HomeMy WebLinkAboutRes 08-64 Approving Terms of Engagement with ETC InstituteTOWN OF WESTLAKE
RESOLUTION 08-64
APPROVING TERMS OF ENGAGEMENT WITH ETC INSTITUTE FOR
CITIZEN SURVEY WORK.
WHEREAS, the Westlake Town Council has identified citizen engagement and
communication as a strategic priority; and,
WHEREAS, the Westlake Town Council desires to utilize the services of a
professional survey and data collection/analysis firm with a proven track record in
administering statistically valid and useful citizen surveys to determine resident feedback
and views on a variety of Town present and future services; and,
WHEREAS, the Town Council has determined that such survey efforts will
provide valuable information to enhance their decision making on behalf of the Town of
Westlake, both in terms of the present and future direction of the Town; and,
WHEREAS, the Town Council has budgeted funding in the FY 08-09 Budget for
these purposes; and
WHEREAS, the Town Council finds that the passage of this Resolution is in the
best interest of the citizens of Westlake.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF WESTLAKE, TEXAS:
SECTION 1. THAT, all matters stated in the Recitals hereinabove are found to
be true and correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2. THAT, the Town Council of the Town of Westlake, Texas, hereby
approves the attached Terms of Engagement with ETC Institute for citizen survey
services attached hereto as Exhibit "A"; and further authorizes the Town Manager to
execute said agreement on behalf of the Town of Westlake.
PASSED AND APPROVED ON THIS 8 DAY OF DECEMBER 2008.
Lau a Wheat, Mayor
ATTEST:
16 "�S'7
i Sutter, TRMC, Town Secretary Tom Bry er, o Manager
A%PPROV D AST ORM:
Lo w Corney
Town of Westlake
December 23, 2008
Mr. Chris Tathum
ETC Institute
725 W. Frontier Circle
Olathe, Kansas 66061
Re: Resolution No. 08-64 - Contract for Services — ETC Institute
Dear Mr. Thathum:
Enclosed are two (2) original, partially executed contracts for the above -referenced. Please have
the documents signed and return one fully executed contract to my attention at the Town of
Westlake, 3 Village Circle, Suite 202, 'Westlake, Texas, 76262.
Your assistance in this matter is very much appreciated.
Thank you.
rSmu r, TRMC
Secretary
of Westlake
Enclosures: Contract for Services and Scope of Work
3 Village Circle, Suite 202 + Westlake, Texas 76262
Metro: 817430-0941 + Fax: 817430-1812 + www.westlake-tx.org
Contract for Services and Scope of Work
Between ETC Institute and the Town of Westlake, Texas
ARTICLE I
SCOPE OF SERVICES
1. Overview of Services to Be Performed: ETC Institute will design and administer a
survey of residents of the Town of Westlake for the Town of Westlake, Texas. The
survey will be administered in during January 2009. The final report will be completed
by March 31, 2009.
2. Maximum fixed fee. The total fee to conduct the survey excluding the optional survey of
parents of Westlake Academy students who do not live in the Town of Westlake will not
exceed $8,750.
3. ETCInstitute's responsibilities. The major tasks that will be performed by ETC Institute
include the following:
a. meeting with Town staff and elected officials to review potential questions for the
survey
b. finalizing the survey questions and methodology for administering the survey based
on input from the Town
c. designing a survey instrument that is up to 10 minutes in length (or about 4-5 pages);
the survey may contain up to one page of questions about Westlake Academy.
d. developing the sampling plan
e. setting up the database
f. conducting a pretest of the survey instrument
g. printing and mailing survey packets to all households in the Town of Westlake plus a
sample of parents of Westlake Academy students who live outside the Town of
Westlake.
h. administering the surveys by a combination of mail, phone, and the Internet
i. OPTIONAL: administer a separate survey that is up to 2 pages in length to parents of
Westlake residents who do not live in the Town of Westlake.
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j. conducting data entry and quality control review for all completed surveys
k. providing complete printouts of the data
1. providing a summary report, which includes and executive summary, charts and
graphs, comparative benchmarks to show how the results for Westlake compare to
selected results from other communities.
m. making an on-site visit to present the final report to the Town.
4. Responsibilities for Town of Westlake will include the following_
a. approving the survey instrument
b. identifying requests for subanalysis of the data as appropriate
C. providing a cover letter for the survey
d. providing a database of Westlake residents and parents of students enrolled at
Westlake academy.
ARTICLE II
PAYMENT FOR SERVICES
1. Invoices will be submitted upon completion of the tasks listed in Article 1, Section 3 as
follows:
Initial On -Site Meeting with Town Staff and Elected Officials ($1500)
o First draft of the survey instrument
r Survey Design and Sampling Plan Complete ($2000)
o Deliverable is the approved copy of the survey instrument
Administration of the Survey— 50% Complete ($1500)
o Memorandum documenting the progress of the survey
➢ Administration of the Survey —100% Complete ($1500)
o Tables that show the overall results for all questions on the survey
Draft Final Report ($1000)
o Draft final report
➢ Final Report and Presentation ($1000)
o Final report
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2. The fee for the Optional Survey of parents of Westlake Academy students who do not
live in the Town of Westlake will increase the total fee for this project by $7,500 for a
total of $16,250.
ARTICLE III
MISCELLANEOUS PROVISIONS
1. Change in Scope. The Scope of Services for this contract shall be subject to modification or
supplement upon the written agreement of the contracting parties. Any such modification in the
Scope of Services shall be incorporated in this Agreement by supplemental agreement executed
by the parties.
2. Termination of Contract. This agreement may be terminated by either party upon 14 days
written notice in the event of substantial failure by the other party to perforin in accordance with
the terms hereof through no fault of the terminating party.
3. rights to Use the Data. ETC Institute has the right to use the data as a component of
DirectionFinder benchmarks, but ETC Institute will not release specific results for the Town
of Westlake without approval from the Town.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be signed by
their duly authorized officers.
Thomas E. Brymer, Town Manager, Town of Westlake
Date Z/,
Christopher Tatham, Vice President, ETC Institute
Date
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