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HomeMy WebLinkAboutR-83-1032J - 8 3 - 8 0 8 8 /29,'83/rr • RESOILIJT ION NO. �'I —1032 A RFSOLIJIION AUTHORIZING THE CITY MANAGER 10 EXECUTE AN AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES, 91-1E3JECT TO THE CITY ATTORNEY'S APPROVAL AS TO FORM AND CORRECTNESS, WITH THE INSTITUTE FOR PUBLIC POLICY OPINION RESEARCH (IPPOR) TO CONDUCT A RECREATION NEEDS ASSESSMENT SURVEY FOR THE CITY OF MIAMI AT A COST OF $23,380 WITH FUNDS THEREFOR ALLOCATED FROM THE FISCAL YEAR 1983 DEPARTMENT OF RECREATION GENERAL FUND BUDGET. 13F IT RESOLVED BY THE COMMISSION OF THF_ CITY OF MIAMI, FLORIDA: Section 1. The City Manager is hereby authorized to execute an agreement for professional consultant services, subject to the City Attorney 's approval as to form and correctness, with the Institute for Public Policy Opinion Research (IPPOR) to conduct a Recreation Needs Assessment Survey for the City of Miami at a cost of $23,380 with funds therefor lie reby allocated from the Fiscal Year 1983 Department of Recreation General Fund Budget. PASSED AND ADOPTED this 16th day of November , 1983. ATTEST: A PH G. ONGIE 1 CITY CLERK PREPARED AND APPROVED BY: ROBE C AR - DEPUTY CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: �JUBE R. GARCIA-PED S9 1TY ATTORNEY u . Ferre MAURICE A. FERRE M A Y O R CITY COMMISSION MEETING qF NOV 16 1983 ESolu I lUl, irk. -1 EMARKS 41 CITY OF MIAMI. FL.ORIDA :NTER-OFFICE MEMORANDUM toward Y. Gary ,;ty Manacer '4anohar S.;'Surana, Director =Ro" Department',a:;X4 naoement and Budget 1 OATS August G:7, 1983 ALE jA U, 12 �l SUB.rECT Contract Award: Recreation Community Needs Assessment 9EFERENCES: ENCLOSURES. It is recommended that the City Commission approve the attached resolution authorizing the City Manager to execute an agreement for professional consultant services with the Institute for Public Policy Opinion Research (IPPOR) to conduct a Recreation 'Deeds Assessment Survey for the City of Miami at a cost of 323,380 with monies therefore being allocated from the fiscal year 1983 Recreation Oepartment's General Fund Budget. On June 15, the City Commission authorized you by Resolution No. 83-538 to engage a consultant in an amount not to exceed S25,000 for the purpose of concuctina a recreation community needs assessment. The intent of the community needs assessment is to objectively determine resident desires for recreation, activities. As a result of information acquired from the needs assessment, the output of the Recreation Department will be directly aligned to resident service demands. Additionally, recreational activities will be planned and scheduled on an annual basis with an emphasis on flexibility. To initiate the consultant procurement process, a Request fer Proposal (RFP) was sent to three research organizations on June 15, 1983. The three organizations are listed as follows: (1) Behavioral Science Research Institute (3SRI) (1) Delta Systems Consultants, Inc. (OSC) (3) Institute for Public Policy Opinion Research (:PPOR) Each organization was asked to respond to the survey specifications attached as Ex^ibit i. Only BSRI and iPPOR submitted proposals. OSC informed this depart- ment by telephone or. June 24, 1983, that it �iad research commitments to the State of Ficriea and could not undertake the reeds assessment. ^e :rrposa;_ sucmitte^ oy BERI and IPFOR are similar in rethodology anQ cost. :2nera _, _re •-iletno(oicay .s z:mo'ration of ';40 types of surveys ') a e i =.'lone sur': ey of ^arccmi se i ect3Q "ousenC l cs Ali tni n the corporate l'.aii is 0' the C ty Cf '41anti, and 1'j 3n irdeotn '3Ce-t:.- aCe Participant survey to be CCncuc.ad at s2iecte0 recreation aC Titles. one cost or the BERI prcposea survey is :2=,500 and n e c.st of _h i?POR proosed survey is 323,38C. _.mmary tacuiation of tre two proposals is __tacnea as Exnibit 83-1032 Page 2 RE: Recreation :.;=unity ?leads Assessment August 29, 1983 The Department of Management and Budget recommends that a contract be awarded to !POOR as a ceneral comparison between the two pr000sals reveals that IPPOR offers signi`icantly more research for the dollar. Essentially, the scone of IPPOR's services will include: (1) the construction and pretesting of a telephone survey of no more than 60 questions and a face-to-face user survey of no more than 30 questions, (2) the determination of appropriate survey sample sizes, (3) the performance of 1,050 randomly selected teleohone interviews, (4) the performance of 900 face-to-face interviews at twelve recreation facilities, and (5) the generation and presentation of a final report. The completion time frame for the needs assessment is eight weeks. IPPOR's proposal is attached as Exhibit III. IPPOR is an institute of the Florida International University/Florida Atlantic University Joint Center for Environmental and Urban Problems. During the last ten years, the Joint Center has established a fine record in applied research on urban and environmental problems. This record was acquired under the leadership of Or. John OeGrove who is currently on leave from the Joint Center to serve as Florida State Secretary of Community Affairs. IPPOR has recently performed a major public opinion survey for Broward County and is initiating a major county -wide opinion survey for the Palm Beach County Ccmmission. To confirm the effectiveness of the Broward County survey, Mr. Floyd Johnson, Broward County Administrator, was contacted. Mr. Johnson was satisfied with the performance of 1PPOR. ;We have been advised by the Law Oepartment that since the cost of these profes- sional services is less than $50,000, competitive negotiations including the use of selection committees are not required. Finally, it is recommended that a steering committee and coordinator be iden- tified upon award of the contract to adequately manage the activities of the consultant. 83-1032 9 June 16, 1983 Exhibit 1 The City of Miami is requesting proposals from consultants for the development of a Recreation Community Needs Assessment. The purpose of the Recreation Needs Assessment is to provide the City of Miami Administrators with a determination of community needs and preferences for recreation programming and analysis of current participation. Specifications The Recreation Community Needs Assessment shall consist of at least the following components: I. Development of surveX questionnaire. Including: ( urvey questionnaire construction (B) Survey pretest (C) Preparation for data collection II. Determination of appropriate survey sample size. III. Collection of data. Including: Duplicating a sufficient number of survey forms (8) Interviewing residents by telephone and face-to-face interviews at the City's park and recreation facilities. (C) Coding, editing, correcting data, and preparing data for keypunch or data entry. D. Anal sis of data. Including: r eypuncn or entry of data (B) Computer analysis of data by SPSS or eouivalent (C) Furnish raw survey data on computer tape. 83-1032 Reviewing report with City of Miami staff Editing and revising final report, if necessary Providing 25 copies for distribution by the City of Miami. Please submit proposals including project cost Director, Department of Management and Budget, 174 Floor), ,Miami, Florida, 33131 by June 24, 1983. Sincerely, \ � 1 K. W u 83-1032 COMPONENT Corporate Status Survey Cost Telephone Interviews Number Items/Length User Survey Number Items/Length Pretest Bilingual Survey TABULATION RECREATION NEEDS .aSSESSiMENT RFP 3SRI Nonprofit 522,500 i30 10 minutes (est. 25-30 items) 200 interviews 20 minutes (est. 50-60 items) Yes Yes Exhibit Ii IPPOR Nonprofit 323,380 1,050 60 items ( 15 -20 min.) 900 interviews 30 items (7-10 min.) Yes Yes IPPOR/Institute for Public Policy Opinion Manohar S. Surana, Director Department of Management and Budget City of Miami 174 East Flagler Street Miami , F1 o rida 33131 Pursuant to your request for proposals of June 16, 1983, for the development of a Recreation Community Needs Assessment, the Institute for Public Policy Opinion Research of Florida International University and Florida Atlantic University is hereby submitting such a proposal. We trust our proposal meets or exceeds all of the specifications of your request. Should any additional information be required, please do not hesitate to call on us. Very truly ours . Arthu Heis 4 JAH/Jy enclosure 1515 Vest Commercial Boulevard. Fort Uuderdale, Florida 33309 (305) 7"6-1430 An Institute of the Joint Center for Environmental and Lrban Problems of Florida Atlantic Vnn•ersay and Florida International University 83-1032 IPPOR/Institute Pubiic Polio. Opinion Research 1515 west Commercial Boulevard. Fort Lauderdale. Flonda 33309 (305)-6-1i30 An Institute of the Joint Center for Environmental and Urban Problems of Florida AILMIc University and Florida International University 83-1032 ..! 0 o OV ERV I EW The Institute for Public Policy Ooinion Research (IPPOR) of the FAU/FIU Joint Center for Environmental and Urban Problems (a non-profit organization) proposes to conduct a random digit -dialed telephone survey of City of Miami residents 12 years or older, and a face-to-face survey of city recreation facilities and programs, to assess their opinions regarding questions of importance to the management and staff of the City of Miami, Recreation Department. The telephone survey of these City of Miami residents will be based on a questionnaire of no more than 60 items and will be administered to a sample of approximately 1,050 persons, drawn in proportion from each of 12 neighborhoods comprising the City. The questionnaire to be used in the telephone survey will be based on information provided to IPPOR in inter- views with City of Miami Recreation Department officials. The questionnaire to be used in the face-to-face survey of users of City of Miami recreation facilities and programs will be designed in similar fashion. Given that this is the City of Miami's initial community -wide recrea- tion needs assessment, the questionnaires will be designed in such a manner so that the data they produce can be readily used as a benchmark should it be decided to conduct follow-up surveys in subsequent years. In view of Miami's large Spanish-speaking population, bi-lingual interviewers and survey instruments prepared in Spanish will, of course, be used whenever appropriate. o EXECUTION OF SURVEYS Upon approval of a contract with IPPOR, the following steps need to be taken to execute the survey: 1. Project Coordination To assure execution of the project within the time schedule and costs set forth below, the City of Miami is requested to designate an individual who will serve as liaison between the City and IPPOR. This should be an experienced person who is fully knowledgeable of the City of Miami Recrea- tion Department and who can assist IPPOR in locating information needed in connection with the survey, to arrange meetings with departm-ent officials, etc. Normally, such a person spends no more than ten to fifteen hours on this liaison function in the course of a survey. 2. Telephone Survey a. Questionnaire Development The director of IPPOR will interview in depth up to 10 recreation officials identified by the City of Miami. To adhere to the time schedule g3"1432 U and costs set forth below, first week of aoproval of within no more than three these interviews will form telephone survey of City o these interiiews need to take place within the the pro;;ect and should 5e scheduled to take place consecutive days. The information gathered through the basis of the questionnaire to be used in the f Miami residents and in the user survey. (1)a. It is IPPOR's experience that it is usually impossible to include in a Public Policy Opinion Survey every issue identified by all those who are interviewed. Therefore, during the interviews with the officials, each official will be asked to rank -order the issues to be included in the questionnaire. This rank -ordering of issues and the agreed questionnaire length will determine the questions to be included in the questionnaire. b. Questionnaire Design IPPOR will develop a questionnaire of no more than 60 items to be used in the telephone survey. IPPOR will submit a draft of the question- naire to the Director of the Recreation Department or his designee(s) for review. It is understood that the City of Miami reserves the right to delete specific questions, and to have IPPOR replace those deleted from the survey instrument. Again, to adhere to the time schedule set forth below, this review of the instrument should be accomplished directly upon submis- sion of the draft questionnaire. c. Sample Design IPPOR will employ a sample suitable for a random digit -dialed telephone survey of City of Miami residents 12 years or older. A propor- tionate stratified random sample will be employed to assure that each of the City of Miami's 12 neighborhood districts is proportionately represented. The total number of persons to be interviewed will be approximately 1,050, meaning that the overall margin of sampling error will be plus or minus three percent at the .95 level of confidence. However, the margin of sam- pling error for each neighborhood will be greater than plus or minus three percent, ranging from approximately plus or minus five percent to approxi- mately plus or minus eight percent. d. Interviewer Training All IPPOR telephone interviewers usually hold at least the bach- elor's degree, normally in the social sciences or a closely related area, and are specifically trained for telephone survey interviewing in two stages: firs;., all interviewers are trained in survey interviewing gener- ally; second, they are trained for each specific survey IPPOR conducts. Toward that end, special manuals are prepared for each specific su r+ey to give the interviewers detailed, uniform instructions for that particular survey. All interviewers are constantly supervised in the central facility where they work. This is done by an ecually trained and experienced inter- viewing coordinator. That person is supervised by the director of IPPOR 83-1032 who is normally present when irate rtiews are conducted. To assure the com- plete integrity of the interviewing process and to monitor the quality of interviews, IPPOR supervisors validate a number of the interviews conducted by the interviewing staff by calling some of the persons who have been interviewed to check that the interview has indeed taken place and to check on the performance of the interviewers. (All IPPOR interriiewers are aware of this procedure.) e. Pretest Upon review of the questionnaire by the City of Miami, the entire survey will be pretested. all survey systems will be checked during this pretest. The pretest will be conducted on a mini -sample of City of Miami residents, not exceeding 50 telephone households. If desired, IPPOR will verbally report on the results of the pretest to the City. f. Interviewing The interviewing of approximately 1,050 City of Miami residents will be conducted on weekdays between 6:00 and 10:00 PM and during the day on the weekend. g. Data Analysis Upon completion of the interviews, the data tethered through the interviews will be computer -tabulated and analyzed as appropriate. SPSS (Statistical Package for the Social Sciences) will be used to process the data, analyze them, and produce tables of the findings. 3. User Survey a. Questionnaire Development and Design The instrument to be employed in the user survey will, of course, also draw on the interviews conducted with City of Miami recreation officials. However, two additional steps will be taken in the design of the user ques- tionnaire. First, meetings will be conducted with an appropriate number of Community Recreation Committees to receive input from these groups. Second, the design of the user instrument will not be finalized until the outcome of the telephone survey is known, thus making it possible to closely dove- - taii the two instruments. For the user survey, IPPOR will employ an instrument of no more than 30 items. A draft of the questionnaire will be submitted to the Direc- tor of the Recreation Department for review and comment. b. Sample Design IPPOR will conduct the user survey at no more than 12 parks or recreation facilities purposively selected in cooperation with City of Miami officials. In each of these facilities an average of 75 face-to-face inter- views will be conducted with randomly selected facility users aged 12 or older, with the larger number of interviews conducted at the more heavily used facilities, the smaller nL.-nber at those used less heavily. 83-1032 U n c. Interview Training Standards comparable to those set forth above for the telephone interviewers will be followed with the face-to-face interviewers. d. Pretest Upon review of the user questionnaire by the City of Miami, all systans of the user survey will be pretested. The pretest will be conducted on a mini -sample of park or recreation facility users, not exceeding 50 in number. If desired, IPPOR will verbally report on the results of the user pretest to the City. e. Interviewing The interviews with park and recreational facility users will be conducted during the hours when these facilities are open to the public. The interviewing times will be staggered so that early, late, week -end users, etc., will all have an approximately equal chance of being inter- viewed. f. Data Analysis The data gethered in the user interviews will be analyzed in the same manner as the data generated by the telephone survey. 4. Final Report . A final written report will be prepared, identifying major trends and issues. Included in the report will be executive summaries of the findings, more detailed descriptions of the findings, tabulations of all answers obtained as well as tables of cross -tabulations referred to in the written report. As requested, 25 copies of the report will be prepared. Also, a com- puter tape of the data obtained will be delivered to the City at the same time. o COST The cost of the 60-item telephone survey involving a sample of approx- imately 1,050 respondents is $11,957. The cost of the 30-item face-to-face user survey involving approximately 900 respondents at 12 recreational faci- lities or parks if 511,423. Thus, the total co-st of the requested Recreation Community Needs assessment is S23,280. 1. Should the number of items used in the questionnaires fall substantially below the number agreed upon, any resulting saving will be subtracted from the total cost stated above. 83-1032 5 2. The cost given above holds for authorization of the project within 90 days of submission of this proposal, 3. It is proposed that one-third of the total cost be paid within (5) five business days of the completion of the telephone survey pretest, one third within five (5) business days of the completion of the used su r�ey pretest, and the remainder upon submission of the final report. o TIME SCHEDULE Upon approval by the City of Miamo of the proposed Recreation Commun- ity Needs Assessment, the following schedule would be met to execute the surveys: TASKS WEEKS 1. Project initiation 2. In-depth interviews -.._ 3. Questionnaire design. --telephone --user- 4. Questionnaire review by City --telephone - --user S. Sampling --telephone -- --- _ --user -- --- 6. Finalization of question- aires --telephone - --user - 1. Interviewer training & pretest --telephone •- --user - - 83-1 0 TIME SCHEDULE continued 8. Interviewing & coding --telephone --user 9. Computer pro- gramming and data process- ing --telephone --user 10. Report writing, & reproduction and submission o QUALITY AND INTEGRITY OF THE SURVEY While IPPOR will work in close consultation with City of Miami offi- cials in the conduct of the surveys --because we are convinced that this will result in a product more useful to city decision -makers --the Institute, to assure the integrity of all surveys it conducts, preserves the right to make all final decisions regarding the design of the sample, the selection of interviewers, the wording of questions, the analysis of the data, the writing of the final report, and all other technical matters. In the conduct of the surveys, IPPOR will adhere to generally accepted scientific methods and techniques used in the conduct of random -digit dialed telephone surveys and surveys based on face-to-face interviews. To assure the best possible end -product, IPPOR may also acquire the services of experts in relevant areas from among the faculties of Florida International University and/or Florida Atlantic University or qualified persons outside of these institutions without, of course, any increase in the above stated cost to the City of Miami. Given the research orientation of IPPOR, the Institute, for six months, will monitor the use by City of Miami officials of the findings of the sur- vey, at no additional cost, of course, to the City. o REFERENCES The Honorable Jack Fried, Chair Board of County Con,nissioners Broward County Courthouse 201 SE 6th Street Fort Lauderdale, Florida 33301 (305) 765-5474 Floyd T. Johnson County Administrator Broward County Broward County Courthouse 201 SE 6th Street FortLauderdale, Florida 33301 (305) 765-5140 83-10 L J U 7 o PROJECT MANAGEMENT The project will be directed by Or. J. ,Arthur Heise, director of the Institute for Public Policy Opinion Research. Or. Heise holds a Ph.O. in public administration from the Maxwell School at Syracuse University. He has been on the faculty of Florida international University for nine years, serving as a tenured member of the Public Administration faculty. His research activities have resulted in two books, more than 20 articles and monographs, and numerous presentations at national professional conferences. He is the developer of the concept of Public Policy Opinion Surveys whose specific aim it is to enable local government policy -makers to obtain accur- ate, timely, and affordable feedback from the community whom they serve. Dr. Heise's experience as an academic is seasoned by broad experience work- ing in or with government at various levels. For instance, he has served as consultant to government in the U.S. and abroad, including the Office of the President of Mexico, and as a senior staff member of the assistant secretary for public affairs in what was then the Department of Health, Education and Welfare in Washington, OC. He has also been a reporter and editor with the Buffalo (NY) Evening News and the Associated Press in 'Test Berlin. Dr. Hugh Gladwyn will be in charge of all statistical analysis, computer operations, and the day-to-day questions of the project. Also on the faculty of Florida International University, Dr. Gladwyn holds a Ph.D. from Stanford University. A broadly experienced specialist in computer operations and research methodology in the social sciences, Dr. Gladwyn has worked with FORTRAN, BASIC, and PASCAL programming languages, with micro -computers (including IBM PC with PC -DOS, BASICA, 'Wordstar and Visi- calc) and mainframes, including IBM 360s and 370s with a variety of IBM operating systems. His major programming application areas are statistical and forecasting analysis, data management, and decision -simulation modeling. 83-10