2016/04/21 Fairbank, Maslin, Maullin, Metz and Associates FY16 Public Opinion Research CITY OF MENIFEE
PROFESSIONAL SERVICES AGREEMENT
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and
effective this 21" day of April, 2016 ("Effective Date") by and between the CITY OF
MENIFEE, a California municipal corporation, ("City") and FAIRBANKS, MASLIN,
MAULLIN, METZ & ASSOCIATES, a California Corporation, ("Consultant"). City and
Consultant may sometimes herein be referred to individually as a "Party" and collectively as the
"Parties."
SECTION 1. SERVICES.
Subject to the terms and conditions set forth in this Agreement, Consultant shall provide
to City the services described in the Scope of Services, attached hereto as Exhibit A and
incorporated herein by this reference (the "Services"). Consultant will perform subsequent task
orders as requested by the Contract Administrator (as defined below), in accordance with the
Scope of Services. In the event of a conflict in or inconsistency between the terms of this
Agreement and Exhibit A, this Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on April 21, 2016 and
shall end on November 11, 2016 unless the term of this Agreement is otherwise terminated or
extended as provided for in Section 8. The time provided to Consultant to complete the Services
required by this Agreement shall not affect City's right to terminate this Agreement, as provided
for in Section 8.
1.2 Standard of Performance. Consultant represents and warrants that Consultant is a
provider of first class work and services and Consultant is experienced in performing the
Services contemplated herein and, in light of such status and experience, Consultant shall
perform the Services required pursuant to this Agreement in the manner and according to the
standards observed by a competent practitioner of the profession in which Consultant is engaged
in the geographical area in which Consultant practices its profession and to the sole satisfaction
of the Contract Administrator.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to
perform the Services pursuant to Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons, Consultant
shall, immediately upon receiving notice from City of such desire of City, reassign such person
or persons.
1.4 Time. Consultant shall devote such time to the performance of the Services
pursuant to this Agreement as may be reasonably necessary to satisfy Consultant's obligations
hereunder.
1.5 Authorization to Perform Services. Consultant is not authorized to perform any
of the Services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
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SECTION 2. COMPENSATION.
City hereby agrees to pay Consultant a sum not to exceed TWENTY-NINE THOUSAND
SEVEN HUNDRED AND FIFTY DOLLARS ($29,750.00) notwithstanding any contrary
indications that may be contained in Consultant's proposal, for the Services to be performed and
reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Exhibit A, regarding the amount of compensation, this Agreement shall prevail.
City shall pay Consultant for the Services rendered pursuant to this Agreement at the time and in
the manner set forth herein. The payments specified below shall be the only payments from City
to Consultant for the Services rendered pursuant to this Agreement. Consultant shall submit all
invoices to City in the manner specified herein. Except as specifically authorized in advance by
City, Consultant shall not bill City for duplicate services performed by more than one person.
2.1 Invoices.
a. As compensation for Services under this Agreement, Client agrees to pay
FM3 an amount equal to fifty (50) percent of the final project cost upon
the signing of this agreement. The remaining balance of the final cost
agreed upon by both parties in writing, will be due and payable 30 days
after completion of survey. Client shall pay FM3's invoices for Services
rendered within fifteen (15) days after each invoice's date. In the event
that any invoice remains unpaid on the sixtieth (60) day after the date on
the invoice, interest of 1.5 percent per month shall be payable on the
unpaid balance.
b. Invoices shall be submitted to:
City of Menifee
Attn: Accounts Payable
29714 Haun Road
Menifee, CA 92586
2.2 Total Payment. City shall not pay any additional sum for any expense or cost
whatsoever incurred by Consultant in rendering the Services pursuant to this Agreement. City
shall make no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the
maximum amount of compensation provided above either for a task or for the entirety of the
Services performed pursuant to this Agreement, unless this Agreement is modified in writing
prior to the submission of such an invoice.
2.3 Hourly Fees_. Fees for the Services performed by Consultant on an hourly basis
shall not exceed the amounts shown on the fee schedule included with Exhibit A.
2.4 Reimbursable Expenses. Reimbursable expenses are included within the
maximum amount of this Agreement.
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2.5 Payment of Taxes. Consultant is solely responsible for the payment of
employment taxes incurred under this Agreement and any federal or state taxes.
2.6 Payment upon Termination. In the event that City or Consultant terminates this
Agreement pursuant to Section 8, City shall compensate Consultant for all outstanding costs and
reimbursable expenses incurred for Services satisfactorily completed and for reimbursable
expenses as of the date of written notice of termination. Consultant shall maintain adequate logs
and timesheets in order to verify costs and reimbursable expenses incurred to that date.
SECTION 3. FACILITIES AND EQUIPMENT.
Except as otherwise provided, Consultant shall, at its sole cost and expense, provide all
facilities and equipment necessary to perform the services required by this Agreement. City
shall make available to Consultant only physical facilities such as desks, filing cabinets, and
conference space, as may be reasonably necessary for Consultant's use while consulting with
City employees and reviewing records and the information in possession of City. The location,
quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event
shall City be required to furnish any facility that may involve incurring any direct expense,
including but not limited to computer, long-distance telephone or other communication charges,
vehicles, and reproduction facilities.
SECTION 4. INSURANCE REQUIREMENTS.
Before beginning any work under this Agreement, Consultant, at its own cost and
expense, shall procure the types and amounts of insurance checked below and provide
Certificates of Insurance, indicating that Consultant has obtained or currently maintains
insurance that meets the requirements of this section and which is satisfactory, in all respects, to
City. Consultant shall maintain the insurance policies required by this section throughout the
term of this Agreement. The cost of such insurance shall be included in Consultant's
compensation. Consultant shall not allow any subcontractor, consultant or other agent to
commence work on any subcontract until Consultant has obtained all insurance required herein
for the subcontractor(s) and provided evidence thereof to City. Verification of the required
insurance shall be submitted and made part of this Agreement prior to execution. Consultant
acknowledges the insurance policy must cover inter-insured suits between City and other
Insureds.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all
persons employed directly or indirectly by Consultant pursuant to the provisions of the
California Labor Code. Statutory Workers' Compensation Insurance and Employer's Liability
Insurance shall be provided with limits of not less than ONE MILLION
DOLLARS ($1,000,000.00) per accident, ONE MILLION DOLLARS ($1,000,000.00) disease
per employee, and ONE MILLION DOLLARS ($1,000,000.00) disease per policy. In the
alternative, Consultant may rely on a self-insurance program to meet those requirements, but
only if the program of self-insurance complies fully with the provisions of the California Labor
Code. Determination of whether a self-insurance program meets the standards of the California
Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if
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insurance is provided, or Consultant, if a program of self-insurance is provided, shall waive all
rights of subrogation against City and its officers, officials, employees, and authorized volunteers
for loss arising from the Services performed under this Agreement.
4.2 Commercial General and Automobile Liability Insurance.
a. General requirements. Consultant, at its own cost and expense, shall
maintain commercial general and automobile liability insurance for the term of this Agreement
in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence,
combined single limit coverage, for risks associated with the Services contemplated by this
Agreement, TWO MILLION DOLLARS ($2,000,000.00) general aggregate, and TWO
MILLION DOLLARS ($2,000,000.00) products/completed operations aggregate. If a
Commercial General Liability Insurance or an Automobile Liability Insurance form or other
form with a general aggregate limit is used, either the general aggregate limit shall apply
separately to the Services to be performed under this Agreement or the general aggregate limit
shall be at least twice the required occurrence limit. Such coverage shall include but shall not be
limited to, protection against claims arising from bodily and personal injury, including death
resulting therefrom, and damage to property resulting from the Services contemplated under this
Agreement, including the use of hired, owned, and non-owned automobiles.
b. _Minimum scope of coverage. Commercial general coverage shall be at
least as broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001. Automobile coverage shall be at least as broad as Insurance Services Office
Automobile Liability form CA 0001 Code 2, 8, and 9. No endorsement shall be attached
limiting the coverage.
C. Additional requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The insurance shall cover on an occurrence or an accident basis,
and not on a claims-made basis.
b. Any failure of Consultant to comply with reporting provisions of
the policy shall not affect coverage provided to City and its officers, employees,
agents, and volunteers.
4.3 Professional Liability Insurance.
a. General requirements. Consultant, at its own cost and expense, shall
maintain for the period covered by this Agreement professional liability insurance for licensed
professionals performing the Services pursuant to this Agreement in an amount not less than
ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and
omissions. Any deductible or self-insured retention shall be shown on the Certificate. If the
deductible or self-insured retention exceeds TWENTY-FIVE THOUSAND
DOLLARS ($25,000), it must be approved by City.
b. Claims-made limitations. The following provisions shall apply if the
professional liability coverage is written on a claims-made form:
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a. The retroactive date of the policy must be shown and must be no
later than the commencement of the Services.
b. Insurance must be maintained and evidence of insurance must be
provided for at least five (5) years after the expiration or termination of this
Agreement or completion of the Services, so long as commercially available at
reasonable rates.
C. If coverage is canceled or not renewed and it is not replaced with
another claims-made policy form with a retroactive date that precedes the
Effective Date of this Agreement, Consultant must provide extended reporting
coverage for a minimum of five (5) years after the expiration or termination of
this Agreement or the completion of the Services. Such continuation coverage
may be provided by one of the following: (1) renewal of the existing policy;
(2) an extended reporting period endorsement; or (3) replacement insurance with
a retroactive date no later than the commencement of the Services under this
Agreement. City shall have the right to exercise, at Consultant's sole cost and
expense, any extended reporting provisions of the policy, if Consultant cancels or
does not renew the coverage.
d. A copy of the claim reporting requirements must be submitted to
City prior to the commencement of the Services under this Agreement.
4.4 All Policies Requirements.
a. Acceptability of insurers. All insurance required by this Section is to be
placed with insurers with a Bests' rating of no less than A:VII and admitted in California.
b. Verification of coverage. Prior to beginning the Services under this
Agreement, Consultant shall furnish City with Certificates of Insurance, additional insured
endorsement or policy language granting additional insured status complete certified copies of all
policies, including complete certified copies of all endorsements. All copies of policies and
certified endorsements shall show the signature of a person authorized by that insurer to bind
coverage on its behalf. The Certificate of Insurance must include the following reference:
Proposal to Conduct Public Opinion Research for the City of Menifee. The name and
address for Additional Insured endorsements, Certificates of Insurance and Notice of
Cancellation is: City of Menifee, 29714 Haun Road, Menifee, CA 92586. City must be
endorsed as an additional insured for liability arising out of ongoing and completed operations by
or on behalf of Consultant.
C. Notice of Reduction in or Cancellation of Coverage. Consultant shall
provide written notice to City within ten (10) working days if. (1) any of the required insurance
policies is terminated; (2) the limits of any of the required polices are reduced; or (3) the
deductible or self insured retention is increased.
d. Additional insured; primary insurance. City and its officers, employees,
agents, and authorized volunteers shall be covered as additional insureds with respect to each of
the following: liability arising out of the Services performed by or on behalf of Consultant,
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including the insured's general supervision of Consultant; products and completed operations of
Consultant, as applicable; premises owned, occupied, or used by Consultant; and automobiles
owned, leased, or used by Consultant in the course of providing the Services pursuant to this
Agreement. The coverage shall contain no special limitations on the scope of protection
afforded to City or its officers, employees, agents, or authorized volunteers. The insurance
provided to City as an additional insured must apply on a primary and non-contributory basis
with respect to any insurance or self-insurance program maintained by City. Additional insured
status shall continue for one (1) year after the expiration or termination of this Agreement or
completion of the Services.
A certified endorsement must be attached to all policies stating that coverage is
primary insurance with respect to City and its officers, officials, employees, and volunteers, and
that no insurance or self-insurance maintained by City shall be called upon to contribute to a loss
under the coverage.
e. Deductibles and Self-insured Retentions. Consultant shall obtain the
written approval of City for the self-insured retentions and deductibles before beginning any of
the Services.
During the term of this Agreement, only upon the prior express written
authorization of the Contract Administrator, Consultant may increase such deductibles or self-
insured retentions with respect to City, its officers, employees, agents, and volunteers. The
Contract Administrator may condition approval of an increase in deductible or self-insured
retention levels with a requirement that Consultant procure a bond guaranteeing payment of
losses and related investigations, claim administration, and defense expenses that is satisfactory
in all respects to each of them.
f. Subcontractors. Consultant shall include all subcontractors as insureds
under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated
herein.
g. Variation. The Contract Administrator may, but is not required to,
approve in writing a variation in the foregoing insurance requirements, upon a determination that
the coverage, scope, limits, and forms of such insurance are either not commercially available, or
that City's interests are otherwise fully protected.
4.5 Remedies. In addition to any other remedies at law or equity City may have if
Consultant fails to provide or maintain any insurance policies or policy endorsements to the
extent and within the time herein required, City may, at its sole option, exercise any of the
following remedies, which are alternatives to other remedies City may have and are not the
exclusive remedy for Consultant's breach:
a. Obtain such insurance and deduct and retain the amount of the premiums
for such insurance from any sums due under this Agreement;
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b. Order Consultant to stop work under this Agreement or withhold any
payment that becomes due to Consultant hereunder, or both stop work and withhold any
payment, until Consultant demonstrates compliance with the requirements hereof; and/or
C. Terminate this Agreement.
SECTION 5. INDEMNIFICATION.
5.1 Indemnification for Professional Liability. Where the law establishes a
professional standard of care for performance of the Services, to the fullest extent permitted by
law, Consultant shall indemnify, protect, defend (with counsel selected by City), and hold
harmless City and any and all of its officers, employees, officials, volunteers, and agents from
and against any and all claims, losses, costs, damages, expenses, liabilities, liens, actions, causes
of action (whether in tort, contract, under statute, at law, in equity, or otherwise) charges, awards,
assessments, fines, or penalties of any kind (including reasonable consultant and expert fees and
expenses of investigation, costs of whatever kind and nature and, if Consultant fails to provide a
defense for City, the legal costs of counsel retained by City) and any judgment (collectively,
"Claims") to the extent same are caused in whole or in part by any negligent or wrongful act,
error, or omission of Consultant, its officers, agents, employees, or subcontractors (or any entity
or individual that Consultant shall bear the legal liability thereof) in the performance of
professional services under this Agreement.
5.2 Indemnification for Other than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Consultant shall
indemnify, protect, defend (with counsel selected by City), and hold harmless City, and any and
all of its officers, employees, officials, volunteers, and agents from and against any and all
Claims, where the same arise out of, are a consequence of, or are in any way attributable to, in
whole or in part, the performance of this Agreement by Consultant or by any individual or entity
for which Consultant is legally liable, including but not limited to officers, agents, employees or
subcontractors of Consultant.
5.3 Limitation of Indemnification. The provisions of this Section 5 do not apply to
claims occurring as a result of City's sole or active negligence. The provisions of this Section 5
shall not release City from liability arising from gross negligence or willful acts or omissions of
City or any and all of its officers, officials, employees, and agents acting in an official capacity.
SECTION 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement,
Consultant shall be an independent contractor and shall not be an employee of City. City shall
have the right to control Consultant only insofar as the results of the Services rendered pursuant
to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however,
otherwise City shall not have the right to control the means by which Consultant accomplishes
the Services rendered pursuant to this Agreement. The personnel performing the Services under
this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive
direction and control. Consultant shall not at any time or in any manner represent that it or any
of its officers, employees, or agents is in any manner officers, officials, employees, or agents of
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City. Consultant shall not incur or have the power to incur any debt, obligation, or liability
whatever against City, or bind City in any manner. Except for the fees paid to Consultant as
provided in this Agreement, City shall not pay salaries, wages, or other compensation to
Consultant for performing the Services hereunder for City. City shall not be liable for
compensation or indemnification to Consultant for injury or sickness arising out of performing
the Services hereunder. Notwithstanding any other City, state, or federal policy, rule, regulation,
law, or ordinance to the contrary, Consultant and any of its employees, agents, and
subcontractors providing services under this Agreement shall not qualify for or become entitled
to any compensation, benefit, or any incident of employment by City, including but not limited
to eligibility to enroll in the California Public Employees Retirement System ("PERS") as an
employee of City and entitlement to any contribution to be paid by City for employer
contributions and/or employee contributions for PERS benefits.
SECTION 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractor shall
comply with all applicable local, state, and federal laws and regulations applicable to the
performance of the work hereunder. Consultant shall not hire or employ any person to perform
work within City or allow any person to perform the Services required under this Agreement
unless such person is properly documented and legally entitled to be employed within the United
States. Any and all work subject to prevailing wages, as determined by the Director of Industrial
Relations of the State of California, will be the minimum paid to all laborers, including
Consultant's employee and subcontractors. It is understood that it is the responsibility of
Consultant to determine the correct scale. The State Prevailing Wage Rates may be obtained
from the California Department of Industrial Relations ("DIR") pursuant to California Public
Utilities Code, Sections 465, 466, and 467 by calling 415-703-4774. Appropriate records
demonstrating compliance with such requirement shall be maintained in a safe and secure
location at all times, and readily available at City's request. Consultant shall indemnify, defend,
and hold City and its elected and appointed boards, members, officials, officers, agents,
representatives, employees, and volunteers harmless from and against any liability, loss, damage,
cost or expenses (including but not limited to reasonable attorneys' fees, expert witness fees,
court costs, and costs incurred related to any inquiries or proceedings) arising from or related to
(i) the noncompliance by Consultant or any party performing the Services of any applicable
local, state, and/or federal law, including, without limitation, any applicable federal and/or state
labor laws (including, without limitation, the requirement to pay state prevailing wages and hire
apprentices); (ii) the implementation of Section 1781 of the Labor Code, as the same may be
amended from time to time, or any other similar law; and/or (iii) failure by Consultant or any
party performing the Services to provide any required disclosure or identification as required by
Labor Code Section 1781, as the same may be amended from time to time, or any other similar
law. It is agreed by the Parties that, in connection with performance of the Services, including,
without limitation, any and all public works (as defined by applicable law), Consultant shall bear
all risks of payment or non-payment of prevailing wages under California law and/or the
implementation of Labor Code Section 1781, as the same may be amended from time to time,
and/or any other similar law. Consultant acknowledges and agrees that it shall be independently
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responsible for reviewing the applicable laws and regulations and effectuating compliance with
such laws. Consultant shall require the same of all subcontractors.
7.3 Licenses and Permits. Consultant represents and warrants to City that Consultant
and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and
approvals of whatsoever nature that are legally required to practice their respective professions.
Consultant represents and warrants to City that Consultant and its employees, agents, and
subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of
this Agreement any licenses, permits, and approvals that are legally required to practice their
respective professions. In addition to the foregoing, Consultant and any subcontractors shall
obtain and maintain during the term of this Agreement valid Business Licenses from City.
SECTION 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon
written notification to Consultant.
8.2 Termination by Consultant. Consultant may cancel this Agreement upon 30 days'
written notice to City.
8.3 Consequences of Termination. In the event of termination, Consultant shall be
entitled to compensation for the Services performed up to the date of termination; City, however,
may condition payment of such compensation upon Consultant delivering to City any or all
documents, photographs, computer software, video and audio tapes, and other materials provided
to Consultant or prepared by or for Consultant or City in connection with this Agreement.
8.4 Extension. City may, in its sole and exclusive discretion, extend the end date of
this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Consultant understands and
agrees that, if City grants such an extension, City shall have no obligation to provide Consultant
with compensation beyond the maximum amount provided for in this Agreement. Similarly,
unless authorized by the Contract Administrator, City shall have no obligation to reimburse
Consultant for any otherwise reimbursable expenses incurred during the extension period.
8.5 Amendments. The Parties may amend this Agreement only by a writing signed
by all the Parties.
8.6 Assignment and Subcontracting. City and Consultant recognize and agree that
this Agreement contemplates personal performance by Consultant and is based upon a
determination of Consultant's unique personal competence, experience, and specialized personal
knowledge. Moreover, a substantial inducement to City for entering into this Agreement was
and is the professional reputation and competence of Consultant. Consultant may not assign this
Agreement or any interest therein without the prior written approval of the Contract
Administrator. Consultant shall not subcontract any portion of the performance contemplated
and provided for herein, other than to the subcontractors noted in Consultant's proposal, without
prior written approval of the Contract Administrator. In the event that key personnel leave
Consultant's employ, Consultant shall notify City immediately.
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8.7 Survival. All obligations arising prior to the expiration or termination of this
Agreement and all provisions of this Agreement allocating liability between City and Consultant
shall survive the expiration or termination of this Agreement.
8.8 Options upon Breach by Consultant. If Consultant materially breaches any of the
terms of this Agreement, City's remedies shall include, but not be limited to, any or all of the
following:
a. Immediately terminate this Agreement;
b. Retain the plans, specifications, drawings, reports, design documents, and
any other work product prepared by Consultant pursuant to this Agreement;
C. Retain a different consultant to complete the Services described in
Exhibit A; and/or
d. Charge Consultant the difference between the cost to complete the
Services described in Exhibit A that is unfinished at the time of breach and the amount
that City would have paid Consultant pursuant to Section 2 if Consultant had completed
the Services.
SECTION 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records,
files, or any other documents or materials, in electronic or any other form that Consultant
prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder
shall be the property of City. Consultant hereby agrees to deliver those documents to City upon
the expiration or termination of this Agreement. It is understood and agreed that the documents
and other materials, including but not limited to those described above, prepared pursuant to this
Agreement are prepared specifically for City and are not necessarily suitable for any future or
other use. Any use of such documents for other projects by City shall be without liability to
Consultant. City and Consultant agree that, until final approval by City, all data, plans,
specifications, reports, and other documents are confidential and will not be released to third
parties without prior written consent of both Parties unless required by law.
9.2 Licensing of Intellectual Property. This Agreement creates a non-exclusive and
perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights,
designs, rights of reproduction, and other intellectual property embodied in plans, specifications,
studies, drawings, estimates, test data, survey results, models, renderings, and other documents
or works of authorship fixed in any tangible medium of expression, including but not limited to,
physical drawings, digital renderings, or data stored digitally, magnetically, or in any other
medium, which are prepared or caused to be prepared by Consultant under this Agreement
("Documents and Data"). Consultant shall require all subcontractors to agree in writing that City
is granted a non-exclusive and perpetual license for any Documents and Data the subcontractor
prepares under this Agreement. Consultant represents and warrants that Consultant has the legal
right to license any and all Documents and Data. Consultant makes no such representation and
warranty in regard to Documents and Data which were prepared by design professionals other
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than Consultant or provided to Consultant by the City. City shall not be limited in any way in its
use of the Documents and Data at any time, provided that any such use not within the purposes
intended by this Agreement shall be at City's sole risk.
9.3 Consultant's Books and Records. Consultant shall maintain any and all ledgers,
books of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for the Services or expenditures and disbursements charged to
City under this Agreement for a minimum of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records shall
be maintained in accordance with generally accepted accounting principles and shall be clearly
identified and readily accessible.
9.4 Inspection and Audit of Records. Any records or documents that Section 9.3 of
this Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of City.
Under California Government Code Section 8546.7, if the amount of public funds expended
under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), this Agreement
shall be subject to the examination and audit of the State Auditor, at the request of City or as part
of any audit of City, for a period of three (3) years after final payment under this Agreement.
SECTION 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If either Party to this Agreement brings any action, including an
action for declaratory relief, to enforce or interpret the provision of this Agreement, the
prevailing Party shall be entitled to reasonable attorneys' fees and expenses including costs, in
addition to any other relief to which that Party may be entitled; provided, however, that the
attorneys' fees awarded pursuant to this Section shall not exceed the hourly rate paid by City for
legal services multiplied by the reasonable number of hours spent by the prevailing Party in the
conduct of the litigation. The court may set such fees in the same action or in a separate action
brought for that purpose.
10.2 Applicable Law; Venue. The internal laws of the State of California shall govern
the interpretation and enforcement of this Agreement. In the event that either Party brings any
action against the other under this Agreement, the Parties agree that trial of such action shall be
vested exclusively in Riverside County.
10.3 Severability. If any provision of this Agreement is held invalid, the remainder of
this Agreement shall not be affected thereby and all other parts of this Agreement shall
nevertheless be in full force and effect.
10.4 Section Headings and Subheadings. The section headings and subheadings
contained in this Agreement are included for convenience only and shall not limit or otherwise
affect the terms of this Agreement.
10.5 No Implied Waiver of Breach. The waiver of any breach of a specific provision
of this Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
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10.6 Successors and Assigns. The provisions of this Agreement shall inure to the
benefit of and shall apply to and bind the successors and assigns of the Parties.
10.7 Consultant Representative. All matters under this Agreement shall be handled for
Consultant by John Fairbank, Principal ("Consultant's Representative"). The Consultant's
Representative shall have full authority to represent and act on behalf of Consultant for all
purposes under this Agreement. The Consultant's Representative shall supervise and direct the
Services, using his best skill and attention, and shall be responsible for all means, methods,
techniques, sequences, and procedures and for the satisfactory coordination of all portions of the
Services under this Agreement.
10.8 City Contract Administration. This Agreement shall be administered by a City
employee, Robert A. Johnson, City Manager ("Contract Administrator"). All correspondence
shall be directed to or through the Contract Administrator or his designee. The Contract
Administrator shall have the power to act on behalf of City for all purposes under this
Agreement. Unless otherwise provided in this Agreement, Consultant shall not accept direction
or orders from any person other than the Contract Administrator or his designee.
10.9 Notices. Any written notice to Consultant shall be sent to:
FM3
12100 Wilshire Blvd.
Suite 350
Los Angeles, CA 90025
Attn: John Fairbank, Principal
Any written notice to City shall be sent to the Contract Administrator at:
City of Menifee
29714 Haun Road
Menifee, CA 92586
Attn: Robert Johnson, City Manager
with a copy to:
Sarah Manwaring, City Clerk
City of Menifee
29714 Haun Road
Menifee, CA 92586
10.10 Professional Seal. Where applicable in the determination of the Contract
Administrator, the first page of a technical report, first page of design specifications, and each
page of construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal
and Signature of Registered Professional with report/design responsibility," as in the following
example.
2671/031858-0001
7630421.2 a04/26/16 -12-
Seal and Signature of Registered Professional with
report/design responsibility.
10.11 Rights and Remedies. Except with respect to rights and remedies expressly
declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative
and the exercise by either Party of one or more of such rights or remedies shall not preclude the
exercise by it, at the same or different times, of any other rights or remedies for the same default
or any other default by the other Party.
10.12 Inte rag tion. This Agreement, including the scope of services attached hereto and
incorporated herein as Exhibit A, represents the entire and integrated agreement between City
and Consultant and supersedes all prior negotiations, representations, or agreements, either
written or oral. The terms of this Agreement shall be construed in accordance with the meaning
of the language used and shall not be construed for or against either Parry by reason of the
authorship of this Agreement or any other rule of construction which might otherwise apply.
10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of
which shall be an original and all of which together shall constitute one agreement.
10.14 Execution of Contract. The persons executing this Agreement on behalf of each
of the Parties hereto represent and warrant that (i) such Party is duly organized and existing,
(ii) they are duly authorized to execute and deliver this Agreement on behalf of said Party,
(iii) by so executing this Agreement, such Party is formally bound to the provisions of this
Agreement, and (iv)that entering into this Agreement does not violate any provision of any other
Agreement to which said Parry is bound.
10.15 Nondiscrimination. Consultant covenants that, by and for itself, its heirs,
executors, assigns, and all persons claiming under or through them, that in the performance of
this Agreement there shall be no discrimination against or segregation of, any person or group of
persons on account of any impermissible classification including, but not limited to, race, color,
creed, religion, sex, marital status, sexual orientation, national origin, or ancestry.
10.16 No Third Party Beneficiaries. With the exception of the specific provisions set
forth in this Agreement, there are no intended third-party beneficiaries under this Agreement and
no such other third parties shall have any rights or obligations hereunder.
10.17 Nonliability of City Officers and Employees. No officer, official, employee,
agent, representative, or volunteer of City shall be personally liable to Consultant, or any
successor in interest, in the event of any default or breach by City or for any amount which may
become due to Consultant or to its successor, or for breach of any obligation of the terms of this
Agreement.
10.18 No Undue Influence. Consultant declares and warrants that no undue influence or
pressure is used against or in concert with any officer or employee of City in connection with the
award, terms or implementation of this Agreement, including any method of coercion,
confidential financial arrangement, or financial inducement. No officer or employee of City
2671/031858-0001
7630421.2 a04/26/16 -13-
shall receive compensation, directly or indirectly, from Consultant, or from any officer,
employee, or agent of Consultant, in connection with the award of this Agreement or any work to
be conducted as a result of this Agreement.
10.19 No Benefit to Arise to City Employees. No member, officer, or employee of City,
or their designees or agents, and no public official who exercises authority over or has
responsibilities with respect to this Agreement during his/her tenure or for one (1) year
thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the
proceeds thereof, for the Services to be performed under this Agreement.
[Signatures on Following Page]
2671/031858-0001
7630421.2 a04/26/16 -14-
IN WITNESS WHEREOF, the Parties hereto have executed and entered into this
Agreement as of the Effective Date.
CITY ENI CONSUL
Robert A J son, City Manager J F rba inci al
Attest: A 0, /w
n
AV,
fJ
S ah Manwaring City Clerk Davi�e'tz,Vre 4ent
' 8,gAd w-&0
[Note: 2 officer's signatures required if
Approved as to Form: Consultant is a corporation]
Jeff Nelching, City;Attorney
2671/031858-0001
7630421.2 a04/26/16 —15—
EXHIBIT A
SCOPE OF SERVICES
Proposal to Provide Public Opinion Research
For the City of Menifee
April 19, 2016
EXHIBIT A
2671/031858-0001
7630421.2 a04/26/16 PAGE 1 of I
CALIFORNLA
Proposal to Provide
Public Opinion Research
for the City of Menifee
April 19, 2016
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z r 3 Fairbank, Maslin, Mairllin, Metz &Associates—FM3
�z:
Fairbank,
Maslin,
Maullin,
Metz &
Associates
MNUVHM
Public Opinion Research
&Strategy
TO: Rob Johnson, City Manager
City of Menifee
FROM: John Fairbank,Adam Sonenshein &David Sokolove
Fairbank,Maslin,Maullin,Metz&Associates
RE: Proposal to Conduct Public Opinion Research
DATE: April 19,2016
Fairbank,Maslin,Maullin,Metz&Associates(FM3)is pleased to submit this proposal to conduct survey
research to assess Menifee community perceptions and priorities and test the viability of revenue
generation opportunities, including but not limited to a potential measure on the upcoming November
2016 General Election ballot.
FM3 has conducted community research for over 120 California cities dealing with issues such as public
safety, libraries,parks, infrastructure,health care, open space, social services,and transportation,and our
research has resulted in voter approval of local finance measures in 73 California cities since 2008 —
including 15 in the November 2014 election alone. In addition, our research has helped guide local
education finance measures to victory among Menifee voters in each of the last two elections in 2012
and 2014,respectively.
FM3 is also highly familiar with the voters and local political dynamics of Riverside County, having
conducted research throughout the County and its cities for nearly three decades. Our Riverside County
public agency clients include cities (such as the nearby communities of Canyon Lake, Temecula, and
Wildomar), school districts and special districts that range in location from the Orange County line to the
eastern Coachella Valley. In particular,FM3 is highly sensitive to the fiscal challenges faced by many
of our Riverside County client cities that contract with the County Sheriffs Department and Fire
Department for public safety services, as the costs charged by Riverside County for these services
continue to dramatically outpace the rate of inflation and projected revenue growth in many
communities. Most recently, our research helped the cities of Canyon Lake, Cathedral City and Indio
effectively communicate this need to their residents,resulting in voter approval of local finance measures
in each of these communities in 2014.
12100 Wilshire Blvd. Suite 350 1999 Harrison Street Suite 2020
Los Angeles,CA 90025 Oakland, CA 94612
Phone: (310)828-1183 Phone: (510)451-9521
Fax (310)453-6562 Fax. (510)451-0384
Page 2
The balance of this proposal provides additional information about FM3's relevant experience,
recommended research methodology and associated research costs.
RELEVANT EXPERIENCE
✓ FM3 is the industry's recognized leader in conducting research to help California cities pass
local ballot measures to provide additional revenue for city services. At the local level, we
specialize in developing strategies to pass revenue measures, and we have worked in over 120
California cities. Our research identifies the feasibility of a possible ballot measure, the most
appropriate tax rate, revenue mechanism (sales tax, transient occupancy tax, utility users tax, bond
measure, etc.),how voters would prefer additional revenue to be used,and how to properly phrase the
ballot label language. Our clients represent a diverse cross-section of large and small cities; urban,
suburban and rural communities; and we work with cities in Riverside County and throughout the
Inland Empire as well as elsewhere in Southern California,the Central Valley, the Central Coast, the
Bay Area, and in Northern California. We make it a priority to work closely with each city and local
stakeholder to design the research because we know every community is different and requires an
approach that addresses its own characteristics and needs.
The following 73 California cities have engaged FM3 since 2008 to help successfully pass ballot
measures to fund city services and programs(seven Riverside County cities are underlined):Alameda,
Arvin, Bellflower, Benicia, Berkeley, Capitola, Carson, Carpinteria, Canyon Lake, Cathedral
Cam, Cloverdale, Coachella, Commerce, Cotati, Culver City,Desert Hot Springs,Dinuba,Galt,
Gardena, Gilroy, Glendale, Grover Beach, Healdsburg, Hercules, Huntington Beach, Indio,
Inglewood, Kingsburg, Lakewood, La Mesa, La Habra, Lathrop, Larkspur, Los Angeles, Los
Banos, Martinez, Monterey, National City, Norwalk, Orinda, Oxnard, Palo Alto, Paramount,
Pasadena, Redondo Beach, Reedley, Riverside, Rohnert Park, Sacramento, San Anselmo, San
Bernardino, San Francisco, San Jose, San Luis Obispo, Sanger, Santa Ana, Santa Clara,Santa
Cruz, Santa Fe Springs, San Juan Capistrano,Santa Monica,Santa Rosa, Seal Beach,Seaside,
Selma,South El Monte,South Gate,South Pasadena,Stanton,Stockton,Vallejo,and Wildomar.
Most recently, in the November 2014 general election, FM3's research helped a number of California
cities, including Benicia, Berkeley, Canyon Lake, Cloverdale, Grover Beach, Indio. Monterey,
National City,Norwalk,Palo Alto,San Francisco,San Luis Obispo,Santa Ana,Seal Beach,and
Stanton, pass ballot measures to provide funding for Iocal public services. Our research also helped
pass countywide finance measures for the counties of Fresno and Humboldt.
In addition to determining overall support for a proposed ballot measure, our survey research tests
voter preferences for the funds raised. This approach enables our clients to better understand the
public's priorities,allowing each city to craft its ballot measure to address their residents'unique needs
and ensure the greatest level of support. We have adapted our experience in this field to the needs of
local governments which seek voter approval for both capital and operational budget increments.
In particular, our opinion research services and methods will:
0Identify the optimal 75-word measure title and ballot label, including specific words,phrases,
and language to use in developing the ballot resolution;
Fairbank,
Maslin,
kfaullin,
Metz&
Associales
Page 3
• Evaluate voters' responses to different funding mechanisms, e.g. a sales tax vs. utility users
tax (UUT)measure;
• Determine support for a general purpose vs. special purpose measure;
• Test voter support for programs,provisions,taxation rates, and funding initiatives; and
• Examine different educational messages and framing to help voters understand the City's
needs for additional revenue to maintain vital local services,and make specific
capital/infrastructure improvements.
✓ FM3 has provided research that helped guide local finance measures to victory with Menifee
voters in the last two consecutive elections (2012 & 2014). In 2012, FM3 provided research that
assisted Menifee's local high school district, the Perris Union High School District, secure voter
approval for the $153.42 million bond Measure T. Measure T was approved by local voters in
November 2012 with 61.8 percent support.
Two years later, FM3 was retained by Menifee's local community college district, the
Mt. San Jacinto Community College District, to provide research for a community college bond
measure. The district had previously placed a bond (Measure U) before voters in the November 2010
election, only to have it rejected. FM3 was brought in, and our research informed the college's
approach for designing a new measure intended for the 2014 ballot. In contrast to Measure U,the new
bond measure utilized a ballot label that emphasized the facilities improvements and projects that voters
found most important. In November 2014, despite its significantly higher price tag relative to the
previously rejected Measure U, Mt. San Jacinto's new bond, Measure AA, was approved with 58.8
percent support.
✓ FM3 has a deep familiarity with the opinions of voters throughout Riverside County, having
conducted a wide variety of opinion research projects with residents of the area on a diverse
range of issues. FM3 currently has the privilege of working with a number of cities and other local
government agencies throughout Riverside County to evaluate the viability of local revenue measures,
including the cities of Cathedral City, Hemet, Indian Wells, Indio, Palm Desert, and Temecula;
and special districts including the Beaumont Library District, the Desert Recreation District, and
the Jurupa Area Recreation and Parks District,among others. This significant portfolio of ongoing
work provides our team with the most current information available regarding trends in local public
opinion, issues of public concern, and data on communications strategies and messages that are
resonating and proving effective at increasing public awareness of the fiscal challenges facing local
government in nearby communities.
In addition to the seven Riverside County cities where FM3 has provided research to help pass one or
more local finance measure, our research has also aided local school districts throughout Riverside
County to pass bond measures, including Beaumont Unified School District,Corona-Norco Unified
School District, Hemet Unified School District, Lake Elsinore Unified School District, Palm
Springs Unified School District, Perris Elementary School District, Perris Union High School
District, and San Jacinto Unified School District. In 2014, our research helped the aforementioned
Mt.San Jacinto Community College District secure voter approval for a$295 million bond,Measure
AA, just four years after voters had defeated a similar measure. Another major local client is the
Riverside County Transportation Commission, for whom FM3 conducted research which helped
secure voter approval for the countywide transportation half-cent sales tax Measure hirba,:k,
Maslin,
Ifaullin,
Metz&
Associates
Page 4
FM3 also regularly conducts research among Riverside County residents on behalf of private sector
clients, such as the Morongo Indian Tribe and Southern California Edison, as well as Iocal elected
officials and political candidates. In this capacity, our firm serves as pollsters for State Senator
Richard Roth and Assembly member Jose Medina, among others.
Due to our extensive experience throughout Riverside County, our firm has a good sense of the local
political and social context needed for interpreting the needs, preferences, and opinions of Menifee
voters.
The following is a partial list of successful revenue measures that FM3 has provided research for in
Riverside County cities over the past several years:
• City of Riverside - FM3 has a track record of providing highly-accurate voter opinion research
for the City of Riverside in nearly every election in recent years.
o In June 2013, the City used our research to help pass Measure A, the Local Services &
Clean Water charter amendment in a low-turnout, vote-by-mail-only municipal general
election. Despite some local opposition, Measure A was approved, winning 67.8 percent
support from the community.
o In 2011, when the Riverside Library faced severe budget cuts as a result of City revenue
shortfalls during the Great Recession, our research helped the City secure voter approval
for Measure I,which protected and extended its existing$19 parcel tax,and provides over
$1.3 million in dedicated funding for the Riverside Library every year. Measure I garnered
support from over 85 percent of voters in the November 2011 local election.
o In 2010, when the City was facing a severe budget shortfall for capital projects because of
steep revenue declines as a result of reduced property values during the downturn of the
real estate market, our research helped the City secure voter approval for Measure V,
which generates more than $1.3 million every year for the City's capital budget by
increasing Riverside's transient occupancy (hotel room) tax from 11 to 13 percent.
Measure V was supported by nearly 66 percent of City voters in the November 2010
statewide general election.
• City of Cathedral City—After failing to pass ballot measures in several prior elections,FM3 was
hired by the City of Cathedral City to determine an effective strategic approach to gather support
for a local finance measure to help close a serious budget deficit that was threating to undercut
basic services for residents. Our research and consulting services helped the City design and pass
Measure L,establishing a new,three percent UUT which was approved by 68 percent of voters
in November 2008. Facing another budget shortfall due to a significant decline in revenue,
Cathedral City again retained FM3 in 2010 to assist with the development of an appropriate
strategy to gain public approval for a local finance measure to prevent significant cuts to city
services. Our research helped the City pass Measure H,a general purpose one-cent increase in
the City's sales tax for five years, which was approved in June 2010. FM3 again provided
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research for the City in 2013 that aided the success of Measure B in June 2014, which made
permanent the original one-cent sales tax authorized by Measure H in 2010.
• City of Wildomar—In early 2012, the City of Wildomar was part of a select group of recently-
incorporated California cities facing dire financial circumstances. Wildomar,which incorporated
in 2008,depended heavily—like other newly-incorporated cities—on pass-through vehicle license
fee (VLF) revenue from the state. When this source of funding was redirected away from local
governments by state government, the result was devastating for Wildomar, forcing the City to
close all but one of its neighborhood parks, and to depend solely upon community volunteers to
keep that park open. FM3 was hired by the City of Wildomar to explore the viability of various
revenue measure options for providing dedicated funds to re-open,maintain,and operate this city's
parks. Our research found that a parcel tax came closest to the required two-thirds support
threshold for a dedicated finance measure, and that voters found the amount of$24 per parcel
tolerable. FM3 also worked with the City's strategic communications consultants, who used our
research to educate and inform Wildomar voters about the need for the measure and what was at
stake. The resulting measure, Special Parcel Tax Measure Z, was passed with 68.6 percent
support in November 2012 by an electorate in which Republicans cast 50 percent of the votes.
• City of Desert Hot Springs—The City of Desert Hot Springs successfully passed Measure A,its
updated UUT telecommunication and modernization measure,during the May 2009 statewide
special election with a"Yes"vote of 74.6 percent. FM3's research on behalf of the City indicated
that voters were inclined to not only update and modernize the existing UUT, but also to increase
the rate by two percent—from five to seven percent. The survey results showed a high awareness
among residents that the City had limited financial resources, and that without additional funds
City government would be forced to make major cuts to public safety and other essential city
services. This awareness of the City's fiscal condition paired with voters' public safety concerns
were sufficient for the electorate to overwhelmingly agree to raise their UUT rate. The City of
Desert Hot Springs achieved its goal, working with the actionable recommendations provided by
FM3's research to update and increase its UUT ordinance.
✓ FM3 serves as the League of California Cities' primary Opinion Research Firm. FM3 research
for the League led to the passage of Proposition 22 in November 2010,which protects city and county
tax revenue and funds intended to be used for transportation projects and services. In addition, FM3
helped the League successfully pass Proposition 1A,the statewide Local Taxpayer Protection Act
in 2004. FM3's research services also helped the League and a coalition of local governments defeat
Proposition 90(November 2006)as well as a similar measure,Proposition 98,and pass Proposition
99 in the June 2008 Statewide election. FM3 also regularly conducts seminars and forums with the
League of California Cities to educate city leaders on how public opinion research can be used to
address the concerns,needs,and priorities of their residents,and provide additional funds for vital city
services.
FM3 is currently involved in ongoing research with a coalition of government interests, including the
League of California Cities, in efforts to reduce the local vote threshold on dedicated local taxes
from two-thirds to 55 percent,advocate for a regulatory role for local government in the event of
marijuana legalization, and to exclude stormwater revenue and fees from the popular vote
requirements of Proposition 218. Fairbank,
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Our firm understands the damaging impact of state takings on city governments, and the implications
of judicial decisions allowing the state to take local redevelopment funds. In fact, our research at the
state and local level shows that voters are extremely upset by the state taking local government
revenues. We would therefore apply our statewide research findings to help the City of Menifee
develop messaging and an effective strategic approach locally.
RESEARCH METHODOLOGY
FM3 provides opinion research that is tailored to meet the specific needs of its clients. FM3 does not
believe in the use of a"cookie-cutter"questionnaire for every community.
Therefore, the research process will begin with a detailed conversation with City of Menifee staff to
understand the City's specific needs, priorities, and expectations. Next, the survey questionnaire is
constructed based on input from City staff, other project team members and our own experience and
knowledge of revenue generation methodology and municipal finance measures.
Following this initial discussion, FM3 will draft the questionnaire and present it to City staff for review
and comment. After collecting comments and suggestions, FM3 will revise and refine the survey
questionnaire. It is common to go through several iterations of a questionnaire to ensure it is the best
possible research instrument. Before the actual survey begins, FM3 obtains approval from the City of
Menifee on the final version of the questionnaire.
In order to test different options including various finance measure options, ballot label language,uses of
funds, and determine the most effective thematic and strategic approach, FM3 recommends a survey
questionnaire that will take approximately 20 to 22 minutes for the average respondent to complete over
the phone. While a shorter survey could be conducted, it will not provide the ability to test the range of
ideas that we believe is necessary to meet the City's needs in this community outreach effort.
Some potential goals for the survey research could include:
• Determining public perception of the direction of the City;
• Determining overall satisfaction with living in the City;
• Gauging overall attitudes towards potential City taxes;
• Identifying perceptions of the City's financial management;
• Obtaining input from citizens on the current quality of city services in general, as well as key
services including public safety,parks and recreation, street maintenance, etc.;
• Exploring concerns about the impact of state budget cuts on vital city services;
• Gauging support of Menifee voters for general/special purpose sales tax measures and testing
related ballot language;
• Assessing what level of taxes Menifee voters are willing to contribute to maintain and/or enhance
the level of services;
• Understanding how voter support for a finance measure is affected by the inclusion of additional
accountability provisions, such as independent annual financial audits,a sunset clause, etc.;
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• Identifying priorities for funding city services and programs (such as establishing an independent
local Police Department), or conversely,which programs and services citizens do not want cut due
to lack of funds;
• Understanding reactions to messages on both sides ofthe debate for and against a revenue measure;
• Identifying the demographic characteristics of voters and other population segments for detailed
survey analysis.
Sample Selection:
FM3 proposes conducting a 20- to 22-minute baseline survey of 400 City of Menifee registered voters
likely to participate in the November 2016 Presidential EIection,via landline and cellular telephones. The
margin of error for a full sample of 400 is plus or minus 4.9 percent at the 95 percent confidence level;
the margin of error for population subgroups will be higher.
FM3 will use Statewide Information Systems (SIS) as its sample vendor. FM3 has worked with SIS, the
leading voter sample vendor in California,for the last two decades. SIS provides the most up-to-date lists
of voter names, addresses,telephone numbers(listed and unlisted landline and cell phone numbers),voter
party registration and past voter history(in which past elections individuals have voted). The voter sample
will consist of landlines and cell phone numbers used by City residents when they registered to vote in
Menifee. Additionally,FM3 will work with SIS to match names and addresses with other vendor lists of
all Menifee voters to ensure that those telephone numbers are up-to-date. FM3 is one of few public
opinion research firms to use this technique to ensure that all eligible voters have the same likelihood of
being called, regardless of whether they have changed their phone number to another landline or cell
phone since registering to vote.
Translation
According to FM3's analysis of the voter file database compiled by the Riverside County Registrar of
Voters,approximately 18 percent ofthe City of Menifee's likely2general election voters are of Latino
ancestry. Therefore, FM3 anticipates that a random sample of 400 will provide approximately 72
interviews among Latino voters. In order to ensure that primary language is not a barrier for this
population to participate in the City's survey, FM3 recommends translating the survey instrument into
Spanish and conducting interviews bilingually with English/Spanish capable interviewers.
FM3 routinely conducts surveys in both English and Spanish, and has the capability to translate and
administer the survey in Spanish or other languages at the request of the City. If the City opts for the
bilingual survey option, Kandi Reyes of Reyes & Associates (a small woman-owned business) will
translate the questionnaire under the supervision of FM3 Partner Dr.Richard Maullin, who is also fluent
in Spanish. Ms.Reyes' native language is Spanish; she is a certified translator by the State of California,
as well as the University of Mexico, and she has translated hundreds of survey instruments for FM3 over
the last 20 years.
Survey Pre-Testing:
Once approved for fielding, the survey questionnaire will be, ,ire-tested with a sufficient number of
respondents to assure ease of administration and flow. Such testing will also verify the length of the
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questionnaire and the survey questions' clarity and comprehensibility. The results of the pre-test will be
reviewed with City staff in order to determine if any adjustments need to be made before interviewing
proceeds.
Data Analysis:
Response data will be analyzed by FM3's Data Processing and Analysis Department staff using Survey
System software, a well-documented and widely used data"analysis software package. As needed, FM3
may augment Survey System with its own custom-designed statistical analysis program to report the
tabulation and cross-tabulation of data.
The day after interviewing has completed,FM3 will provide the City with"topline"survey results. These
results will present the overall percentage of respondents that chose each answer to each individual survey
question.
Within 36 to 48 hours from completion of the last interview, FM3 will provide the City with a
comprehensive set of cross-tabulated results. The cross-tabulated results will include a table for each
question or demographic variable in the survey,with a series of up to 200 columns indicating how various
subgroups of the population responded to each question. The cross-tabulated results will make it possible
to detect differences in responses to each survey question among subsets of the electorate: for example, it
will be possible to compare men and women; voters under age 50 and age 50 and over; ethnicity/race;
households with and without people under the age of 18; homeowners and renters; different income
groups; long-time residents and more recent arrivals; and many more subgroups of the City's population.
The Data Processing and Analysis Department staff employs a data checking and editing system to
eliminate errors and document the handling of data received from the interviewers. FM3's custom-
designed data processing software package can convert data to ASCII format or virtually any other format
commonly used.
Reports and Presentations:
FM3 will present findings to the Menifee City Council and other interested parties on dates to be
determined by the City. After FM3's report and presentation have been completed, FM3 will remain
available to answer follow-up questions from City staff. FM3 views the responses to the survey as an
ongoing data resource. If the need arises, FM3 can do further analysis to provide answers to follow-up
questions that may be posed by the City.
Deliverables: Upon conclusion of this project, the City will have received from FM3 all of the documents
listed below. All documents can be provided in hard-copy and electronic formats.
✓ Final survey questionnaire
✓ Topline survey results (the survey questionnaire with response percentages for each response
code)
✓ Cross-tabulated results (responses to all survey questions segmented by demographic,
geographic, attitudinal and behavioral subgroups of Menifee voters)
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✓ In-person PowerPoint presentation of key findings (color slides highlighting important
findings and conclusions)
✓ Raw data from the survey in electronic form (delivered in a file format chosen by the City)
Project Timeline:
FM3 is ready to begin conducting opinion research on behalf of the City immediately. One of our firm's
strengths is our ability to complete a course of research quickly and efficiently. A draft outline of the
timeframe within which project milestones will be completed follows below. Additionally,we are capable
of accelerating or otherwise adjusting this timeline to meet the City's needs.
Week I
• Authorization to proceed;kick-off meeting
• Finalize sample specifications and survey methodology and processes
• City provides relevant information for FM3 to begin drafting survey instrument
• Circulate first draft of survey for comment
• Revise initial survey draft based upon City staff review and comment
• Finalize survey draft for pre-testing
• Acquire the survey sample
• Conduct pre-test of survey instrument
• Translate survey instrument into Spanish
• Begin survey interviews
Week 2
• Continue conducting survey interviews
Week 3
• Complete survey interviews
• Produce topline results
• Debrief with City staff on the topline survey results
• Produce cross-tabulation report
• Produce reporting materials, including a summary of the survey's key findings and a graphic
presentation of the results
• Present research findings to City staff, elected officials and other stakeholders as needed
Ongoing
• FM3 assists in the development of the 75-word ballot title and summary, in the event the City
decides to place a measure on the November 2016 ballot
• FM3 remains available to present findings to City staff, consultants, elected officials or other
stakeholders as needed
• FM3 can conduct additional analysis of the survey data as needed; we view the survey results as
an ongoing resource for our clients
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RESEARCH COSTS
FM3 is prepared to conduct the survey research described in this proposal for a total cost of$29,750. This
cost figure is comprehensive, reflecting all costs for questionnaire development, Spanish translation,
bilingual telephone interviewing, data entry, cross-tabulation, data analysis, and preparation and
presentation of survey results. Direct incidental expenses,such as extra reproduction of reports and travel,
are not included but would be billed at cost if incurred.'
Of course, any number of alternative survey structures are possible, which may result in higher or lower
costs. FM3 is committed to working with you to tailor the research plan to fit your budget and meet your
research needs. Ifyou have any questions or would like more information,please do not hesitate to contact
us at our Los Angeles office as follows:
John Fairbank Adam Sonenshein David Sokolove
12100 Wilshire Boulevard 12100 Wilshire Boulevard 12100 Wilshire Boulevard
Suite 350 Suite 350 Suite 350
Los Angeles, CA 90025 Los Angeles, CA 90025 Los Angeles, CA 90025
(310) 828-1183 (Office) (310) 828-1183 (Office) (310) 828-1183 (Office)
(310)463-2230 (Cell) (310) 569-3653 (Cell) (617) 512-7656 (Cell)
John@FM3research.com Adam@FM3research.com Sokolove@FM3research.com
We would welcome the opportunity to work with you to craft a successful measure. Thank you for your
consideration.
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I FM3 charges for travel based on the IRS 2016 business mileage allowance of 0.54/mile. Fairbank
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