HomeMy WebLinkAboutBerryDunn Professional Services for Strategic Planning Amendment No. 3 - 042026 Amendment No.3 to the Professional Services Agreement with BerryDunn for
Strategic Planning Services
This Amendment No. 3 to the Agreement is made and entered into by and between
BerryDunn("Contractor")and Jefferson County, a political subdivision under the laws of the
State of Washington("County"), collectively known as the"Parties."
WHEREAS,the Parties want to amend the Grant Agreement entered into between them;
NOW, THEREFORE,the Parties agree as follows:
1. Purpose.The purpose of this Amendment is to adjust the Scope of Services, as
described in Exhibit"A"to Amendment No. 2, adopted on July 15, 2024,pursuant to
Change Order No. 1, attached hereto as Exhibit"A"to Amendment No. 3, including
the provision of all labor.
2. No Other Change.All other terms of the Professional Services Agreement between
the Parties remain unchanged, except as modified in this Amendment.
(SIGNATURES FOLLOW ON NEXT PAGE)
1
DATED this day of 4J77/ . 2026.
Jefferson County BerryDunn
Board of Commissioners
Signature Date
Name and Title
g r erton, Chair ate
SEAL: ;�``��`,,,,�G,MM ISO ,0• "S
ATTEST: "",,,,IN-
G''••.�qSN ,C),,.•�.
6 a
,/2c/Z(„
arolyn laway,CMC Date
Clerk of the Board
Approved as to form only:
1 �
, C
0 C March 4,2026
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
2
DATED this - ,9r1-- day of ); 2026
Jefferson County Berry Dunn
Board of Commissioners
<6(*
S.2.11,1(ilre
Szk-, ,(i)rts.Ac.Apo-t.
r erton. Namc and I'tie
7747,(1
i Chair )ate
se.%;..0 ERS04-SEAL
i-(1 I k9. SiEti
S '. "•1.4
. •••
A ITES 11/ ....... .10 /
ASHING
.........
? (.41. , L(/2
.uolyn CIIaay.CMC ) Date
Clerk of the Board
Appro‘ed as to Form only:
<-44-••••442--"-- March 4,2026
, ••4
Philip C. Hunsucker Date
Chief Civ il Deputy Prosecuting Attorney
2
Exhibit A to Amendment No. 3
b BerryDunn
Jefferson County, Washington
Strategic Plan Project Implementation Support
Change Order No. 1 - Update
Submittal Date: February 6, 2026
Description of Change:The purpose of this change order is to shift BerryDunn strategic plan implementation
hours from dashboard support to other focus areas noted below.These services will support Jefferson County's
continued implementation success
1. Implementation reporting template: BerryDunn will create a fillable PDF template designed to look
the same as the final plan. This template will be used to report on outcomes from each priority and
strategic plan progress.
2. Communications plan and updating the quarterly reporting update template: BerryDunn will
support simplifying the logic models into clear actions and reportable metrics for each priority. This
action will help the implementation reporting template be useful and clear to readers. BerryDunn will
support the project management team(PMT) in providing communications drafts and a plan to update
implementation report template with County staff.
3. Meeting support for one year through September 2026. BerryDunn will host four meetings with the
County PMT to progress the implementation report and the communications plan. These one-hour
meetings will take place in April,May, July, and September Prior to the meeting, BerryDunn will
create and send an agenda, check-in with the PMT on the implementation spreadsheet, and assist in
completing the implementation report for the Board.
Budget:This change order will add zero hours and zero dollars to the contract. We will deliver these services
within the remaining contact value of$4,270. The travel expense allocation is not increased at this time.
Approvals:
County Project Sponsor I I
Signature Date
BerryDunn Principal `_ Oda CP
Signature Date
Change Order 1 Page 1 of 1 February 6, 2026
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Josh D. Peters,County Administrator
DATE: J�p rj I 70, 20Z
SUBJECT: CONTRACT APPROVAL: Amendment No.3 to the Professional Services
Agreement with BerryDunn for Strategic Planning Services
STATEMENT OF ISSUE:
On October 2, 2023,the Board adopted the county's 5-year Strategic Plan ("plan"). BerryDunn served as our
strategic planning consultant and has continued to assist the county with plan implementation in association
with Amendments No. 1 and No. 2 to our Professional Services Agreement for Strategic Planning Services.
Proposed Amendment No. 3 is to incorporate Change Order No. 1, dated February 6, 2026, which shifts
consultant plan implementation hours from dashboard support to other focus areas, including use of a
fillable PDF template for plan implementation reporting. The proposed amendment also specifies that the
contract period ends on September 30,2026, providing a defined period in which to complete the project.
ANALYSIS:
Adoption of the amendment will enable plan implementation to shift to development of a reporting tool that
would be easier to use for county departments to track progress. There are limited hours left in the consultant
contract, and this shift is needed to complete the project. Training hours for staff are included in the revised
scope of work. The PDF reporting template will be designed for continued staff use after this contract ends.
FISCAL IMPACT:
If amended as proposed,there would be $4,270 remaining on the BerryDunn contract. These funds are in the
adopted 2026 Budget, as appropriated in April 2026.Note that this represents significant cost savings from
the initial contracted scop,e of work for dashboard-focused Strategic Plan implementation.
RECOMMENDATION:
Approve the proposed contract amendment, enabling the County Administrator to sign Change Order No. 1
and the plan implementation team to conclude its efforts.
REVIEWED BY:
I.. ? ;I� 3/4/26
Jo h D. Peters, County Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: BERRYDUNN Contract No: BERRYDUNN 3
Contract For: PROFESSIONAL SERVICES FOR STRATEGIC PLANNING AMEND NO.3 Term: SEPT 30, 2026
COUNTY DEPARTMENT: COUNTY ADMINISTRATOR
Contact Person: JOSH D.PETERS
Contact Phone: X 130
Contact email: JDPETERS@CO.JEFFERSON WA US
AMOUNT: NO ADDITIONAL AMOUNT PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund# ND51890 _ RFP or RFQ
Munis Org/Obj 410000 I Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CO PLIAN T J .55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: ■l N/A:n 5.`f'46
tgn ure Date
STEP 2: DEPARTMENT CERTIFIES T E PERSON PROPD FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT EEN D RRED BY/ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: � N/A: El
h"
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will he added electronically through Laserfiche):
Electronically approved by Risk Management on 3/4/2026.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 3/4/2026.
Contract amendment of a county-standard PSA.
S"I EP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
Amendment No. 2 to the Professional Services Agreement with BerryDunn for
Strategic Planning Services
This Amendment No. 2 to the Agreement is made and entered into by and between
Jefferson County and BerryDunn, herein after known as the"Parties."
WHEREAS, the Parties want to amend the Agreement entered into between them;
NOW, THEREFORE, the Parties agree as follows:
1. Purpose.The purpose of this Amendment is to add$30,000 to the not exceed amount
of the Agreement raising it to $138,659.
2. Amendment.
a. The first sentence of 4. Payment. a. is amended to read: Payment for the
work provided by Consultant shall be made as provided on Exhibit "A"
attached hereto, provided that the total amount of payment to the Contractor
shall not exceed $138,659 in accordance with Exhibit A. without express
written modification of the Agreement signed by each party.
3. No Other Change. All other terms of the Professional Services Agreement between
the Parties remain unchanged, except as modified in this Amendment.
(SIGNATURES FOLLOW ON NEXT PAGE)
1
DATED this 71:kda} of _ . 2O2-;
JEFFERSON COUNTY WASHINGTON BERRY MAN
Board of Count} Commissioners
Jefferson Count . Washingtonleidi
B .
A A
Ei ilur. Chair Date
4611107110BI ,
otherton. mmissioner I te
41110AL 77se----
dleN-tiollette. Cominissio er/ Date
SEA I : ."4044418ii• .---
0,„;• 61:
s !If 19444 (A;
ATI LSI: :
.
eic,_ fit 1/i *4 •
Itoie
C arol
Clerk ott e Board
Approved a, to form on!),
far_ 06/30/2075
Pilip C. Hunsucker Date
Chief Cisii t)eput Prosecuting Attome
2
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of( ominissioner`
FROM: \Iark Mc( aule), County Administrator
DATE: Jule 7, 2025
RE: Amendment No. 2 to the Professional Services Agreement: BerryDunn for
Strategic Planning Services
STATEMENT OF ISSUE:
On October 2, 2023,the Board of County Commissioners adopted the County's Five-Year
Strategic Plan. BerryDunn, our strategic planning consultant was instrumental is helping the
county create the plan. After the plan was adopted, staff recommended that the county retain
BerryDunn for a year to help with plan implementation and with reporting results to the public.
The county has developed an implementation plan but it needed the assistance of a consultant to
successfully implement the plan. An amendment to the Professional Services Agreement with
BerryDunn to include implementation services was approved by the Board in July 2024.
ANALYSIS:
Since then, Berry Dunn's assigned consultant experienced a family tragedy and was out for
several months. She ultimately resigned to attend to family needs. That consultant interruption
coupled with staffs difficulty navigating the strategic plan logic models caused us to use
Strategic Plan Dashboard development budget to complete the implementation.
The 2nd Amendment will add $30,000 to the Agreement's not-to-exceed amount so the project
can be brought to completion.
FISCAL IMPACT:
An additional $30,000 which will be paid out of the General Fund—Non-departmental. A
supplemental budget request will be submitted in the 3rd Quarter, 2025 to cover the cost.
RECOMMENDATION:
Approve the attached Amendment No. 2to the Professional Services Agreement with
BerryDunn.
REVIEWED BY:
re; i '1
Josh 'eters, County Administrator Date
CONTRACT REVIEW FORM f Clear Form I
(INSTRUCTIONS ARE O.': THE.ti EK T PAGE)
CONTRACT WITH: Berry Dunn-2nd Amendment Contract No: BerryDunn Am No.2
Contract For: Staregic Plan Implementation Term: Until complete
COUNTY' DEPARTNI F:NT: County Adrnnstrator
Contact Person: Mark McCauley
Contact Phone: 360 38591 30
Contact email: mmccauley@co leferson wa us
AYIOI'NT: $30000 PROCESS: 7Exempt from Bid Process
Revenue: N/A Cooperative Purchase
Expenditure: $30.000 _~ Competitive Sealed Bid
Matching Funds Required: N/A Small Works Roster
Sources(s)of Matching Funds N/A Vendor List Bid
Fund # 001-270 _ REP or RFQ
Munis Org/Obj 001-270 Other:
APPROVAL STEPS: ( — ------____.-__
STEP 1: DEPARTMENT t FRTIFI F-s CO LIANCE W ITCH JNam[C 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: a N/A:u f 1 "
6C
. ignaturc Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FFDFRAI.. STATE, OR LOCAL
AGENCY.
CERTIFIED: Ei N/A: ,L C' vZ41 c
nature Date
.l El't: RISK NI \ k►.I N1FNT REVIFx\ (will be added electronically through Laserfiche):
Electronically approved by Risk Management on 6/25/2025.
sTEP 4: PROSECUTING .ATTORNEY REVIEW(Hill he added electronically through Laserfiche):
Electronically approved as to form by PAO on 6/30/2025.
Amendment No. 2 increasing contract amount to S138.659.00 total. Prior
amendment and original attached.
s I I I' 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEYIIF REQUIRED).
STF:I'to: CONTRACTOR SIGNS
STF:P 7: SUBMIT TO BOC'C FOR APPROVAL.
Amendment No. I to the Professional Services Agreement with Berry Dunn for
Strategic Planning Services
This Amendment No. I to the Agreement is made and entered into by and between
Jefferson County and Hera Dunn. herein after known as the "Parties."
w MI RI-.\S. the Parties want to amend the Agreement entered into between them:
NOW. THEREFORE, the Parties agree as
1. Purpose.The purpose of this Amendment is to add Sa-1.389 to the not exceed amount
of the Agreement raising it to$IOK.W;9 and to add additional services to the projects scope.
2. Amendment.
a. Scope of Services. Is amended to add additional sery ices required to
implement the Strategic Plan. These additional services are identified on
Exhibit "A"attached hereto including the prrn ision of all labor
b. The first sentence of 4. Pasmtnt. a. is amended to read Payment fOr the
work pros,ided Ir Consultant shall he made as prov ided on Exhibit "A"
attached hereto. pro%ided that the total amount of pa}ment to the Contractor
shall not exceed S1O8M59 in accordance with Exhibit A. without express
written modification of the Agreement signed by each party.
3. No Other Change. All other terms of the Professional tier ices Agreement between
the Parties remain unchanged. except as modified in this Amendment.
(SR:NATU"RES FOLLOW ON NEXT PACE:)
1
i a ,7-- /4}.
b BerryDunn
:ure 17.2024
Mark McCauley.City Administrator
1820 Jefferson Street
Port.Townsend.WA 98.36 t
Dear Mark.
Oroerrail 3f Berry. Dunn.Mc.Ner&Parker.L C.Ber•yDu^ni we are p eases to surrrrt tors'Neer t Jeftersn^.
County the County!to potent tally a55rst wr?^;mptetourr tron pa,rr,r•g and to pro'rrde irnpleme='tat support
for the Jefferson County Strategic Ptah
We understand the Gouty leSires SupOOrt in facrlrtat ng rmpler'e^tat o^ planning,wh<Ch includes a current
state aSse rient Cl the implementation pia' arni depdrtiner-tal ass stance with wrtrptetio',Jt t''e torple:'^errtdlrun
plan.and developing da.sht:oarrls for mrxrltcrrrg and repertr^g progress on ach evement o`Strategic plan
pr or ties
We appreciate me opportunity tC be Considered'Or ibis effort.a'd we value the County y upen^ea: writ;
►tex:b I ty to discussing our proposed services We would welcome+.-e ooportunity tc further expand our
relatinnsh p w th the County and support r:s Strateg c Plan mplementation e"crts for Strategic.!'tan longevity
Hetow we Beta I our propOSed work ptar' tor this effort arto present the asscx;ii e:j(AN IS'ur the County s review
and consideration. These cots assume a 12 month support Cur3Gon and are based on 3 blended hourly rate Of
$275 for services revered through lure 30.2025
Task 0:Project Phasing and Masagomsat Task 0 Totals: 83.910
0 1:Coniu.t mhal;;rotor'planer^g and project kickoff w th t^e Co my s project team
2.Deev44'p a Project W?rk Plan and Sehetlu e to kee. t'e poi ee;' u' -?irn dr,!cr Crridg t
0 3 Cord..ct‘to'thin Ptoiera Slat ;s Veetings w th r^e Count',';cro ec'team
Task 1:tmplementatton Support Task 1 Totals
810.425
I P ..r•_w the u'rent state of'rift Coun^r's molwmentatico p a- so: a' t' Cry- d -r 3,1 crEsen•
cfaty rnz'cr updat;^g a^d co—p e•ng•'-e spreads'c_t
2 FjLarrtate a'np:ernentannr ;tan update meet.rgs with Coun^, ,eaders^rp 3n 1 d=parmonts tna?
• f Irtatl^g ore ore ore sessions w th department groups to rurt°f let :rnPir.mr„n'.1lion l;ian
SP'cadst eel
• App'yrng togi+:morletmg••ch^ioliiws to develop outcomes 3n1 a ign with Striteg r prior ties and
• Devetop:ne mGtementat)cn uodate gu.lae ices with status'pmgres, rim,o d:;rr'n iron,`Cr
consistent anc ;:tear tefe,ences:c goal progress
1.3 Optional. facuitare quaaerh r:eettngs with readersh LJ and de0Jrtment teams to 3'.742
o1-'eratron.3;toe;t'JtCgIC plan p,iur't:es gnrl nb(rr,',Les
Task 2:Performarrca Dashboard Task 2 Totals: 524.240
• r-the iev?icpmont: f t t Cv� n'.y 5�k3'tJtnrdnce dashb':ar.;,wr+rc .vn'
• ''r,-L!rttng gritrarre and'eedbac ci"t'-o Co..nty t?e:rf;)r...a`cc aaS"C>',:drO 4:01icJt-;i'
DA ID this 15'2 dii .,!
JEFFFRSON COt;Ni %%ASHI M.;l'ON HEK1.1%UtNI'S
-----
Board ot Couri1 Commissioners
Jefferson( ono.), V1"Ilititaion DAie
V" ,/
ut Lkan. 1. hair Dale
13
I e ' I r Nte
/21
(trot
1
fat
Al HSI .......
t()
( 4 1". 0," /( 14,1; s , zy
droh,I1 I411:1A1Ait!,, (MC Date
Cleri:of the Board
kppro‘rd as to fonr on:‘
7 10,2024
Ph.lir C I hinsucker I/at,.
hid Ci‘i tpui Prjiing ‘ttorne!.
1
2
• Ass,,st,r ever')de...e,cc'-g Intef^.3%3nd operational reccooceice -c*.•cs dashboards
• Developing the CDunty's exlemal Derforrnance met r4:.%lashhearc using bus ness
il cat ens
2 2 Fac)I,tate quarterly meetings*In Courty leadership antt leaa,tt-erts to prcoCe asSistance eV"
perfo,ma^ce dasnboaeo updates
Subtotal exclucting travel'. $.18 575
!.tavel Es!,,trate,bi/leU Only 35 frcurreo;
Total(locioding trove.) S40,575
We 0,111submit monthly progress invotr.os hasokl ,pon the act.a hews and ox0ent',C5 nc...,rred ta.se-ls the
ctv-piw.or of Inese tasks.
ThJrk you gair (trit:opport,,n ty tc preSent our 300toach ane ces,re m-rwl,^1.fre"Itt/fi, ch the Cflu,ty ShCu
yOU "aw.,any Ci,eSt4nS yOu wnui(l toe tc)ctsolAss tru nmpasal please feti frey: 1.) :ontact ether us
thteetly.
Sincerely
1.0 hal
Seth hedstrom.Principal Michelle Kennedy.Manager
.IE:FFERSO\ COUNTY
BOARD OF COON I ti' COMMISSIONERS
CONSENT AC EN DA REQUEST
TO: Board of('ommissioners
FROM: Hark 11c( aukv.County Administrator
DATE: Ju1. 15. 21)24
RE: Amendment No. 1 to the Professional Services Agreement: Berry Dunn for
Strategic Planning Services
STATEMENT OF ISSUE:
Chr October 2. 2t12=.the Board of Count!. commissioners adopted the('ounth's fire Year Strategic Plan.
Lkrr Dunn.our,tr.ttegie planning consultant was instrumental is helping the county create the plan. With
the plan adopted stiff is no% recommending that the counts retain Item Dunn t .r a scar to help s.ith plan
implementation and s.ith reporting results to the public.
ANAI.YS15:
the county has developed an implementation plan hut it has become increasingly clear that the
assistance of consultant will be crucial to the successful implementation of the plan. An
amendment to the Professional Services Agreement with Rem Dunn to include implementation
scr\ices has been prepared along with a statement of wore: and a budget. all of which are
attached.
staff recommends that the Board approve the amendment
IIS( .% IMPACi':
I he cost of the additional work is not to exceed S44.89 sshieh %%ill he paid out of the General
Fund Non-departmental. A supplemental budget r tluest will he submitted in the 3rd Quarter.
2024 to corer the cost.
RECOMMENDATION:
-\pprose the attached Amendment No. I to the Professional tiers ices Agreement ksitlt
Bern Dunn.
RETIE ED BY:
--r-s f7/4214-
\lark ey. County =\dministrator/ Date'
CONTRACT REVIEW FORM Ck if Foar
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT N I I H: BerryOunn ( untract No Bec yrOunn Am.Nc 1
C ontract For Strategic Planning Services Terms 12 months
( 01 STY DEPARTMENT: p'.+:f.-vesca-a.
Contact Peroin: Marx McCauley
Contact Phone: xa; .•a+30
Contact email: "T«aupr4V-1,01. wa Js
1SI0( SiT: $44 389 PROCESS: — EAempt from Bid Process
Re‘enuc N'A ('lHIperatiise Purchase
I.\penditure 544:t89 ('ompetiti%c Sealed Rid
Matching. Fund' Required. NIA Small ASorks Koster
Sources(%)of\latching Funds rl'A Vendor List Bid
Fund Y O01-VVC RFPor RFQ
Mun i%Urg Ohj O 1 270 t/ Other:Arrendn'ert
APPROVAL N I t I'S:
STEP I DEPa1R I \I F \ I t MIMES COMP NC'E %% "T !.��.Itlitt AND C11APTE:R 12.23 RCh1.
t ERTIFIFD: ■ 1 \ %:❑ 'rL ! 7/!/ �Sit! tune ���� � I rue
STEP 2. DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR C'ONTR.t('IINC % ITH THE
('Ot NTY (CONTRA("tOK1 HAS NOI BEEN DEBARRED RI ANl FEDERAL STATE, OR LOCAL
AGENCY.
CERTIFIED: VA: I I /� .
S' ��
i tote 1)�►f`
T'EP 3: RISK MANAGEMENT REVIEW twill he added electronicalk through I.aserfiche):
CI /e eititoICYL( Cy of 4/ -
STEP 4: PROSE('(TIM; ATTORNEl REVIEII (N ill he added electronically through Laiertichel:
SIEr 5: DEPART MEN I MAKES REAISIONS & RESt HMI IS tO RISK M AN%GF%1ENI AND
PROSFCI I ist; 1I'TORNFV(1F RE;QU'IRED).
SI EP 6: CONTRACTOR SIGNS
STEP 7: St Il/ll I TO ROC(' FOR APPROVAL
(k) I -3 33
kfgrAçi
0' )N
PROFESSIONAL SERVICES AGREEMENT FOR STRATEGIC PLANNING
CONSULTING SERVICES
THIS PROFESIONAL SERVICES ,WREEMLNT ("this Agreement-) is entered into hetween
the County of Jefferson, a municipal corporation (-the County and Herr . Dunn, Mc\ell it:
Parker. I IC dha "Berry Dunn-(-the Contractor). in consideration of the mutual benefits, terms.
and conditions speci fled below
1. Prpiect Designation, I he Contractor is retained hy the County to assist the. Count) in
preparing a Strategic Plan.
Scope of Services. Contractor agrees to perform the sell,ices identified on Ixhibit "A-
attached hereto including the provision of all labor.
3. Time for Performance. Ibis Agreement shall commence when the last signature is
allised hereon and continue through completion of the Strategic Plan and acceptance b‘
the Counts Work performed consistent with this .Agreement during its term. put prior to
the adoption of this Agreement. is hereby ratified. I he Contractor shall perform all
sers ices pursuant to this Agreement as outlined on shihit lime is of the essence in
the performance of this Agreement.
4 Paxment. Ihe Contractor shall be paid by the County for completed smirk and for
services rendered under this Agreement as f011ows
a. Payment for the work provided by'Contractor shall be made as provided on
Exhibit -IF attached hereto, provided that the total amount of payment to
Contractor shall not exceed S64,270, in accordance with the Fee Schedule
attached at Exhibit R. without express written modification of the Agreement
signed by the County
b. Ins oices must he submitted hy the 15' of the month for the presious month's
expenses Such invoices will be checked b) the Count) and upon apprt '.al
thereof, payment will he made to the Contractor in the amount approsed fallure
to submit timely invoices and reports pursuant tot-shihit Fl of the Agreement may
result in a denial of reimbursement Invoices not submitted within (10 day s may
he denied.
c. Final payment of any balance due the Contractor of the total contract price earned
ill be made promptly upon its ascertainment and verification by the Count) after
the completion ol the work and submittal or reports under this Agreement and its
acceptance b) the Count).
d Consultant shall pro%ide invoices and neccssar) backup documentation for all
sell.ices including timesheets and statements specify ing the sers ices pros ided
Any indirect charges- require the submittal ot'an indirect cost melhodolop And
rate using C I R Part 1'7-6 and C F R Part .17.10
e. The Contractor's records and accounts pertaining to this Agreement are to be kept
available fur inspection by representatives of the County and state for a period of
six (6) years after final payments. Copies shall he made available upon request.
5. Ownership and Use of Documents. :11I non-confidential or de-identiticd 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. !be 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 se.‘ices 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. Upon request. Contractor will submit their most recent financial information.
a. Upon request the County shall have the option of performing an onsite review of
all records. statements_and documentation.
h. 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.
8. Indemnification. The Contractor shall defend. indemnify and hold the County. its
officers. officials, employees. agents and volunteers land their marital communities,
harmless from any claims, injuries.damages. losses or suits, including attomey'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
negligence of the County. Should a court of competent jurisdiction determine this
Agreement is subject to RC' 4.24.1 15 if liability for damages occurs arising out of
bodily injury to persons or damages to property caused hs 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 RCA . solely for the purposes ►f'
this indemnification_ 1 his yyaiyer has been mutually negotiated by the parties. l'h
section shall survive the expiration or termination of this Agreement.
i -
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. Commercial 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
SSOO,010 each occurrence with the County named as an additional insured in
connection with the Contractor's performance of this Agreement. ibis insurance
shall indicate on the certificate of insurance the fallowing coverage: (al Owned
automobiles: th) Hired automobiles: and.13) lion-owned automobiles
h Commercial General liability Insurance in an amount not less than a single limit
of one million dollars(S1.000.000) per occurrence and an aggregate of not less
than two(2)times the occurrence amount(S2.000,1100.00 minimum) for bodily
injury, including death and property damage. unless a greater amount is specified
in the contract specifications. The insurance coverage shall contain no limitations
on the scope ot'the protection provided and include the following minimum
coverage
i. Broad Form Property Damage. with no employee exclusion:
ii Personal injury Liability. including extended bodily injury:
iii. Broad Form Contractual:C'ommercial Liability including coverage for
products and completed operations:
iv Premises Operations Liability l! 1&C).
y. Independent Contractors and subcontractors:
y t Blanket Contractual Liability
c. the County shall he named as an "additional named insured- under all insurance
policies required by this Agreement. except Professional I lability insurance when
not allowed by the insurer
d. Such insurance coverage shall he evidenced by one of the following methods. tat
Certificate of Insurance: or.(b) Self-insurance through an trresocahle letter of
Credit from a qualified financial institution
c I he Contractor shall furnish the County with properly- executed certificates of
insurance that. at a minimum. shall include: tai I he limit:of-overage. (h) the
project name to which it applies: tc) I he certificate holder as Jefferson County.
Washington and its elected officials. officers. and employees with the address of
Jefferson County Public Health 615 Sheridan Street. Port l ownsend. VIA 9K36rt.
and.Id► .1 statement that the insurance policy shall not he canceled or allowed to
expire except on thirty t 1l)t days prior written notice to the County if the prop;
of insurance or certificate indicating the County is an "additional insured" to a
policy obtained by the Contractor refers to an endorsement (by number or name)
but does not provide the full text of that endorsement, then it shall be the
obligation of the Contractor to obtain the full text of that endorsement and
forward that full text to the County. Certificates of coverage as required by this
section shall be delivered to the County within fifteen 15) days of execution of
this Agreement.
I Failure of the Contractor to take out or maintain any required insurance shall not
relieve the Contractor from any liability under the Agreement. nor shall the
insurance requirements be construed to conflict with or otherwise limit the
obligations concerning indemnification of the Counts.
g. The Contractor's insurers shall hake no right of recok ery or subrogation against
the County (including its employees and other agents and agencies). it being the
intention of the parties that the insurance policies, with the exception of
Professional Liability insurance, so affected shall protect both parties and be
primary coverage for all losses covered by the above described insurance.
h, Insurance companies issuing the policy or policies shall have no recourse against
the County (including its employees and other agents and agencies) for payment
of any premiums or for assessments under any form of policy.
All deductibles in the above described insurance policies shall be assumed by and
he at the sole risk of the Contractor,
j. Any deductibles or self-insured retention shall be declared to and approked by the
County prior to the approk al of this Agreement by the County. At the option of
the County, the insurer shall reduce or eliminate deductibles or self-insured
retention,or the Contractor shall procure a bond guaranteeing payment of losses
and related imestigations, claim administration and defense expenses.
k. Insurance companies issuing the Contractor's insurance policy or policies shall
have no recourse against the County (including its employees and other agents
and agencies) for pay-ment of any premiums or for assessments under any form of
insurance policy
.1rly judgments for which the County may be liable, in excess of insured amounts
required by this Agreement, or any portion thereof. may he withheld from
payment due, or to become due, to the Contractor until the Contractor ;hall
furnish additional security covering such judgment as may he determined by the
County
m. Any coverage for third party' liability claims provided to the County by a "Risk
Pool-created pursuant to Ch. 48.62 RCW shall be non-contrihutory with respect
to any policy of insurance the Contractor must pros ide in order to comply with
this Agreement.
4
n. t he County may, upon the Contractor's failure to comply with all provisions of
this Agreement relating to insurance, withhold payment or compensation that •
would otherwise he due to the Contractor
o. the Contractor's liability insurance provisions shall he primary and
noncontributory with respect to any insurance or self-insurance programs
covering the Counts. its elected and appointed officers. officials. employees.and
agents
p. Any failure to comply with reporting provisions of the insurance policies shall not
affect coverage provided to the County. its officers, officials. employees, or
agents
y I he Contractor'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.
r. the Contractor shall include all subcontractors as insured under its insurance
policies or shall furnish separate certificates and endorsements for each
subcontractor. All insurance provisions for subcontractors shall he subject to all
the requirements stated herein.
s. I he insurance limits mandated for any insurance coverage required by this
Agreement are not intended to he an indication of exposure nor are they
limitations on indemnification.
t. I he Contractor shall maintain all required insurance policies in force from the
time services commence until services are completed. Certificates. insurance
policies, and endorsements expinng before completion of services shall be
promptly replaced. All the insurance policies required by this Agreement shall
provide that thirty t it))days prior to cancellation, suspension, reduction or
material change in the policy. notice of same shall he given to the Jefferson
County Public Health Contracts \tanager by registered mail, return receipt
requested.
u. Che Contractor shall place insurance with insurers licensed to do business in the
state of Washington and haying A.%1. Best Company ratings of no less than A-.
with the exception that excess and umbrella coverage used to meet the
requirements for limits of liability or gaps in coverage need not be placed with
insurers or re-insurers licensed in the State of ashington
v. I he County reserves the right to request additional insurance on an moth%idual
basis for extra haiardous contracts and specilic• service agreements.
10 Worker's Comrcnsauon flndustrial lnsurancej
a. If and only if the Contractor employs any person(sl in the status of employee or
employee!, separate from or in addition to any equity. owners, sole proprietor.
partners, owners or shareholders of the Contractor. the(ontractor shall maintain
workers' compensation insurance at its own expense, as required by I itle 51
RCW. for the term of this Agreement and shall provide e‘idence of coverage to
Jetlerson Counts Public Health, upon request.
h Worker's compensation insurance covering all employees with limits meeting all
applicable state and federal laws. this coverage shall include Employer's
I iability with limits meeting all applicable state and federal laws.
c. This coverage shall extend to any subcontractor that does not have their own
14-urkcr'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 he applicable in the case of such claim.
c If the County incurs any costs to enforce the provisions of this subsection, all cost
and fees shall be recoverable from the Contractor
I I Independent Contractor. The Contractor and the County agree that the Contractor is an
independent contractor with respect to the wry ices provided pursuant to this Agreement.
'he 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 ,.et out in this
Agreement, Nothing in this Agreement shall he considered to create the relationship of
employer and employee between the parties. \either Contractor nor any employee of
Contractor shall be entitled to any benefits accorded County employees by virtue of the
sery ices provided under this Agreement, including. hut not limited to retirement.
vacation pay. holiday pay; sick lease 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 seeurit) or for contributing to the state industrial insurance program.
otherwise assuming the duties ol an employer with respect to Contractor. or any
employee ott ontractor
I 2 Subcontracting Requirements.
a I he ( ontractor is responsible for meeting all terms and conditions of this
Agreement including standards of serx tee. quality of materials and workmanship.
costs. and schedules. Failure of a subcontractor to perlomi is no defense to a
breach of this Agreement I he Contractor assumes responsi Milts for arid all
liability tor the actions and quality of serx ices performed by any subcontractor
k Every subcontractor must agree in writing to t011ow eser) term of this
Agreement I he t ontractor mast pros ide ever) subcontractor's written
agreement to follow esers term of this Agreement before the subcontractor can
perform any services under this Agreement. The Public I[eeath Director or their
designee must approve any proposed subcontractors in writing
c. Any dispute arising between the('ontractor 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.
11. Covenant Against Contingent Fees. The Contractor warrants that he has not employed or
retained any company or person. other than a bona tide 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 Kona tide employee working solely for the
Contractor. any tee. commission, percentage. brokerage tie. girls. 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 tee. commission, percentage.
brokerage fee, gitt,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 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.
1 s `o Assignment. I he 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 he provided in an
agreement.
16 '\on-W aiver. Waiver by the Counts of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
pros ision.
17 termination.
a I he Counts reserves the right to terminate this Agreement at any time without
cause by giving ten ( toi days written notice to the (ontractor.
h I he County shall give the Contractor written notice and a reasonable opportunity
to cure before this Agreement is terminated for cause.
c In the event of the death of a member, partner. or officer of the( ontractor. 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. I his section shall not he a har to
renegotiations of this Agreement between sun icing members of the Contractor
and the County. if the County so chooses.
d. 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. .•\ll notices or other communications which any party desires or is required to
give shall he given in writing and shall be deemed to have been given if hand-delivered.
sent by facsimile. email, or mailed by depositing in the t nited 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 lollowing address:
Jefferson County Risk Manager
P.O. Box 1220
Port 1 ownsend, WA 98368
Notices to Contractor shall be sent to the following address:
Seth I ledstrom
221 Congress Street
Portland. \1E 04102
1 U. Int&rated Agreement. I his 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. I hts
Agreement supersedes all prior or simultaneous representations, discussions.
negotiations, and agreements. whether written or oral. by the County within the scope of
this \greement 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. flits Agreement may he amended only by written
instrument signed by both County and Contractor
21. Disputes. The Parties agree to use their best efforts to present and resolve disputes
before they escalate into claims or legal actions .Any disputed issue not resolved
pursuant to the terms of this Agreement shall he submitted in writing within 10 days to
the County Risk \tanager. whose decision in the matter shall be final. but shall he subject
to judicial review_ If either party deem it neecessars to institute legal action or proceeding
to enforce any right or obligation under this Agreement. each party in such action shall
hear 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 Jelftrson County. I he parties agree
that all question: shall he resolved by application or ;ishington lay. and that the parties
have the right of appeal from such decisions of the Superior Court in accordance with the
8
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
21. Limits of Anv ' .Jiver of Default. No consent by either parts 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 part.
24. No Oral Waiver. No term or provision of this Agreement will he 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
parts to declare any breach or default immediately upon the occurrence thereof. or delay
in taking any action in connection with. shall not waiee such breach or default.
25 Scscrability. Presided 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 he affected and
shall he enforceable to the fullest extent permitted by law.
26. Binding on Succe sors. 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 ot'rights obtained
by this Agreement without the express wntten consent of the Count.
28. No [bird parts Beneficiaries. the parties do not intend. and nothing in this:Agreement
shall be construed to mean. that any provision in this .\greement is for the benefit of any
person or entity who is not a party.
2te Signature in Counterparts. the parties agree that separate copies of this Agreement may
he 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
t) Facsimile and Electronic Signatures I he parties agree that facsimile and electronic
signatures shall have the same force and effect as original signatures
l Arms-Length Negotiations. the panics agree that this Agreement has been negotiated at
arms-length, with the assistance and ads ice of competent. independent legal counsel.
2. Public Records Act. Aotwithst.anding any provisions of this Agreement to the contrary.
to the extent any record. including any electronic, audio. paper or other media, is required
to he kept or indexed as a public record in accordance ecith the Washington Public
Records Act. Chapter 42.36 RCW (as may be amended►. the Contractor agrees to
maintain all records constituting public records and to produce or assist the County in
y
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 prtnisions of this Agreement
(SIGNATURES FOLLOW ON THE NEXT PACE)
i0
DATED this da 2y, ot
JEFFERM/N COUNTY WASIIINGTON BERRYDUNN
Board of County Commissioners 4 t112-3
Jefferson('ount), Washington ( • late
Sckus 4.4-464).04 ,Pri fo(A--(
ame itie
.41 • \.; ',/ ') •',
1117:417471erton. 'hair Date
•
Kate 1 Commissioner Date
I fettril Isenhour. t'ommissioner Date
i
A I"LIS I
-
_
`arol)-n lausic,‘ • Date
Cheri tht: Roard
Appro‘ed as to form(Int!.
12,27122 signed on benait of
Philip C.' Hunsucker Date
Chief( i.it Deput Prosecuting Attonie!,
1
Exhibit A: Statement Cif V.(irk
Below and on the following pages, we outline our work plan to efficient') and eftectiv el) guide
the Count% and its stakeholders through the strategic planning procesi.
Phase 0: Project Initiation and General Project Management
0.1 Prepare for and conduct an initial project planning meeting. We will conduct initial project
planning with the Count) Administrator and strategic planning committee tSP( i to identify
project milestones and expectations for stakeholder engagement in the strategic planning prixess.
We will introduce ke) team members. clarify- project goal: and objectives. identify known
project constraints, and refine dates and,nr tasks, as appropriate. We will discuss our approach
for managing communications between Herr)Dunn and the County as well as our approach to
cope, risk, and resource management. We will also review possible formats ler the final
JetTerson Counts Strategic Plan. These discussions will help us to refine our currently proposed
Project Y.'ork Plan and Schedule.
0.2 Request. compile. and review documents and data. We will request and compile
documentation and data to help us better understand the Count 's current en%ironment and
inform engagement aCilt ilICS
Lsamples include
• Key performance metric data
• Program descriptions and data
• Past internal and external assessments
• Past strategic plans and associated material
• Other existing Count% planning and policy documents. organizational etiarts, staffing.
and 'udieting details (I e.. the County s Comprehensi‘e Plan
• Pre ious surve%s of Count% stakeholders and staff • Demographic. economic. and
coniniunit!, data and forecasted trends from the L.S. Census Bureau, the l S. Bureau of Labor
Statistics. American Communit) Sur‘e!.. I S. Department of lAucation, Centers for I)isease
('ontrol and Pres ention. the Opportunity Index, and other state and local data sources
• Once pro%ided. we will re%iew the documentation and data to help us produce an
nvironmental Scan and Situational Anal%sis that will inform engagement acti‘iti‘-s
De%clop a PTOICCI. \hod,. Plan and Schedule. Bawd on the information gathered trom our
initial project planning meeting and document and data re‘i,.•.% Akl!s'ties. as well as from those
I 2
details enclosed in this proposal. we will develop the Project Work Plan and Schedule, which
will outline the tasks and timelines for the strategic planning process. fhe Project Work Plan and
Schedule will also include agreed-upon procedures between Berry Dunn and the County related
to project control. including quality management and deliverable submission/acceptance
management After providing drati versions of these materials in advance, we will facilitate a
videoconference with the County's SPC to review the drafts and solicit feedback. l'his
%ideoconfercnce will introduce the County's SPC to our document review process and provide
an opportunity for the County to share input on a critical step in the process V.e will incorporate
the County's. feedback and finalize the documentation before distributing it to the County in final
form
kliverable I ProjectWork Plan and Schedule
0.4 Des elop communications and messaging. We will develop communications and messaging
to build awareness for the process. its intended outcomes, and opportunities for stakeholders to
get involved. We will review messaging and communications with the County•s SPC before
finalizing and distributing them,
0.5 De‘elop questions and protocols for interviews and focus groups, Jo understand how County
staff. Board members,and other key stakeholders stew the current environment and issues of
strategic importance and to gather information for the t-ntironmental Scan and Situational
Analysis our project team will develop questions and protocols to guide individual interviews.
focus groups, and the surveys we doctor to engage the community. We will review the
questions and protocols with the County's SPC to build consensus and solicit feedback before
updating them to final
Some of the topics we will address are.
• What current andOr emerging trends hale the biggest influence on where the County's
efforts and resources should be focused?
• What are the potential scenarios that the Count should he prepared for in the coming
two, five, and ten v ears'
• What is the most pressing problem or concern facing the County.'
• What is the County's long-term tiston for the lit es of its residents'.'
• What an:the most import int and or critical community needs the County can address in
the near future.'
• Itow effective is the County's existing service delivery and programming in meeting the
needs of the community': What sell ice gaps exist. and hots should they he addressed.'
• What opportunities could more cflectiv el y let crage the County's existing plans. effort,s.
resourk:es, and capacity to achiet e better oulcorlic. lit lenn• or the County•s programming.
service delivery. and In%eitments across the communitv''
• What does the County desire to address or accomplish on behalf of its residents.'
In addition to developing questions and protocols. we will also work with the County's SP(` to
schedule and communicate opportunities to involve appropriate stakeholders and stakeholder
groups.
0.6 Conduct Biweekly Status Meetings. Our project manager. Michelle Kennedy. will conduct
Biweekly Status %teetings with the County's SPCA on an ongoing basis throughout the strategic
planning process. We will use these meetings to describe the activities and accomplishments for
the reporting period. plans tins the upcoming month: risks or issues encountered during the
reporting period: and anticipated problems that might impact project deliverables We will also
use these meetings to highlight any work products and approaches that will contribute to
deliverable development.
Deliverable 2 Biweekly Status Meetings
Phase 1: t)iscovety
I I Compile and analyze economic and demographic outlook data for the County and
surrounding region Vl e will identify and examine other similarly sited governmental agencies
and non-profits with similar focuses to benchmark in collaboration with the County's SP(' this
will help us identify strengths. weaknesses. and opportunities for improvement in these
organizations to apply to or learn from in terms of the County's current engagement. We will
review and inventory organizational and operational data and documentation to identify service
gaps and opportunities for programming. partnerships.and collaboration to advance the satiety.
health. prosperity.and economic welfare of County residents and businesses
1.2 Conduct stakeholder interviews We will conduct individual and.or group interviews with
selected stakeholders---including Board members. Counts stall local government chief
executives. local business leaders. local eitiien groups, and others as deemed appropriate to
thoroughly review and assess County services and the needs ot'residents. Thew interviews will
be guided by previously developed questions and protocols. Working with these diverse
stakeholder groups, we will help ensure alignment and cohesion tier the County's strategic
direction. as well as generate excitement, promote consensus and buy-in. and encourage
participation and involvement in the process
l kvelop and administer the County's Social Pinpoint site W e will utilize tools and
technology that will help encourage collaboration with the County and its stakeholders. One of
these tools. Social Pinpoint. will be customized to reflect the esact goals. needs, objectives. and
background Dior the County's strategic planning protect and leveraged to encourage engagement
e will work in collaboration with the County to help ensure its landing page is built
thoughtfully and speaks to its culture as well as its relationship with its residents. \dditionalls.
within this landing page.Counts stakeholders will have access to an external survey based on
previously developed questions. an idea wall, and other engagement tools that will help gather
inhumation related to the County's current environment.
I 4 ynthesue information gathered and develop an initial l'n ironmental Scan draft u c will
synthesize inturmation gathered through quantitative and qualitative research. document and data
14
review,and Social Pinpoint to develop an initial Environmental Scan and Situational Analysis
draft the tonnat ot'the initial Environmental Scan and Situation Analysis draft will he a highly
visual and compelling slide deck and will be used to inform the upcoming strategic planning
sessions. the presentation will provide an overview of the County's current environment; a
thorough strengths. weaknesses.opportunities.and threats analysis,discovers outcomes: and key
considerations related to the County's economic outlook this initial draft will he presented to
the Counts's SPC to solicit input and gain consensus.
5 l_plate the initial Environmental Scan and Situational Analysis draft to final. We will
incorporate the County's SP( 's feedback in our draft. the updated Environmental Scan and
Situation Analysis will guide and inform strategic planning sessions once final and generate
excitement for the process amongst stakeholders. encourage new ideas,and tipster a sense of
cohesion and optimism for the future.
Deliverable ; Environmental Scan and Situational Analysis
Phase * Meet and Retreat
I Develop the meeting design and agenda for the Board's strategic planning retreat. \\e w it l
design and develop the format for the Hoard's strategic planning retreat to provide structure and
maximize impact. [he retreat's design and agenda will guide strategic planning progress and wilt
include a presentation ot'the Environmental Scan and Situation Analysis to provide participants
with a shared understanding of the County's current environment,the trends that are atlecting it.
opportunities fir the future, and key takeaways from engagement activities. the retreat will
focus on building consensus and refining the strategic priorities identified. as well as the
county's vision and key results. We will review the meeting design and agenda with the
County's SP(' before updating to final
2.2 Facilitate the Board's strategic planning retreat. The Hoard's strategic planning retreat will he
held for one or two days and will focus on discussing and deliberating the results of the
I nsironmental Scan and Situational Analysis.as well as gathering information and data to
inform strategic planning efforts. the Environmental Scan and Situational Analysis will serve as
both an organizational and external overview that assess opportunities and threats facing the
County in the coming five years. this will include information on availability and limitation of
resources, as well as tools that the (. ounty can use to further its goals I hese sessions will he
guided hx the previously developed meeting design and agenda. as well as the 1-rynronrncntai
Scan and Situational Analysis. like will use the ICA ToPti facilitation methodology.designed to
produce group consensus, to address and resolve any conflicting values or s isiuns 1t,e will
document the outcomes of this session to review with the( ountx's SP( and plan for next step
D liserahle .t Hoard Strategic Planning Report
Phase I Document and 'set
1 Develop objectives and pertirmance measures. Following the Board strategic planning
retreat and other collahorataon etilors. we will partner with the Count Administrator and senior
leadership to de%clop oh;echo,and pertismiance measures to support the y ision and strategic
priorities previously identified.
1S
3.2 Develop the Initial Jefferson County Strategic Plan Draft and Executive Summary. V1/2 a will
develop the initial Jefferson County Strategic Plan Draft and Executive Summary in an agreed-
upon format for the final document. This plan will include the County's refined mission. vision,
and values statements: strategic priorities and goals: objectives, strategies. and tactics; and
performance metrics and outcome measures. It will also include an executive summary. the
strategic plan development process,and a plan and timeline for carrying out the strategic plan
internally and externally. The plan will also include recommended future follow-up activities.
considerations for action and implementation planning. and the means to evaluate progress. We
will review this draft with the County's Administrator and SPC to solicit feedback and create
opportunities for select stakeholders to review and provide feedback. before updating and
preparing it for presentation to the Board.
3.3. Create the graphic design of the Jetferson County Strategic Plan. We will develop the design
aspect of the Strategic Plan that speaks to the County's identity and culture. This will be
embedded into the design created by highly qualified external resources
Deliverable 5 - Draft Jefferson County Strategic Plan and Executive Summary
3 4 lkvelop communication materials. We will develop communication materials and implement
a process for distribution of the draft Jefferson County Strategic Plan to stakeholders to solicit
feedback.
Deliverable b _ Recommended Material for Public Distribution and Outreach
Phase 4: Approve and I.aunch
4.1 Update Draft Strategic Plan and Executive Summary. We will work with the County
Administrator and SPC to incorporate stakeholder feedback. We will then prepare a final draft of
the Jefferson County Strategic Plan for Board approval
4.2 Develop an implementation plan. Using the Jeterson County Strategic Plan as the basis. we
will develop an implementation plan with milestones and benchmarks to measure and evaluate
progress.
4 3 Prepare and present the Jefferson County. Strategic Plan and accompanying Implementation
Plan. After we incorporate the ('ounty's feedback, we will present the final Jefferson County
Strategic Plan and Implementation Plan to the County. Board for review and approval and to
promote buy-in fur the process. its outcomes, and the County's plans for the future
Deliverable 7 - Final Jefferson County Strategic Plan and Implementation Plan
4.4 Conduct project closeout activities. Once the strategic planning etlOrt is complete. we will
perform closeout activities. including providing the County with documentation developed and
collected during the process. and conducting lessons learned and knowledge-sharing activities
By conducting this task, the County will he equipped to continue to progress toward its 'vision
and to successfully implement its plan. even after the project is complete
ib
1
Exhibit B: fee Schedule
Table 1 presents our fixed-fee cost to the County for its requested work effort.
Table 1: Cost by Phase
Phase Fixed-Fee Cost
Phase 0: Project Initiation and General Project Management S14.76()
Phase 1: Discovery S15.690
Phase Meet and Retreat S7.350
Phase 3: Document and Vet S12.470
Phase 4: Approve and launch S8.000
total Fixed-Fee Cost(excluding travel expense) S58?70
I ravel Expense Fstimate` S3.000
Strategic Plan Professional Design Services S3.000
• Fravel will only be pilled as incurred
Mtaximum Contract Cost: S64.270
i 7
JEFFERSON COUNT)
HOARD OF COUNTY' CO\1\1IssIO\F.i S
CONSENT AGENDA REQUE s I
I(): Hoard of("ommissioncrs
FROM: \lark N1ct aule ,Count f administrator
I)% I f.: .Ianuan 3, 2023
RI.: Professional lien icc% ‘1erccncnt: Berm Dunn for Strategic Planning Sen ices
,Ta CE'NE.T OF ISSt F:
i )II \llyu,l 77. ,n,,. !!le Board eq.(ouniV ( il'Tli,,' cr,,irrr '‘itt I1IC I„tlilMe 0! .1 Reg174:.1 tor
I'' Howl, i,%1 1tlatl'Ki♦ Ptdnni'11,t ow,tiltllty '.n\ile, Vow rum, .:I'111ttt d propo.,11, I "eve firm, \\.rc
iicr4, t1.1„ Adale,,. Her!v Dunn ani I uruits:l;o( t'n..ti'is1
I ?c: Str:Itegi. I'{«Inr r't C-or11r?11tI.e rarkai the rr.1ros...t , ,t,cordini to the put,1,I'.eb1 critetla an.1
`Ltitcdd 1.1.rk \I11„ .‘,Lill,„,‘ t' l I3e1rVDried; ttli Ii' 0
e',t)1 WIC!
A':vv,
'it,:ll on Ole In 11,0,0ii iTItC1\ieU, '11: S/1rtitCt,'il I/I,Irn1!:1fl ( tt11111'.litee F`elie\ecl li.r'\Dunn to ^:
\\ \I \ Nis.
s' .'t ha,-, rr.11.Ired J 1'Irttt:.atln.l ' .'r\,.e. \.reenlel}t Ntt`, I{er'' I)linn :OE `lr.t'. _1. N..tr'..;trL
t : ,.chin: .n.li:,, \%h: I' Ala,. d
FISCAL RIP ACT:
I ')e ;.ontr,tet I, not Its :':ccd SS64 „ti 1l1":I:- vv'!I na:u out 01 ;h. (i '1.';0 I \ai`-
.1 -,,Ir*"1.r11J1 \ ,Beer, t"'1.' t1 h _ .,:,! I,i .;tihmItt:tj in t'.i: ' : Ti ` ,,`,.
'1•
RE'(.()\i\l I SI) \ I Ms:
\i'1`1.r. . 1'1. .It'3,..1'e,1 , .••I0.1.1. s.r\1,..., \ar.en..1'. '.\It;. Iterr\I ' .. 1,
RI. ' : NEl) 111 :
f
\1.trn \l;,l' .I; . t . u A.it• 'I,i.t( f*Prf.. I).1:. '
CONTRACT REVIEW FORM
(LNSTRUC'I IONS ARE ON Tt-f NEXT PAGE;
CONTRACT WITH: SmryOunr• t &ilium: \ at s s 2023
Contract F or Strategic Planning Consulting Se"v cos Tcr.,' Unto Project Completion
COI NIA' DEPARTMENT: uy043,-Nswator
Contact Person. u«t ttc-cau,f.y
Contact Patine: sew l8Y9'3C
Contact email. '*i*a«r.,Occ"no,mo A
AMOt S I: S84 277,. PROCESS: Exempt from Hid Process
Resenue n„A Cooperative Purchase
I +openditurr ti64 270 Competitive Sealed Hid
Watching Funds Required N,A Small Works Rostrr
Sources;s)of Watching; I undo N,A %endor List Bid
I and x oo• REP ur RFQ
♦t ^ ,Ore Ob' X' 27C I Other:
A PPROV"AL. s I t I's
sT FP I OF I't k I NI F S I ( F RTIFIFS WPI.IAN 'E JC(;! t'.t►'ut AND CHAPTER 42 2! RCK.
CERTIFIED: ■ \ �:r Add I(,rL {. y-'"`' /j/, j,'2 Z
Signature `�} iNte
STEP I DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR C'OSTRACTINC WITH THE
COLSTI ;CONTRACTOR) his NOT BEES DEBARRED II% AN% FEDERAL, STATE, OR LOCAL
AGE.N(.1. �! rl/
CERTIFIED. • , ♦ > '1 �!' 3 ' Z
tgnature Ilfltc
STEPS; RISK MANAGEMENT RF%IFK (sill be added eketroeically iktimse i.aserfkhel:
Electronically approved by Risk Management on 12 21:2022
STEP 4: PROSE('(TING ATTORNEY RFS IFK IMiII be added ekctronicaur through Law-fiche):
Electronically approved as to form by PAO on 12 27 2022
Approves as to form 12 27 22
STEP $: DEPARTMENT MAKES KF%ISI(►SS do RFst HMI Ts TO Risk %IAS•AGF%IF'ST ASI)
PROSF( t I INC ATTOK\F111F KICA MI Di.
ILP a: CONTRACTOR SI(;\•
STEP': SI RMIT TO KOt ( FOR t,PPKO' tI
ONiit
L,t ���,� , Board of County (..:onnrni�.,inners
..‘,L. Cry. P�1 is 1C ��(t�t ���;' i ro.'t
:t 1. .. Po11,1\ I „
January 6, 70,3
13erryDu nn
Attn: Seth Hedstrom
??•t Congress Street
port and, ME Nilo,
Re: AGREEMENT re:Consulting Services for Strategic Planning; Not to Exceed the Amount of S64.270;
efferson County Administrator;BerryDunn
Dear VV. Hedstrom,
Enclosed are two(2)Onginals re: AGREEMENT re:Consulting Services for Strategic Planning; Not to
Exceed the Amount of S64,27o;Jefferson County Administrator;BerryDunn
Please sign both(2)Originals. Keep one(+)Original for your own records and please returr the other
signed Original to the foilowing address:
Jefferson County Commissioners Office
Attn: Julie Shannon
PO Box '220
Port Townsend,WA.98368
'lease contact our otf;ce;f yrt;have any questions.
th k you,
\k-4\i'67P,1
Shann
f xec::trve Secretary:!
ieffersor County Camrn ssioners Off e
36o i85 q•oo