R-98-04-23-10A1 - 4/23/1998RESOLUTION NO. R- 98- 04- 23 -10A1
WHEREAS, the City has a need for professional consultation
services for statistical phone surveys, and
WHEREAS, Don Martin Public Affairs has submitted an agreement
to provide the needed services, and
WHEREAS, the City Council desires to enter into said
agreement with Don Martin Public Affairs, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City an agreement with Don Martin Public Affairs for
professional consultation services for statistical phone surveys,
a copy of said agreement being attached hereto and incorporated
herein for all purposes.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Resolution and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended, and the Act.
RESOLVED this 23rd day of April, 198.
ATTEST:
E LAND, Ci y Secretary
R:\ WPOOCS \RRSOLOTI \RSO423A1.WPD /ecg
CHARLES CUL R, Mayor
City of Round Rock, Texas
(1 Printed on Recycled Paper
Mr. Joe Vining
City of Round Rock
221 East Main Street
Round Rock, TX 78664
DON MAR] IN PUBLIC AFFAIRS
Writers E -mail
dmartin @dmpa.com
April 10, 1998 (Rev 4/15/98)
Re: Public Affairs / Phone Survey - Letter of Engagement
Dear Mr. Vining:
This letter shall serve as an agreement for terms of our engagement with the City of Round Rock.
Don Martin Public Affairs will provide public affairs consultation services to the City for the
following services:
• Statistical phone polling for two polls of residents of the City of Round Rock: 1)
Quality of Life Survey; and 2) City Services Survey. Both polls are to be
conducted by Montgomery & Associates of Austin, TX during the month of April
1998. Services include the development of both survey instruments, phone survey
for an approximate sample of 400 responses to each poll, statistical analysis of the
survey results, and a full report and executive summary of each poll. Mr.
Montgomery shall be available for presentation to the City Council and/or City
staff as requested by Mr. Vining to review the results of the poll.
• General consultation services relating to the development and execution of the
phone surveys described above, analysis and interpretation of results and
development of plans related to the survey results.
For this project, Don Martin will serve as the account executive and will oversee project
strategy, consulting, and be available for key contacts as needed.
Our work will be charged based on a flat fee for consulting services and the direct pass - through
of the Montgomery & Associates, Inc. costs for the survey work. One -half of the estimated fees
are due and payable prior to the start of the actual phone survey work, estimated to begin on or
about April 20, 1998. Fees for this project shall be as follows:
PUBLIC AFFAIRS • GOVERNMENTAL AFFAIRS • MELBA RELATIONS
3345 BRE CAVES RD. • SUITE 212 • AUSTIN, TEXAS 78746 -6692
PHONE (512) 328 -4055 • FAx (512) 328 -6174
dmartinaus@aol.com
Poll # 1 Quality of Life Survey $15,500
Poll # 2 City Survey $18,000
DMPA Consulting Services $ 3,000
Total Estimate Professional Fees $36,000
Admin Expenses (based on 5%
of DMPA fees) $ 150
One -half of this amount shall be due and payable prior to the beginning of actual phone
surveys going into the field (estimated date April 20). $18,075
Actual survey costs show above are for the maximum amount and may vary based on the
final number of questions and length of poll and shall be adjusted accordingly in our final
invoice. The survey costs shall not exceed those shown above unless approved in
writing by you.
Based on our understanding of the issues and services needed, we do not propose that our firm be
placed on a retainer and that our fees shall be limited to those indicated above.
We will also invoice you for a 5% administrative fee which is standard for all our projects. This
administrative fee covers the costs of all day -to -day administrative items such as copies,
telephone, cellular airtime, fax, delivery, mileage, supplies, postage and the like which will
therefore not be charged to your firm individually. We will bill you at cost and without markup
for any out -of- the - ordinary direct project expenses such as printing, direct mail, air travel, etc.
Invoices are considered due and payable within 30 days of billing date, after which time unpaid
amounts shall accrue interest at the rate of one percent per month on the outstanding balance. An
initial amount of one -half of the project estimate is due prior to the beginning of the phone work
and field survey.
No information about the polls will be released by our firm or Montgomery & Associates except
for that released by the City of Round Rock or as may be requested by the City (via Joe Vining)
to be released by us, if any. Information provided to the news media and other related parties by
us will be based on information provided to us by you and which will be deemed as accurate and
true. Your firm agrees to indemnify and defend Don Martin Public Affairs and to hold us, our
company, employees and subcontractors harmless on any activities undertaken by us in good
faith at your request, or in reliance on information provided by you to our firm. If such actions
result in the need for our involvement in any legal defense, swom testimony, providing
information under subpoena or other such activities you will pay for our services at our normal
billing rates.
Page -2-
Our engagement shall begin immediately and shall continue until the final report has been
delivered. In addition, we will be available to make one or more verbal reports to the City
Council and/or City staff at no additional charge.
This agreement may be canceled by either party by the giving of 30 days advance written notice
of cancellation to the other party. Cancellation of our engagement does not in any way relieve
you from payment in full for services actually rendered to the date of cancellation, if any.
If this agreement meets with your approval, please indicate your acceptance by signing below
and returning one signed, dated copy to our office. If not returned, I will assume that the terms
stated in this letter are agreeable to you unless I hear otherwise.
Accepted and Agreed
for the City of Round Rock:
By: / %,
Printed name: C CuLPPP■Pz
Title: /7) n. y02
(Attachments: None)
Sincerely,
Don Martin
Don Martin Public Affairs, Inc.
Page -3-
Date: April 17, 1998
Subject: City Council Meeting, April 23, 1998
Item: 10.A.1. Consider a resolution authorizing the Mayor to execute an
agreement with Don Martin Public Affairs for survey
services. Staff Resource Person: Joe Vining, Planning
Director
This agreement provides telephone polling services for two polls of randomly
selected citizens of Round Rock. Both polls will be conducted in April 1998. The
first poll will assess citizen satisfaction with city services and overall quality of
life in Round Rock. The second poll concerns growth, transportation and
community appearance issues which will provide background information for
the General Plan revision. Services include the development of both survey
instruments, phone survey for an approximate sample of 400 responses to each
poll, statistical analysis of the survey results, and a full report and executive
summary of each poll.
Mayor
Charles Culpepper
Mayor Pro-tem
Earl Palmer
Council Members
Robert S1 uka
Rod Morgan
Rick Stewart
Martha Chaves
Jimmy Joseph
City Manager
Robert L Bennett Jr.
City Attorney
Stephan L Sheets
CITY OF ROUND ROCK
May 1, 1998
Don Martin
Don Martin Public Affairs
3345 Bee Caves Rd. Suite 212
Austin, TX 78746
Dear Mr. Martin:
The Round Rock City Council approved Resolution No. R- 98- 04 -23-
10A1 at their regularly scheduled meeting on April 23, 1998.
Enclosed is a copy of the resolution and agreement for your files. If
you have any questions, please do not hesitate to call.
Sincerely,
Joanne Land
Assistant City Manager/
City Secretary
Enclosure
Fax 512 -218 -7097
221 East Main Street
Round Rock. Texas 78664
512 - 218 -5400
1400- 735 -2989 TDD 1- 800- 735 -2988 Voice