HomeMy WebLinkAboutC-2890 - Public Affairs and Related Services - Open Space Opinion Poll0 0
CITY OF NEWPORT BEACH
OFFICE OF THE CITY CLERK
P.O. BOX 1768, NEWPORT BEACH, CA 92658 -8915
TO: FINANCE DIRECTOR
FROM: CITY CLERK
DATE: January 7, 1992
(714) 6443005
SUBJECT: Contract No. C -2890
MOM
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Description of Contract Agreement for Public Affairs and
Related Services (Opinion Poll)
Effective date of Contract December 10, 1991
Authorized by Minute Action, approved on December 9, 1991
Contract with Nelson Communications Group
Address 125 E. Baker St., #180
Costa Mesa, CA 92626
Amount of Contract (See
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Wanda E. Raggio
City Clerk
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Attachment
3300 Newport Boulevard, Newport Beach
CITY COUNCIL
Agenda Item No. F3 (c)
• CITY OF NEWPORT BEACH
OFFICE OF THE CITY MANAGER
December 9, 1991
TO: MAYOR AND CITY COUNCIL
FROM: City Manager
SUBJECT: OPINION POLL C —.2 8f 0
• The City Council Circulation Buildout Ad Hoc Committee
has recommended to the City Council an opinion poll to determine
voter attitude about bond issues to acquire additional open space
within the City (see Councilman Turner's memo attached). Consistent
with this recommendation, you will find attached a proposal from
Nelson Communications and J. Moore Methods to do the following:
1. Work with the Circulation Buildout Ad Hoc
Committee to develop appropriate questions for the opinion poll.
2. Determine community cohesion and support for the
survey results.
3. For the survey, determine funding mechanisms,
issue development, and consumer profiles.
• 4. Through the survey, determine how much and what
kinds of taxes voters will support and how they perceive open space
and development issues in the context of other City issues.
5. Interview approximately 400 individuals to
determine voter attitude on the acquisition of additional open space.
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6. The surveys will take approximately 25 minutes
per individual and will be conducted from 5:00 p.m. to 8:30 p.m.
Monday through Thursday; between 9:00 a.m. and 2:00 p.m.on
Saturday; and between 12:00 noon and 7:00 p.m. on Sunday.
7. Accomplish the results of the poll within six to eight
weeks from authorization to commence.
The specifics of the proposal are contained on Pages 3, 4,
and 5 of the binder prepared by Nelson Communications. The survey
would cost $20,000.
Also attached is a copy of the proposed contract
providing for the services contained in the proposal. The Budget
Amendment for this service shows on the evening agenda under
Item No. F14.
ROBERT L. WYNN
• RLW:kf
Attachments
C
Clarence J.
M E M O R A N D U M
DATE: November 22, 1991
TO: Circulation Ad Hoc Build Out Committee
PROM: Clarence J. Turner, Chairman
To help ensure consistent understanding and clear communication
between the members, I am reiterating how the Committee elected to
proceed during our meeting of November 15, 1991.
The Committee directed staff to obtain more detailed information
regarding the cost, scope and other criteria necessary to conduct
a voter attitude survey. All of this data will be presented to the
City Council on December 9, 1991, for budgetary approval /discussion
or both. The purpose of that voter attitude survey is to provide
the Committee and the Council with guidance as to how the voters
might feel about passing a bond issue for the acquisition of open
space.
It was also decided that the Committee would continue its outreach
program. Staff reported that most of the visual aids had been
completed and that all will be ready for presentation to the
general public during the first and second week of December of
1991. Scheduling is in the process of being accomplished.
Staff was also requested to prepare a Memorandum, for approval by
the City Council, which will direct the Parks, Beaches and
Recreation Commission to review the sites being considered for
acquisition. The purpose of this review is to determine how those
sites will be utilized in the event that they come under public
ownership.
I believe that the above 3 items reflect the main thrust of the
committees direction given on November 15th. If any of you have a
different understanding, please advise and I will attempt to make
sure that there is consensus. However, as I see it, the above are
the marching orders for all concerned until such time as we receive
the voter attitude survey and the Council gives us further
direction.
cc: Robert Wynn, City Manager
Bob Burnham, City Attorney
Patricia Temple, Advanced Planner
James Hewicker, Director of Planning
Jean Watt, Council Member
Phil Sansone, Mayor
1507 ANTIGUA WAY • NEWPORT BEACH, CA 92660
OFFICE PHONE: 751 -4420 MESSAGE PHONE: 631 -3947
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AGREEMENT FOR PUBLIC AFFAIRS AND RELATED SERVICES
This Agreement is entered into by and between Nelson
Communications Group, a California corporation ( "NCG") and City of
Newport Beach ( "City ") , and is in effect upon execution of this
Agreement and contractual arrangement.
ARTICLE I
RECITALS
1.1 Nelson Communications Group. NCG has expertise in providing
services related to strategic planning, public relations, public
affairs, advertising and marketing, including quantitative and
qualitative research methods. NCG offers these services to public
or private interests in need of them as an independent contractor.
1.2 City of Newport Beach. City is a local government in Southern
California which, among other things, seeks to identify,
scientifically, public sensibilities and priorities with respect to
certain open space and development issues. City is in need of the
services that NCG provides.
1.3 Purpose of This Agreement. The purpose of this Agreement is
to set forth the terms and conditions pursuant to which NCG shall
provide City with certain services within NCG's expertise.
ARTICLE II
SERVICES TO BE PROVIDED
2.1 Specific Services. NCG shall perform those services described
on pages 3 -5 of the Public opinion Survey Proposal dated December
2, 1991 (copy attached hereto as Exhibit "A")
2.2 Manner of Providing Services. While it is understood and
agreed that NCG cannot undertake to verify information supplied to
NCG by City or factual matters included in the materials prepared
by NCG and approved by City, NCG agrees to ensure that the services
performed and the work product provided by NCG is of high quality
and consistent with the standard of practice for such services.
All activities, advertisements and printed material generated by
NCG shall be submitted to City for approval prior to any production
or distribution. NCG may use the services of other entities and
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individuals as subcontractors for the performance of required
services. Compensation of all subcontractors shall be the
responsibility of NCG and in no event shall City be responsible for
such compensation other than to pay NCG as specified in Article
III.
2.3 Time for Performance of Services. NCG acknowledges that City
needs information to be provided by NCG as soon as possible. City
will use the information provided by NCG to determine if a measure
is submitted to the voters in June, 1992, and such election must be
called by the City Council no later than the middle of March, 1992.
Accordingly, the information to be provided by NCG pursuant to this
Agreement shall be of no value to the City if submitted subsequent
to February 7, 1992. Accordingly, NCG shall complete all services
prior to February 7, 1992 unless the date for performance is
extended by mutual agreement of the parties.
ARTICLE III
COMPENSATION
3.1 Flat -Fee Arrangement. As compensation for the services
provided pursuant to this Agreement, City agrees to pay NCG a flat
fee of Twenty Thousand Dollars ($20,000.00). This fee shall be
inclusive of all costs associated with the project work. Such
compensation shall be paid to NCG by City when invoiced by NCG.
Invoices are due upon receipt. An up -front retainer of Fifteen
Thousand Dollars ($15,000.00) shall be required for commencement of
the project work.
3.2 Service Charge for Late Payment. If payment of undisputed
amounts is not received by NCG from City within thirty (30) days of
receipt of the invoice, a service charge of 1.5 percent or the
amount allowed by law, whichever is lower, will be applied to the
undisputed and unpaid balance on a monthly basis following the date
of receipt.
ARTICLE IV
RELATIONSHIP OF THE PARTIES
4.1 Independent Contractor. In the performance of the work,
duties and obligations under this Agreement, it is mutually
understood and agreed that the parties are at all times acting and
performing as independent contractors. Further, nothing in this
Agreement is intended nor shall be constructed to create between
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the parties an employer/ employee relationship, a joint venture
relationship, or a lease or landlord /tenant relationship.
Therefore, the parties understand and agree that City is not
responsible in any way, directly or indirectly, for any employment -
related benefits for NCG.
4.2 Confidentiality. NCG agrees to keep confidential all
information and all records which are not otherwise publicly
available regarding City and its operations.
4.3 Dispute Resolution. Prior to the commencement of any legal
action, each party to this Agreement agrees to meet and confer in
good faith with the other party to resolve any problems or disputes
that arise under this Agreement. In the event that legal action is
necessitated, NCG and City agree that the jurisdiction and venue
shall be Orange County, California. Further, NCG and City agree
that this Agreement shall be governed by and interpreted in
accordance with the laws of the State of California. Finally, the
parties agree that the prevailing party in any legal action
commenced to enforce this Agreement shall be entitled to recover
its costs and reasonable attorneys' fees in addition to any other
relief granted.
4.4 Ownership of Work Production. It is understood and agreed
that the work product of NCG pursuant to this agreement shall, upon
payment by City to NCG, herein, be the sole property of City. To
the extent that such work product does not contain confidential
information regarding City, it is understood and agreed that NCG
may use it as an example of its work product for prospective
customers of NCG's services.
4.5 Term and Termination. The term of this Agreement shall
commence upon execution of this Agreement and contractual
arrangement and shall end with the completion of the project.
4.6 Indemnification. Each party agrees to hold harmless and
defend the other from and against all laws, liability or claim of
any kind, including expenses and reasonable attorneys' fees, caused
or alleged to have been caused by its actions or inactions or those
of its shareholders, employees, agents or other individuals acting
under their control, supervision or action.
4.7 Force Maleure. Neither party shall be liable to the other
party for failure to perform its obligations hereunder if and to
the extent that such failure results from causes beyond reasonable
control, including, but not limited to, war, acts of government,
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insurrection, strikes, labor troubles, inability to obtain vendors'
parts or equipment if timely ordered, injunctions or other legal
proceedings, riots, fires, floods, explosions, earthquakes,
accidents or acts of God or the public enemy.
By the signatures below, the parties indicate their agreement to
the terms described herein.
"NCG"
Nelson Communications Group
-Paul Freeman
Managing Partner
Dated: o , 'l 1 l I
kr /nc9svc.agt /12 -6 -91
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"CITY"
City of Newport Beach
:.Phil San one
Mayor
Dated: 1.2 — /0— %/
City of
Newport Beach
Public Opinion Survey
December 2, 1991
Proposal Prepared by:
NELSON
COMMUNICATIONS
125 E. Baker St. #180 • Costa Mesa, Califomia 92626 (714) 957 -1010
EXHIBIT A
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Contents
City of Newport Beach
Paee
Introduction 1 -2
Proposal
Survey Development 3-4
Survey Administration 4
Survey Report 4
Timeline 5
Budget 5
Agency Overview
Nelson Communications 6 -15
J. Moore Methods 16 -18
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City of Newport Beach
Introduction
Nelson Communications is pleased to present this public opinion survey
proposal to the City of Newport Beach.
Together with J. Moore Methods, our selected pollster, we will bring to the
City the full range of capabilities required to produce a project of maximum value
for the City.
Managed properly, the results of this project will be more than a mere
snapshot of opinions regarding interest in and willingness to pay for public
acquisition of open space.
In addition, the project will, presuming the results point to an eventual local
bond measure, help to establish the groundwork for and direction of a successful
campaign.
Indeed, the very process of developing the survey can be instrumental in
building a broad -based support team.
This often has been the case in comparable projects, notably and most
recently, the Laguna Laurel project.
The project team proposed for this project is the same project team that
managed the Laguna Laurel project, from polling to negotiations to the successful
bond campaign.
Nelson Communications and J. Moore Methods are two companies that,
together, have substantial and extensive experience and expertise in the areas of
opinion research, community relations and local campaign management.
We understand the mechanics and value of well conceived and properly
executed quantitative research and analysis.
We have an unrivaled. track record of success in working well to orchestrate
complex projects of a time - sensitive nature involving disparate, at times contentious
interests.
d
Finally, we would welcome the opportunity to work on this project.
Notwithstanding what the polling may reveal, the combination of able City and
conservation leaders, on the one hand, and a property owner with a demonstrable
interest in community sensibilities, on the other, suggests that the ingredients are
present for a worthwhile project.
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■ Secure and advance community
cohesion and acceptance of and
support for the survey results;
and,
■ Lay the foundation for a broadly
based and active campaign organization.
Nelson Communications will work with the committee in brainstorming;
obtaining individual committee members' sign -off on specific survey question copy;
serving as staff in the laborious process of accommodating diverse input in fine -
tuning the language of the questions; and positioning the survey project with various
audiences, as directed.
The development of the survey will emphasize funding mechanisms, issues
development and constituency profiles.
We want to determine just how much and what kind of taxes voters will
support, how they perceive open space and development issues in the context of
other city issues, and who are the most likely supporters, opponents and those voters
able to be persuaded when presented with the right mix of messages.
We also will want favorable /unfavorable /unknown indicators for major
organizations and city leaders.
Proposal
Survey Development
Nelson Communications and J. Moore Methods will work directly with a
committee designated by the City of Newport Beach in the development of an
appropriately tailored public opinion survey project.
Insofar as this committee is representative of relevant stakeholders and
opinion leaders, such a committee can:
■ Lend insight and expertise in the
development of the questions;
■ Establish credibility for the
research program, e.g., with so many
i�diverse
groups, the survey can't be
�
biased;
■ Secure and advance community
cohesion and acceptance of and
support for the survey results;
and,
■ Lay the foundation for a broadly
based and active campaign organization.
Nelson Communications will work with the committee in brainstorming;
obtaining individual committee members' sign -off on specific survey question copy;
serving as staff in the laborious process of accommodating diverse input in fine -
tuning the language of the questions; and positioning the survey project with various
audiences, as directed.
The development of the survey will emphasize funding mechanisms, issues
development and constituency profiles.
We want to determine just how much and what kind of taxes voters will
support, how they perceive open space and development issues in the context of
other city issues, and who are the most likely supporters, opponents and those voters
able to be persuaded when presented with the right mix of messages.
We also will want favorable /unfavorable /unknown indicators for major
organizations and city leaders.
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This is important, particularly in the context of designing a campaign, should poll
results lead to such an eventuality.
We anticipate that we will need to have a sample size of 400 high - propensity
voters. This will produce a 95 percent confidence level and a +/- 5 percent
sampling error.
Naturally we will ensure that the sample we employ is demographically
representative. And we will ensure that we are able to isolate how general results
vary as a function of gender, party, age, owner /renter, ethnicity, income, length of
residency, and other factors.
Survey Administration
We anticipate that the survey will take approximately 25 minutes to
administer, by telephone.
We conduct surveys between 5:00 p.m. and 8:30 p.m., if it is Monday through
Thursday; on Saturdays, surveys are conducted between 9:00 a.m. and 2:00 p.m.; on
Sundays, surveys are conducted between 12:00 noon and 7:00 p.m.
Once the survey is in the field, it should not take more than four days at most
to complete all 400 surveys. Preliminary results then can be provided within three
days, with the cross -tab report in fourteen days. ( "Cross- tabs" show how results
change as a function of various demographic factors, such as those outlined earlier.)
Standard survey administration operating procedures ensure that the sample
is in fact demographically valid.
Survey Report
We will provide the survey results in two forms. The fast will be the
aggregated totals, which will be available within three days of all surveys having
been administered. The second will be the detailed cross -tabs, explained above,
which will be available inside two weeks.
Timeline
Worldng with a diverse committee, development of a questionnaire can take
considerable time. However, we understand the objective to be completion of the
survey instrument by mid- January. Once the survey is ready to go to the field,
administration, tabulation, analysis and report preparation can all be accomplished
in 30 days.
Bueet
The proposed budget for the design, administration and report of the survey
is a fixed fee of $20,000. This is inclusive of all costs.