HomeMy WebLinkAbout100112_ca10Consent Agenda
IEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Carl Smith, Director -Department of Community Development
Stacie Hoskins, Planning Manager'ii;_L~
Michelle McConnell, Associate Planner/Project Manager; ~ r\;'~~
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DATE: October 1, 2012
SUBJECT: Professional Services Agreement with ISE Consultants for Watershed Stewardship
Resource Center; Marketing and facilitation services {EPA Grant #PO-00108601-1j
ATTACHED: Professional Services Agreement
STATEMENT OF ISSUE:
Department of Community Development (DCD) requests the Board's approval of a Professional Services
Agreement with the firm ISE Consultants for marketing and facilitation services as part of the
Watershed Stewardship Resource Center EPA grant project.
BACKGROUND/ANALYSIS/STRATEGIC GOALS/PROS and CONS:
The Resource Center project provides information, assistance and inspiration to landowners,
development professionals, and interested citizens to facilitate land use project planning and
permitting. To ensure we create products and services that best meet the needs of our customers, and
to ensure the Resource Center gets used by the public we serve, a Marketing Plan will be prepared
based on data collected through market research, stakeholder input gathered during focus group
discussions, and the recommendations of a stakeholder work group aimed at improving DCD policies,
processes, customer tools and services. ISE Consultants has the expertise to assist these tasks by
helping plan and facilitate the stakeholder focus groups and the work group, preparing a
communication strategy and a unique 'branding' package tailored to customer needs and expectations,
and by assisting staff to implement and evaluate the outreach efforts. The branding package may
include a new name for the resource center, new logo, slogan, signature color scheme or font, or other
distinct features to help make the services and products easily recognizable as useful tools for local
projects. The consultant will also help prepare a development review flow-chart handout/guidance
document to help customers and applicants better understand and track the many steps and timing of
project review during the permitting process.
The grant is currently set to end in June 2013. While the marketing plan was originally anticipated to be
completed earlier in the grant there have been some delays in the timing of various project tasks due to
limited departmental capacity and staff workloads. Even at this late stage in the grant project,
Consent Agenda
preparing a marketing plan will help DCD better understand the best ways to communicate with our
customers (primarily property owners and development professionals) to help them understand the
'what, why, and how' of code requirements and alternative options. This will help DCD orovide the best
tools and services possible to the public we serve, and help our customers choose the best methods for
their project. The Plan will include an evaluation strategy to allow for adaptive management of our
ongoing efforts, is anticipated to be applicable after the end of the grant as OCD continues to provide a
broad array of public services, and will provide a useful template to other jurisdictions. Because DCD
will continue to serve the public after this grant ends, we need to know our customers to ensure we're
providing adequate and appropriate public service. Today's lough economy means DCD needs to be
nimble and resilient in providing the services the public actually wants and needs.
This pilot project is designed so that the products and services developed will 'live on' past the end of
the grant. Developing a distinct brand will help the public recognize that DCD offers more than just
regulations, permits and inspections -we provide information and assistance in an effort to make good
on our mission:
To preserve and enhance the quality of li/e in Jefferson County by promoting o vibrant
economy, sound communities and o healthy environment.
DCD is not only a regulatory authority but one that also facilitates community planning processes to
engage citizens and serve the greater good. One goal of this grant is to change the face of government
through improved customer service, to become regarded as a resource to the public we serve and to
help our citizens achieve the individual goals they have while also maintaining the balance that is
inherent in the broad community vision of our Comprehensive Plan. We can't stop being regulators,
but we can also help empower people with knowledge, connect them to available resources, encourage
a stronger sense of rural self-reliance by making sure people know what is required and what voluntary
options exist for how they pursue land use and development actions in Jefferson County, and help
everyone understand chat -parcel by parcel -every choice matters.
FISCAL IMPACT/COST-BENEFIT ANALYSIS:
Total contract cost for these marketing and facilitation services is 516,500. These project expenses will
be reimbursed to the County via the EPA grant funds.
RECOMMENDATION:
Approve the Professional Services Agreement with ISE Consultants for marketing and facilitation
services for the Watershed Stewardship Resource Center grant project.
REVIEWED BY:
~~
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Philip Morley, untyAdministrato Date
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PROFESSIONAL SERVICES AGREEMENT
BETWEEN
JEFFERSON COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT
AND
ISE CONSULTANTS
FOR THE
WATERSHED STEWARDSHIP RESOURCE CENTER
THIS AGREEMENT is made and entered into by and between Jefferson County, a Washington
municipal corporation, hereinafter referred to as the "County," and ISE Consultants, hereinafter referred to as
the "Consultant." In consideration of the mutual pronuses, covenants, terms and conditions contained herein and
attached and made a part of this agreement, the parties hereto agree as follows:
1. Services to be Provided by the Parties:
1.1 The Consultant for purposes of this Agreement is one distinct firm, person or business entity
retained by the County to perform professional services described in more detail below.
1.2 The Consultant is retained by the County to perform marketing, facilitation, and
education/outreach services in connection with the Watershed Stewardship Resource Center, a project fiinded
by a federal Environmental Protection Agency Puget Sound Watershed Management Assistance Agreement
(`EPA Grant Agreement').
1.3 All work performed by the Consultant shall comply with the Adnunistrative Conditions and
Programmatic Conditions as defined in the EPA Grant Agreement #PO-OOJ08601, and as amended, included
herein as Exhibit B. The Consultant shall comply with all Jefferson County requirements (billing, reporting,
subaward bidding/contracts, etc.). Equipment will not be purchased without prior written approval of the
County in accordance with the EPA Grant Agreement. The Consultant will acknowledge and inform the public
about EPA fiinding and participation in this project through the use of project logos, signs and/or
acknowledgement in published materials and reports, the news media, or other public announcements.
1.4 The Consultant shall complete in a satisfactory and proper manner as deternuned by the County,
the technical and professional services by outlined in Exhibit A, herein referred to as the "Scope of Services,"
including the provision of all labor, materials, equipment and supplies.
1.5 The County will be responsible for expense of copying and distribution of quantities of
documents and education/outreach/marketing materials resultant from this agreement.
2. Time of Performance. The effective date of this Agreement shall be the date the parties sign and
complete execution of the Agreement. The ternunation date of the Agreement shall be upon completion of all
tasks and deliverables identified under the Exhibit A Scope of Services. All work shall be completed no later
than June 30, 2013, unless an extension of time beyond the deadline listed herein is granted in writing by the
County.
TEFFERSONCOUNTI°i ISE CONSULTANTS PAGE I
October 1, X01
3. Payment.
3.1 The County shall reimburse the Consultant for all allowable expenses agreed upon by the parties
to complete the Proposal. A detailed breakdown of costs is outlined in Exhibit C., herein after referred to as
the "Contract Budget".
3.2 Reimbursement under this Agreement shall be based on billings, supported by appropriate
documentation of costs actually incurred. It is expressly understood that claims for reimbursement shall not be
substituted in excess of actual, immediate cash requirements necessary to carry out the purposes of the
Agreement.
3.3 The Consultant may submit vouchers to the County once per month during the progress of the
work for partial payment for project tasks completed to date, up to 90% of the cost allocated to each project
task, before submittal of the deliverable for said task. Once a deliverable is submitted and accepted by the
County, the consultant may submit vouchers for the balance of the cost allocated to the project task (final 10%).
The County will review and check such vouchers, and upon approval thereof, payment will be made to the
Consultant in the amount approved. In no event shall the total amount to be reimbursed by the County exceed
the sum of SIXTEEN THOUSAND FIVE HUNDRED DOLLARS ($16,500.00) without express written
modification of the Agreement.
3.4 Final payment of any balance due to the Consultant of the total contract price earned will be
made promptly upon its ascertainment and verification by the County after the completion of the work under
this agreement and its acceptance by the County.
3.5 For each hour of service provided pursuant to this Agreement the following hourly rates shall
apply: Consultant @ $75.00 per hour. Portions of hours shall be billed in not less than .2 hours (12 minutes)
increments.
4. Consultant's Accounting Books and Records; Audit. The Consultant shall keep and maintain,
accurate books and records of account in accordance with sound accounting principles, of all expenditures made
and all costs, liabilities and obligations incurred under this Agreement in relation to the services performed for
which compensation is paid. These accounts, books and records shall be available, upon reasonable request, to
the County or its representatives for exanunation and audit. The County shall have the right to review and
monitor the financial and other compensation of services and work under this Agreement. The Consultant shall
keep and maintain any such books and records for a period of no less than three (3) years from the date of
ternunation of this Agreement.
5. Ownership and Use of Documents. All work products, papers, notes, memoranda, correspondence,
drawings, specifications, reports, and other documents and records produced, received, held or maintained in
conjunction with the performance of this Agreement by the Consultant shall be and are the exclusive property
of the County, except that the Consultant may use such materials to assist other public agencies. Upon request
of the County, or upon completion of any services provided for in this Agreement, or upon ternunation of this
Agreement for any reason, the Consultant shall deliver to the County any and all materials. Consultant is
granted pernussion to use work products as examples of work produced for marketing purposes. Such use will
credit Jefferson County as owner of said products.
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6. Independent Consultant; No Partnership. The relationship of the Consultant to the County shall be
that of an independent Consultant rendering professional services. The Consultant shall have no authority to
execute agreements or to make comnutments on behalf of the County and nothing contained herein shall be
deemed to create the relationship of employer and employee or principal and agent between the County and the
Consultant. It is fiirther understood and agreed that nothing within this Agreement shall be conttnied as
creating or constituting a partnership between the parties.
7. Duties of the County. All information, data and reports which the County has readily available and
which the Consultant deems reasonably necessary for the performance of the services it is required to provide
under this Agreement, shall be fiirnished to the Consultant without charge by the County. The County shall also
cooperate with the Consultant as requested by the Consultant to aid it in the performance of the services to be
rendered.
8. Suspension, Termination, and Close Out. If the Consultant fails to comply with the terms and
conditions of this Agreement, the County may pursue such remedies as are legally available, including, but not
limited to, the suspension or ternunation of this Agreement in the manner specified as follows:
8.1 Suspension - If the Consultant fails to comply with the terms and conditions of this Agreement,
or whenever the Consultant is unable to substantiate fiill compliance with the provisions of this Agreement, the
County may suspend the Agreement pending corrective actions or investigation, effective not less than seven
(7) calendar days following written notification to the Consultant or its authorized representative. The
suspension will remain in full force and effect until the Consultant has taken corrective action to the satisfaction
of the County and is able to substantiate its fiill compliance with the terms and conditions of this Agreement.
No obligations incurred by the Consultant or its authorized representative during the period of suspension will
be allowable under the Agreement except:
8.1.1 Reasonable, proper, and otherwise allowable costs which the Consultant could not avoid
during the period of suspension;
8.1.2 If upon investigation, the Consultant is able to substantiate complete compliance with the
terms and conditions of this Agreement, otherwise allowable costs incurred during the period of suspension will
be allowed; and
8.1.3 In the event all or any portion of the work prepared or partially prepared by the
Consultant is suspended, abandoned, or otherwise ternunated, the County shall pay the Consultant for work
performed to the satisfaction of the County, in accordance with the percentage of the work completed.
8.2 Ternnation for Cause - If the Consultant fails to comply with the terms and conditions of this
Agreement and any of the following conditions exist:
8.2.1 The actions or onussions of the Contractor that reflect a lack of compliance with the
provisions of this Agreement were of such scope and nature that the County deems continuation of the
Agreement to be substantially detrimental to the interests of the County; or
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October 1, X01
8.2.2 The Consultant has failed to take satisfactory action as directed by the County or its
authorized representative within the time period specified by the County; or
8.2.3 The Consultant has failed within the time specified by the County or its authorized
representative to satisfactorily substantiate its compliance with the terms and conditions of this Agreement;
then,
Then the County may ternunate this Agreement in whole or in part, and thereupon shall notify the Consultant of
ternunation, the reasons for, and the effective date of the ternunation, provided that such effective date shall not
be prior to notification of the Consultant. After this effective date, no charges incurred under any terminated
portions of the Scope of Work are allowable.
8.3 Ternunation for Other Grounds -This Agreement may also be ternunated in whole or in part:
8.3.1 By the County, with the consent of the Consultant, or by the Consultant with the consent
of the County, in which case the two parties shall devise by mutual agreement, the conditions of ternunation,
including effective date and in case of ternunation in part, that portion to be ternunated;
8.3.2 If the fiends allocated by the County via this Agreement are from anticipated sources of
revenue, and if the anticipated sources of revenue do not become available for use in purchasing said services;
8.3.3 In the event the County fails to pay the Consultant promptly or within thirty (30) days
after invoices are rendered, the County agrees that the Consultant shall have the right to consider said default a
breach of this Agreement and the duties of the Consultant under this Agreement ternunated. In such event, the
County shall then promptly pay the Consultant for all services performed and all allowable expenses incurred;
and.
8.3.4 The County may ternunate this Agreement at any time giving at least ten (10) days notice
in writing to the Consultant. If the Agreement is ternunated for convenience of the County as provided herein,
the Consultant will be paid for time provided and expenses incurred up to the ternunation date.
9. Changes, Amendments, Modification. The County may, from time to time, require changes or
modifications in the Proposal. Such changes, including any decrease or increase in the amount of
compensation, which are mutually agreed upon by the County and the Consultant shall be incorporated in
written amendments to this Agreement.
10. Personnel.
10.1 The Consultant represents that it has, or will secure at its own expense, all personnel required in
order to perform under this Agreement. Such personnel shall not be employees of the County. Such personnel
may have additional contractual relationships with the County that, in the County's opinion, are not detrimental
to implementing the professional services under this Agreement.
10.2 All services required under this Agreement will be performed by the Consultant or under
Consultant's supervision and all personnel engaged in the work shall be fiilly qualified and shall be authorized
or pernutted under state or local law to perform such services.
TEFFERSON COLTNTI" ISE CONSLTLT~NTS P SUE -4
October 1, X01
10.3 The Consultant shall subcontract to Laurel Black Design, Laurel Blaclc for graphic design and
branding strategy support during the project. All provisions of this Agreement shall also be applicable to and
enforceable against the Subcontractor. Other than the above named Subcontractor, none of the work or services
covered by this Agreement shall be subcontracted without prior written approval of the County, which shall not
be unreasonably withheld. Any work or services subcontracted shall be specified in the written contract or
agreement and shall be subject to each provision of this Agreement.
11. Assignability. The Consultant shall not assign any interest in this Agreement, and shall not transfer any
interest in this Agreement (whether by assignment or novation), without prior written consent of the County,
which consent shall not be unreasonably withheld.
12. Reports and Information. The Consultant, at such times and in such forms as the County may require,
shall furnish the County such periodic reports as the County may request pertaining to the work or services
undertaken pursuant to this Agreement, the costs and obligations incurred or to be incurred in connection
therewith, and any other matters covered by this Agreement.
13. Nondiscrimination; Equal Employment Opportunity. The Consultant, and its employees, agents and
sub Consultants, shall at all times comply with any and all federal, state or local laws, ordinances, Hiles or
regulations with respect to nondiscrimination and equal employment opportunity, which may at any time be
applicable to the County by law, contract or otherwise.
Without limiting the generality of the foregoing, Consultant shall not discriminate against any employee
or applicant for employment because of race, color, religion, age, sex, national origin, handicap or marital
status, and as required by law Consultant shall take affirmative action to ensure that applicants are employed
and that employees are treated during employment without regard to their race, color, religion, age, sex,
national origin, handicap or marital status.
Further, Consultant, its employees, agents and sub Consultants, shall not at any time discriminate against
any other person or entity because of race, color, religion, age, sex, national origin, handicap or marital status.
Consultant shall keep and maintain any and all records that may be required by law in connection with
compliance with this section.
14. Wage and Hour Laws. Consultant shall at all times comply with all applicable provisions of the Fair
Labor Standards Act (FLSA) and any other federal or state legislation affecting its employees, and the Hiles and
regulations issued thereunder, insofar as applicable to its employees, and shall at all times save and hold
harmless the County, its officers, agents and employees free, clear and harmless from any and all actions,
claims, demands and expenses arising out of the FLSA or other legislation and any Hiles and regulations that are
or may be promulgated in connection with the FLSA.
15. Copyright. No report, maps, or other documents produced in whole or in part under this Agreement
shall be the subject of an application for copyright by or on behalf of the Consultant.
16. Approval Not Deemed Release. Approval or acceptance by the County of any of the work of the
Consultant shall not constitute nor be deemed a release of the responsibility and liability of the Consultant, or of
TEFFERSON COLTNTI" ISE CONSLTLT~NTS P SUE
October 1, X01
its employees, officers or sub Consultants, for the accuracy and competency of the work, nor shall such
approval or acceptance be deemed to be an assumption of responsibility by the County for any defect in the
work. After acceptance of the work by the County, Consultant agrees to perform any additional services for no
additional compensation as may be required by the County to correct the Consultant's errors or onussions in the
work by Consultant.
17. Compliance with Local Laws. The Consultant shall comply with all applicable laws, ordinances, and
codes of the state and local government and the Consultant shall hold the County harness with respect to any
damages arising from any tort done in perfornung any of the work embraced by this Agreement.
18. Hold Harmless. The Consultant shall defend, indemnify and hold harmless the County, its appointed
and elective officers, officials, employees, agents and volunteers from an against any and all losses, claims,
injuries, liability, costs and expenses, including defense costs and legal fees, arising out of or in connection with
the Consultant's negligent acts and the County shall defend, indemnify and hold harness the Consultant from
and against any and all losses, claims, injuries, liability, costs and expenses, including defense costs and legal
fees, arising out of or in connection with the County's negligent acts.. This paragraph does not purport to
indemnify the County against liability for damages caused by the sole negligence of the County, its officials,
agents, or employees. In the event the Consultant and the County are both negligent, each party shall be
responsible in proportion to its negligence.
19. Insurance. The Consultant shall obtain and keep in force during the terms of the Agreement, or as
otherwise required, the following insurance with companies or through sources approved by the State Insurance
Commissioner pursuant to RCW 48.05:
19.1 General Commercial Liability Insurance in an amount not less than a single limit of five hundred
thousand dollars ($500,000.00) per occurrence and an aggregate of not less than two (2) times the occurrence
amount ($1,000,000.00 nunimum) 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 of the protection provided and include the following nunimum coverages:
19.1.1 Broad form property damage, with no employee exclusion
19.1.2. Personal injury liability, including extended bodily injury
19.1.3 Broad form contractuaUcommercial liability -including completed operations
19.1.4 Prenuses -operations liability (m&c)
19.1.5 Independent Consultants and sub Consultants
19.1.6 Blanket contractual liability
19.2 Worker's compensation and employer's liability insurance as required by the State of
Washington.
19.3 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 $250,000 each occurrence with the County named as an additional insured in connection
with the Consultant's performance of the contract.
TEFFERSON COLTNTI" ISE CONSLTLT~NTS P SUE 6
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19.4 Said general liability policy shall name Jefferson County as an additional named insured and
shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice
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.
20. Representatives; Notices. For purposes of adnunistration of this Agreement, the representative of the
County and the representative of the Consultant are set forth in this section below. All notices shall be
delivered personally or may be mailed by certified mail, return receipt requested, to the other party. In the case
of notice by mail, notice shall be deemed given in the date of postmark of the return receipt.
COUNTY:
CONSULTANT:
Jefferson County Department of Community Development ISE Consultants
Carl Snuth, Director Sam Gibboney, President/Owner
Michelle McConnell, Project Manager PO Box 138
621 Sheridan St
Port Townsend, WA 98368
Port Townsend WA 98368
Telephone: (360) 379-4484 Telephone: (360) 379-4831
Facsimile: (360) 379-4451 Cell Phone: (360) 643-3028
Email: mmcconnell@co.jefferson.wa.us Email: sam@iseconsultants.net
21. Conflicts of Interest and Appearance of Fairness.
21.1 Conflicts of Interest -Consultant covenants that it has had no interest and shall not acquire any
interest directly or indirectly that would conflict in any manner or degree with the performance of services
hereunder. Consultant fiirther covenants that, in the performance of this Agreement, no person having any such
interest shall be employed.
21.2 Appearance of Fairness -Consultant acknowledges that it is critically important that all dealings
by the Consultant with the County be untainted by outside activities that would raise concerns of biased or
unequal treatment among members of the public or persons or organizations, which do business with Jefferson
County. To this end, the Consultant will not represent the interests of private clients before any County
legislative or advisory body concerning issues subject to the scope of this Agreement.
22. Successors and Assigns. This Agreement shall be binding upon all the parties, their heirs, personal
representatives, successors, and assigns.
23. Applicable Law; Venue. This Agreement shall be governed by the laws of Washington State. Venue
for any action under this Agreement shall be in Jefferson County, Washington.
24. Disputes. The provisions of this Agreement shall be constnied in accordance with the provisions of the
laws of the State of Washington and ordinances of Jefferson County, Washington. Parties agree that any
dispute arising out of the conduct of this Agreement may, at the option of either party, be submitted to binding
arbitration, but only if mediation between the parties by a person or entity mutually agreed upon has failed.
Should arbitration be necessary to resolve a dispute between the parties, then each party shall select one
TEFFERSON COLTNTI" ISE CONSLTLT~NTS P SUE
October 1, X01
arbitrator and those two arbitrators shall select a third arbitrator. The dispute shall be settled with a majority of
arbitrators prevailing. The decision of the arbitration panel shall be binding on all parties, and shall be
enforceable, if necessary, in the Superior Court for Jefferson County, State of Washington. Allocation between
parties of payment of costs of arbitration shall be deternuned by the panel of arbitrators, and their deternunation
shall be final In the event any action is brought by either party to enforce the decision of the arbitration panel,
the parties agree that the party seeking enforcement shall pay to the other party the reasonable attorney fees and
costs and disbursements incurred by such party.
25. Costs and Attorneys Fees. In the event any action is brought by either party to enforce the terms of
this Agreement, or for breach of this Agreement by the other party, the parties agree that each party shall pay
the attorneys fees and costs disbursements incurred by such party.
26. Severability. If any term of provision of this Agreement is held invalid, the remainder of such terms of
provision of this Agreement shall not be affected, if such remainder would then continue to conform to the
terms and requirements of applicable law.
27. Individual Liability. The Consultant described in this Agreement shall be individually responsible for
perfornung all of the obligations, services and duties described and listed in the Proposal and/or this Agreement.
The cessation of business as a result of, for example, banlcniptcy, by the business entity that constitutes this
Consultant shall not relieve the other business entity that is part of the Consultant from its contractual
obligations under this Agreement or the scope of work.
28. Entire Agreement; Amendments. This Agreement, together with the Exhibits, represents the entire
and integrated agreement between the County and the Consultant and supersedes all prior negotiations,
representations, or agreements. This Agreement may be amended only by a written instalment signed by both
the County and the Consultant.
The attachments to this Agreement are identified as follows:
• Exhibit A. Scope of Services
• Exhibit B. EPA Grant Agreement #PO-OOJ08601
• Exhibit C. Contract Budget
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IN WITNESS WHEREOF the County and the Consultant have executed this Agreement as of the date
and year last written below.
JEFFERSON COUNTY, a Washington Municipal Corporation
By
Approved as to legal fo~ni:
John Austin, BoCC Chairperson David Alvarez, Chief Civil Deputy Prosecuting Attorney
Attest Alrtheylticated:
Philip Morley, County Administrator Carl Snuth, DCD Director
Date:
CONSULTANT:
By
Sam Gibboney, President/Owner
ISE Consultants
Date
TEFFERSON COLTNTI" ISE CONSLTLT~NTS P SUE 9
October 1, X01
EXHIBIT A -Scope of Services
NO/C': N1l1~2~JE',1'YYl~' C()YIVE',YI/d()YI 1'E',/C/dYlS COYIS7SfE',YIC,I 11~d/~/ EPA ~i1'C/Ylf A~'1'E',E',1~2E',YI/.
Task 1 -Project Management
Narrative:
Consultant Sam Gibboney and Subcontractor Laurel Black will meet with the County to deternune or review:
Project objectives, schedule, budgets, background information and available data, work group composition,
ground Hiles for public involvement process and other topics as appropriate.
The Consultant will provide regular and frequent coordination via phone and email to the Project Manager, or
other County staff as assigned, to ensure work is carried out in the most effective manner.
The Consultant will prepare monthly progress reports to summarize work completed and to alert the County of
any challenges experienced or anticipated. Progress Reports are to be submitted to the Project Manager via
email or hard-copy.
Services & Deliverables:
• Attend at least one project kick-off meeting with County staff;
• Document ground Hiles and basic approach for conducting the stakeholder and work group meetings;
• Regular and frequent phone/email communication to Project Manager or County staff;
• Prepare and submit monthly progress reports.
Task B -Upstream Policy and Process Analysis
Grant Narrative:
Jefferson County's policies and code have been adopted over time, and like most local jurisdictions present a
rather convoluted path towards simple compliance, let alone proactive protection of the environment. This
element will serve as a starting point for the entire project, evaluating current adopted policy, code and
processes from the customers' or applicants' point of view with an objective of malting environmentally
practices easy to adopt. Jefferson County staff, previous pernut applicants, realtors, development professionals
and contractors will be consulted via focus groups and roundtable discussions to gain an understanding of their
experiences of the pernut process. These stakeholder meetings will be designed to reveal those points which
promote actual implementation of environmental protective practices and those which inhibit such
implementation.
This analysis will be framed using a social marketing model to identify both benefits and barriers to
implementing protective practices. In particular the behavior changes that this analysis will seek to influence
include increased use of low-impact development practices, decreased clearing and gnibbing of developed
parcels, increased preservation of native vegetation, alternatives to shoreline hard armoring, and increased
compliance with and appreciation for critical area and shoreline buffers. A work group of stakeholder
representatives will be convened to make recommendations for changes to policy, code and process. Overall,
this element will seek to create an easy-to-follow path toward implementation of environmentally protective
measures. This element will be facilitated and documented by a spilled consultant with expertise in both social
marketing and land use issues.
Services & Deliverables:
B.1 Stakeholder Focus Groups to be convened for separate sectors of the development community to gather
input on barriers/benefits of implementing LID and other sustainable practices:
TEFFERSON COLTNTI" ISE CONSLTLT~NTS P SUE 10
October 1, X01
• Assist County staff with design, planning, and logistics of Focus Group process;
• Assist County staff to identify, recniit and coordinate Focus Group participants;
• Attend and co-facilitate up to two (2) Focus Group meetings;
• Review and provide comment on draft Focus Group meeting summaries;
• Review and provide comment on draft Focus Group Summary Report
B.2 Work Group of stakeholder representatives to review DCD policy and process analysis, Focus Group
Summary Report, examples of best practices and other innovative approaches, and provide
recommendations to encourage LID and other sustainable practices:
• Assist County staff with design, planning, and logistics of Work Group process;
• Assist County staff to identify, recniit and coordinate work group participants;
Attend and co-facilitate up to six (6) Work Group meetings;
Review draft Work Group Summary Report;
Assist DCD staff with public release strategy
B.3 Prepare Final Work Group Recommendation Report:
• Review and provide comment on draft Final Work Group Recommendation Report
Element C -Develop Marketing Program
Grant Narrative:
The marketing plan will build upon the analysis of Element B and create a marketing nux designed to orient
people to the Watershed Resource Center and the services offered there. The overall goal of the strategy is to
create a clear and satisfying path to the implementation of environmentally protective practices. The plan will
include a situation analysis, target market profiles and development of marketing objectives and goals. Market
research will be conducted to understand market barriers, benefits and competition for protecting ecosystem
services.
Finally a marketing nux will be developed and an evaluation plan developed. It is also expected that
information gained from the development of this marketing plan will be used to complement development and
evolution of the Watershed Center. It is also expected that the marketing plan will identify incentives to
encourage watershed protection, restoration, and pollutant source reduction. The plan will be developed by a
skilled consultant with appropriate expertise, as directed by DCD.
Services & Deliverables:
C.1 Conduct formative and marketing research for situation analysis, target market profiles, and market
barriers, benefits, and competition:
• Prepare a summary of research data.
C.2 Identify marketing objectives based on research findings:
• Prepare a Marketing Goals & Objectives Summary.
C.3 Identify target demographics, promotion messages, a marketing mix, incentives and evaluation strategy:
• Prepare a Marketing Plan
C.4 Assist County staff with implementation of the Marketing Plan as designed:
• Review draft documentation of implementation efforts.
C.5 Assist County staff with evaluation efforts identified in the Marketing Plan:
• Review a draft evaluation summary report.
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C.6 Develop the WSRC `brand' to include name, logo, tagline/slogan, signature font &/or color scheme
and/or other distinct features to establish image and market position:
• Prepare a description of the brand concept, strategy and elements;
• Provide electronic versions of graphic elements.
Element D -Development of Educational and Guidance Materials
Grant Narrative:
This element will create a fiill suite of educational and guidance materials for use in the Watershed Center. The
first step of this element will be to survey the multitude of materials already available in the public domain and
seek appropriate pernussion to use or modify them for local use. We will seek to avoid redundancy and
maximize cost effectiveness by using currently available resources. We do anticipate the need to create new
resources particularly aimed at our local audience. These resources include [excerpted]:
• Development Review Flowchart -This flowchart will use the recommendations developed in Element
B, and will show the incentives to incorporating LID, alternatives to shoreline hard armoring, and
habitat protection measures into development plans. The intent is to demonstrate how good site design
and use of best management practices can help to make the pernutting process easier and faster.
Services & Deliverables:
D.5 Development Review Flowchart(s) to guide applicants through the land use project design and pernut
process by presenting input from the Task B.1 Stalceholder Focus Groups:
• In collaboration with County staff and the Task B.2 Work Group, prepare auier-friendly,
informational Development Review Flowchart hand-out, or other materials to be deternuned;
• Provide an electronic version of all products.
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EXHIBIT B -EPA Grant Agreement #PO-OOJ08601
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EXHIBIT C -Contract Budget
Project Management
1.1 Project kickoff and initial planning 10 75 750
1.2 Project administration including monthly progress reports 6 75 450
Subtotal 16 1,200.00
Stakeholder Focus and Work Groups
B.1 Assist in planning for and facilitation of up to two focus 13.7 75 1025
groups and assist with summary report
B.2 Assist in planning for and facilitation of up to six work group 49.7 75 3,725
meetings and assist with summary report. Assist with public
review strategy.
B.3 Assist with Final Work Group Recommendations Report 3 75 225
Subtotal 63 4,975
Marketing Program
C.1 Formative research and summary of data 12 75 900
C.2 Marketing Goals and Objectives 9 75 675
C.3 Marketing Plan 44 75 3,300
C.4 Implementation assistance 4 75 300
C.5 Assist evaluation efforts 2 75 150
C.6 Brand package 12 75 900 2,500.00
Subtotal 83 6,225 2,500
Educational & Guidance Materials
D.1 Development Review Flowchart 8 75 600 1,000.00
Subtotal 8 600 1, 000.00
Grand Subtotal 13,000 3,500.00
Contract Total 16,500
See Assumptions below:
10% WH
120
498
873
160
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