HomeMy WebLinkAbout010917_ca02Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: David Stanko, Sheriff
DATE: January 9, 2017
SUBJECT: Contract for Sheriff's Office Strategic Planning Consultant
STATEMENT OF ISSUE:
The Sheriff s Office has conducted several studies over the last 2 years. We are now prepared to develop a
strategic plan utilizing the findings to guide us through the next several years.
ANALYSIS:
Preparation of a strategic plan will enhance our ability to accomplish our mandates, fulfill our mission, meet
the needs of the stakeholders and create greater public value for our organization.
FISCAL IMPACT:
The plan development process will not exceed $23,500 which is budgeted for 2017
RECOMMENDATION:
We request that the Board approve the contract with Roger Baker Consulting.
REVIEWED BY:
Philip Morley, County Administrator Date
PROFESSIONAL SERVICES AGREEMENT FOR
STRATEGIC PLANNING SERVICES
THIS AGREEMENT is entered into between the County of Jefferson, a municipal
corporation, hereinafter referred to as the County, and Roger Baker Consulting, hereinafter
referred to as Consultant, in consideration of the mutual benefits, terms, and conditions
hereinafter specified.
1. Project Designation. The Consultant is retained by the County to perform strategic
planning consultation services to the Sheriffs Office
2. Scope of Services. Consultant agrees to perform the services, identified on Exhibit A
"Strategic Work Plan and Fee & Services Schedule" attached hereto, including the provision of
all labor, materials, equipment and supplies.
3. Time for Performance. Work under this contract shall commence upon the giving of
written notice by the County to the Consultant to proceed. Consultant' s receipt of signed copy of
this contract shall constitute said notice. Consultant shall perform all services and provide all
work product required pursuant to this agreement by June 30, 2017 unless an extension of such
time is granted in writing by the County.
4. 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 "A" attached hereto, provided that the total amount of payment to
Consultant shall not exceed $ 23,500 without express written modification of the
agreement signed by the County.
b. The consultant may submit vouchers to the County no more frequently than once
per month during the progress of the work for partial payment for project
completed to date, up to 80% of total project costs. The County will check such
vouchers, and upon approval thereof, payment will be made to the Consultant in
the amount approved.
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.
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.
5. 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 and Consultant for use by the County for internal
purposes only. 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. The County shall not permit other entities outside the County to use
training materials, assessment tools or other such materials without prior written approval of
Consultant.
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.
7. Indemnification. The Contractor shall indemnify and hold the County, and its officers,
employees, and agents harmless from and shall process and defend at its own expense, including
all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or
equity arising in whole or in part, directly or indirectly, from the Contractor's negligence or
breach of any of its obligations under this Agreement; provided that nothing herein shall require
a Contractor to indemnify the County against and hold harmless the County from claims,
demands or suits based solely upon the conduct of the County, its officers, employees and
agents, and; provided further that if the claims or suits are caused by or result from the
concurrent negligence of: (a) the Contractor's agents or employees; and, (b) the County, its
officers, employees and agents, this indemnity provision with respect to claims or suits based
upon such negligence, and/or the costs to the County of defending such claims and suits, etc.,
shall be valid and enforceable only to the extent of the Contractor's negligence, or the negligence
of the Contractor's agents or employees.
Claims against the County shall include, but not be limited to assertions that the use and
transfer of any software, book, document, report, film, tape, or sound reproduction of
material of any kind, delivered hereunder, constitutes an infringement of any copyright,
patent, trademark, trade name, or otherwise results in an unfair trade practice or an
unlawful restraint of competition.
8. Insurance. The CONSULTANT shall obtain and keep in force during the terms of the
AGREEMENT, policies of insurance as follows:
If an only if the Consultant employs any person(s) in the status of employee or employees
separate from or in addition to any equity owners, sole proprietor, partners, owners or
shareholders of the Consultant, Worker's Compensation Insurance in an amount or amounts that
are not less than the required statutory minimum(s) as established by the State of Washington or
the state or province where the Consultant is located.
Commercial Automobile Liability Insurance providing bodily injury and property damage
lability 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.
General Commercial Liability Insurance in an amount not less than a single limit of one million
dollars ($1,000,000) per occurrence and an aggregate limit of not less than one million dollars
($1000,000.00 minimum) for bodily injury, including death and property damage. 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;
c. Broad Form Contractual/Commercial Liability — including completed operations
d. Premises — Operations Liability (M&C);
e. Independent Contractors and subcontractors;
f. Blanket Contractual Liability.
The County shall be named as an "additional insured" on the General Commercial Liability
policy.
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.
The County may, upon the Consultant's failure to comply with all provisions of this contract
relating to insurance, withhold payment or compensation that would otherwise be due to the
Consultant.
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.
12. Assignment. 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 for failure to meet the terms and
conditions of this agreement this agreement at any time by giving thirty (30) 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 the
renegotiation of this agreement between surviving members of the Consultant and
the County, if the County so chooses.
15. Notices.
Notices to the County shall be sent to the following address:
David J Stanko, Jefferson County Sheriff
79 Elkins Road
Port Hadlock, WA 98339
Notices to Consultant shall be sent to the following address:
Roger Baker Consulting
PO Box 98784
Des Moines, WA 98198
16. Integrated_ 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.
DATED this
SIGNATURE PAGE
SIGNATURE PAGE
day of
C
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
Roger Baker Kathleen Kler, Chair
p (
David Stank Oheriff
�_y��"' 7
Date
Approv as to form only:
Michael Haas Dke
Prosecuting Attorney
CONSULTANT _'AGREEMENT
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Consulting.doc re, 9/1/2014 Page 6 of 6
ROGER BAKER CONSULTING
Your Partner in Leading Change
www. RogerBaker.Consulting
(206) 878-2800 IN
JEFFERSON COUNTY SHERIFF'S OFFICE
Strategic Work Plan
August 3, 2016
Jefferson County SheriffDavid Stanko desires to improve the effectiveness and efficiency of the
Jefferson County Sheriffs Office. He also desires to improve the work performance skills and
working relationships of the Sheriffs Office staff. Principal Consultant, Roger A. Baker, will
provide the following services to help achieve those goals.
STRATEGIC PLAN DEVELOPMENT: Develop a strategic plan that will provide the group
with a multi-year organizational development and work plan to more successfully meet the present
and future needs of the JCSO and community. It will focus resources on prioritized goals and
provide greater efficiency, effectiveness, and accountability. The plan program will be introduced
in three (3) phases:
Phase one:
The first phase o fthe plan development will include a series o fineetings with Sheriff s Department
staff and other county staff to identify roles, responsibilities, and expectations of all pruticipunls.
We will identify and establish a strategic plan steering committee (hereafter, "SPSC") that will
represent all work areas and work levels within the Sheriffs Office.
The SPSC will receive specific training in the development o f the strategic plan. They will also
conduct an environmental scan both inside and outside the JCSO organization for driving forces,
major influences, and major environmental changes that may affect the organization. They will
specifically conduct an analysis to determine the organization's strengths, weaknesses, and any
opportunities and threats faced by the organization.
I will be on-site for 3 days to conduct meetings and provide strategic planning training for all
participants. The training sessions will provide the necessary information to allow full and
productive participation by all the involved staffmembers.
Phase two
The second phase will involve the SPSC and other Sheriffs staff members identifying and
contacting community stakeholders outside ofthe County staff. They will be seeking information
about community satisfaction, perceptions, and expectations of the Sheriffs Office. This
information will be gathered by a variety of methods, including one-on-one meetings with
community leaders and focus groups within different community groups.
Roger@ RogerBaker.Consulti ng
P.O. Box 98784 Des Moines, WA 98198
5hibit A, page 1
ROGER BAKER CONSULTING
I will be on-site for three days and will provide the SPSC members with the necessary training and
materials to make this process as effective and efficient as possible. The process provides a critical
link to the community that will be maintained throughout the multi-year life o fthe strategic plan.
It will be instrumental in the identification of the key issues for the plan and developing key
strategic goals.
Phase three
The third phase provides the opportunity for the SPSC and other Sheriffs Office staff to analyze
the infonnation that they have gathered and address the key strategic issues that they have
identified. They will establish goals for the Strategic Plan based upon their analysis. The goals
will support the Department's Mission Statement.
The team will identify and establish strategies to achieve the goals, based on affordability,
practicality, effectiveness, and efficiency. They will also identify key success indicators that will
provide a means of assessing their progress in achieving the goals ofthe Strategic Plan.
The final portion of this Phase will include the drafting of the multi-year Strategic Plan. I will
coach the SPSC in this process and provide them with a variety of appropriate strategic plan
formats that will assist them in the preparation ofthe final document. I will be on-site for 3 days
during this Phase.
The completed Strategic Plan will provide a valuable resource for the Sheriffs Office, other county
departments, and the community of Jefferson County. The written Plan will be widely distributed
so that everyone knows and understands the mission ofthe Sheriffs Office, and the goals set to
accomplish the mission.
The Plan will provide a guide for budgeting, staffing and expectations for the Sheriffs Office. It
will establish critical lines of communication with a1J of its stakeholders, and maintain those lines
through regular review and updates. It will be a living document of the achievements of the
Sheriffs Office and Jefferson County. The plan will help ensure that the mission and goals ofthe
Sheriff s Office support the mission and goals o Oefferson County.
PSYCHOLOGICAL -TYPE IDENTIFICATION
Consultant will administer Psychological -Type assessments (MBTI - DiSC) that will help open
new levels of understanding and lines of communication. Team members will learn to identify,
understand, and draw upon their different behavioral types and styles to enhance team
effectiveness. The Psychological -Type assessment programs will help unlock the true potential of
leaders and teams.
WORK PERFORMANCE COACHING (Not Included): Develop and implement individual
work performance improvement coaching programs for designated members ofthe staff. This will
assist the development ofthe skills and abilities that will improve the professional and personal
potential to accomplish desired Strategic Plan goals and achieve more productive and balanced
work performance and working relationships.
ROGER A BAKER
Principle Consultant
Roger@RogerBaker.Cons u lti ng
P.O. Box 98784 Des Moines, WA 98198
Exhibit A, page 2
fibROGER BAKER CONSULTING
Your Partner in Leading Change
P0IJGN6 www.rogerbaker.coosulting 40
JEFFERSON COUNTY SHERIFF'S OFFICE
Fee and Services Schedule
August 3, 2016
I appreciate the opportunity to provide organizational development services to the
Jefferson County Sheriffs Office (JCSO). The following Fee and Services Schedule
is provided with the JCSO Strategic Work Plan.
(A) The Strategic Organlzatlonal Leadership and Planning Program will be
designed to enhance the ability of the JCSO to accomplish its mandates, fulfill its
mission, achieve its vision and meet the needs of its stakeholders. The program will
require up to nine (9) full days of activity accomplished in three (3) phases over a 3-5
month period, with the selected thirteen member JCSO strategic plan steering
committee. Consultant's fee for this program is $20,000.00 plus any additional agreed-
upon expenses for travel, meeting and printing not to exceed $2,000.00. Consultant
proportional fee plus accrued expenses will be billed at the completion of each phase.
(B) Psychological -type Assessments will be provided to thirteen staff personnel.
The fee for the thirteen individual MBTI and DiSC assessments is $1,500.00.
JCSO will provide all support services and their expenses. All instructional materials
supplied by Consultant are intended solely for the development of the JCSO strategic
planning program and will remain the intellectual property of Consultant. This contract
is valid when an original signed copy is received by Consultant. Consultant will
commence work when a mutually agreed upon start date, not to exceed 90 days from
the date of contract execution, is selected by the parties.
RogerA. Baker
Principal Consultant
P.O. Box 98784 Des Moines, WA 98198
(206) 878-2800 Roger(a&gerBaker.Consultins
Exhibit A, page 3