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HomeMy WebLinkAboutCONSENT Database for EPL Little River 615 Sheridan Street Port Townsend, WA 98368 ce!ehson www.JeffersonCountyPublicHealth.org Consent Agenda Public Healt JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Josh Peters, County Administrator FROM: Pinky Mingo, Environmental Public Health Director DATE: Avt, t� r' (ir 2?2 S SUBJECT: Agenda item — Little River Enterprises, Sole Source Contract; July 1, 2025 to June 30, 2026; not to exceed $10,000 STATEMENT OF ISSUE: Jefferson County Public Health is seeking approval for a sole source contract with Little River Enterprises to build several essential Crystal Reports using data extracted from the EPL Permitting Software database that will facilitate meeting state of Washington Department of Health reporting requirements. The Sole Source Contract is for Tom Shindler of Little River Enterprises who has worked closely with staff in Jefferson County, in both Public Health and Department of Community Development. Little River has unique experience and extensive knowledge of the On-Line RME database and the EPL database. The contract is from July 1, 2025 to June 30, 2026 and shall not exceed $10,000. ANALYSIS/STRATEGIC GOALS/PROS and CONS: Jefferson County Public Health has several complex reports and database configuration that need completing. Little River has been working with county since approximately 2006 and assisted the county with several reports since the transition from TideMark. Mr. Shindler, through Little River Enterprises, has been instrumental in assisting staff in migration and report building. He also has extensive experience On-line RME Septic Monitoring Programs that will interface with EPL. Mr. Shindler will use Crystal Reports to convert, create, debug, and enhance the templates for reports and forms that County staff still need. A sole source procurement process was used for selecting Little River Enterprises because Mr. Shindler is uniquely qualified, and his services through Little River Enterprises are essential to the County's successful implementation of EPL. FISCAL IMPACT/COST BENEFIT ANALYSIS: The funds to pay for this work come from the fee adopted by the Board of Health on November 3, 2016 to support the Septic Operations and Monitoring Program activities that include Jefferson County Staff assistance to homeowners to learn about monitoring and maintaining their septic system and how to inspect Community Health Environmental Public Health Developmental Disabilities 360-385-9444 360-385-9400 (f) 360-379-4487 360-385-9401 (f) Always working for a safer and healthier community EH-25-039 and report the results as required by JC Code 8.15 and WAC246-272A and from Foundation Public Health Service (FPHS) funds. RECOMMENDATION: JCPH management requests approval of the Sole Source Contract with Little River Enterprises; July 1, 2025 through June 30, 2026, not to exceed $10,000. REVIEWED BY: D q/Cfr Josh 'eters, County Administrator Date Community Health Environmental Public Health Developmental Disabilities 360-385-9444 360-385-9400 (f) 360-379-4487 Always working for a safer and healthier community CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Little River Enterprises Contract No: EH-25-039 Contract For: Database Services Term: 7/1/2025 - 6/30/2026 COUNTY DEPARTMENT: Public Health/Environmental Health Contact Person: Pinky Mingo Contact Phone: #476 Contact email: pmingo@co.jefferson.wa.us AMOUNT: $10,000 PROCESS: _ Exempt from Bid Process Revenue: Cooperative Purchase Expenditure: $10,000 Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s) of Matching Funds Vendor List Bid Fund # 127 RFP or RFQ Munis Org/Obj 12756210 ✓ Other: Sole source APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITHJC2- 080 AND CHAPTER 42.23 RCW. r� CERTIFIED: N/A: June 30, 2025 Signature Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. (, CERTIFIED: fl N/A: ri June 30, 2025 Signature Date STEP 3: RISK MANAGEMENT REVIEW (will be added electronically through Laserfiche): Electronically approved by Risk Management on 7/10/2025. STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserfiche): Electronically approved as to form by PAO on 7/10/2025. Standard County PSA. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1 PROFESSIONAL SERVICES AGREEMENT Between JEFFERSON COUNTY And LITTLE RIVER ENTERPRISES THIS PROFESSIONAL SERVICES AGREEMENT("this Agreement")is entered into between the County of Jefferson, a municipal corporation("the County"), and Little River Enterprises ("the Contractor"), in consideration of the mutual benefits,terms, and conditions specified below. 1. Project Designation. The Contractor is retained by the County to perform the following Project: provide support for database administration, coordination of mapping with permit data and software, coordination with other county database systems with permit database. 2. Scope of Services. Contractor agrees to perform the services identified on Exhibit "A"attached hereto including the provision of all labor. 3. Time for Performance. This Agreement shall commence on July 1, 2025 and continue through December 31, 2025,unless terminated as provided herein. This Agreement may be extended by mutual written amendment, executed by both parties, not to extend past June 30, 2026 after which a new procurement and Agreement must be used. Work performed consistent with this Agreement during its term,put prior to the adoption of this Agreement, is hereby ratified. The Contractor shall perform all services pursuant to this Agreement as outlined on Exhibit"A". Time is of the essence in the performance of this Agreement. 4. Payment. The Contractor shall be paid by the County for completed work and for services rendered under this Agreement as follows: a. Payment for the work provided by Contractor shall be made as provided on Exhibit`B"attached hereto,provided that the total amount of payment to Contractor shall not exceed $10,000 without express written modification of the Agreement signed by the County. b. Invoices must be submitted quarterly by the 10th of the following month for the previous quarter's expenses. Such invoices will be checked by the County, and upon approval thereof, payment will be made to the Contractor in the amount approved. Failure to submit timely invoices and reports pursuant to Exhibit B of the Agreement may result in a denial of reimbursement. Invoices not submitted within 90 days may be denied. c. Final payment of any balance due the Contractor of the total contract price earned will be made promptly upon its ascertainment and verification by the County after Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 1 of 11 EH-25-039 the completion of the work and submittal of reports under this Agreement and its acceptance by the County. d. Contractor shall provide invoices and necessary backup documentation for all services including timesheets and statements (specifying the services provided). Any indirect charges require the submittal of an indirect cost methodology and rate using 2 C.F.R. Part 255 and 2 C.F.R. Part 230. e. The Contractor's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the County and state for a period of six(6)years after final payments. Copies shall be made available upon request. 5. Ownership and Use of Documents. All non-confidential or de-identified documents, drawings, specifications, and other materials produced by the Contractor in connection with the services rendered under this Agreement shall be the property of the County whether the project for which they are made is executed or not. The Contractor shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with Contractor's endeavors. Contractor shall not be held liable for reuse of documents or modifications thereof, including electronic data, by County or its representatives for any purpose other than the intent of this Agreement. 6. Compliance with Laws. Contractor shall, in performing the services contemplated by this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services to be rendered under this Agreement. 7. Audit. An audit will be submitted to the County upon request. Upon request, Contractor will submit the most recent fmancial audit within 30 days. a. Upon request the County shall have the option of performing an onsite review of all records, statements, and documentation. b. If the County finds indications of potential non-compliance during the monitoring process, the County shall notify Contractor within ten(10) days. County and Contractor shall meet to discuss areas of contention in an attempt to resolve issues. c. Audit will provide statements consistent with the guidelines of Reporting for Other Non-Profit Organizations AICPA SOP 78-10, and is performed in accordance with generally accepted auditing standards and with Federal Standards for Audit of Governmental Organizations, Programs,Activities and Functions, and meeting all requirements of 2 C.F.R. Part 200, as applicable. 8. Indemnification. The Contractor shall defend, indemnify and hold the County, its officers, officials, employees, agents and volunteers (and their marital communities) harmless from any claims, injuries, damages, losses or suits, including attorney's fees, arising out of or resulting from the acts, errors or omissions of the Contractor in performance of this Agreement,except for injuries and damages caused by the sole Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 2 of 11 negligence of the County. Should a court of competent jurisdiction determine this Agreement is subject to RCW 4.24.115 if liability for damages occurs arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the County, its officers, officials, employees, agents and volunteers(and their marital communities)the Contractor's liability, including the duty and cost to defend, shall be only for the Contractor's negligence. It is further specifically understood that the indemnification provided constitutes the Contractor'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. This section shall survive the expiration or termination of this Agreement. 9. Insurance. Prior to commencing work,the Contractor shall obtain at its own cost and expense the following insurance coverage specified below and shall keep such coverage in force during the terms of the Agreement. a. Automobile Liability Insurance providing bodily injury and property damage liability coverage for all owned and non-owned vehicles assigned to or used in the performance of the work for a combined single limit of not less than$200,000 each occurrence. Contractor shall provide a copy of the current Certificate of Insurance showing the coverage and limits. An automobile is not used in the performance of the duties identified in the scope of work. Transportation is strictly to the Jefferson County Offices in the Contractors personal vehicle to fulfill the contracted work. 10. Worker's Compensation(Industrial Insurance). a. If and only if the Contractor employs any person(s) in the status of employee or employees separate from or in addition to any equity owners, sole proprietor, partners, owners or shareholders of the Contractor,the Contractor shall maintain workers' compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson County Public Health, upon request. b. Worker's compensation insurance covering all employees with limits meeting all applicable state and federal laws. This coverage shall include Employer's Liability with limits meeting all applicable state and federal laws. c. This coverage shall extend to any subcontractor that does not have their own worker's compensation and employer's liability insurance. d. The Contractor expressly waives by mutual negotiation all immunity and limitations on liability,with respect to the County, under any industrial insurance act, disability benefit act, or other employee benefit act of any jurisdiction which would otherwise be applicable in the case of such claim. e. If the County incurs any costs to enforce the provisions of this subsection, all cost and fees shall be recoverable from the Contractor. Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 3 of 11 11. Independent Contractor. The Contractor and the County agree that the Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. The Contractor specifically has the right to direct and control Contractor's own activities, and the activities of its subcontractors, employees, agents, and representatives, in providing the agreed services in accordance with the specifications set out in this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded County employees by virtue of the services provided under this Agreement, including,but not limited to: retirement, vacation pay; holiday pay; sick leave pay; medical, dental, or other insurance benefits; fringe benefits; or any other rights or privileges afforded to Jefferson County employees. The County shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to Contractor, or any employee of Contractor. 12. Subcontracting Requirements. a. The Contractor is responsible for meeting all terms and conditions of this Agreement including standards of service, quality of materials and workmanship, costs, and schedules. Failure of a subcontractor to perform is no defense to a breach of this Agreement. The Contractor assumes responsibility for and all liability for the actions and quality of services performed by any subcontractor. b. Every subcontractor must agree in writing to follow every term of this Agreement. The Contractor must provide every subcontractor's written agreement to follow every term of this Agreement before the subcontractor can perform any services under this Agreement. The Public Health Director or their designee must approve any proposed subcontractors in writing. c. Any dispute arising between the Contractor and any subcontractors or between subcontractors must be resolved without involvement of any kind on the part of the County and without detrimental impact on the Contractor's performance required by this Agreement. 13. Covenant Against Contingent Fees. The Contractor warrants that he has not employed or retained any company or person,other than a bona fide employee working solely for the Contractor, to solicit or secure this Agreement, and that he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Contractor, any fee, commission,percentage,brokerage fee, gifts,or any other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty,the County shall have the right to annul this Agreement without liability or, in its discretion to deduct from the contract price or consideration, or otherwise recover,the full amount of such fee, commission,percentage, brokerage fee, gift, or contingent fee. 14. Discrimination Prohibited. The Contractor, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, color, national Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 4 of 11 origin,religion, creed, age, gender, sexual orientation, material status, sex, or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 15.No Assignment. The Contractor shall not sublet or assign any of the services covered by this Agreement without the express written consent of the County. Assignment does not include printing or other customary reimbursable expenses that may be provided in an agreement. 16. Non-Waiver. Waiver by the County of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 17. Termination. a. The County reserves the right to terminate this Agreement at any time by giving ten(10) days written notice to the Contractor. b. In the event of the death of a member,partner, or officer of the Contractor, or any of its supervisory personnel assigned to the project, the surviving members of the Contractor hereby agree to complete the work under the terms of this Agreement, if requested to do so by the County. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Contractor and the County, if the County so chooses. c. The County reserves the right to terminate this contract in whole or in part, with 10 days' notice, in the event that expected or actual funding from any funding source is withdrawn, reduced, or limited in any way after the effective date of this agreement. In the event of termination under this clause,the County shall be liable for only payment for services rendered prior to the effective date of termination. 18. Notices. All notices or other communications which any party desires or is required to give shall be given in writing and shall be deemed to have been given if hand- delivered, sent by facsimile, email, or mailed by depositing in the United States mail, prepaid to the party at the address listed below or such other address as a party may designate in writing from time to time. Notices to the County shall be sent to the following address: Jefferson County Public Health 615 Sheridan Street Port Townsend, WA 98368 Notices to Contractor shall be sent to the following address: Little River Enterprises 3492 Little River Road Port Angeles, WA 98363 Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 5 of 11 19. Integrated Agreement. This Agreement together with attachments or addenda represents the entire and integrated Agreement between the County and the Contractor and supersedes all prior negotiations, representations, or agreements written or oral. No representation or promise not expressly contained in this Agreement has been made. This Agreement supersedes all prior or simultaneous representations, discussions,negotiations, and agreements, whether written or oral,by the County within the scope of this Agreement. The Contractor ratifies and adopts all statements, representations,warranties, covenants,and agreements contained in its proposal, and the supporting material submitted by the Contractor, accepts this Agreement and agrees to all of the terms and conditions of this Agreement. 20. Modification of this Agreement. This Agreement may be amended only by written instrument signed by both County and Contractor. 21. Disputes. The parties agree to use their best efforts to prevent and resolve disputes before they escalate into claims or legal actions. Any disputed issue not resolved pursuant to the terms of this Agreement shall be submitted in writing within 10 days to the County Risk Manager, whose decision in the matter shall be final,but shall be subject to judicial review. If either party deem it necessary to institute legal action or proceeding to enforce any right or obligation under this Agreement, each party in such action shall bear the cost of its own attorney's fees and court costs. Any legal action shall be initiated in the Superior Court of the State of Washington for Jefferson County. The parties agree that all questions shall be resolved by application of Washington law and that the parties have the right of appeal from such decisions of the Superior Court in accordance with the laws of the State of Washington. The Contractor hereby consents to the personal jurisdiction of the Superior Court of the State of Washington for Jefferson County. 22. Section Headings. The headings of the sections of this Agreement are for convenience of reference only and are not intended to restrict, affect, or be of any weight in the interpretation or construction of the provisions of the sections or this Agreement. 23. Limits of Anv Waiver of Default. No consent by either party to, or waiver of, a breach by either party, whether express or implied, shall constitute a consent to, waiver of, or excuse of any other, different, or subsequent breach by either party. 24. No Oral Waiver. No term or provision of this Agreement will be considered waived by either party, and no breach excused by either party, unless such waiver or consent is in writing signed on behalf of the party against whom the waiver is asserted. Failure of a party to declare any breach or default immediately upon the occurrence thereof, or delay in taking any action in connection with, shall not waive such breach or default. 25. Severability. Provided it does not result in a material change in the terms of this Agreement, if any provision of this Agreement or the application of this Agreement to any person or circumstance shall be invalid, illegal, or unenforceable to any extent, the remainder of this Agreement and the application this Agreement shall not be affected and shall be enforceable to the fullest extent permitted by law. Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 6 of I 1 26. Binding on Successors, Heirs and Assigns. This Agreement shall be binding upon and inure to the benefit of the parties' successors in interest,heirs, and assigns. 27.No Assignment. The Contractor shall not sell, assign, or transfer any of rights obtained by this Agreement without the express written consent of the County. 28. No Third-party Beneficiaries. The parties do not intend, and nothing in this Agreement shall be construed to mean,that any provision in this Agreement is for the benefit of any person or entity who is not a party. 29. Signature in Counterparts. The parties agree that separate copies of this Agreement may be signed by each of the parties and this Agreement shall have the same force and effect as if all the parties had signed the original. 30. Facsimile and Electronic Signatures. The parties agree that facsimile and electronic signatures shall have the same force and effect as original signatures. 31. Arms-Length Negotiations. The parties agree that this Agreement has been negotiated at arms-length, with the assistance and advice of competent, independent legal counsel. 32. Public Records Act. Notwithstanding the provisions of this Agreement to the contrary,to the extent any record, including any electronic, audio,paper or other media, is required to be kept or indexed as a public record in accordance with the Washington Public Records Act, Chapter 42.56 RCW, as may hereafter be amended, the Contractor agrees to maintain all records constituting public records and to produce or assist the County in producing such records, within the time frames and parameters set forth in state law. The Contractor further agrees that upon receipt of any written public record request, Contractor shall,within two business days,notify the County by providing a copy of the request per the notice provisions of this Agreement. 33. Confidentiality. With respect to all information relating to County that is confidential and clearly so designated, as required by the Health Insurance Portability and Accountability Act(HIPAA) and any other applicable privacy laws,the Contractor agrees to keep such information confidential. The Contractor shall not disclose, transfer, or sell any such information to any party, except as provided by law or, in the case of personal information,with the prior written consent of the person to whom the personal information pertains. The Contractor shall maintain the confidentiality of all personal information and other information gained by reason of this Agreement, and shall return or certify the destruction of such information if requested in writing by Jefferson County. This Agreement, once executed,will be a"public record" subject to production to a third party if same is requested pursuant to• the Washington Public Records Act, Chapter 42.56 RCW, as may hereafter be amended. 34. Criminal History/Background Check. Each of the Contractor's employees, the employees of any of the Contractor's approved subcontractor, or volunteers used by the Contractor shall submit to a Washington State Patrol fingerprint identity and criminal history check before they are authorized to perform services for the Project. Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 7 of 11 The County agrees to bear all reasonable costs incurred in the performance of this fingerprint identity and criminal history check. Contractors who may or will have regular access or limited access to any juveniles shall also: a. Require that each of the Contractor's employees,the employees of any of the Contractor's approved subcontractor, or volunteers used by the Contractor undergo not less often than once every three(3)years another Jefferson County approved criminal history and background check; b. Ensure all employees, subcontractors, or volunteers are knowledgeable about the requirements of RCW 13.40.570 and of the new crimes included in RCW 9A.44, Sexual Offense; c. Sign the Contractor Requirements for Responding to Situation of Sexual Misconduct Form, and shall submit to Jefferson County with signed Agreement. APPROVED AND ADOPTED this day of , 2025. (SIGNATURES FOLLOW ON THE NEXT PAGE) Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 8 of 11 SIGNATURE PAGE JEFFERSON COUNTY WASHINGTON LITTLE RIVER ENTERPRISE Board of County Commissioners Jefferson County, Washington By: By: ( ,„ Heidi Eisenhour, Chair Tom Shindler, Owner By: Date: 3-vd6it 3 C , Z-C Z.- Greg Brotherton, Commissioner By: Heather Dudley-Nollette, Commissioner SEAL: ATTEST: Carolyn Gallaway, Clerk of the Board Approved as to form only: for 07/10/2025 Philip C. unsucker, Date Chief Civil Deputy Prosecuting Attorney Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 9 of 11 Exhibit A STATEMENT OF WORK This statement establishes the scope of services for the Contractor. 1. Provide support for Tyler EPL (formerly known as EnerGov) database administration. 2. Coordinate with Jefferson County Information Services department to meet user department data needs. 3. Develop and edit reports with Crystal Reports for use with EPL and other permit-related data sources. Including: a. Report Creation b. Report setup in EPL c. Integrating reports into EPL Workflow d. Creating and modifying custom database elements to support reporting needs (e.g. database views and stored procedures) 4. Develop and manage custom data elements and processes (e.g. database views and stored procedures)to support functionality not directly enabled by EPL, including data integration with outside data sources (e.g. Septic Inspection, GIS) 5. Assist and advise on processes and procedures related to permitting workflow and automation for the EPL database. 6. Provide professional expertise to assist in solving problems related to permitting and data 7. Document support structures and processes developed for both EPL's native tools and structure, and custom tools and structures, as well as solutions to specific problems. 8. Provide Training as needed from areas of expertise. Professional Services Agreement, JCPH, Version 3, PAO Approved 7/12/2021 Page 10 of 11 Exhibit B PAYMENT AND RECORD KEEPING Payment for the work provided by the Contractor shall be invoiced at the rate of$90/hour. In the event that expected or actual funding from any funding source is withdrawn,reduced, or limited in any way after the effective date of the Contract,the Contract may be renegotiated or terminated as provided herein. The Contractor will provide an invoice to the County for payment for services rendered quarterly. Invoices shall contain the hours worked and will briefly describe the work performed in furtherance of the Statement of Work made Exhibit A to the Contract. As identified in the contract the total amount shall not exceed $15,000 unless amended in writing. The invoice represents a report and shall be submitted to Jefferson County Public Health,615 Sheridan Street,Port Townsend, WA 98368. 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