HomeMy WebLinkAbout092517_ca07615 Sheridan Street
Port Townsend, WA 98368
www.JeffersonCouniyPublicHealth.org
Consent Agenda
Public Healit September 5, 2017
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Vicki Kirkpatrick, Director
Anna McEnery, DD Coordinator
DATE:
SUBJECT: Agenda Item — Professional Services Agreement —Triangle
Associates; August 21, 2017 —October 31, 2017; $3,858.87
STATEMENT OF ISSUE:
Jefferson County Public Health, as the fund manager of the 1/10 of 1% Fund funds, is
requesting Board approval of a Professional Services Agreement with Triangle Associates;
August 21, 2017 —October 31, 2017; $3,858.87
ANALYSIS STRATEGIC GOALS PRO'S and CON'S:
Triangle Associates will summarize major themes from the Jefferson County Mental
Health/Substance Abuse Advisory Committee member interviews, assist with creating the
Retreat Agenda; facilitate the Committee's Retreat, and provide a high-level summary of the
MH/SA Retreat that will capture the principal takeaways and action items.
This contract is recommended by the Mental Health and Substance Abuse Advisory Committee.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This is sales tax revenue raised by the County in the 1/10 of 1% Fund and is allocated by the
BOCC with advice from the Mental Health and Substance Abuse Sales Tax Advisory Committee.
The contract states if the sales tax revenue decreases the vendor will be contacted and the
contract may be renegotiated.
RECOMMENDATION:
JCPH management request approval of the Professional Services Agreement with Triangle
Associates; August 21, 2017 —October 31, 2017; $3,858.87
REVIEWED BY:
Philip Morley, unty Administrator Date
Community Health Environmental Health
Developmental Disabilities Water Quality
360-385-9400 360-385-9444
360-385-9401 (f) Always working for a safer and healthier community (f) 360-379-4487
CONTRACT AGREEMENT
For Professional Services
Between
Jefferson County
And
Triangle Associates
This Contract for Professional Services is entered into between Jefferson County, herein referred to
as the "County" and Triangle Associates, (Triangle) herein referred to as the "Contractor".
Section 1: PURPOSE:
THIS AGREEMENT is made and entered into for Triangle to produce contextual work and
facilitation services for the Jefferson County Mental Health/Substance Abuse Advisory
Committee's Retreat.
Section 2: TERM:
This Agreement shall commence on August 21, 2017 and continue through October 31, 2017,
unless terminated as provided herein. Work performed between August 21, 2017 and the execution
of this Agreement that is consistent with the provisions of this Agreement is hereby ratified.
Section 3: SCOPE OF AGREEMENT:
Triangle will summarize major themes from the Jefferson County Mental Health/Substance Abuse
Advisory Committee member interviews, assist with creating the Retreat Agenda; will facilitate the
Committee's Retreat and then provide a high-level summary of the MH/SA Retreat, that will
capture principal takeaways and action items.
Triangle shall submit:
Upon request, reports of activities and services provided, to the JCPH Contract
Representative.
Section 4: CONTRACT REPRESENTATIVES:
JCPH and Triangle will each have a contract representative who will have responsibility to
administer the contract for that party. A party may change its representative upon providing written
notice to the other party.
The parties' representatives are as follows:
Contractor's Contract Representative
Sophie Glass, Associate
Triangle Associates
811 1st Ave, Ste. 255
Seattle, WA 98104
206-583-0655 x119
niass@triangleassociates.com
Triangle Associates 2017
JCPH Contract Representative
Anna Mc Enery, DD Coordinator
Jefferson County Public Health
615 Sheridan St.
Port Townsend, WA 98368
(360) 385-9410
amcener a,co. i c person, wa. us
Section 4: COMPENSATION:
The CONTRACTOR will be reimbursed for all work performed under the terms of this contract.
The total amount payable under this Contract by County to CONTRACTOR shall not exceed
$3,858.87 as outlined in Exhibit B- Fee Schedule, in the completion of this project without express
written amendment signed by both parties to this Agreement.
A. Contractor shall be paid for services as outlined in Exhibit A — Scope of Work
incorporated herein.
B. CONTRACTOR shall submit monthly invoices to JCPH, 615 Sheridan St., Port
Townsend, WA 98368, Attn: Finance Department, for payment of work actually
completed to date.
C. Invoices must be submitted by the 15" of the month for the previous month's expenses.
Invoices submitted after the 7t" of the month may not be paid until the following month.
The County will review such invoices, and upon approval thereof, payment will be made
to the Contractor in the amount approved. Failure to submit timely invoices may result
in a denial of reimbursement. Invoices not submitted within 60 days may be denied.
D. Contractor shall provide invoices and necessary backup documentation for all invoices
including timesheets and statements. Any indirect charges require the submittal of an
indirect cost methodology and rate using OMB Circular's A-87 and A-122.
E. The County will make final payment of any balance due the Contractor promptly upon
determining that i) the Contractor has completed its obligations under this Agreement
and ii) the County can and does accept the work performed by the Contractor.
F. CONTRACTOR records and accounts pertaining to this agreement are to be kept
available for inspection by representatives of the County and state for a period of six (6)
years after final payments. Copies shall be made available upon request. An audit will
be submitted to the County upon request.
a. Upon request, Contractor will submit the most recent financial audit within 30 days.
b. Upon request the County shall have the option of performing an onsite review of all
records, statements, and documentation.
c. 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.
d. Audit will provide statements consistent with the guidelines of Reporting for Other Non -
Profit Organizations AICPA SOP 78-10, and is performed in accordance with generally
accepted auditing standards and with Federal Standards for Audit of Governmental
Organizations, Programs, Activities and Functions, and meeting all requirements of
OBM Circular A-133 or A-128, as applicable.
Triangle Associates 2017
Section 5: INDEMNIFICATION:
The Contractor shall indemnify, defend and hold harmless the County, its officers, agents and
employees, from and against any and all claims, lawsuits, demands for money damages, losses or
liability, or any portion thereof, including attorney's fees and costs, arising from any injury to person
or persons (including the death or injury of the Contractor or damage to personal property) if said
injury or damage was caused by the negligent acts or omissions of the Contractor.
Section 6: INSURANCE:
The Contractor shall obtain and keep in force during the terms of this Agreement, or as otherwise
required:
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 single limit of not less than
$500,000 per occurrence and an aggregate of not less than one million dollars
($1,000,000) Contractor shall provide proof of insurance to the County
c/o Contracts Manager at Jefferson County Public Health, 615 Sheridan St. Port
Townsend, WA 98368 prior to commencing employment.
B. General Liability (1) — with a minimum limit per occurrence of one million dollars
($1,000,000) and an aggregate of not less than two million dollars ($2,000,000) for
bodily injury, death and property damage unless otherwise specified in the contract
specifications. This insurance coverage shall contain no limitations on the scope of
the protection provided and indicate on the certificate of insurance the following
coverage:
1. Broad Form Property Damage with no employee exclusion;
2. Personal Injury Liability, including extended bodily injury;
3. Broad Form Contractual/Commercial Liability including completed operations
(contractors only);
4. Premises — Operations Liability (M&C)
5. Independent Contractors and Subcontractors; and
6. Blanket Contractual Liability.
(1) Note: The County shall be named as an additional insured party under
this policy.
C. Professional Liability Insurance providing $1,000,000 per incident; $3,000,000
aggregate. Contractor shall name Jefferson County Public Health as additional
insured.
D. The Contractor shall participate in the Worker's Compensation and Employer's
Liability Insurance Program as may be required by the State of Washington.
E. It is agreed by the parties that insurers shall have no right of recovery or subrogation
against the County (including its employees and other agents and agencies) it being
the intention of the parties that the insurance policies listed above shall protect both
parties and be primary coverage for any and all losses covered by the above -listed
insurance policies. It is further agreed by the parties that any and all deductibles
made part of the above -listed insurance policies shall be assumed by, paid for and at
the risk of the Contractor.
Triangle Associates 2017
F. 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-contributory with respect to any policy
of insurance the Contractor must provide to comply with this Agreement.
G. If the proof 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.
H. The County may, upon the Contractor's failure to comply with all provisions of this
contract relating to insurance, withhold payment or compensation that would otherwise
be due to the Contractor.
Section 7: CONFIDENTIALITY:
Contractor, its employees, subcontractors and their employees will maintain the confidentiality of
all information provided by JCPH or acquired in performance of the Contract as required by
HIPAA and other privacy laws. This Contract, once executed by the parties, is and remains a
Public Record subject to the provision of Ch. 42.56 RCW, the Public Records Act.
Section 8: INDEPENDENCE
The Contractor and the County agree that the Contractor 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. The Contractor
shall not 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 employee.
Section 9: REPORTING
The Contractor will provide a monthly invoice to the County for the previous month's work. The
invoice shall include the total hours worked by which staff.
The monthly invoice shall be submitted to Jefferson County Public Health in care of the Anna Mc
Enery, DD Coordinator, 615 Sheridan, Port Townsend, and WA 98368. The County will review
such invoices, and upon approval thereof, payment will be made to the Contractor in the amount
approved. Failure to submit invoices within 45 days of the due date, may result in a denial of
reimbursement.
Section 10: ASSIGNMENTS AND SUBCONTRACTING
The Contractor shall not sublet or assign any of the services covered by this agreement without the
express written consent of the County.
Triangle Associates 2017
Section 11: TERMINATION
The County reserves the right to terminate this contract in whole or in part, with 30 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.
A. This agreement may also be terminated as provided below:
1. With 30 days' notice by the Board of County Commissioners for any reason, or
2. With 30 days' notice by the Board of County Commissioners for non-performance
of the specific job duties in Exhibit A.
3. With 30 days' notice by the Contractor by voluntary resignation.
Section 12: MODIFICATION
This professional services agreement may be modified at any time by written agreement of all
parties. If the sales tax revenue decreases, this contract may be renegotiated.
Section 13: INTEGRATED AGREEMENT
This Agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the Contractor and supersedes all prior negotiations,
representations, or agreements written or oral between the parties. This agreement may be
amended only by written instrument signed by both County and Contractor.
Approved this day of , 20
BOARD OF COUNTY COMMISSIONERS
JEFFERSON COUNTY, WASHINGTON
Kathleen Kler, Chair
Triangle Associates
ATTEST:
Deputy Clerk of the Board
APPROVED AS TO FORM ONLY:
By: 1;?- r;ZA��=4/W
Philip Hunsucker, Chief Civil Deputy Prosecutor
Triangle Associates 2017
EXHIBIT A
Scope of Work
RESPONSIBILITIES:
Triangle Services, as a contracted provider, agrees to:
1) Contact, set up, and conduct phone interviews with members from the MH/SA Advisory
Committee and staff.
2) Develop a brief report summarizing major themes from the interviews, comments
unattributed. This document will be the basis of the agenda for the MH/SA Retreat.
3) Convene two (2) conference calls with staff and/or representatives from MH/SA to prepare
for the September 12, 2017 MH/SA Advisory Committee Retreat.
4) Coordinate with retreat planners to draft and finalize agendas and meeting materials in
preparation for the Retreat.
5) Provide strategic advice regarding the approach and design of the Retreat.
6) Facilitate the MH/SA Advisory Committee Retreat on the afternoon of September 12, 2017.
Will use verbal, written, and graphic facilitation techniques as needed.
7) Create a high-level summary of the MH/SA Retreat, that will capture major takeaways and
action items.
8) Produce a monthly invoice with summary.
9) Communicate with Public Health as needed.
Triangle Associates 2017 6
EXHIBIT B
Fee Schedule
Not to exceed a total of $3,858.87 for the duration of this contract without express written
amendment signed by both parties.
Mental Health/Substance Abuse Advisory Committee
HOURLY RATE BUDGET (ATTACHMENT A)
8/18/2017
Task 3: Retreat
3.1 Travel (pro -rated) 4
Sophie Glass
Bob Wheeler
Annallsa Poulsmeyer
Finance
Expense Total
Task 1: Assessment Interviews
0
0
$30.00 $515.88
3.3 Summary of outcomes 3
0
I.1 Scheduling interviews
0
0
4
0
$224.24
1.2 Interviews (9)
9
0
0
0
$728.82
1.3 Summary
2
0
0.5
0
$189.99
Task 2: Agenda and Preparation
2.1 Planning meetings by phone (
4
0
0
0
$323.92
2.2 Agenda development
2
0
0
0
$161.96
2.3 Material creation
2
0
0.5
0
$189.99
Task 3: Retreat
3.1 Travel (pro -rated) 4
0
0
0
$95.48 $419.40
3.2 Facilitation 6
0
0
0
$30.00 $515.88
3.3 Summary of outcomes 3
0
0.5
0
$270.97
Task 4: Project Strategy and Management
4.1 Strategy 1
2
0
0
$503.56
4.2 Invomkng l
0
0
2
$330.14
Tintil 11uun; 14 2 6 2 $ 125 4R 51,858.87
Rates for the nersntnlrl listed above are as follows:
Sophie Glass
$80.98 perhour
Bob Wheeler
$211.29 per hour
AnnalisaPaulsmeyer
$56.06 perhour
Finance
$124.58 perhour
Triangle Associates 2017 7
btudget by person
Sophie Glass
$2,753.32
Bob Wheeler
$422.58
Anna] isa Paulsmeyer
$308.33
Finance
$249.16