2 Contracting Department Forward final agreement to contractor for pb� their signature. Obtain at least two signed originals from contractor. Contracting Department Agendize contractor- signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City t�t V X0 L Ordinance*). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates and I endorsements. 5 City Manager Mayor t or Agreement executed by Council authorized Department Head official. 6 City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the contracting department. To be completed by Contracting Department: Project Manager: Project Name: Agendized for City Council Meeting of (if necessary): _7 'n, If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis. 'M CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 3. f DATE OF MEETING: 05/20/2013 FROM: Nancy Mackle DEPARTMENT: City Manager's Office DATE: 05/10/2013 TITLE OF DOCUMENT: Resolution Authorizing the City Manager to amend the existing Professional Services Agreement with Godbe Research by $7,120 for Revenue Measure Feasibility Services and Polling M Department Head (signature) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) REMARKS: FIMW 001VA :11 ex -110111111 091061 IM & City Attorney (signature)