19-175 Service Order #04 05-14-2020 CITY OF CUPERTINO
MASTER AGREEMENT CONSULTANT SERVICES
SERVICE ORDER NO. 4
MASTER AGREEMENT #:MA Date:
Maximum Compensation:
Consultant:Firm Name:
Address:
Contact: Ph:
Project Name:
Description: (simple project description if appropriate)
Attachment A: Includes Description of Project, Scope of Service, Schedule of Performance
and Compensation
City Project Management
Managing Department: Public Works Project Manager:
Fiscal/Budget :
SO Acc't #:PO #:
Project #:Date:
Approvals:
Date:
Date:
Appropriation Certification: I hereby certify that an unexpended appropriation is available in the above
fund for the above contract as estimated and that fund are available as of this date of signature
City Finance:Date:
Encumbrance this Service Order:
MA End Date:
Consultant:
Env. Programs Manager:
Management Analyst
Master Agreement Maximum Compensation:
Master Agreement Unencumbered Balance:
Total Previously Encumbered to Date:
City of Cupertino Master Agreement Service Order - Page 1 of 1
$62,216
HF&H Consultants, LLC
10/15/19
pdeibler@hfh-consultants.com
Ursula Syrova
$37,525
2020-10
$250,000
520-81-801 700-702
$250,000
Peter Deibler
$150,259
Task Order for Community Survey
1/31/2022
4
201 N. Civic Dr., Suite 230 Walnut Creek, CA 94596
4
Rob Hilton May 13, 2020
Ursula Syrova May 13, 2020
May 14, 2020
Managing Tomorrow’s Resources Today
201 N. Civic Drive, Suite 230 Robert D. Hilton, Emeritus
Walnut Creek, California 94596 John W. Farnkopf, PE
Telephone: 925/977-6950 Laith B. Ezzet, CMC
www.hfh-consultants.com Richard J. Simonson, CMC
Marva M. Sheehan, CPA
Robert C. Hilton, CMC
May 8, 2020
Ms. Ursula Syrova
Environmental Programs Manager
City of Cupertino
Via email: UrsulaS@Cupertino.org
Subject: Task Order for Community Survey
Dear Ms. Syrova,
HF&H Consultants, LLC (HF&H) is pleased to provide you with this proposal to assist the City of Cupertino
(City) in conducting a residential community survey (Survey) regarding collection services for the new
franchise agreement with Recology South Bay (Recology). The survey will be designed to evaluate the
opinions and attitudes of City residents on a variety of issues related to solid waste management and
recycling needs and options. The results of the Survey will be used during the negotiations process to
assist City Council and Public Works in evaluating the sole-source negotiations with Recology and
determining the services and programs that the residents value most.
Community Survey
The following tasks and base fee estimate includes the scope of work for the Survey conductors (Godbe)
as well as HF&H’s oversight, review and coordination of the Survey and its results. HF&H and/or Godbe
will perform the following tasks:
1. The City, HF&H, and Godbe will conduct a project kick-off call to discuss the research objectives and
key services that shall be addressed in the Survey. HF&H will document the results of the call and
provide a summary of research objectives and key services to all parties.
2. Godbe will review resident, voter, property owner data, related previous opinion research data, and
other information about the City.
3. Godbe will create a Draft Questionnaire using information from Step 1 and Step 2 and present to the
City and HF&H for comments, input, and review. HF&H and the City shall review the Draft
Questionnaire and inform Godbe of revisions. HF&H, the City, and Gobe can make iterative revisions
to the Draft Questionnaire until the Survey is approved by the City. For purposes of this scope of work,
HF&H will budget up to 3 iterations of the Draft Questionnaire.
Managing Tomorrow’s Resources Today
Ms. Ursula Syrova
May 8, 2020
Page 2 of 4
4. Concurrently with Step 3, Godbe will work with the City to develop the sample Survey population
based on contact information available through voter registration and City-provided lists. Godbe will
work with the City to establish an email address and standard letter to include with the survey.
5. Godbe will design and refine a survey instrument of approximately 15 – 20 minutes in length. The
survey will be designed for both internet and telephone responses. Godbe will test the online survey
program, and train their telephone interviewing personnel on proper protocol, to ensure survey
quality and time limits.
6. After the survey testing and refinement is complete, Godbe will interview at least four hundred (400)
residents according to the City-approved sampling design to achieve a 95% confidence internal. This
is expected to occur over 2 full weekends.
7. Upon completion of the Surveys, Godbe will process and weight the data to adjust for population
distribution and strategic oversampling, as needed to reflect the resident population in the City.
Godbe will provide a Topline Report of aggregate findings for the City and HF&H to review prior to a
more detailed project analysis and reporting. HF&H and the City will discuss the Topline Report with
a call if needed.
8. After receiving comments, if any, Godbe will analyze the survey results and prepare a Draft Report of
findings, conclusions, and recommendations for the City and HF&H in PowerPoint format. HF&H and
the City will review the Draft Report, provide comments to Godbe. Based on comments received.
Godbe will present the Final Report to the City and HF&H.
9. Godbe will be available for post-Survey consulting on the results and recommendations from the
Survey throughout the range of potential follow-up activities as needed by the City and HF&H.
Fee Estimate
HF&H and Godbe propose to perform this work consistent with Godbe’s fee estimate and the billing
arrangements and rates included in HF&H’s master services agreement with the City. HF&H is not marking
up any costs associated with the subcontractor. We estimate that the fees required to perform this scope
of work will not exceed $37,525. Our estimate of the hours by person and task are presented below. HF&H
respectfully reserves the right to reallocate budget among staff and tasks within this total not-to-exceed
amount in order to accommodate issues that arise during the performance of work, which always varies
somewhat from the preliminary estimates.
Managing Tomorrow’s Resources Today
Ms. Ursula Syrova
May 8, 2020
Page 3 of 4
Schedule
HF&H anticipates the following schedule for the completion of each task within this scope of work. Our
ability to meet the following schedule is in part dependent upon the City’s ability to participate in the
meetings, appropriately limiting City comments to relevant parties, and Godbe’s ability to stick to their
proposed deadlines. Due to the current conditions surrounding the COVID-19 responses and restrictions
the availabilities of parties to conduct prompt review and approval may be altered. Known changes in this
schedule should be communicated to all parties and deadlines shall be adjusted accordingly.
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Total Proposed
$290 $285 $250 $155 $120 Hours Cost
1 Project Initiation and Survey Drafting 7 0 7 20 0 9,300$ 34 16,180$
2 Testing, Conducting Surveys, and Preparing Findings0 0 0 0 0 13,975$
0 13,975$
3 Drafts and Final Survey Reporting 2 0 4 4 0 2,750$
10 4,950$
4 Prepare for and Present to City Council 0 0 2 4 1 -$
7 1,240$
Total Labor - All Tasks 9 0 13 28 1 26,025$ 51 36,345$
Out-of-Pocket Expenses 100$
Total Budget 36,445$
Separate Council Meeting 2 0 2 0 0 4 1,080$
Total Budget - Separate Council Meeting 37,525$
Kick-off Meeting
Review of City Information & Survey Drafting
Sample Population Development
Survey Review & Revisions (Multiple)
Survey Testing and Technological Refinement
Conduct Surveys
Survey Data Processing
Topline Report Meeting
Analysis and Reporting - Draft Report
Analysis and Reporting - Final Report
Post-Survey Consulting
Prepare Council Meeting Presentation
Council Meeting Presentation
Jun-20 Jul-20 Aug-20
Community Survey
Task
Task 1
Task 2
Task 3
Task 4
May-20
Managing Tomorrow’s Resources Today
Ms. Ursula Syrova
May 8, 2020
Page 4 of 4
* * * * *
HF&H sincerely appreciates the opportunity to support the City on this important effort. If you have any
questions or concerns regarding this proposal, please do not hesitate to contact me directly at (925) 977-
6959 or rchilton@hfh-consultants.com.
Very truly yours,
HF&H Consultants, LLC
Rob Hilton, CMC
President