HomeMy WebLinkAbout101-25 - Evolve Market Research - ContractDocusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
Port Orchard Contract #: 101-25
Authorized Amount: $13,500
Date Start: December 1, 2025
Date End: December 31, 2027
CONSULTANT SERVICES AGREEMENT
THIS AGREEMENT is entered into by and between the City of Port Orchard, Washington,
a municipal corporation organized under the laws of the State of Washington ("City") and Evolve
Market Research, ("Consultant") organized under the laws of the State of Massachusetts, located and
doing business at 82 Wendell Ave STE 100, Pittsfield, MA 01201, (508) 921-0597, Eric Lanthier
(hereinafter the "Consultant").
RECITALS:
WHEREAS, the City desires to have certain services performed for its residents; and
WHEREAS, the City has selected the Consultant to perform such services pursuant to certain
terms and conditions;
NOW, THEREFORE, in consideration of the mutual benefits and conditions set forth below, the
parties agree as follows:
AGREEMENT:
1. Scope of Services to be Performed by Consultant.
The Consultant shall perform those services described on Exhibit "A," which is attached hereto and
incorporated herein by this reference as if set forth in full, provided services to be provided in 2027 shall
not be performed until issuance by the City of a Notice to Proceed. In performing such services, the
Consultant shall at all times comply with all federal, state, and local statutes, rules and ordinances
applicable to the performance of such services and the handling of any funds used in connection
therewith. The Consultant shall perform the services diligently and completely and in accordance with
professional standards of conduct and performance. The Consultant shall request and obtain prior
written approval from the City if the scope or schedule is to be modified in any way.
If the services provided hereunder are funded in whole or in part under a Grant Funding
Agreement, then Consultant will comply with the terms of such Grant Funding Agreement to ensure that
the City is able to obtain the maximum funding under such Grant Funding Agreement. If this applies, the
City will provide the Consultant with a copy of the Grant Funding Agreement.
2. Compensation.
The City shall pay the Consultant for services rendered according to the rates and methods set forth
below.
City of Port Orchard and Evolve Market Research
Updated 4/20221BDR
Page 10112
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
0 LUMP SUM. Compensation for these services set forth in Exhibit A shall be a Lump Sum of
$6,500 for 2026, and $7,000 for 2027. 2027 services and payment for the associated work are
contingent upon appropriation of funds by the City Council in the 2027 budget and issuance of
an associated Notice to Proceed by the City.
3. Payment.
A. The Consultant shall maintain time and expense records and provide them to the City
monthly after services have been performed, along with monthly invoices in a format acceptable to
the City for work performed to the date of the invoice.
B. Subject to the terms hereof, all invoices shall be paid by City warrant within thirty (30)
days of receipt of a proper invoice. If the City objects to all or any portion of any invoice, it shall so
notify the Consultant of the same within fifteen (15) days from the date of receipt and shall pay that
portion of the invoice not in dispute, and the Parties shall immediately make every effort to settle the
disputed portion.
C. The Consultant shall keep cost records and accounts pertaining to this Agreement
available for inspection by City representatives for three (3) years after final payment unless a longer
period is required by a third -party agreement. Copies shall be made available on request.
D. On the effective date of this Agreement (or shortly thereafter), the Consultant shall
comply with all federal and state laws applicable to independent contractors, including, but not limited
to, the maintenance of a separate set of books and records that reflect all items of income and expenses
of the Consultant's business, pursuant to Revised Code of Washington (RCW) 51.08.195, as required by
law, to show that the services performed by the Consultant under this Agreement shall not give rise to
an employer -employee relationship between the parties, which is subject to Title 51 RCW, Industrial
Insurance.
E. If the services rendered do not meet the requirements of the Agreement, the Consultant
will correct or modify the work to comply with the Agreement. The City may withhold payment for such
work until the work meets the requirements of the Agreement. The City shall pay the Consultant for
services rendered within ten (10) days after City Council voucher approval. However, if the City objects
to all or any portion of an invoice, it shall notify Consultant and reserves the option to only pay that
portion of the invoice not in dispute. In that event, the Parties will immediately make every effort to
settle the disputed portion.
F. The City reserves the right to direct the Consultant's compensated services before
reaching the maximum amount.
4. Duration of Agreement.
A. This Agreement shall be in full force and effect for a period commencing on December
1, 2025 and ending December 31, 2027 unless sooner terminated under the provisions of this
City of Port Orchard and Evolve Market Research
Updated 4/20221BDR
Page 2 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
Agreement. The City reserves the right to offer two (2) one-year extensions prior to expiration of the
Agreement to retain the Consultant's services.
B. Time is of the essence of this Agreement in each and all of its provisions in which
performance is required. If delays beyond the Consultant's reasonable control occur, the Parties will
negotiate in good faith to determine whether an extension is appropriate.
C. The Consultant is authorized to proceed with services upon receipt of a written Notice
to Proceed.
5. Standard of Care.
The Consultant represents and warrants that it has the requisite training, skill, and experience
necessary to provide the services under this Agreement and is appropriately accredited and licensed
by all applicable agencies and governmental entities. Services provided by the Consultant under this
Agreement will be performed in a manner consistent with that degree of care and skill ordinarily
exercised by members of the same profession currently practicing in similar circumstances.
6. Ownership and Use of Documents.
A. Ownership. Any records, files, documents, drawings, specifications, data, or
information, regardless of form or format, and all other materials produced by the Consultant in
connection with the services provided to the City, shall be the property of the City whether the project
for which they were created is executed or not.
B. Records preservation. Consultant understands that this Agreement is with a government
agency and thus all records created or used in the course of Consultant's work for the City are
considered "public records" and are subject to disclosure by the City under the Public Records Act,
Chapter 42.56 RCW ("the Act"). Consultant agrees to safeguard and preserve records in accordance
with the Act. The City may be required, upon request, to disclose the Agreement, and the documents
and records submitted to the City by Consultant, unless an exemption under the Public Records Act
applies. If the City receives a public records request and asks Consultant to search its files for responsive
records, Consultant agrees to make a prompt and thorough search through its files for responsive
records and to promptly turn over any responsive records to the City's public records officer at no cost
to the City.
7. Relationship of the Parties; Independent Consultant.
The Parties intend that an independent contractor -client relationship will be created by this
Agreement. As the Consultant is customarily engaged in an independently established trade which
encompasses the specific service provided to the City hereunder, no agent, employee, representative
or sub -consultant of the Consultant shall be or shall be deemed to be the employee, agent,
representative or sub -consultant of the City. In the performance of the work, the Consultant is an
independent contractor with the ability to control and direct the performance and details of the work,
the City being interested only in the results obtained under this Agreement. None of the benefits
City of Port Orchard and Evolve Market Research
Updated 4/20221BDR
Page 3 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
provided by the City to its employees, including, but not limited to, compensation, insurance, and
unemployment insurance are available from the City to the employees, agents, representatives, or sub -
consultants of the Consultant. The City shall not be responsible for withholding or otherwise deducting
federal income tax or social security or contributing to the State Industrial Insurance Program, or
otherwise assuming the duties of an employer with respect to the Consultant, or any employee of the
Consultant. The Consultant will be solely and entirely responsible for its acts and for the acts of its
agents, employees, representatives, and sub -consultants during the performance of this Agreement.
The City may, during the term of this Agreement, engage other independent contractors to perform
the same or similar work that the Consultant performs hereunder.
8. Indemnification.
Consultant shall defend, indemnify, and hold the City, its officers, officials, employees, agents, and
volunteers harmless from any and all claims, injuries, damages, losses or suits including attorneys' fees,
arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this
Agreement, except for injuries and damages caused by the sole negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115,
then, in the event of liability for damages arising out of bodily injury to persons or damages to property
caused by or resulting from the concurrent negligence of the Consultant and the City, its officers,
officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend,
hereunder shall be only to the extent of the Consultant's negligence.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED
HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE,
TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THIS WAIVER HAS BEEN
MUTUALLY NEGOTIATED BY THE PARTIES.
The provisions of this section shall survive the expiration or termination of this Agreement.
9. Insurance.
The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims
for injuries to persons or damage to property which may arise from or in connection with the
performance of the work hereunder by the Consultant, its agents, representatives, or employees.
A. Minimum Scope of Insurance. Consultant shall obtain insurance of the types
described below:
Commercial General Liability insurance shall be written on ISO occurrence form CG
00 01 and shall cover liability arising from premises, operations, independent
Consultants and personal injury and advertising injury. The City shall be named as
an insured under the Consultant's Commercial General Liability insurance policy
with respect to the work performed for the City.
City of Port Orchard and Evolve Market Research
Updated 4/20221BDR
Page 4 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
ii. Workers' Compensation coverage as required by the Industrial Insurance laws of the
state in which the work will be performed.
iii. Professional Liability insurance appropriate to the Consultant's profession.
B. Minimum Amounts of Insurance. Consultant shall maintain the following insurance
limits:
Commercial General Liability insurance shall be written with limits no less
than $1,000,000 each occurrence, $2,000,000 general aggregate.
ii. Professional Liability insurance shall be written with limits no less than
$1,000,000 per claim and $1,000,000 policy aggregate limit.
C. Other Insurance Provision. The Consultant's Commercial General Liability, and
Professional Liability insurance policies are to contain, or be endorsed to contain, that they shall be
primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage
maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A -VII.
E. Verification of Coverage. The Consultant shall furnish the City with original
certificates and a copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the Consultant before
commencement of the work.
F. Notice of Cancellation. The Consultant shall provide the City with written notice
of any policy cancellation, within two business days of their receipt of such notice.
G. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain
the insurance as required shall constitute a material breach of contract, upon which the City may, after
giving five business days' notice to the Consultant to correct the breach, immediately terminate the
contract or, at its discretion, procure or renew such insurance and pay any and all premiums in
connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole
discretion of the City, offset against funds due the Consultant from the City.
H. No Limitation. Consultant's maintenance of insurance as required by the
Agreement shall not be construed to limit the liability of the Consultant to the coverage provided by
such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity.
10. Record Keeping and Reporting.
A. The Consultant shall maintain accounts and records, including personnel,
property, financial, and programmatic records, which sufficiently and properly reflect all direct and
City of Port Orchard and Evolve Market Research
Updated 4/2022 IBDR
Page5 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
indirect costs of any nature expended and services performed pursuant to this Agreement. The
Consultant shall also maintain such other records as may be deemed necessary by the City to ensure
proper accounting of all funds contributed by the City to the performance of this Agreement.
B. The foregoing records shall be maintained for a period of seven (7) years after
termination of this Agreement unless permission to destroy them is granted by the Office of the
Archivist in accordance with Chapter 40.14 RCW and by the City.
11. City's Right of Inspection and Audit.
A. Even though the Consultant is an independent contractor with the authority to control
and direct the performance and details of the work authorized under this Agreement, the work must
meet the approval of the City and shall be subject to the City's general right of inspection to secure the
satisfactory completion thereof. The Consultant agrees to comply with all federal, state, and municipal
laws, rules, and regulations that are now effective or become applicable within the terms of this
Agreement to the Consultant's business, equipment, and personnel engaged in operations covered by
this Agreement or accruing out of the performance of such operations.
B. The records and documents with respect to all matters covered by this Agreement shall
be subject at all times to inspection, review or audit by the City during the performance of this
Agreement. All work products, data, studies, worksheets, models, reports, and other materials in
support of the performance of the service, work products, or outcomes fulfilling the contractual
obligations are the products of the City.
12. Work Performed at the Consultant's Risk.
The Consultant shall take all precautions necessary and shall be responsible for the safety of its
employees, agents, and sub -consultants in the performance of the work hereunder and shall utilize all
protection necessary for that purpose. All work shall be done at the Consultant's own risk, and the
Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or
held by the Consultant for use in connection with the work.
13. Termination.
A. Termination without cause. This Agreement may be terminated by the City at any time
for public convenience, for the Consultant's insolvency or bankruptcy, or the Consultant's assignment
for the benefit of creditors.
B. Termination with cause. This Agreement may be terminated upon the default of the
Consultant and the failure of the Consultant to cure such default within a reasonable time after
receiving written notice of the default.
C. Rights Upon Termination.
City of Port Orchard and Evolve Market Research
Updated 4/2022 IBDR
Page 6 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-OC4C-4F54-A99B-2BE3ABEEF7BF
i. With or Without Cause. Upon termination for any reason, all finished or
unfinished documents, reports, or other material or work of the Consultant pursuant to this
Agreement shall be submitted to the City, and the Consultant shall be entitled to just and
equitable compensation for any satisfactory work completed prior to the date of termination,
not to exceed the total compensation set forth herein. The Consultant shall not be entitled to
any reallocation of cost, profit or overhead. The Consultant shall not in any event be entitled to
anticipated profit on work not performed because of such termination. The Consultant shall use
its best efforts to minimize the compensation payable under this Agreement in the event of
such termination. Upon termination, the City may take over the work and prosecute the same
to completion, by contract or otherwise.
ii. Default. If the Agreement is terminated for default, the Consultant shall
not be entitled to receive any further payments under the Agreement until all work called for
has been fully performed. Any extra cost or damage to the City resulting from such default(s)
shall be deducted from any money due or coming due to the Consultant. The Consultant shall
bear any extra expenses incurred by the City in completing the work, including all increased
costs for completing the work, and all damage sustained, or which may be sustained, by the
City by reason of such default.
D. Suspension. The City may suspend this Agreement, at its sole discretion. Any
reimbursement for expenses incurred due to the suspension shall be limited to the Consultant's
reasonable expenses, and shall be subject to verification. The Consultant shall resume performance of
services under this Agreement without delay when the suspension period ends.
D. Notice of Termination or Suspension. If delivered to the Consultant in person,
termination shall be effective immediately upon the Consultant's receipt of the City's written notice or
such date as stated in the City's notice of termination, whichever is later. Notice of suspension shall be
given to the Consultant in writing upon one week's advance notice to the Consultant. Such notice shall
indicate the anticipated period of suspension. Notice may also be delivered to the Consultant at the
address set forth in the "Notices" Section herein.
E. Nothing in this Subsection shall prevent the City from seeking any legal remedies it may
otherwise have for the violation or nonperformance of any provisions of this Agreement.
14. Discrimination Prohibited.
A. The Consultant agrees not to discriminate against any employee or applicant for
employment or any other person in the performance of this Agreement because of race, creed, color,
national origin, marital status, sex, age, disability, or other circumstance prohibited by federal, state,
or local law or ordinance, except for a bona fide occupational qualification.
B. Violation of this Section shall be a material breach of this Agreement and grounds for
cancellation, termination, or suspension of the Agreement by the City, in whole or in part, and may
result in ineligibility for further work for the City.
City of Port Orchard and Evolve Market Research
Updated 4/20221BDR
Page 7 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
15. Force Majeure.
Notwithstanding anything to the contrary in this Agreement, any prevention, delay or stoppage due to
strikes, lockouts, labor disputes, acts of God, acts of war, terrorist acts, inability to obtain services,
labor, or materials or reasonable substitutes therefor, governmental actions, governmental laws,
regulations or restrictions, civil commotions, casualty, actual or threatened public health emergency
(including, without limitation, epidemic, pandemic, famine, disease, plague, quarantine, and other
significant public health risk), governmental edicts, actions, declarations or quarantines by a
governmental entity or health organization, breaches in cybersecurity, and other causes beyond the
reasonable control of the Party obligated to perform, regardless of whether such other causes are (i)
foreseeable or unforeseeable or (ii) related to the specifically enumerated events in this paragraph
(collectively, a "Force Majeure"), shall excuse the performance of such Party for a period equal to any
such prevention, delay or stoppage. To the extent this Agreement specifies a time period for
performance of an obligation of either Party, that time period shall be extended by the period of any
delay in such Party's performance caused by a Force Majeure. Provided however, that the current
COVID-19 pandemic shall not be considered a Force Majeure unless constraints on a Party's
performance that result from the pandemic become substantially more onerous after the effective
date of this Agreement.
16. Assignment and Subcontract.
The Consultant shall not assign or subcontract any portion of the services contemplated by this
Agreement without the prior written consent of the City. Any assignment made without the prior
approval of the City is void.
17. Conflict of Interest.
The Consultant represents to the City that it has no conflict of interest in performing any of the services
set forth in Exhibit "A." In the event that the Consultant is asked to perform services for a project with
which it may have a conflict, Consultant will immediately disclose such conflict to the City.
18. Confidentiality.
All information regarding the City obtained by the Consultant in performance of this Agreement shall
be considered confidential. Breach of confidentiality by the Consultant shall be grounds for immediate
termination.
19. Non -Appropriation of Funds.
If sufficient funds are not appropriated or allocated for payment under this Agreement for any future
fiscal period, the City will so notify the Consultant and shall not be obligated to make payments for
services or amounts incurred after the end of the current fiscal period. This Agreement will terminate
upon the completion of all remaining services for which funds are allocated. No penalty or expense
shall accrue to the City in the event that the terms of the provision are effectuated.
City of Port Orchard and Evolve Market Research
Updated 4/2022 IBDR
Page 8 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
20. Entire Agreement.
This Agreement contains the entire agreement between the parties, and no other agreements, oral or
otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind either of
the parties. If there is a conflict between the terms and conditions of this Agreement and the attached
exhibits, then the terms and conditions of this Agreement shall prevail over the exhibits. Either party
may request changes to the Agreement. Changes which are mutually agreed upon shall be
incorporated by written amendments to this Agreement.
21. Non -waiver of Breach.
The failure of either party to insist upon strict performance of any of the covenants and agreements
contained herein, or to exercise any option herein contained in one or more instances, shall not be
construed to be a waiver or relinquishment of said covenants, agreements, or options, and the same
shall be in full force and effect.
22. Modification.
No waiver, alteration, modification of any of the provisions of this Agreement shall be binding unless
in writing and signed by a duly authorized representative of the City and the Consultant.
23. Notices.
All notices or other communications required or permitted under this Agreement shall be in writing
and shall be (a) personally delivered, in which case the notice or communication shall be deemed given
on the date of receipt at the office of the addressee; (b) sent by registered or certified mail, postage
prepaid, return receipt requested, in which case the notice or communication shall be deemed given
three (3) business days after the date of deposit in the United States mail; or (c) sent by overnight
delivery using a nationally recognized overnight courier service, in which case the notice or
communication shall be deemed given one business day after the date of deposit with such courier. In
addition, all notices shall also be emailed, however, email does not substitute for an official notice.
Notices shall be sent to the following addresses:
Notices to the City of Port Orchard shall be sent to the following address:
City Clerk
City of Port Orchard
216 Prospect Street
Port Orchard, Washington 98366
cityclerk@portorchardwa.gov
Phone: 360.876.4407 Fax: 360.895.9029
City of Port Orchard and Evolve Market Research
Updated 4/20221BDR
Page 9 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-OC4C-4F54-A99B-2BE3ABEEF7BF
Notices to the Consultant shall be sent to the following address:
Evolve Market Research
10 Common St #47
Walpole, MA 02081
Phone No.: (508) 921-0597
Email: elanthier@evolvemarketresearch.com
24. Resolution of Disputes; Governing Law.
A. Should any dispute, misunderstanding or conflict arise as to the terms and conditions
contained in this Agreement, the matter shall first be referred to the Mayor, who shall determine the
term or provision's true intent or meaning. The Mayor shall also decide all questions which may arise
between the parties relative to the actual services provided or to the sufficiency of the performance
hereunder.
B. If any dispute arises between the City and the Consultant under any of the provisions
of this Agreement which cannot be resolved by the Mayor's determination in a reasonable time, or if
the Consultant does not agree with the Mayor's decision on a disputed matter, jurisdiction of any
resulting litigation shall be filed in Kitsap County Superior Court, Kitsap County, Washington.
C. This Agreement shall be governed by and construed in accordance with the laws of the
State of Washington. In any suit or action instituted to enforce any right granted in this Agreement,
the substantially prevailing party shall be entitled to recover its costs, disbursements, and reasonable
attorneys' fees from the other Party.
25. Compliance with Laws.
The Consultant agrees to comply with all federal, state, and municipal laws, rules, and regulations that
are now effective or in the future become applicable to Consultant's business, equipment, and
personnel engaged in operations covered by this Agreement or accruing out of the performance of
those operations.
26. Counterparts.
This Agreement may be executed in any number of counterparts, each of which shall constitute an
original, and all of which will together constitute this one Agreement.
27. Severability.
Any provision or part of this Agreement held to be void or unenforceable under any law or regulation
shall be deemed stricken and all remaining provisions shall continue to be valid and binding upon the
City and the Consultant, who agree that the Agreement shall be reformed to replace such stricken
provision or part with a valid and enforceable provision that comes as close as reasonably possible to
expressing the intent of the stricken provision.
City of Port Orchard and Evolve Market Research
Updated 4/20221BDR
Page 10 of 12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
IN WITNESS WHEREOF, the City and the Consultant have executed this Agreement as of the
dates listed below.
CONSULTANT
Signed by:
By:
Eric Lanthier
Co -Founder and President
Date: 12/2/2025
City of Port Orchard and Evolve Market Research
Updated 4/20221BDR
CITY OF PORT ORCHARD
Signed by:
By:_L
sa��®
Robert Putaansuu, Mayor
12/2/2025
Date:
ATTEST/AUTHENTICATE
Signed by:
Brandy Wallace, MMC, City Clerk
APPROVED AS TO FORM
Signedd by:
U''
Port Orchard City Attorney's Office
Page 11 of12
11156197.1- 366922 - 0001
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
Exhibit "A"
rvoLvEl� sE��CH
Project Approach
EMR proposes a second administration of the Employee Inclusion Survey that was developed in
2024. The survey will be reviewed for efficiency based on the results of the first administration
and a similar approach will be taken to achieve a similarly high response rate.
Employee Inclusion Survey
Evolve Market Research will revise the 2024 Employee Inclusion Survey, which
was centered around the attitudes, impressions, and sense of inclusion amongst
G the City's current employees. EMR will collaborate closely with the Inclusion
O_ Committee and Port Orchard's Human Resources department to ensure a
similarly engaging and action -oriented mixed methods survey. EMR will ensure
that the survey aligns with the best practices outlined in nationally recognized
inclusion surveys and organizations like the Society of Institutional Organization (STOP) and
Society of Human Resources Management (SHRM). Since most city employees access their
email via mobile device, the survey will again be programmed so that it can easily be completed
via cellphone, tablet, or desktop computer.
The 2024 survey will be reviewed to optimize length and enforce questions that are designed to
lead to appropriate action steps for the city. Additionally, EMR is dedicated to the precision and
effectiveness of every survey project, employing a combination of experience, industry best
practices, and a rigorous review process to deliver high -quality survey materials. When
developing surveys this includes steering clear of double-barreled questions, avoiding leading or
loaded language that could influence responses, utilizing suitable response scales,
implementing skip logic when necessary, and tailoring the survey to the specific audience.
The 2024 survey covered general topics related to:
*
Overall satisfaction
*
Organizational Climate
*
Communication
*
Inclusiveness
*
Psychological Safety
*
Organizational Culture
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
rvo�vEl� sE��CH
These topics will be fully reviewed for continued relevance. EMR will work with Port Orchard to
identify any further topics that need to be addressed.
EMR will work with the Inclusion Committee to implement some or all of the following pre and
post survey communication strategies to ensure maximum participation from Port Orchard
employees:
❖ Transparency and Purpose: Clearly communicate the survey's purpose, emphasizing its
importance in creating a more inclusive and equitable workplace. Highlight how
employee feedback will directly shape future initiatives.
❖ Timing: Notify employees as to when and how they will be able to participate in the
survey. Use in -person meetings as a means of gaining participation.
❖ Leadership Advocacy: Have city leadership publicly endorse the survey and encourage
participation. Leaders can record video messages, hold team meetings, or send
personalized emails emphasizing the value of employee voices.
❖ Address Concerns: Acknowledge and address potential concerns about anonymity and
confidentiality.
❖ Create Excitement: Utilize engaging language and visuals to promote the survey.
Designate "survey champions" from diverse departments to generate buzz and answer
questions among colleagues..
❖ Share Results: Provide summaries of key findings and insights, ensuring anonymity but
acknowledging employee contributions.
❖ Regular Updates: Communicate progress on implementing action plans and the positive
impact of employee feedback. This reinforces the value of participation and motivates
future engagement.
❖ Thank Participants: Express sincere gratitude to all employees who participated in the
survey.
Initial survey responses will be monitored daily with access to an overall response report
supplied to leadership as needed. Survey reminders will be strategically scheduled to optimize
responses and tracking of daily response rates will determine if additional reminder emails are
needed.
Data Dashboard
As an addition to the 2024 survey, to enhance the analysis and visualization
of survey results, EMR proposes the development of an interactive Tableau
dashboard that enables dynamic filtering, comparison, and exploration of
fl key findings. The dashboard will be designed to allow users to easily view
overall survey trends while drilling down into specific respondent segments
such as demographic groups, service categories, satisfaction levels, or
other relevant variables. Filters and parameters will be built into the dashboard to allow users to
interactively select variables of interest and instantly update charts, tables, and key metrics in
real time.
Docusign Envelope ID: 2D8B03F7-OC4C-4F54-A99B-2BE3ABEEF7BF
I VOLVE�%ESEA�CN
Data from the survey will be imported into Tableau from a secure, structured dataset, cleaned,
and organized to ensure accuracy and consistency. Visualizations will include interactive bar
charts, trend lines, and summary scorecards, designed for intuitive interpretation. The final
deliverable will be a user-friendly, web -accessible Tableau workbook hosted securely and
optimized for desktop and tablet viewing, empowering stakeholders to explore insights
dynamically and make data -driven decisions with confidence. The dashboard will allow for data
to be shared easily between departments of the city via a shared link. Only those with the link
for the dashboard will be able to access the results. Access to the dashboard will be determined
by Port Orchard leadership.
Data Storage and Confidentiality
In order to control the accuracy of data, online survey participants will receive a
unique link to participation. All response data will be stored within EMR's secure
DropBox location. Only EMR employees will have direct access to the exported
survey responses. Any shared data between EMR and Port Orchard will be
shared in DropBox folders which will have controlled access. Raw data exports shared with Port
Orchard will have any personally identifiable information removed to allow for additional
anonymity of respondents. Data will be shared via a secure file transfer system with
notifications of when important documents are ready to be reviewed.
Deliverables
0 The culmination of this project will be a comprehensive and interactive report
I If 0 encompassing various aspects of the City of Port Orchard's employee inclusion
assessment. This report will be designed to cater to different audiences and
needs. For the Inclusion Commission, an Actionable Recommendations Report
will prioritize concrete steps, informed by data analysis and benchmarking, to
address identified challenges and cultivate a more inclusive workplace culture. The Interactive
Data Visualization Dashboard will offer key findings and trends with insightful filters and
drill -down capabilities for deeper exploration. Year over year trends will be particularly
highlighted to further evaluate implemented changes for the city and identify any areas that saw
positive or negative changes from 2024.
Furthermore, an Executive Summary will encapsulate the project's essence, presenting key
findings, recommendations, and potential impact for leadership and broader employee
communication.
Final deliverables will be shared with city leadership and presented to allow for questions,
discussion, and a transparent understanding of the results.
Docusign Envelope ID: 2D8B03F7-OC4C-4F54-A99B-2BE3ABEEF7BF
I VOLVE�%ESEA�CH
Budget
This project is proposed over a two-year period. Dashboard development costs
are deferred into the second year of the project, in good faith. Costs related to = _
maintenance of the dashboard remain in year 1. The following table represents
the full proposed cost of a flexible, customized survey designed to fit the needs
of the City of Port Orchard. All costs in the price sheet represent the total cost for all aspects of
the project. There are no additional fees beyond these costs.
We feel that it is important to be transparent about the work required in order to complete the
project and we offer quality efficient services that ensure that the project is completed on time
and accurately. We aim to pass along our efficient work in the form of a cost savings to our
clients. The full cost of the project is proposed to be $13,500, with a $6,500 cost in year 1 and a
$7,000 cost in year 2.
Survey Development, Programming
and Testing
5
$125
$625
5
$125
$625
Survey Administration
10
$125
$1,250
10
$125
$1,250
Survey Analysis
20
$125
$2,500
20
$125
$2,500
Tableau Dashboard Development &
Maintenance
2
$125
$250
6
$125
$750
Summary Report and Presentation
15
$125
$1,875
15
$125
$1,875
Total Survey and Analysis Cost
52
-
$6,500
56
-
$7,000
Our organization proudly donates 5% of all earnings to charities championing social inclusion
and advocacy. Based on this budget, `75 would be donated to social inclusion and advocacy
initiatives through the full completion of this project.
Docusign Envelope ID: 2D8B03F7-0C4C-4F54-A99B-2BE3ABEEF7BF
rvo�vEI�ESE�E1CH
Timeline
The following represents a proposed timeline for completion of the project. This will begin with
a kickoff meeting. Survey development, administration, and analysis will be conducted over the
proceeding weeks and final analysis will be completed by week 13. Actual dates will be
determined in collaboration with Port Orchard.
Project kick-off meeting
Survey Development
Survey Administration
Survey analysis
Dashboard Development
Final report/Presentation
!! N_SAM*Gov®
www.evolvemarketresearch.com
ACCREDITED
BUSINESS
V
DESIGNRUSH
2024
G Greenbook
Docusign Envelope ID: 2D8B03F7-OC4C-4F54-A99B-2BE3ABEEF7BF
EXHIBIT A
Scope of Services to be Provided by Consultant. The Consultant shall furnish services including, but
not limited to, the following outlined here or attached separately.
City of Port Orchard and Evolve Market Research
Updated 4/2022 IBDR
Page 12 of 12
11156197.1- 366922 - 0001