HomeMy WebLinkAbout071414_ca05Department of Public Works
O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, P.E.
Public Works Direc r /County Engineer
Agenda Date: July 14, 2014
Subject: Professional Services Contract for Parks, Recreation and Open
Space Comprehensive Plan Update
Statement of Issue:
This is a new Professional Services Agreement with Arvilla Ohlde of AjO Consulting, to
assist with review, research, and updating the 2002 Parks, Recreation and Open Space
Comprehensive Plan.
Analysis /Strategic Goals /Pro's £t Con's:
The Parks, Recreation and Open Space Comprehensive Plan was first completed in
1996, and was updated in 2002. Having a current plan will qualify Jefferson County
for RCO grants, as well as define an appropriate level of parks and recreation service
for Jefferson County's current and future population and demographic.
Fiscal Impact /Cost Benefit Analysis:
The contract maximum amount payable is $22,800. The benefits of having an
updated plan in place which defines our needed level of service and qualifies us to
apply for RCO grants outweigh the costs.'�:s — –Wle� -; Iq �
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The Board is asked to sign the three originals, and return two to Public Works.
Department Contact:
Matt Tyler, 385 -9129
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ilip Mt e County Admi istrator Date
PROFESSIONAL SERVICES AGREEMENT FOR
Parks and Recreation Parks, Recreation and Open Space Comprehensive Plan Update
THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation,
hereinafter referred to as "the County ", and Arvilla Ohlde, AjO Consulting, hereinafter referred
to as "the Consultant ", in consideration of the mutual benefits, terms, and conditions hereinafter
specified.
Project Desi nag tion. The Consultant is retained by the County to provide professional
consultant services for the Parks, Recreation and Open Space Comprehensive Plan
Update.
Scope of Services. Consultant agrees to perform the services, identified on Exhibit "A"
attached hereto, including the provision of all labor.
Time for Performance. Work under this contract shall commence upon the giving of
written notice by the County to the Consultant to proceed. Consultant receipt of a
Purchase Order shall constitute said notice. Consultant shall perform all services and
provide all work product required pursuant to this agreement by December 31, 2014
Payment. The Consultant shall be paid by the County for completed work and for
services rendered under this agreement as follows:
a. Payment for the work provided by Consultant shall be made as provided on
Exhibit "B" attached hereto, provided that the total amount of payment to
Consultant shall not exceed $22,800.00 without express written modification of
the agreement signed by the County.
b. The consultant may submit invoices to the County once per month during the
progress of the work for partial payment for project completed to date, up to 80%
of total project costs. Such vouchers will be checked by the County, and upon
approval thereof, payment will be made to the Consultant in the amount approved.
C. Final payment of any balance due 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.
d. Payment as provided in this section shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and
incidentals necessary to complete the work.
PROFESSIONAL SERVICES AGREEMENT —AIO Consulting
e. The Consultant's records and accounts pertaining to this agreement are to be kept
available for inspection by representatives of the County and state for a period of
three (3) years after final payments. Copies shall be made available upon request.
Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
agreement shall be the property of the County whether the project for which they are
made is executed or not. The Consultant shall be permitted to retain copies, including
reproducible copies, of drawings and specifications for information, reference and use in
connection with Consultant's endeavors.
6. Compliance with laws. Consultant shall, in performing the services contemplated by this
agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services to be rendered under this
agreement.
Indemnification. Consultant shall indemnify, defend and hold harmless the County, its
officers, agents and employees, from and against any and all claims, losses or liability, or
any portion thereof, including attorneys fees and costs, arising from injury or death to
persons, including injuries, sickness, disease or death to Consultant's own employees, or
damage to property occasioned by a negligent act, omission or failure of the Consultant.
8. Insurance. 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 $500,000
each occurrence with the COUNTY named as an additional insured in connection with
the CONSULTANT'S performance of the contract.
The Consultant shall obtain and keep in force during the terms of the Agreement, General
Commercial Liability Insurance as follows:
General Commercial Liability Insurance in an amount not less than a single limit of one
million dollars ($1,000,000) per occurrence and a aggregate of not less than two (2) times
the occurrence amount ($2,000,000.00 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 of the protection provided
and include the following minimum coverage:
a. Broad Form Property Damage, with no employee exclusion;
b. Personal Injury Liability, including extended bodily injury;
PROFESSIONAL SERVICES AGREEMENT — AjO Consulting
C. Broad Form Contractual /Commercial Liability — including completed operations;
d. Premises — Operations Liability (M &C);
Independent Contractors and subcontractors;
Blanket Contractual Liability.
Such insurance coverage shall be evidenced by one of the following methods:
* Certificate of Insurance;
* Self - insurance through an irrevocable Letter of Credit from a qualified financial
institution.
Certificates of coverage as required by this section shall be delivered to the County within
fifteen (15) days of execution of this agreement.
9. Independent Contractor. The Consultant and the County agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this agreement.
Nothing in this agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Consultant nor any employee of Consultant
shall be entitled to any benefits accorded County employees by virtue of the services
provided under this agreement. The County shall not be responsible for withholding or
otherwise deducting federal income tax or social security or for contributing to the state
industrial insurance program, otherwise assuming the duties of an employer with respect
to Consultant, or any employee of Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant,
any fee, commission, percentage, brokerage fee, gifts, or any other consideration
contingent upon or resulting from the award or making of this contract. For breach or
violation of this warranty, the County shall have the right to annul this contract without
liability or, in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee,
gift, or contingent fee.
11. Discrimination Prohibited. The Consultant, 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, sex or the presence of any physical or sensory handicap in the
selection and retention of employees or procurement of materials or supplies.
PROFESSIONAL SERVICES AGREEMENT — AjO Consulting
12. Assi ng ment. The Consultant shall not sublet or assign any of the services covered by this
agreement without the express written consent of the County.
13. Non - Waiver. Waiver by the County of any provision of this agreement or any time
limitation provided for in this agreement shall not constitute a waiver of any other
provision.
14. Termination.
a. The County reserves the right to terminate this agreement at any time by giving
ten (10) days written notice to the Consultant.
b. In the event of the death of a member, partner or officer of the Consultant, or any
of its supervisory personnel assigned to the project, the surviving members of the
Consultant hereby agree to complete the work under the terms of this agreement,
if requested to do so by the County. This section shall not be a bar to
renegotiations of this agreement between surviving members of the Consultant
and the County, if the County so chooses.
15. Notices. Notices to the County of Jefferson shall be sent to the following address:
Jefferson County Public Works
623 Sheridan Street
Port Townsend, WA 98368
Notices to Consultant shall be sent to the following address:
Arvilla Ohlde
AjO Consulting
15191 E. SR106
Belfair, WA 98528
16. Inte rag ted Agreement. This Agreement together with attachments or addenda, represents
the entire and integrated agreement between the County and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. This
agreement may be amended only by written instrument signed by both County and
Consultant.
PROFESSIONAL SERVICES AGREEMENT —AjO Consulting
SIGNATURE PAGE
DATED this day of 201
Consultant
County of Jefferson
Board of Commissioners
John Austin, Chair
Phil Johnson, Member
David W. Sullivan, Member
Approved as to Form Only:
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inr 6 [ -
Deputy Prosecuting Atto
Y
Monte Reinders, P
Public Works Director
PROFESSIONAL SERVICES AGREEMENT —AjO Consulting
EXHIBIT A
SCOPE OF WORK
Contract for Professional Services/ Jefferson County
Parks, Recreation and Open Space Comprehensive Plan Update
AJO Consulting (the Consultant) shall provide the following services to the County
pursuant to the Agreement for work to be completed for the update of the 2002 Jefferson
County Parks, Recreation and Open Space Comprehensive Plan. The Consultant agrees
to:
Project Approach
Arvilla Ohlde will work closely with the Jefferson County Parks and Recreation
Manager, the Jefferson County Parks Advisory Board (JCPRAB) and the citizens of the
County to update, assess current needs, determine funding for capital improvement
projects and work with staff to conduct public outreach. The timeline schedule defines
the Tasks and Phases for completion of the Plan.
Phase la: Study Organization and Assess Existing Conditions (Initiate Project)
Meet with staff to finalize project approach, project objectives, community outreach,
timeline and final products. Tour parks to observe changes, updates and needs of parks
and facilities. Review past reports, pending grants and existing capital improvement
funding provided in the 2014 adopted Jefferson County Parks and Recreation budget.
Interview staff or identified stakeholders regarding issues and perceived needs to prepare
modifications from identification of emerging issues for the Parks and Recreation system.
• Deliverables: Project establishment/Define outreach: determine if by
survey, Internet or focus groups, with type and roles determined.
• Fee $720.00 /AjO
Phase 1 -b: Prepare and Facilitate Citizen Outreach
AJO Consulting will review with the Parks and Recreation Manager the input received
from Exploratory Regional Parks and Recreation Committee's county -wide web -based
questionnaire with analyzed results that helped to complete the ERPRC 2012
recommendations to the City of Port Townsend and the Jefferson County Commissioners.
From the recommendation results, determine if additional County initiated web -based
survey (i.e. Survey monkey) is needed. Determine method of public input and scheduled
input from the citizens of the County.
• Deliverables: Set timeline and method of public input with developed
questionnaire.
• Fee $1,200 /AJO
Phase 1 -c: Community Profile Update
Prepare updated base map of planning areas and changes from existing adopted plan
using existing digital information maps supplied by the County. Obtain current existing
demographic profile information and determine updated needs with planned future
growth forecasts. Prepare preliminary draft of updated changes and submit to staff and/or
JCPRAB.
• Deliverables: Prepare draft maps for County mapping, site visits, Complete staff
interviews with regard to existing/changes, present draft profile update.
• Fee: $960.00 /AjO
Phase 1 -d: Update Inventory
Review and update existing inventory from ERPRC documents. Review current
demographic profile information to determine updated needs with planned future growth
forecasts. Gather and analyze staff input regarding update, changes, demands and needs
for parks, programs and facilities as well as update to repair and replacement of asset
inventory. Review past and current funding for operations and existing/pending grants as
well as projected funding in the 2014 and 2015 adopted Capital Improvement Fund. AjO
Consulting will advise Jefferson County Parks and Recreation and JCPRAB on outreach
survey (mail back/internet) as needed to gather input from the citizens on current and
future needs, changes and recommendations for the park system for the next six years and
into the future.
• Deliverables: Inventory Update /citizen input update.
• Fee $3,480.00/AjO
Phase 1 -e: Update Goals and Strategies
Update existing and review, revise and select updated Jefferson County Parks and
Recreation goals, objectives and strategies to reflect the current and future needs and
demands for the citizens and the Parks and Recreation Department with the JCPRAB.
• Deliverables: Review and revision of goals. Meeting #1 with JCPRAB regarding
draft data from Phase 1.
• Fee $2,280.00/AjO
Phase 2 -a: Analysis Update of the Park Areas and Services
Review and update the (County's) existing park system. Evaluate updates to park sites
with regard to condition, deficiencies and current operational problems. Provide an
overall evaluation of the park system and site facilities. Meet with staff and /or JCPRAB
to go over findings and input from web - questionnaire/ community workshops.
• Deliverables: Draft update for review and input.
• Fee $1,920.00 /AjO
Phase 2 -b: Needs Assessment
Using various tools such as NRPA Standards, RCO tools and community input, compare
current demands for services with existing supply of facilities now available in the
County. Review and update the identified standard or ratio of the current population base.
Identify perceived recreation and parkland needs, updated issues and suggested park
facilities. Adjust recommended standard and compare existing demand to the supply for
forecasting future needs as applied to future population estimates.
• Deliverables: Use current tools to analyze and set level of service.
• Fee: $5,760.00/AjO
Phase 2 -c: Issues and Service Levels
Review current policies related to park facility use. Review long term goals and
objectives and provide draft update which may include revenue objectives, service
objectives and quality of facilities which may result in update to the service level
standards for park land and recreation facilities and programs.
• Deliverables: Use current tools to analyze and set level of service. Meeting #2
with JCPRAB with review of Phase 2 documentation.
• Fee: $1,320.00 /AjO
Phase 3 -a: Recommendations and Policies
Work with staff to develop update to design and development standards for each of the
parks and recreational facilities updated and/or proposed in the Plan. Identify general
location of future identified park sites, trails, recreational facilities. Recommend changes,
and improvements needed to existing parks and facilities. Review and prepare update of
additional identified management recommendations in dealing with organizational
structure of the department, staffing needs, maintenance standards as well as approaches
and budgeting procedures.
Deliverables: Through staff discussions and direction, update Plan to include
identified recommendations and policy updates.
Fees: $1,920.00 /AjO
Phase 3 -b: Action Plan
Prepare a list of prioritized capital projects and discuss with staff and/or JCPRAB Board.
List all capital projects and prioritize according to need and identified funding options for
capital development. Prepare an overall funding strategy that could include multi - funding
sources.
• Deliverables: Through staff discussions and direction update Plan to include
identified recommendations and policy updates.
• Fee $2,040.00 /AjO
Phase 3 -c: Documentation and Adoption:
Prepare draft report of plan for staff / JCPRAB for discussion and revise as needed for the
final draft report for staff to present for adoption by the Jefferson County Board of
Commissioners and for submittal to the Recreation and Conservation Office (RCO) for
acceptance.
Deliverables: Final draft document. Meeting #3 with JCPRAB to accept draft
document to forward to JC /BOCC.
• Fee: $1,200.00 /AjO
EXHIBIT B
FEESCHEDULE
Contract for Professional Services/ Jefferson County
Parks, Recreation and Open Space Comprehensive Plan Update
Exhibit B: Fee Schedule
Jefferson County Parks and Recreation: Parks, Recreation and Open Space Plan Update
Task
AjO
Consulting
Hourly
Rate
Total
Staff Role
Phase 1 -a: Initiate Project
6.0
120.00
$ 720.00
Decisions & Plan Overview
Phase 1 -b: Community Questionnaire
10.0
120.00
$ 1,200.00
Facilitate internet survey /collection info
Phase 1 -c: Community Profile
8.0
120.00
$ 960.00
Staff review for any changes
Phase 1- d:Update Inventory
29.0
120.00
$ 3,480.00
Staff gather all inventory changes etc.
Phase 1 -3: Update Goals and Strategies
15.0
120.00
$ 1,800.00
Staff Input on update of goals
Phase 1 review with PRAB #1
4.0
120.00
$ 480.00
July 2, 2014
Phase 2 -a: Analysis Update of Parks & Services
16.0
120.00
$ 1,920.00
Staff gather updates to park, facilities
and programs /provide updated base map
Phase 2 -b: Needs Assessment
48.0
120.00
$ 5,760.00
Input from staff on needs and changes
Phase 2 -c: Issues and Service Levels
7.0
120.00
$ 860.00
Staff review
Phase 2 review with PRAB #2
4.0
120.00
$ 480.00
August 6, 2014
Phase 3 -a: Recommendations and Policies
16.0
120.00
$ 1,920.00
Provide input and recommendations
Phase 3 -b: Action Plan
17.0
120.00
$ 2,040.00
Staff involvement and review of draft actions
Phase 3 -c Documentation and Adoption
6.0
120.00
$ 720.00
Staff input, facilitate and involvement
Phase 3 Review with PRAB #3
2.0
120.00
$ 240.00
Sept 3, 2014 #3:PRAB input and acceptance to
move forward
Final draft to JC /BOCC
2.0
120.00
$ 240.00
BOCC review and input
Public Hearing and Adoption
Staff facilitate
Submit to RCO
Staff Submit
TOTAL
190.0
120.00
$22,800.00
Fees to complete the update of 2014 Jefferson County, Recreation and Open Space Plan does not include final
document production printing costs.
EXHIBIT C
Certification Regarding Debarment, Suspension, and Other Responsibility
Matters - Primary Covered Transactions
I. The prospective primary participant certifies to the best of its knowledge and belief,
that it and its principals:
A. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any federal
department or agency;
B. Have not within a three -year period preceding this proposal been convicted of
or had a civil judgment rendered against them for commission or fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
performing a public (federal, state, or local) transaction or contract under a
public transaction; violation of federal or state antitrust statues or commission
of embezzlement, theft, forgery, bribery, falsification or destruction of records,
making false statements, or receiving stolen property;
C. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with commission of any of the
offenses enumerated in paragraph I( B) of this certification; and
D. Have not within a three (3) year period preceding this application/proposal had
one or more public transactions (federal, state, or local) terminated for cause or
default.
II. Where the prospective primary participant is unable to certify to any of the statements
in this certification, such prospective participant shall attach an explanation to this
proposal.
Consultant (Firm): Arvilla Ohlde, Aj0 Consulting
I
(Date) (Signature) President or Authorized Official of Consultant
PROFESSIONAL SERVICES AGREEMENT —AjO Consulting