HomeMy WebLinkAboutApplied Survey Research 2007-11-28 ; ., -' �
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AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
CITY OF UKIAH HOUSING CONDITIONS SURVEY
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This Agreement, made and entered into this.�<� day of/�, :� �r���t��c=� , 2007 (°Effective
Date"), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and
Applied Survey Research, a nonprofit firm organized and in good standing under the laws of the
state of California hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to conduct of a Housing Conditions Survey.
b. Consultant represents that it has the qualifications, skills, experience and properly
licensed to provide these services, and is willing to provide them according to the terms
of this Agreement.
c. City and Consultant agree upon the Scope of Work and Work Schedule attached hereto
as Attachment "A", describing contract provisions for the project and setting forth the
completion dates for the various services to be provided pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope of Work (Attachment"A").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A".
2.2. Additional Services. Additional services, if any, shall only proceed upon written
agreement between City and Consultant. The written Agreement shall be in the form of
an Amendment to this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required
by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete
such services within one year from receipt of the Notice to Proceed. Consultant shall
complete the work to the City's reasonable satisfaction, even if contract disputes arise or
Consultant contends it is entitled to further compensation.
City of lJkiah/Applied Survey Researck Std-ProfSvcsAgrecment-Apri12007Housing Conditions Survcy
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4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this
Agreement, Consultant shall be compensated on a time and expense basis not to
exceed a guaranteed maximum dollar amount of Twenty Thousand Dollars ($20,000).
Labor charges shall be based upon hourly billing rates for the various classifications of
personnel employed by Consultant to perform the Scope of Work as set forth in the
Attachment "A", which shall include all indirect costs and expenses of every kind or
nature, except direct expenses. The direct expenses and the fees to be charged for
same shall be as set forth in Attachment "A". Consultant shall complete the Scope of
Work for the not-to-exceed guaranteed maximum, even if actual time and expenses
exceed that amount.
4.2 Changes. Should changes in compensation be required because of changes to the
Scope of Work of this Agreement, the parties shall agree in writing to any changes in
compensation. "Changes to the Scope of Work " means different activities than those
described in Attachment "A" and not additional time to complete those activities than the
parties anticipate on the date they entered this Agreement.
4.3 Sub-contractor Pavment. The use of sub-consultants or other services to perform a
portion of the work of this Agreement shall be approved by City prior to commencement
of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed
amount set forth in Section 4.1.
4.4 Terms of Pavment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of invoice less any amount already paid to consultant, which
amounts shall be due and payable thirty (30) days after receipt by City. The invoices
shall provide a description of each item of work performed, the time expended to perform
each task, the fees charged for that task, and the direct expenses incurred and billed for.
Invoices shall be accompanied by documentation sufficient to enable City to determine
progress made and the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely
responsible for its acts or omissions. Consultant (including its agents, servants, and
employees) is not City's agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent
contractor and not an employee, joint venturer, or partner of Ukiah for any purpose
whatsoever. Ukiah shall have no right to, and shall not control the manner or prescribe
the method of accomplishing those services contracted to and performed by Consultant
under this Agreement, and the general public and all governmental agencies regulating
such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in Ukiah have been
inserted solely to achieve compliance with federal and state laws, rules, regulations, and
interpretations thereof. No such provisions and no other provisions of this Agreement
City of llyiah/Applied Survey Research�.Housing Conditions Swvey
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shall be interpreted or construed as creating or establishing the relationship of employer
and employee between Consultant and Ukiah.
Consultant shall pay all estimated and actual federal and state income and self-
employment taxes that are due the state and federal government and shall furnish and
pay worker's compensation insurance, unemployment insurance and any other benefits
required by law for himself and his employees, if any. Consultant agrees to indemnify
and hold City and its officers, agents and employees harmless from and against any
claims or demands by federal, state or local government agencies for any such taxes or
benefits due but not paid by Consultant, including the legal costs associated with
defending against any audit, claim, demand or law suit.
Consultant warrants and represents that it is a properly licensed professional or
professional organization with a substantial investment in its business and that it
maintains its own offices and staff which it will use in perForming under this Agreement.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely
to City. Consultant has no interest and will not acquire any direct or indirect interest that
would conflict with its performance of the Agreement. Consultant shall not in the
performance of this Agreement employ a person having such an interest. If the City
Manager determines that the Consultant has a disclosure obligation under the City's
local conflict of interest code, the Consultant shall file the required disclosure form with
the City Clerk within 10 days of being notified of the City Manager's determination.
6.0 INDEMNIFICATION
6.1 Insurance Liabilitv. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for
the duration of this Agreement insurance against claims for injuries to persons or
damages to property, which may arise from or in connection with its performance under
this Agreement.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office ("ISO) Commercial General Liability Coverage
Form No. CG 00 01 11 85.
2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1
"any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the
State of California and Employers Liability Insurance.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage. If Commercial
City of Ukiah/Applied Survey Research:Housing Conditions Survey
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General Liability Insurance or other form with a general aggregate limit is
used, the general aggregate limit shall apply separately to the work
performed under this Agreement, or the aggregate limit shall be twice the
prescribed per occurrence limit.
2. Automobile Liabilitv: $1,000,000 combined single limit per accident for
bodily injury and property damage.
3. Worker's Compensation and Emplovers Liabilitv: Worker's compensation
limits as required by the Labor Code of the State of California and
Employers Liability limits of$1,000,000 per accident.
C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by
the City. At the option of the City, either the insurer shall reduce or eliminate
such deductibles or self-insured retentions as respects to the City, its officers,
officials, employees and volunteers; or the Consultant shall procure a bond
guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liabilitv and Automobile Liabilitv Coveraaes
a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products
and completed operations of the Consultant, premises owned,
occupied or used by the Consultant, or automobiles owned, hired
or borrowed by the Consultant. The coverage shall contain no
special limitations on the scope-of-protection afforded to the City,
its officers, officials, employees or volunteers.
b. The Consultant's insurance coverage shall be primary insurance
as respects to the City, its officers, officials, employees and
volunteers. Any insurance or self-insurance maintained by the
City, its officers, officials, employees or volunteers shall be excess
of the Consultant's insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its officers, officials,
employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect
to the limits of the insurer's liability.
2. Worker's Compensation and Employers Liabilitv Coverage
City of lJkialdApplied Survey Research�Housing Conditions Survey
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The insurer shall agree to waive all rights of subrogation against the City,
its officers, officials, employees and volunteers for losses arising from
Consultant's perFormance of the work, pursuant to this Agreement.
3. Professional Liabilitv Coveraqe
If written on a claims-made basis, the retroactivity date shall be the
effective date of this Agreement. The policy period shali extend from the
Effective Date of this Agreement through the term of this Agreement or
written notice of completion of work issued by City, if prior to the end of
the term of this Agreement.
4. All Coveraaes
Each Insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party,
reduced in coverage or in limits except after thirty (30) days prior written
notice by certified mail, return receipt requested, has been given to the
City.
E. Acceptability of lnsurers
Insurance is to be placed with admitted California insurers with an A.M. Best's
rating of no less than A- for financial strength, AA for long-term credit rating and
AMB-1 for short-term credit rating.
F. Verification of Coveraqe
Consultant shall furnish the City with Certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates
and Endorsements for each insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its behalf. The Certificates and
Endorsements are to be on forms provided or approved by the City. All
Certificates and Endorsements are to be received and approved by the City
before Consultant begins the work of this Agreement. The City reserves the right
to require complete, certified copies of all required insurance policies, at any
time. If Consultant fails to provide the coverages required herein, the City shall
have the right, but not the obligation, to purchase any or al! of them. !n that
event, after notice to Consultant that City has paid the premium, the cost of
insurance may be deducted from the compensation otherwise due the contractor
under the terms of this Contract.
G. Subcontractors
If Consultant uses subcontractors or sub-consuftants, it shall cover them under
its policies or require them to separately comply with the insurance requirements
set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees to indemnify the City for any claim, cost or liability that arises
City ofUkiah/Applied Survey i2esczrch�.Honsing Conditions Survey
PAGB S OF 7
out of, or pertains to, or relates to the negligence, recklessness, or willful misconduct of
the Consultant and its agents in the performance of services under this contract, but this
indemnity does not apply to liability for damages for death or bodily injury to persons,
injury to property, or other loss, arising from the sole negligence, willful misconduct or
defects in design by the City, or arising from the active negligence of the City.
"Indemnify," as used herein includes the expenses of defending against a claim and the
payment of any settlement or judgment arising out of the claim. Defense costs include
all costs associated with defending the claim, including, but not limited to, the fees of
attorneys, investigators, consultants, experts and expert witnesses, and litigation
expenses.
References in this paragraph to City or Consultant, include their officers, employees,
agents, and subcontractors.
7.0 CONTRACT PROVISIONS
7.1 Documents and Ownership of Work. All documents furnished to Consultant by City and
all documents or reports and supportive data prepared by Consultant under this
Agreement are owned and become the property of the City upon their creation and shall
be given to City immediately upon demand and at the completion of ConsultanYs
services at no additional cost to City. Deliverables are identified in the Scope-of-Work,
Attachment "A". All documents produced by Consultant shall be furnished to City in
digital format and hardcopy. Consultant shall produce the digital format, using software
and media approved by City.
7.2 Governing Law. Consultant shall comply with the laws and regulations of the United
States, the State of California, and all local governments having jurisdiction over this
Agreement. The interpretation and enforcement of this Agreement shall be governed by
California law and any action arising under or in connection with this Agreement must be
filed in a Court of competent jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments
set forth the entire understanding between the parties.
7.4 Severabilitv. If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement
of both parties in writing.
7.6 Assiqnment. Consultant's services are considered unique and personal. Consultant
shall not assign, transfer, or sub-contract its interest or obligation under all or any portion
of this Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement
shall be a waiver of any other or subsequent breach of the same or any other covenant,
term or condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of
the Agreement; 2) because funds are no longer available to pay Consultant for services
City of LJkiaFv'Applied Survey Research:Housing Conditions Survey
PAGE 6 OF 7
provided under this Agreement; or 3) City has abandoned and does not wish to complete
the project for which Consultant was retained. A party shall notify the other party of any
alleged breach of the Agreement and of the action required to cure the breach. If the
non-breaching fails to cure the breach within the time specified in the notice, the contract
shall be terminated as of that time. If terminated for lack of funds or abandonment of the
project, the contract shall terminate on the date notice of termination is given to
Consultant. City shall pay the Consultant only for services perFormed and expenses
incurred as of the effective termination date. In such event, as a condition to payment,
Consultant shall provide to City all finished or unfinished documents, data, studies,
surveys, drawings, maps, models, photographs and reports prepared by the Consultant
under this Agreement. Consultant shall be entitled to receive just and equitable
compensation for any work satisfactorily completed hereunder, subject to off-set for any
direct or consequential damages City may incur as a result of Consultant's breach of
contract.
7.10 Duplicate Oriqinals. This Agreement may be executed in duplicate originals, each
bearing the original signature of the parties. When so signed, each such document shall
be admissible in administrative or judicial proceedings as proof of the terms of the
Agreement between the parties.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when
personally delivered or deposited in the mail (certified or registered) addressed to the
parties as follows:
PAMELA TOWNSEND, SENIOR PLANNER
CITY OF UKIAH
DEPT. OF PLANNING AND COMMUNITY DEVELOPMENT
300 SEMINARY AVENUE
UKIAH, CALIFORNIA 95482-5400
City of�1:iahiApplied Survey Reseazch�.Housing Conditions Smtiey
PAGE 7 OF 7
9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSU T - j
BY: �� � �� Z � V �
PRINT NAME: � � � - C� �'1/� �' Date
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IRS IDN Number
CITY OF UKIAH
BY: � I --Z� � 7
CANDACE HORSLEY Date
CITY MANAGER
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CITY CLERK
City of Ukiah/Applied Survey Reseazch:Housing Conditions Survey
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City o f [Jkiah Housing Conditians Survey
Presented to the City of Ukiah
)uly 2007
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.APVLIE :URVEY RESEARCH
Applied Survey Research
991 West Hedding, Ste 102 P.O. Box 1927
San Jose, CA 95 I 26 Watsonville CA 95077
Phone:408.247-8319 Phone: 831.728.1356
Fax;408,260-7749 Fax:831.728.3374
Contact: Peter Connery
Vice President, ConneryCc�appliedsurveyresearch.o�
www.appliedsurveyresearch.org
He►ping People Build Better Communities
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2007 City of Ukiah Housing Conditions Survey
Table of Contents
AppliedSurvey Research............................................................................................................ I
ProjectUnderstanding................................................................................................................ 2
ReportProduction....................................................................................................................... 2
ResearchTeam............................................................................................................................ 3
AdditionalStaff..........................................................................................................................................................................4
Activitiesto Be Completed ....................................................................................................... 5
Schedule........................................................................................................................................ 5
CostEstimate............................................................................................................................... 6
References..................................................................................................................................... 6
ASRValues and Commitments............................................................................................... 7
Examples of Community Assessment Projects (partial list)................................................ 8
For a complete (ist of past projects, please visit our website.www.appliedsurveyresearch.org..................8
Applied Survey Research
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2007 City of Ukiah Housing Conditions Survey
Applied Survey Research
Applied Sur�7e��Research (ASR) is a nonprofit social research firm,dedicated to helping people build
better communities.r,SR gives communiries and organizarions the informarion they need to make
informed strategic decisions through assessments, evaluarions,and other forms of research,while
employing current best practices in data collecrion,analysis,and presentarion.We work to insure that
study results exceed your requirements by carrying out d1e highest quality research through each stage of
the project in order to achieve valid,credible,and useful results.We strive to promote and maintain close
working relationships between our organizarion and our clients.
Our ability to create statistically valid primary data combined�vith meaningful secondary data in a format
that is customized to client needs is exceprional.ASR is also cormi�itted to presenting our findings
effectively using industry leading statistical software applicarions as well as Geographical Information
System (GIS) mapping to prepare the most thorough and comprehensive reports available. Housing
surveys comprise a strong component of ASR's portfolio of work.We have worked with man5�
comtnunities on housing issues including general housing needs assessments,housing element
de��elopment, env-ironmental impact reports, community assessments,and housing condition surveys.
ASR was a contractor in Mendocino County with the 2005 homeless census which required a complete
canvassing of the entire ciry of likiah as well as other jwisdicrions in the County.ASR recendy conducted
a housing condirions survey in Capitola�vhich has a housing profile of old and new housing units not
unlike that found in Ukiah. An HCD compliant rating system was applied uniformly to the city's housing
stock and a GIS based presentarion of the data was provided at lot le�rel.The result was an excellent
profile of housing conditions and a specific plan of acrion for funding opportuniries that could be
employed by the Cit��.
Our past research topic areas range from qualit��of life assessments to studies of economic indicators,
children's well-Ueing,health and health care access,housing condirions and availability, social services
needs assessments and gaps analysis, and much more.� partial list of our past, relevant projects begin on
page 11 of this pxoposal.
Applied Survey Research Page I of 15
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2007 City of Ukiah Housing Conditions Survey
Project Understanding
ASR is pleased to submit this proposal to the City of Ukiah to research and idenrify current housing status
and condirions. The informarion will allow the Ciry to more effecrively unplement and update the City
General Plan Housing Element and allow the City to be more comperirive for state and federal funding
programs. In addition,ASR�vill document the current status of housing conditions within the City's
various neighboxhoods to deterrnine housing needs and identify and select appropriate strategies for
meeting these needs.
While ASR has extensi�re knowledge and experience in conducting housing surveys,we will work closely
with the City of Ukiah to develop research and data collecrion strategies that specifically address the
unique characterisrics and needs foY Ukiah. We w-ill focus on reporting findings in ways that are useful
and accessible by many different audiences, and produce reliable,meaningful results. To achieve these
goals,ASR will meet with the Cit��of Ukiah to ensure that the following objectives are met:
1. Idenrif��and evaluate the condirion of the e�sting housing stock within the Ukiah City limits,
incluciing the condition of each dwelling unit surveyed.
2. Indicate whedier or how the housing conditions survey could also address one or more of the
following issues: overcrowding, affordabiliry, energy efficiency, or code compliance.
3. Aggregate the analysis of housing conditions and needs by neighborhoods idenrified by the City.
4. Provide recorrunendarions to unprove the housing stock based on survey results,including
modificarions to pYOCedures, policies,and ordinances,acrions to improve housing condirions,
and idenrification of available programs and funding alternatives,among others.
ASR will conduct a housing survey and provide analysis in a format suitable to comply�vith City General
Plan Housing Element requirements so that the information obtained will allow for the City to more
effecrively implement and update the Element.
Report Production
An important part of the report will be the construct used to present the finclings in both graphical and
narrative formats that helps contextualize findings.l�e analysis will be conducted with an r,SR-
developed stausrical package that combines the use of E�cel and SPSS. Statisrical jargon will be
minimi7ed,and��hen appropriately used,adequately explained.
Applied Survey Research Page 2 of 15
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2007 City of Ukiah Housing Conditions Survey
Research Team
ASR is composed of 18 staff inembers«%ho operate out of offices located in San Jose and Watsonville,
California. Our staff consists of management and directors, highly trained senior researchers,analysts,
GIS technicians,and data collecrion specialists who are supported by starisrical, systems,and
adtnuiistrative personnel as needed.The core project team available for this research effort will consist of:
Peter Coruiery, Co-founder and Vice President of Applied Survey Research: Peter Connery is
the vice president of Applied Survey Research (ASR),and as such,acts as a pxoject director and works
with clients to develop comprehensive scope of work to assist them in achieving their projects goals.
For the past two years, 1�1r. Coru�ery has been devoting most of this project direction experrise to
several housing and homeless census and survey projects conducted by ASR.
Soine of the specific projects Mr. Connery has clirected are: the Nevada Counry Housing Needs
Assessment(2001), Cit��of Capitola Housing Needs Assessment/Housing Conditions Study (2002),
Pajaro and Salinas Valley Farmworker Housing and Health Needs Assessment (2001),Cin�of
Truckee Housing Needs Assessment (2002), Monterey County Homeless Census and Needs
Assessment(1999), Santa Cruz County Homeless Census and Needs Assessment (2000),and the
Monterey County Homeless Census and Homeless / Foster Teen Study (2002).
i�fr. Connery is currendy directing the San Bernardino County Homeless Census and Needs
r�ssessment. Mr. Connery graduated in 1980 with Honors from the Universiry of California, Santa
Cruz with a Bachelor of Arts in History with a minor in Sociology.
Kelly Pleskunas, Project Director: Ms. Pleskunas has been�vith the firm for thirteen years,and is
responsible for the quality control of all r,SR projects and deliverables,including the coordinarion of
staff and other resources. Her efforts are central to the organizarion,inclucling community sur�-e5�ing,
evaluarion,secondary data collecrion, analvsis, and presentarion of finclings for each ASR project. Ms.
Pleskunas has acted as the team leader for ASR community assessment projects in Lake,Marin,
Nevada,and San Luis Obispo Counries,Coconino County,Arizona and for the Santa Cruz County
Communiry rlssessment Project for United Way oF Santa Cruz County,which is no�v in the twelfth
year. She is currendy clirecting the.�nchorage Community Assessment Project for the United Way in
Anchorage,Alaska. She has also been a key team member in a number of regional collaborations that
include health,public safety, education,economic,social, and natural environment analysis. Ms.
Applied Survey Research Page 3 of 15
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2007 City of Ukiah Housing Conditions Survey
Pleskunas has applied her expertise to homeless survey and census projects,and in assisting our
hospital clients with campliance in Senate Bill 697,which is thev-"serving the underserved"mandate.
Javier Salcedo, Statistieal Analyst: Mr. Salcedo has 15 years of e�perience establishing research
methods and desi��g studies involving all facets of research,inclucling measuring the effectiveness
of marketing strategies and tactics to drive decisions into successful business results.Mr. Salcedo is an
experienced user of SPSS software in marketing,social,psychological,and educational research. He
has also conducted more than 200 consumer focus groups acting as moderatox. NLr. Salcedo has
taught Psychometry (the study of psychological measurement tools),�dumetry (the study of
educational measutement tools such as the GRE),statistics,methodology,experimental design,
multivariate analysis, SPSS soft�vare, consumer behavior,marketing,and marketing research at five
narional universiries in Bogota and Cali,Colombia. He has a Bachelor's Degree in Psychology and a
I�laster's Degree in Marketing from Los Andes Universit��in Bogota,Colombia,and cerrificates in
Markering,and Trau�ing and Human Resources Development at the Universiry of California, Santa
Cruz Extension. He is bilingual and bi-liteiate (English and Spanish).
Katie Albee, Reseatch Analyst: Ms. rllbee graduated�vith her Masters of Science in Applied
Economics and Finance from the Liniversity of California Santa Cruz. She has research and analysis
experience in the areas of social and environmental public policy and has worked extensively with
SAS and Excel during her graduate studies. l�'Is. r,lbee has also studied Intemational Economics and
Business at the Maastricht School of Business,Netherlands for a year. In addirion, she has worked in
finance and after sales marketing at Carrier Transicold(a clivision of United Technologies) in Cergy,
France.
Additional Staff
We ha�Te assembled an impressive team of highly skilled staristicians,Yesearchers,analysts,and data
collection specialists who are experienced with the challenges of researching diverse commururies and
under-repYesented populations.
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� 2007 City of Ukiah Housing Conditions Survey
Activities to Be Completed
• Conduct a comprehensive housing conditions survey
• Prepare a report documenting those conditions
• Idenrify regulatory, funding and other actions to address the problems that are idenrified
• Identify and evaluate the condition of the e�sting housing stock within the Ukiah city limits,
including the condirion of each dwelling unit surveyed
• Aggregate the analysis of housing condirions and needs by neighborhoods idenrified by the Cit��
� Provide recommendations to unprove housing stock based on survey results,inclucling
modifications to procedures,policies, and ordinances,actions to improve housing condirions, and
idenrificarion of available programs and funding alternarives,among others
• Pro��ide draft and final reports in electronic formats,using MS Office comparible,PDF and
geographic informarion system software as specified and approved by the City
Schedule
August
• Contract
• Initial meeting
• Project plan
• Data files from ciry
• Survey inspection form
• Surve��deployment and inspecrion plan
• Surveyor training and review
• Surveying begins in 4�'week
September
• Survey is conducted/finished
• Funcling sources xeview
• Map templates developed
• Draft report developed
Applied Survey Research Page 5 of 15
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2007 City of Ukiah Housing Conditions Survey
• Comments on draft from onersight coinmittee due
• Final draft completed
• Presentations made if requv-ed
Cost Estimate
To accomplish the project components and tasks listed above,ASR proposes the following costs:
Project director 70 hrs@�100/hr = �7,000
Surveyors 2001v-s @�40/hr= $8,000
rinalysts 66 hours@�60/hr=$5,000
TOTAL $20,000
References
Mary Lou Goeke, Executive Director (Santa Cruz Community Assessment Project)
htt�•//www santacruzcount�ca�.or�
Santa Cruz County United Way
831-479-5466
Kathleen Stone,Homeless Services/Housing Cootdinator(Mendocino County Homeless
Census and Survey)
htt�://www.mcdss.or�/
Mendocino County Department of Social Service,Adult Services
707-4C3-7968
Margaret M. Gregg, CSJ, Homeless Concerns Coordinator(Santa Clara Counry Homeless
Survey and Census)
htt�•//ww�v.sccgov.org/portal/site/oah/
County of Santa Clara, Office of Affordable Housing
408-441-4257
Alfred Diaz-Infante, Executive Director(Housing Alliance for People with Disabilities)
htt�•//w�v�v.chispahousing.or�/
Applied Survey Research Page 6 of 15
_ 2007 City of Ukiah Housing Conditions Survey
� -�
Communit��Housing Improvement Systems and Planning Association, Inc (CHISPI�)
831-757-6251
Additional references are available upon request
ASR Values and Commitments
Applied Survey Research believes that every social program endeavor emerges from particular values or
beliefs about the way things should be, such as how systems shouid funcrion or how program participants
ought to be able to live their lives. Our research approaches have value underpituiings and coini�iitments,
as�vell. A sumtnary of ASR's values and commitments follows.
Utility of results:What do you most need to know about 3Tour communit�T?Sirnilarly,what are the
informarion needs of your other stakeholders?We design and implement an assessment to pro�ride you
with the answers that you need in order to maintain, change,or improve your community.
Research and community-driven:ASR works within the community development setting,drawing on
local knowledge of the cotrununity, alad drawing down relevant findings from the research fteld, to help
community iniriatives innovate,not recreate.
Protection of hurnan subjects in research: Increased methodological rigor often requires collection of
data from program participants who represent viilnerable popularions.When individual data is necessary,
we protect participants'p�ivacy by collecting such data in accordance with the federal code of regulatory
Tide 45.
Participant- centeredness: Because community participants often have a unique, non-bureaucratic
�new of the issues the5�face,and how programs may be addressing those issues, our processes�vi]] seek to
incorporate their perspecrive wherever possible.
Responsiveness:r�SR prides itself in our ability to forge effecrive,amiable partnerships with our ckents
that allows them to be partners in the research process and learn from the expenence.
Fair and balanced inquiry and reporting: "There are many sides to every story," the old adage goes.
To be sure,data gathered from parricipants inay 5neld a different portrait than data gained from secondary
sources.ASR strives to collect enough data from enough sources to be able to reveal emerging themes for
which there is a preponderance of evidence.ASR will summarize positive and less positive findings in a
constructive manner so that thej�may become `actionable'input for the community.
Applied Survey Research Page 7 of 15
• �
9
2007 City of Ukiah Housing Conditions Survey
Examples of CommunityAssessment Projects (partial list)
For a complete list of past projects, please visit our website.
www.appliedsurveyresearch.org
City o f Ca�itola Housing Needs Assessment
Contracted by the Ciry of Capitola, California,2003
' To respond to the high costs,concerns and housing needs of Capitola
r`' -
�, ���``�',.,<` " citi�ens, the City of Capitola contracted ASR to conduct two
r-
,�< �� comprehensive surveys—the Household Telephone Survey and the
<,r-�' � �_
•�'°. ,_,,. `� �� � Housing Condirions Survey—and consolidate the finclings into the City
"�:�E ��_�
�� °'� of Capitola Housing Needs Assessment Yeport. The intent was to gathet
objective data about housing,including the needs and concerns of residents and the quality of
housing available to Capitola citizens. The goal of the City of Capitola is to deterrriine the best
strategies to meet the affordable housing needs of its residents.
The Household Telephone Survey was conducted with a representative sample of Capitola residents
�vho were responsible for housing costs in their households.The survey consisted of quesrions about
housing costs,wages,household composirion,housing type,housing concerns and needs. Data were
collected for 355 respondents but was also broken down by three special needs groups: households
with a senior over the age of 62,households with a mentally oY physically disabled person, and lower-
income households.
The Housing Condirions Survey evaluated the quality of residential structures in Capitola. There weYe
two parts to the Housing Conditions Survey: a physical inspection of 3,306 residential structures that
had a residenrial Assessor Parcel Number (r1PI� and an inspecrion of 718 mobile homes in 9 mobile
home parks.
Applied Survey Research Page 8 of 15
" � -1C
. 2007 City of Ukiah Housing Conditions Survey
Nevada County Housing Assessment
Contracted by the County of Nevada,2000
In partnership with the Nevada Count�T Affordable Housing Task
i _ �- . , � �
, R..,.� : Force, the Ne�rada County Department of HousiYg and Community
! � ``"""' .,� Services, and Fred Consulting Associates,ASR conducted a
��'� �R �! �°��` comprehensive needs assessment examining the supply for and
� _yt ,_�, ..,:;
' �� �����,r demand of quality, affordable housing in Nevada County,particularly
for special populations such as low-income families,seniors,large
families,and persons with disabilities.
The Affordable Housing Task Force and the consultant team used the study findings to formulate
recommendations for addressing the housing imbalance in negoriations with the Counry Board of
Supervisors.
Washington State Farm Worker Study
Contracted by the Washington State Farm Worker Housing Trust, 2006
�',,��b�. �e,.s,..o,.., .�SR was contracted by the Washington State Farm Worker Housing Trust to
�'�:,� .
` � � I'i conduct a survey of farm workers in Washington state. The 2006 Washington
��� ,�
' State Farm Worker Housing Survey pro�rides an intimate look into the lives,
��` '� economics and work habits of farm workers in Washington State. More than
� 2,880 45-minute surveys were administered during a 7 month harvest season on
�� � � ����� topics ranging from�vork history,income and expenses, family and health
informarion, to farm workers attitudes towards civic engagement.The surveys were conducted in the
fourteen largest agricultural regions which together represent 95%of the state's farm worker areas.
Surveys were admuustered by teams of bilingual and mulri-lingual inter�newers who were selected for
their knowledge of the farm worker communit��and trained by Applied Survey Research in survey
methodology. Interviews were conducted at public sites where farm workers gather such as grocery
stores,flea inarkets,housing complexes,labor camps,co-ops,paiks and sporting areas,laundromats
and other locations.
Applied Survey Research Page 9 of 15
, 2007 City of Ukiah Housing Conditions Survey � - I I
Monterey County HousingAlliance for People with Disabilities — Housing Needs
Assessment
Contracted by the Housing Alliance for People with Disabiliries,2006
���.:,,��
The Housing t�lliance for People with Disabilities contracted ASR to
���F��,� .._�, ,��
,�. , _ unplement a housing needs assessment for people with disabiliries within
���:��p����� Monterey County. This study was conducted to investigate the housing
, �;� challen es and needs of eo le with disabilities and a e related
l���.�,.a_ g p p � -
Housinv'Jerx1;of fecpi�.�N;�n o�;a:,;��.��;�:; �palrinents. ASR designed a customized surney that addressed several
a:svs<.mont
�' '•- major indicators,including transportarion,living arrangements and
locations, disaster preparedness, and income. Four hundred face-to-face surveys were conducted in
order to gain the first true picture of people�vith disabiliries and age-related impairments in the
County. From these Yesults,recommendations were developed for all major indicators.
Santa Cruz County Community Assessment Project
Contcacted by the Santa Cruz United Way,2004—Present
���� �!'�" , The Santa Cruz County Community Assessment Project is a mulri-year
k••;r -r '.��.
-�� initiative to measure and unprove the quality of life in Santa Cruz
County. I�SR was contracted by the United Way of Santa Cruz County
• ° '� to conduct this longituclinal community assessment.Year 12 of this
c
=`=��`'- -�``i' '� � project is currendy underwa5�. Specific acti�nries have included quality-of-
life indicator creation,in-depth telephone sunreys (conducted in English and Spanish) of over 700
local residents,extensive data compilarion and analysis, and facilitation of a collaborarive of over thirty
community organizarions. T1�e Santa Cruz County Community Assessment model has been ranked as
one of the top five in the narion in a study conducted by the Universiry of California,Los Angeles,
School of Public Health.
Applied Survey Research Page 10 of 15
2007 City of Ukiah Housing Conditions Survey � � ��
Healthier San Joaquin County CommunityAssessment
Contracted by the San Joaquin County Community Health Assessment Collaborative,2005 and
Present
The Healthier San Joaquin Counry Community Assessment 2005 profiles the
�� health of San Joaquin County Yesidents and is mandated by the state of
�-., . �--' California (SBC97) which requires non-profit hospitals to document how they
.
,-
`,��i,,� are serving their comtnunities. The goal of this report is to inform and engage
stakeholders and community members in collaborative efforts to improve the
" health of local residents.The purpose of the Community Assessment is to
produce a functional and comprehensi�-e community health profile.The San
Joaquin County Community Health Assessment Collaborarive (SJC2Hr1C) has been meeting since
2000 and in 2004 coinrnissioned the corrununit��assessment.
ASR conducted a telephone survey,in both English and Spanish,with over 400 randomly selected
County residents,and over 2,200 face-to-face surveys of residents�vere collected at 46 different sites
and communit��agencies throughout the County. Secondary (pre-e�stin� data were collected for
over 15 heath indicators from a variety of sources,including but not limited to: the US Census
Bureau, federal,state and local government agencies;acadeinic insritutions;economic development
groups;health care institurions;and computerized sources through online databases and the Internet.
Nevada County KidsCAP
Contracted by First 5 Nevada Counry,2003 and 2005
� ASR completed a Children's Report Card for Nevada Count��called Ki'dsCAI':
'°4 A Keport to the Community on the lYlell-Being of IV evada County s Babie.r and Young
� Childrela.The study was coininissioned by First 5 Nevada County to provide
`i�` ������`� comprehensive data on over 20 indicatoxs of the well-being of Nevada
�
�-,+� , Counry's children.There were three focus areas,including Parent�ducarion
;,� � ;
� and Support Services,Early Care and Development, and Health and Wellness.
A ..�� .
I'o better understand the needs of children in Nevada County,r1SR
developed a telephone survey for parents of children under s�years old.To augment finclings from
the sun ey,ASR also used data from a variety of credible sources including the California Department
of Health Services and the Califomia Employment Development Department. Findings from the
Applied Survey Research Page I I of 15
. 2007 City of Ukiah Housing Conditions Survey �� 4�,
2003 report��ere used by First 5 Nevada County to launch a Parent Educarion and Support Initiative
in 2004,with a focus on health. Data from the 2005 report assisted with strategic planning.The
Corrunission funds sei-�rices and educarion on asthma,obesit��,unmunizarions and child development
areas identified by parents. In addirion to the report,ASR developed a professionally designed tri-fold
to highlight key findings from the KidsCAP and assist with data dissemination.
Los Angeles Homeless Count
Contracted by the Los angles Homeless Services Autllority,2005 and 2007
ASR was contracted by the Los Angeles Homeless Services Authority
�� ;<�,
(LAHSA) to assist in the design and implementation of the 2005 Greater Los
�� 2003 Greatsr lo�1Npelva
�. , Homeless Cou� l�ngeles Homeless Count, the laxgest community homeless enumerarion ever
, ;2 w..�..._..._._._
';<<} `""°' conducted. In conjuncrion with L.�HSA,ASR trained and deployed over
' : 1,000 homeless census workers as enumerators.The Greater Los Angeles
�
"" _ Homeless Count was a sample of 510 out of a total of 1,837 valid census tracts
witliin the Los Angeles Continuum of Care (the cities of Glendale,Long
Beach,and Pasadena�vere not included in this census because each city operates their own
independent Continuum of Care).Additionally,over 300 emergency shelters,transirional housing
programs,jails,hospitals and rehabilitarion facilities were contacted for the shelter count. In order to
gather addirional uiformarion about the "hidden homeless"—homeless people who may live on
private property—a general popt�lation telephone survey of 1,001 randomly selected Los Angeles
Count��households was conducted.This was the first time this type of data collecrion effort was
implemented, and was designed to idenrify the homeless people who would not have been counted
on the street or in shelters on the nights of the census. In addirion to this quanritarive data,a survey of
3,100 street and sheltered homeless people was conducted to gather qualitative information about Los
Angeles County's homeless population.
Applied Survey Research Page 12 of 15
, 2007 City of Ukiah Housing Conditions Survey � � `
Farmworker Housing and Health Needs Assessment
Contracted by Santa Cruz Community Action Board,2001
ASR conducted an intensive data-collecrion effort to detei7nuze an accurate
count of farm workers aged 16 and older employed in the agricultural,
�'�' forestry or fisheries industry cluster in Salinas and Pajaro Valleys. Once an
���� ���A�
��� .� �'��`' accurate estimate of the farm�vorker popularion in the Salinas and Pajaro
�---.
K
��� � , �";�, ��: Valleys was deterrnined,bilingual farm workers were trained to administer
an ASR-designed survey to their farm worker peers.ASR used farm
' workers as inter�rie�vers in order to gain access to t11is hard-to-reach
population and to preserve sensiri�rity. Over 700 farm workers were surveyed,and the results shed
new light on important issues facing this underserved population,inclucling housing costs,
overcrowded housing, and low wages. Data were also used to dispel myths about farm workers,
including e�ndence that they are typically married with two children, of stable residence, and work in
the area year-round.
Applied Survey Research Page 13 of 15
. � l�
Budget Addendum to the City of Ukiah Housing Conditions Survey
(Revised 8.7.06J
Milestone Billabte Amouni
� , .
� _ _ - :-��.
1 . Planning and Pre-Survey Activities $6000
a) Project planning Meeting
b) Formation of Project Oversight Group
' c) Develop project timeline 8� i
deliverable list i.
, !
d) Collection of data files ;
i e) Development of survey sampling plan
;
� f) Development of Housing Condition
�
Survey �
;' g) Conduct surveyor training ;
_ --- --
2. Housing Condition Survey - 33�o complete $3333
, __ _ __ _ _ _ _
3. Housing Condition Survey- bb�o complete $3333 '
� ----- __ -- _
_
-----.,__ __
4. Housing Condition Survey - 1 OO�o complete $3334 �
> -- _.� _ __ _ _ _ _---- ----___
5. Completion of Final Report & Presentation $4000
; ,
; to City Council �
_ _ ___ _ _ __ .__
�� Total $20,000
; _ _ _ _ -
� �
. Page 1 of 1
,� � —/�
Pamela Townsend
From: Pamela Townsend
Sent: Saturday, July 28, 2007 1:25 PM
To: 'Peter Connery'
Subject: City of Ukiah Housing Conditions Survey
July 27, 2007
Mr. Peter Connery
Applied Survey Research
Via Email
Dear Mr. Connery:
Thank you for submitting a Proposal for a Housing Conditions Survey for the City of Ukiah. Additional
information on several items required by the RFP is requested with reference to the RFP:
5: Indicate whether or how the survey could address one or more of the following issues:
overcrowding, affordability, energy efficiency or code compliance.
7-B3: Who will conduct the survey field work and what is their experience? What type of survey
training is envisioned as referenced in the Schedule (August)?
7-B7: Supply breakdown of project tasks as indicated in the RFP. How many meeting will be attended
with staff in LTkiah? What is the cost per meeting? The Proposal states that a project oversight
committee will review the draft report. When would this committee be formed, what interests would be
on this committee, and is this their only involvement?
7-B8: Supply more information regarding City staff involvement; will staff review the survey form for
example? How will various consultations with staff be conducted and billed?
7-B 10: Approximately many housing units do you expect to survey? Will of photos be taken of each
unit; if so will they appear in the report, in color?
We look forward to receiving the above information. It would be helpful to know your anticipated time
frame for response. Please contact me if I can be of assistance.
Sincerely,
7/28/2007
,� �[ 1
August 2, 2007
To: Pamela Townsend
From: Peter Connery, ASR
Re: Follow-up Questions to the City of Ukiah Housing Conditions Survey
5: Indicate whether or how the survey could address one or more of the following issues:
overcrowding, affordability, energy efficiency or code compliance.
ASR will also attempt to provide additional information through the survey that the city
may find interesting. While it is impossible for is to provide a clear assessment of
overcrowding, we can provide a subjective evaluation rating from out surveyor. This will
not be 100% accurate due to accessibility issues, but the City may find it useful. We can
provide a basic rent survey by housing type, but this will limited to a sample review of rents
and is not guaranteed to be representative. Components of an energy efficiency evaluation
can be noted, but we are limited by private property access. We can review for insulated
windows, for example, but we cannot provide a PGE-type energy conservation evaluation.
We would be hesitant to provide data on code compliance due to the potential legal issues
associated with reporting these evaluations as well as our inability to evaluate any legal
pre-existing conditions or variances that may have been issued to the property owner. But,
there may be some limited reviews we can provide.
Our experience has found that the community can be very suspicious of too much intrusion
on their private.property as they are already suspicious of the motivations of the survey. It
is very important, from our perspective, to let the community know the goals of the survey
and its intent.
7-B3: Who will conduct the survey field work and what is their experience? What type of
survey training is envisioned as referenced in the Schedule (August)?
The survey will be conducted by one or two surveyors who have at least some experience in
the construction business. We like to limit the number of surveyors to ensure that there is
the greatest level of consistency with the evaluations. Even though the evaluation template
is standardized for the conditions report, there is always some level of subjectivity that we
try to minimize with a smaller surveyor crew.
Peter Connery/VP president will be training all surveyors for this project. It is anticipated
that Ted Benbow, the surveyor who completed the entire Capitola report will be the
primary surveyor. He is based in Santa Rosa and will be easily available.
ASR conducts a 2 hour in class training for our surveyors including a 2 hour field training
where the trainees and instructor go together and grade properties together comparing
; ,� -i �
findings. This "hands-on" training has proven to be very effective in the previous
engagements.
7-B7: Supply breakdown of project tasks as indicated in the RFP. How many meeting will be
attended with staff in Ukiah? What is the cost per meeting? The Proposal states that a project
oversight committee will review the draft report. When would this committee be formed, what
interests would be on this committee, and is this their only involvement?
Without being unresponsive, ASR would prefer to provide this detail after being selected
for the project. Our experience tells us that we should not assume that staff has the time to
support the project to our stated level or attend the all the meetings that might be optimal.
On tl�e other hand, we work hard to ensure that every project stakeholder is aware of what
is happening with the project. The core tasks in the project are straightforward and, in our
opinion, will not require too much discussion or review. HCD is clear on how they prefer
these studies to be conducted and ASR will ensure we are in compliance. I would suggest
that we would have at least 2 meetings before starting, one would be a kick-off ineeting to
reconfirm project goals and identify key stakeholders and their level of involvement and
resources they control or have access to. The next meeting would be a logistics meeting that
would finalize the project plan and review the first draft of the housing condition survey
instrument. Subsequent breakout meetings would be conducted as necessary. ASR does not
charge be meeting. Rather, these expenses are included in the project manager time
allocation. We feel this approach encourages participation and quality dialogue.
The project oversight committee should be comprised of the key government and
community stakeholders who may benefit from or participate in the potential benefits of
the program. Someone from planning, redevelopment, environmental liaison and from
housing could all participate and add value to the project planning process. They might
attend the kick-off ineeting and later determine how much continued involvement they
would commit ta The project oversight committee or a subgroup also reviews the final
report.
In general, a housing condition survey does not require significant staff time or overhead to
be completed. With a budget of this size, the majority of project resources need to be in the
field managed with a solid project plan. We think this is very achievable with a reasonable
allocation of staff time.
7-B8: Supply more information regarding City staff involvement; will staff review the survey
form for example? How will various consultations with staff be conducted and billed?
City staff involvement is discussed above and is welcome and appreciated. In our planning
kick-off ineeting we would discuss the desired and required levels of staff involvement and
schedule meetings as appropriate. We would welcome and expect there to be staff review of
the final survey form even if 90% of content is predetermined by HCD. We will not bill the
City for consultations; we think this would discourage communication and openness.
Instead, we would focus on deliverables and communicating via phone, email and in person
when necessary.
.� � -1 �
7-B10: Approximately many housing units do you expect to survey? Will photos be taken of
each unit; if so will they appear in the report, in color?
It is unclear exactly how many surveys we will conduct to ensure we are in compliance with
the HCD components of the housing element. With over 6004 units,we may employ some
sampling tools to help us expedite the evaluation tl�ough I cannot specify an exact number
until we can evaluate the housiug profiles at finer lot levels. We have found that many
planned communities, especially those recently constructed are relatively homogenous and
evaluation can be very efficient and swift. The final number of units to be surveyed will be
in compliance with HCD and the oversight committee will be able to review our proposal to
their satisfaction.
Photos will be taken but not of every unit surveyed. We will take some photos
representative of housing types and certain conditions. Cataloguing photographs to all
addresses can be very labor intensive and not within the project budget. ASR can review
this request in more detail if awarded the contract. The final report submitted will be in
color and photos taken will also be in color.