HomeMy WebLinkAboutContract CAG-19-263
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AGREEMENT FOR COMMUNITY SURVEY SERVICES
THIS AGREEMENT, dated July 17, 2019, is by and between the City of Renton (the "City"), a
Washington municipal corporation, and ComEngage ("Consultant"), a Washington Corporation.
The City and the Consultant are referred to collectively in this Agreement as the "Parties." Once
fully executed by the Parties,this Agreement is effective as of the last date signed by both parties.
1. Scope of Work: Consultant agrees to provide Community Survey services as specified in
Exhibit A, which is attached and incorporated herein and may hereinafter be referred to
as the "Work."
2. Changes in Scope of Work: The City, without invalidating this Agreement, may order
changes to the Work consisting of additions,deletions or modifications.Any such changes
to the Work shall be ordered by the City in writing and the Compensation shall be
equitably adjusted consistent with the rates set forth in Exhibit A or as otherwise mutually
agreed by the Parties.
3. Time of Performance: Consultant shall commence performance of the Agreement
pursuant to the schedule(s) set forth in Exhibit A. All Work shall be performed by no later
than March 31, 2020.
4. Compensation:
A. Amount. Total compensation to Consultant for Work provided pursuant to this
Agreement shall not exceed $50,000, plus any applicable state and local sales taxes.
Compensation shall be paid based upon Work actually performed according to the
rate(s)or amounts specified in Exhibit A. The Consultant agrees that any hourly or flat
rate charged by it for its Work shall remain locked at the negotiated rate(s) unless
otherwise agreed to in writing or provided in Exhibit A. Except as specifically provided
herein, the Consultant shall be solely responsible for payment of any taxes imposed
as a result of the performance and payment of this Agreement.
B. Method of Payment. On a monthly or no less than quarterly basis during any quarter
in which Work is performed,the Consultant shall submit a voucher or invoice in a form
specified by the City, including a description of what Work has been performed, the
name of the personnel performing such Work, and any hourly labor charge rate for
such personnel. The Consultant shall also submit a final bill upon completion of all
Work. Payment shall be made by the City for Work performed within thirty (30)
calendar days after receipt and approval by the appropriate City representative of the
voucher or invoice. If the Consultant's performance does not meet the requirements
of this Agreement, the Consultant will correct or modify its performance to comply
with the Agreement.The City may withhold payment for work that does not meet the
requirements of this Agreement.
C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by
the City of any remedies it may have against the Consultant for failure of the
Consultant to perform the Work or for any breach of this Agreement by the
Consultant.
D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City shall not be
obligated to make payments for Work or amounts incurred after the end of the
current fiscal period, and this Agreement will terminate upon the completion of all
remaining Work for which funds are allocated. No penalty or expense shall accrue to
the City in the event this provision applies.
5. Termination:
A. The City reserves the right to terminate this Agreement at any time, with or without
cause by giving ten (10) calendar days' notice to the Consultant in writing. In the event
of such termination or suspension, all finished or unfinished documents,data,studies,
worksheets, models and reports, or other material prepared by the Consultant
pursuant to this Agreement shall be submitted to the City, if any are required as part
of the Work.
B. In the event this Agreement is terminated by the City,the Consultant shall be entitled
to payment for all hours worked to the effective date of termination, less all payments
previously made. If the Agreement is terminated by the City after partial performance
of Work for which the agreed compensation is a fixed fee, the City shall pay the
Consultant an equitable share of the fixed fee. This provision shall not prevent the
City from seeking any legal remedies it may have for the violation or nonperformance
of any of the provisions of this Agreement and such charges due to the City shall be
deducted from the final payment due the Consultant. No payment shall be made by
the City for any expenses incurred or work done following the effective date of
termination unless authorized in advance in writing by the City.
6. Warranties And Right To Use Work Product: Consultant represents and warrants that
Consultant will perform all Work identified in this Agreement in a professional and
workmanlike manner and in accordance with all reasonable and professional standards
and laws. Compliance with professional standards includes, as applicable, performing the
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Work in compliance with applicable City standards or guidelines (e.g. design criteria and
Standard Plans for Road, Bridge and Municipal Construction). Professional engineers shall
certify engineering plans, specifications, plats, and reports, as applicable, pursuant to
RCW 18.43.070. Consultant further represents and warrants that all final work product
created for and delivered to the City pursuant to this Agreement shall be the original work
of the Consultant and free from any intellectual property encumbrance which would
restrict the City from using the work product. Consultant grants to the City a non-
exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and
display all final work product produced pursuant to this Agreement. The City's or other's
adaptation, modification or use of the final work products other than for the purposes of
this Agreement shall be without liability to the Consultant. The provisions of this section
shall survive the expiration or termination of this Agreement.
7. Record Maintenance: The Consultant shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Work provided in the
performance of this Agreement and retain such records for as long as may be required by
applicable Washington State records retention laws, but in any event no less than six
years after the termination of this Agreement. The Consultant agrees to provide access
to and copies of any records related to this Agreement as required by the City to audit
expenditures and charges and/or to comply with the Washington State Public Records Act
(Chapter 42.56 RCW). The provisions of this section shall survive the expiration or
termination of this Agreement.
8. Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act, Consultant shall make a due diligent search
of all records in its possession or control relating to this Agreement and the Work,
including, but not limited to, e-mail, correspondence, notes, saved telephone messages,
recordings, photos, or drawings and provide them to the City for production. In the event
Consultant believes said records need to be protected from disclosure, it may, at
Consultant's own expense, seek judicial protection. Consultant shall indemnify, defend,
and hold harmless the City for all costs, including attorneys' fees, attendant to any claim
or litigation related to a Public Records Act request for which Consultant has responsive
records and for which Consultant has withheld records or information contained therein,
or not provided them to the City in a timely manner. Consultant shall produce for
distribution any and all records responsive to the Public Records Act request in a timely
manner, unless those records are protected by court order. The provisions of this section
shall survive the expiration or termination of this Agreement.
9. Independent Contractor Relationship:
A. The Consultant is retained by the City only for the purposes and to the extent set forth
in this Agreement.The nature of the relationship between the Consultant and the City
during the period of the Work shall be that of an independent contractor, not
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employee.The Consultant, not the City, shall have the power to control and direct the
details, manner or means of Work. Specifically, but not by means of limitation, the
Consultant shall have no obligation to work any particular hours or particular
schedule, unless otherwise indicated in the Scope of Work or where scheduling of
attendance or performance is mutually arranged due to the nature of the Work.
Consultant shall retain the right to designate the means of performing the Work
covered by this agreement, and the Consultant shall be entitled to employ other
workers at such compensation and such other conditions as it may deem proper,
provided, however, that any contract so made by the Consultant is to be paid by it
alone, and that employing such workers, it is acting individually and not as an agent
for the City.
B. The City shall not be responsible for withholding or otherwise deducting federal
income tax or Social Security or contributing to the State Industrial Insurance
Program, or otherwise assuming the duties of an employer with respect to Consultant
or any employee of the Consultant.
C. If the Consultant is a sole proprietorship or if this Agreement is with an individual, the
Consultant agrees to notify the City and complete any required form if the Consultant
retired under a State of Washington retirement system and agrees to indemnify any
losses the City may sustain through the Consultant's failure to do so.
10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless
the City, elected officials, employees, officers, representatives, and volunteers from any
and all claims, demands, actions, suits, causes of action, arbitrations, mediations,
proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees,
penalties, expenses, attorney's or attorneys' fees, costs, and/or litigation expenses to or
by any and all persons or entities, arising from, resulting from, or related to the negligent
acts, errors or omissions of the Consultant in its performance of this Agreement or a
breach of this Agreement by Consultant, except for that portion of the claims caused by
the City's sole negligence.
Should a court of competent jurisdiction determine that this agreement is subject to RCW
4.24.115, (Validity of agreement to indemnify against liability for negligence relative to
construction, alteration, improvement,etc.,of structure or improvement attached to real
estate...) then, in the event of liability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of the
Consultant and the City, its officers, officials, employees and volunteers, Consultant's
liability shall be only to the extent of Consultant's negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Consultant's waiver of immunity under the Industrial
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Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties
have mutually negotiated and agreed to this waiver. The provisions of this section shall
survive the expiration or termination of this Agreement.
11. Gifts and Conflicts: The City's Code of Ethics and Washington State law prohibit City
employees from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure compliance
with the City's Code of Ethics and state law,the Consultant shall not give a gift of any kind
to City employees or officials. Consultant also confirms that Consultant does not have a
business interest or a close family relationship with any City officer or employee who was,
is, or will be involved in selecting the Consultant, negotiating or administering this
Agreement, or evaluating the Consultant's performance of the Work.
12. City of Renton Business License: The Consultant shall obtain a City of Renton Business
License prior to performing any Work and maintain the business license in good standing
throughout the term of this agreement with the City.
Information regarding acquiring a city business license can be found at:
Information regarding State business licensing requirements can be found at:
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13. Insurance: Consultant shall secure and maintain:
A. Commercial general liability insurance in the minimum amounts of $1,000,000 for
each occurrence/$2,000,000 aggregate for the Term of this Agreement.
B. In the event that Work delivered pursuant to this Agreement either directly or
indirectly involve or require Professional Services, Professional Liability, Errors and
Omissions coverage shall be provided with minimum limits of $1,000,000 per
occurrence. "Professional Services", for the purpose of this section, shall mean any
Work provided by a licensed professional or Work that requires a professional
standard of care.
C. Workers' compensation coverage, as required by the Industrial Insurance laws of the
State of Washington, shall also be secured.
D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired
or non-owned, with minimum limits of $1,000,000 per occurrence combined single
limit, if there will be any use of Consultant's vehicles on the City's Premises by or on
behalf of the City, beyond normal commutes.
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E. Consultant shall name the City as an Additional Insured on its commercial general
liability policy on a non-contributory primary basis. The City's insurance policies shall
not be a source for payment of any Consultant liability, nor shall the maintenance of
any insurance required by this Agreement be construed to limit the liability of
Consultant to the coverage provided by such insurance or otherwise limit the City's
recourse to any remedy available at law or in equity.
F. Subject to the City's review and acceptance, a certificate of insurance showing the
proper endorsements, shall be delivered to the City before performing the Work.
G. Consultant shall provide the City with written notice of any policy cancellation, within
two (2) business days of their receipt of such notice.
14. Delays: Consultant is not responsible for delays caused by factors beyond the
Consultant's reasonable control. When such delays beyond the Consultant's reasonable
control occur,the City agrees the Consultant is not responsible for damages, nor shall the
Consultant be deemed to be in default of the Agreement.
15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or
encumber any rights, duties or interests accruing from this Agreement without the
written consent of the other.
16. Notices: Any notice required under this Agreement will be in writing, addressed to the
appropriate party at the address which appears below (as modified in writing from time
to time by such party), and given personally, by registered or certified mail, return receipt
requested, by facsimile or by nationally recognized overnight courier service.Time period
for notices shall be deemed to have commenced upon the date of receipt, EXCEPT
facsimile delivery will be deemed to have commenced on the first business day following
transmission. Email and telephone may be used for purposes of administering the
Agreement, but should not be used to give any formal notice required by the Agreement.
CITY OF RENTON CONSULTANT
Nathan Wiggin
Kristi Rowland 144 Railroad Avenue
1055 South Grady Way Suite 222
Renton, WA 98057 Edmonds, WA 98020
Phone: (425) 430-6947 Phone: (206) 489-2363
KRowland@rentonwa.gov nwiggin@nwresearchgroup.com
17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Consultant agrees as follows:
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A. Consultant, and Consultant's agents, employees, representatives, and volunteers
with regard to the Work performed or to be performed under this Agreement, shall
not discriminate on the basis of race, color, sex, religion, nationality, creed, marital
status, sexual orientation or preference, age (except minimum age and retirement
provisions), honorably discharged veteran or military status, or the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of Work or any other benefits
under this Agreement, or procurement of materials or supplies.
B. The Consultant will take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, creed,
color, national origin, sex, age, sexual orientation, physical, sensory or mental
handicaps, or marital status. Such action shall include, but not be limited to the
following employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
C. If the Consultant fails to comply with any of this Agreement's non-discrimination
provisions, the City shall have the right, at its option, to cancel the Agreement in
whole or in part.
D. The Consultant is responsible to be aware of and in compliance with all federal, state
and local laws and regulations that may affect the satisfactory completion of the
project, which includes but is not limited to fair labor laws, worker's compensation,
and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton
Council Resolution Number 4085.
18. Miscellaneous:The parties hereby acknowledge:
A. The City is not responsible to train or provide training for Consultant.
B. Consultant will not be reimbursed for job related expenses except to the extent
specifically agreed within the attached exhibits.
C. Consultant shall furnish all tools and/or materials necessary to perform the Work
except to the extent specifically agreed within the attached exhibits.
D. In the event special training, licensing, or certification is required for Consultant to
provide Work he/she will acquire or maintain such at his/her own expense and, if
Consultant employs, sub-contracts,or otherwise assigns the responsibility to perform
the Work, said employee/sub-contractor/assignee will acquire and or maintain such
training, licensing, or certification.
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E. This is a non-exclusive agreement and Consultant is free to provide his/her Work to
other entities, so long as there is no interruption or interference with the provision of
Work called for in this Agreement.
F. Consultant is responsible for his/her own insurance, including, but not limited to
health insurance.
G. Consultant is responsible for his/her own Worker's Compensation coverage as well as
that for any persons employed by the Consultant.
19. Other Provisions:
A. Approval Authority. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the City or Consultant.
B. General Administration and Management. The City's project manager is Kristi
Rowland. In providing Work, Consultant shall coordinate with the City's contract
manager or his/her designee.
C. Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between Consultant proposals and this
Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to
this Agreement are incorporated by reference only to the extent of the purpose for
which they are referenced within this Agreement. To the extent a Consultant
prepared exhibit conflicts with the terms in the body of this Agreement or contains
terms that are extraneous to the purpose for which it is referenced, the terms in the
body of this Agreement shall prevail and the extraneous terms shall not be
incorporated herein.
E. Governing Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington and the City of
Renton. Consultant and all of the Consultant's employees shall perform the Work in
accordance with all applicable federal, state, county and city laws, codes and
ordinances.
F. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared
by the joint efforts of the Parties and shall not be construed against one party or the
other as a result of the preparation, substitution, submission or other event of
negotiation, drafting or execution.
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G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or
interpret this Agreement or any of its terms or covenants shall be brought in the King
County Superior Court for the State of Washington at the Maleng Regional Justice
Center in Kent, King County,Washington, or its replacement or successor. Consultant
hereby expressly consents to the personal and exclusive jurisdiction and venue of
such court even if Consultant is a foreign corporation not registered with the State of
Washington.
H. Severability. A court of competent jurisdiction's determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
I. Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
J. Time is of the Essence. Time is of the essence of this Agreement and each and all of
its provisions in which performance is a factor. Adherence to completion dates set
forth in the description of the Work is essential to the Consultant's performance of
this Agreement.
K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties and responsibilities undertaken pursuant to this Agreement will
be for the sole and exclusive benefit of the Parties and no one else.
L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns,
and legal representatives to the other party to this Agreement, and to the partners,
successors, assigns, and legal representatives of such other party with respect to all
covenants of the Agreement.
M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party's
failure to enforce any provision of this Agreement shall not be a waiver and shall not
prevent either the City or Consultant from enforcing that provision or any other
provision of this Agreement in the future. Waiver of breach of any provision of this
Agreement shall not be deemed to be a waiver of any prior or subsequent breach
unless it is expressly waived in writing.
N. Counterparts. The Parties may execute this Agreement in any number of
counterparts, each of which shall constitute an original, and all of which will together
constitute this one Agreement.
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IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
CITY OF RENTON CONSULTANT
By: ii)-Aat/p'
Denis Law By:
Rebecca Elmore-Yalch
Mayor Managing Member
C l2 08/19/2019
Date Date
Attest
'r
Jas n A. Seth
Ci Clerk
Approved as to Legal Form
By: „Agree
Shane Moloney
City Attorney
Contract Template Updated 03/12/2019
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PAGE 10 of 10
City of Renton
RENTON 2019 COMMUNITY SURVEY / ENGAGEMENT
EXHIBIT A
Proposal Layout
This proposal is presented differently from a standard proposal. The overall
research design consists of three parts:
Scientific (ABS) survey,
Open/community survey, and
Qualitative follow-up.
This proposal document will outline potential methodologies for each part
and then provide pricing in two (3) ways. Assumptions are spelled out and
changes to these assumptions may impact overall budget and scope.
Pricing for scientific (ABS) survey and optional open/community survey
The monthly pricing for use of the COMENGAGE platform including
qualitative/quantitative engagements to commence at the end of the main
Community Survey.
COMENGAGE.US
COMENGAGE, LLC is a new venture launched by Northwest Research Group, LLC in 2019 to address the changing research environment.
COMENGAGE.US consists of the same staff, same management, and same overall philosophy in research as NWRG; providing better methodologies for engaging representative cross-sections of your communities to aid in your ongoing decision-making processes.
By better, we mean that COMENGAGE.US allows a community to conduct higher-quality, more valid research that provides real insights into residents’ expectations for service, to be more agile and responsive to resident feedback, and to do so at a cost that is comparable to the more traditional approaches
COMENGAGE.US builds upon traditional survey research by combining well-executed resident surveys and ongoing engagement with a community that represents the community at large participating in a range of qualitative or quantitative activities providing a broad-range of in-depth insights into critical topic areas and leading to more informed decisions.
Strategy: Program Design
Two key elements that are critical go a successful COMENGAGE.US
engagement—a clearly outlined strategy and a commitment to the plan execution. Your COMENGAGE.US strategy team will. . .
Work with your team to develop over-arching goals and objectives for community engagement and metrics by which you can gauge the success
of your engagement effort.
Facilitate stakeholder workshops and strategy sessions to help define these goals and objectives.
Identify user needs and existing gaps in meeting those needs.
Create a community engagement plan that marries user needs and organizational goals.
Provide access our to our questionnaire library and benchmarking data.
Provide ongoing research and strategy consultation.
Project Overview
Study Objectives
Solicit feedback from community about the attitudes regarding the quality
and effectiveness of City-provided services
(additional): conduct ongoing engagement with residents to continually
gather feedback and ideas on how to improve city governance and
services.
Results will be used by the City of Renton to:
Identify unmet needs of residents
Encourage development of positive relationships between city staff and
residents
Reinforce positive community activities and engagement
Increase the overall safety and health of residents
Overall Approach
Strategy
•Develop over-arching goals and objectives for the project
•Establish community engagement parameters
•Create final research and engagement plan
Execution
•Resident Survey (quantitative)
•Open Community Survey
(quantitative)
•ComEngage Platform (qualitative/quant, engagement)
Insights
•Integrate advanced analytics
•Access to our power 5-Star
CityMark Index and benchmarking
•Visually-compelling reports that reduce time to understand and
use information
Part 1: Resident Survey
SCIENTIFIC, REPRESENTATIVE, CONTROLLED
Resident Survey: Schedule
Questionnaire Development: 6 weeks (anticipate mid-June to end of July)
Programming: 2 weeks (late July to mid-August)
Pretest: 1 week (mid-August)
Printing / Mailing: 2 weeks (mid-to late-August)
Data Collection: 4 weeks (September to mid-October)
Reporting: 4-6 weeks (mid-October to late November)
Presentations: TBD (anticipated early 2020)
Resident Survey: Methodology
►Using an address-based sample ensures coverage of virtually every household in Renton
►We combine this with a four-point contact system: email, mail-to-online, landline, and cell phone.
▪[RECOMMENDED]City of Renton set’s up a URL to be used for all survey-related outreach (e.g. http://RentonWA.gov/survey)
that domain will serve as a landing page or auto-forward URL to the survey instrument. This boosts survey legitimacy and
response rates.
▪[RECOMMENDED]City of Renton set’s up a city-owned email alias (e.g. Survey@RentonWA.gov) which will be used for all e-
mail outreach. This boosts legitimacy and response rates.
▪[OPTIONAL]Use small incentives for email and mail-to-online to increase cooperation and response rates (separate line-item in
budget)
Address Only
•Mail invitation
sent to sample
of addresses
•One reminder
will be sent
Address + Email
•Email invitation
sent to all
•Mail invitation
sent to sample
of addresses
Address +
Landline + Email
•Email invitation
sent to all
•Follow-up
phone calls to
non-responders
Address +
Landline
•Outbound
phone calls
Address + Cell
phone + Email
•Email invitation
sent to all
•Follow-up
phone calls to
non-responders
Address + Cell
phone
•Outbound
phone calls
300+ completed surveys Up to 75 surveys completed via landline
phone
Up to 125 surveys completed via cell
phone
Total 500+ Surveys
Resident Survey: Methodology
The City of Renton will provide (or verify) the list of Census Block Groups and / or a GIS shape file that
define the city Limits. This list will define the area from which the sample is drawn.
A random sample of addresses (up to 18,000) will be pulled from within the geography and we will
attempt to match email address, cell phone number, and landline numbers to those addresses.
Age, Race, and Income will be appended to the sample
E-mail invitations will be sent to all addresses with a matching email.
[RECOMMENDED]City of Renton set’s up a city-owned email alias (e.g. Survey@RentonWA.gov) which will be used for all e-mail
outreach. This boosts legitimacy and response rates.
[OPTIONAL]These individuals will be offered a small incentive ($5 gift card) if the complete the survey online.
5,000 addresses will be randomly selected and sent one (1) letter invitation and one (1) reminder to
those households.
[RECOMMENDED]City of Renton set’s up a URL to be used for all survey-related outreach (e.g. http://RentonWA.gov/survey) that
domain will serve as a landing page or auto-forward URL to the survey instrument. This boosts survey legitimacy and response rates.
[OPTIONAL]These individuals will be offered a small incentive ($5 gift card) if the complete the survey online or if they call in to
complete the survey via telephone.
Phone calls will be made to addresses with matching landline and cell phone numbers.
We will begin by calling addresses for which there is no matching email address.
We will then follow-up with those addresses for which there is a matching email address.
[IF INCENTIVES USED]No incentives will be offered to those who complete the survey via outbound telephone call.
Resident Survey: Questionnaire
Average Length: No more than 20 minutes*
Number of Open-Ended Questions: Two (2)
Key Topics:
NWRG CityMarksTM 5 Power Questions
Livable Community / General Livability
Diversity and Inclusion / Activities and Events
Safety / Police / Fire / Disaster Preparedness
Mobility / Utilities and Maintenance
Communications / Information Sources
Civic Engagement / Government Actions / Accountability / City Employees
Demographics
Willingness to participate in future research
Sponsor: Identified
Incentives:
[OPTIONAL]$5 gift card for inbound (online and inbound phone calls) respondents
Languages: English
Use of informational fax and/or email is acceptable
# of Versions: 2 –one phone and one web
Complexity: Moderate –skip patterns based on use of key services
Quotas / Sample Representation
Quotas are used to ensure the survey
accurately represents the population of
Renton. Quotas are established for the
following:
Age within Gender
Race
Income
The quotas are designed to receive a Maximum
(minimum) number of completed surveys for each
measured field.
Once the maximum number has been achieved, subsequent
respondents in that grouping will be terminated and
dispositioned as over-quota
Quotas are enforced via phone only. All web
respondents should be allowed to complete the
survey regardless of if the quota is full or not. Only
phone respondents should be screened out due
to quotas.
Minimum quotas represent the minimum number
of interviews needed within that group (e.g. 48
males between 18 and 34 years of age.
It is recommended that these minimums be addressed early
through the use of targeted mailing and dialing.
Age within Gender
% of Population 18+
(excl adult children living at
home)
Minimum n Maximum n % of Sample
Total 18+
Males 18+49%222 44%
Males 18–34 15%51 10%
Males 35–54 20%
Males 55+14%94 19%
Females 18+51%278 56%
Females 18–34 15%50 10%
Females 35–54 19%
Females 55+16%106 21%
Race
% of Population Minimum n Maximum n % of Sample
Total
White Alone
(non-Hispanic)51%279 56%
Not White Only 49%221 44%
Income
% of Households Minimum n Maximum n % of Sample
Total
Under $35,000 22%135 27%
Resident Survey: Pretest
Pretest complete: n=25 interviews
10 Cell Phone
15 Landline
Pretest results will be used to…
Evaluate survey responses
Confirm questionnaire length, incidence and programming
Pretest quality control
NWRG to monitor interviewer briefing –open to client
Live monitoring session for pretest completes –open to client
Up to five (5) recorded interviews for NWRG / Client Review
Review of pretest data file
Part 2: Open Community Survey
OPEN TO ALL, CLIENT MANAGED, QUICK
Open Survey: Methodology
A questionnaire will be developed and programmed for online administration
only.
It is recommended the City use the same, or shorter, survey instrument used for the scientific sampled survey.
[RECOMMENDED]City of Renton set’s up a URL to be used for all survey-related outreach (e.g. http://Renton.gov/survey) that
domain will serve as a landing page or auto-forward URL to the survey instrument. This boosts survey legitimacy and response rates.
The City will perform outreach to the general public to drive residents to the online
survey
There is a theoretical limit of 5,000 completed online surveys. This can be exceeded, but it is not anticipated.
Respondents will be asked, at the end of the online survey, if they wish to
participate in follow-up qualitative research.
Part 3: Community Engagement
DEEPER INSIGHTS, COMMUNITY DEVELOPMENT, QUAL AND QUANT DATA
Community Engagement: Overview
This is where COMENGAGE.US goes beyond traditional research. The objective of the community is to create an ongoing, controlled, monitored engagement platform that incorporates quantitative data (think quick poll-type questions) and qualitative depth (similar to focus groups).
Below are a few ideas and capabilities that COMENGAGE.US can bring to the table. We would love the opportunity to discuss in detail our additional capabilities and future research approach/direction.
In addition to developing an overall COMENGAGE.US strategy, we will work with you to establish clear parameters for how to build and engage your community on an ongoing
basis by answering the following key questions. . .
Who is your community of interest?
What is the length of the engagement?
How large should your community be?
How do you recruit your community?
What types of engagements do you want?
How do we keep community members engaged?
Community Engagement: Development
We recommend doing a multi-prong approach
Begin by looking at those who agreed to participate in additional research from the resident (ABS) or community
(open) surveys or both.
Additionally, the City can use outreach opportunities to recruit new members to the community
Develop an online community of residents and use the online platform to tap into their insights. Ask thoughtful
questions, get residents talking to each other, develop a long lasting community.
Community findings can be used to develop additional questions or topics for exploration either through further
online engagement or through traditional focus groups
End goal would be to expand the availability of this community to the entire city government and tap into them
on an ongoing basis to get answers.
Community Engagement: Process
The objective behind the COMENGAGE.US platform is to create a resident engagement process allowing for two-way communication between Renton and it’s residents. This is done by creating a representative community of residents and then tapping into this community to gain insights.
There are multiple ways in which to engage your community such as…
Flash polls:quick (5-10 question max) quantitative polls used to gauge resident feelings on a variety of issues.
Focused discussions:perform in-depth, two-way discussions with residents to gain the ‘how,’ ‘why,’ and greater reasoning on key issues.
Idea generation: Present goals or ideas to residents, get their feedback, and learn from their ideas on how to solve issues.
The general outline / guidelines for running a successful community
Have a plan:this is not to say that you need to have every activity and question pre-planned for the duration of the project, but we do need to establish.
Keep residents engaged:part of the reason for having a plan is to ensure the community is not left alone, and hence, dissolve. A community needs a steady cadence of engagement to survive and thrive. Our recommendation is 1-2 activities per month.
Start early:this is inline with both having a plan and keeping residents engaged. We want to engage residents very quickly after they agree to participate. In the ideal world they are invited to the community, and engaged in their first activity within a week of agreeing to sign-up. While this is not always possible, we recommend getting the community design set-up and ready as early as possible.
Express gratitude:if people feel they are not being listened to they will leave the community. Thank your residents for participating in the community. Do so publicly. Engagement is a two-way street. You cannot just listen/read. You need to engage. Let them know that you hear them and what you are doing with the information, or perhaps more important, why you appeared to not use key pieces of feedback. It also doesn’t hurt to offer incentives every once in a while.
Cost Proposal
Cost Proposal: Overview
The budget provided on the next page is an overview based on what is known about the research at this time.
The budget for Phase 1 is spelled out in-detail as that phase has a more rigid scope. Assuming the City of Renton approves the scope as outlined, then that budget can be formalized quickly and used for contracting.
Phase 2 is the is the additional cost of to transition the survey instrument used in Phase 1 to online/open administration.
The budget for phase 3 is based on a subscription service and includes:
Strategy planning, development of research and community tools (includes programming of activities), community and group moderation/management, online platform hosting, and reporting.
Things NOT included in the cost for phase 3
Travel (but will be billed at cost)
Cost of any physical facilities (e.g. focus group facilities)
Incentives
General hard costs related to “traditional” research such as printing, mailing, sample purchase, telephone interviewer hours
Cost Proposal: Part 1 | Part 2
10 Min
(40-50 questions)
ComEngage Professional Services
Project Setup, Analysis, Reporting, General Management $20,000
Sample Preparation / Programming $5,500
Printing / Mailing
One (1) invitation and one (1) Reminder to 4,000 households
Type of Mailer=Letter
Postage=Presort First Class
$8,300
Data Collection
Phone Survey Length: Not to Exceed 10 Minutes
Total Anticipated Number of Completed Surveys n>=400
Landline Max: n= 75; Incidence=0.85
Cell Phone Max: n=75; Incidence=0.40
$10,500
Total $44,300
Incentives
(Recommended: assumes up to 300 incentives plus
processing and mailing costs)
$1,500
Part 2: Open Community Survey
(Optional: An open survey on the web after the main data
collection phase.)$700
Travel not included but will be billed at cost
Cost Proposal: Part 3
COMENGAGE.US is a subscription-based service. Costs are based on the length of the subscription, the number of engagement activities anticipated (1 per month is the minimum), and the size of the community.
Our assumptions are that we will begin community development using respondents to the quantitative surveys (part 1 / part 2). The community will be no larger than 300 residents and we will perform 1-2 engagements per month.
There are two subscription lengths. Both assume starting right after data collection:
2-month subscription: October thru December, 2019 –Monthly cost*: $3,000
8-month subscription: October 2018 thru June 2019 –Monthly cost*: $3,000 for first two months, $2,500 for the remaining 6 months
The monthly subscription cost includes:
Strategy planning, development of research and community tools (includes programming of activities), community and group moderation/management, online platform hosting, and reporting.
*The monthly subscription cost does NOT include any of the following which are billed at cost plus 10% for taxes and administration:
Travel
Cost of any physical facilities (e.g. focus group facilities)
Incentives
General hard costs related to “traditional” research such as printing, mailing, sample purchase, telephone interviewer hours