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Home My WebLink AboutMcDonald Consulting - 022018AMENDMENT NUMBER 1 To Contract for Professional Services Between Jefferson County And McDonald Consulting Section 2: TIME FOR PERFORMANCE — Amendment Number 1 hereby extends the contract between Jefferson County and McDonald Consulting from December 31, 2017 to December 31, 2018. All work performed by the Consultant in carrying out the deliverables consistent with the Scope of Work from the original contract between January 1, 2018 and the approval and fully signed execution of this Amendment shall be ratified All other terms and conditions of the original contract remain the same. Approved this �)O y' day of , 2018 BOARD OF COUNTY COMMISSIONERS JEFFERSON CO TY, WASHINGTON i� /f, / 02 David Sullivan, Chairperson Sherri McDonald McDonald Consulting ATTEST: &44 c&- an - Carolyn 41loway, Deputy CId of the Board APPROVED AS TO FORM: a®�dP Philip Hunsucker Chief Civil Deputy Prosecutor 615 Sheridan Street Port Townsend, WA 98368 www.JeffersonCountyPublicHealth.org JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Vicki Kirkpatrick, Director, JCPH DATE: 1>2 Consent agenda January 8, 2018 SUBJECT: SUBJECT: Agenda — Amendment No. 1 to Personal Services Agreement — McDonald Consulting; December 31, 2017 — December 31, 2018 STATEMENT OF ISSUE: Jefferson County Public Health requests approval of Amendment No. 1 to the Personal Services Agreement with McDonald Consulting to provide recommendations for improvement; December 31, 2017 - December 31, 2017 ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S: This amendment is to extend the original contract, which was from June 1, 2017 to December 31, 2017, to December 31, 2018. McDonald Consulting will continue to provide recommendations for improvements to Jefferson County Public Health, including interviewing Community Health (CH) Division staff and department managers and reviewing the operational processes and organizational structure of both the CH Division and Department. FISCAL IMPACT/COST BENEFIT ANALYSIS: No change. RECOMMENDATIONS: JCPH management requests approval of Amendment No. 1 to the Personal Services Agreement with McDonald Consulting to provide recommendations for improvement; December 31, 2017 - December 31, 2017 Community Health Developmental Disabilities 360-385-9400 360-385-9401 (f) Date Always working for a safer and healthier community Environmental Health Water Quality 360-385-9444 (f) 360-379-4487 615 Sheridan Street Port Townsend, WA 98368 �e]Tdison www.JeffersonCountyPublicHealth.org Public He9alt 3 CONTRACT REVIEW FORM JAN 0 9 2018 CONTRACT WITH: McDonald Consulti AD -17-008-A1 CONTRACT FOR: Improvement Recommendations TERM: December 31, 2017 — December 31, 2018 COUNTY DEPARTMENT: Jefferson County Public Health For More Information Contact: Vicki Kirkpatrick Contact Phone #: X408 RETURN TO: Jenny Matter RETURN BY: ASAP AMOUNT: No change Revenue: Expenditure: Matching Funds Required: Source(s) of Matching Funds: Step 1 IM APPROVED FORM Comments: REVIEW BY RI Review by: (* Date Review PROCESS ❑ Exempt from Bid Process ❑ Consultant Selection Process ❑ Cooperative Purchase ❑ Competitive Sealed Bid ❑ Small Work Roster ❑ Vendor List Bid ❑ RFP or RFQ Fm.,a�. _. C,...._,.,.* �1K2r urned for revision (See Comments) Step 2:, REVIEW BY PROSE ING T R Y Review by: C; Date Reviewed: 'APPROVED AS TO FORM ❑ Returned for revision (See Comments) Comments: (This form to stay with contract throughout the contract review process) Community Health Developmental Disabilities 360-385-9400 360-385-9401 (f) Always working for a safer and healthier community Environmental Health Water Quality 360-385-9444 (f) 360-379-4487 CONTRACT AGREEMENT For Professional Services Between Jefferson County And McDonald Consulting This Contract for Professional Services is entered into between Jefferson County, herein referred to as the "County" and McDonald Consulting, herein referred to as the "Consultant". Section 1: PURPOSE: THIS AGREEMENT is made and entered into to provide services to Jefferson County Public Health including, but not limited to, interviewing Community Health (CH) Division staff and department managers, review of operational processes and recommendations for improvement, review of organizational structure of both CH Division and Department and recommendations for improvement. Section 2: TIME FOR PERFORMANCE: This Agreement shall commence upon execution by both parties and continue through December 31, 2017, unless terminated as provided herein. Section 3: SCOPE OF AGREEMENT: McDonald Consulting Principal, Sherri McDonald, will provide the deliverables described in Appendix A — Scope of Work. The contracted work consists of Two Phases. Phase I will begin upon execution of contract by both parties and is estimated to be completed August 31, 2017. Phase 2 will commence upon the completion of Phase 1 and will conclude on or before December 31, 2017. This contract may be extended if both parties agree additional time is necessary to effectively carryout both Phases. A. Contract Representatives: JCPH and McDonald Consulting will each have a contract representative who will have responsibility to administer the contract for that party. The parties' representatives are as follows: Consultant's Contract Renresentative Sherri McDonald McDonald Consulting 352 Ward Creek Road Raymond, WA 98577 Land Line: (360) 942-6133 Cell: (360) 352-8348 Sh rrimecJi0iw—,lies. let Section 4: COMPENSATION AND PAYMENT: JCPH Contract Renresentative Vicki Kirkpatrick Director Jefferson County Public Health 615 Sheridan Street Port Townsend, WA 98368 Phone: 360-385-9408 vkitkl�airickrc?cc�1�iTcrs<�n �a us The CONSULTANT will be reimbursed for all work performed under the terms of this contract at the rate of $75.00 per hour. The total amount payable under this Contract by County to CONSULTANT, beginning with execution of the contract by both parties through December 31, 2017, shall not exceed $19,125 as outlined in Appendix A — Scope of Work, in the completion of this project without express written amendment signed by both parties to this Agreement. McDonald Consulting — Services 2017 A. Consultant shall be paid for services as outlined in Appendix A — Scope of Work. B. CONSULTANT 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 15th of the month for the previous month's expenses. Any invoices submitted after the 71 of the month may not be paid until the following month. The County will review invoices, and upon approval thereof, payment will be made to the Consultant 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. Consultant shall provide invoices including hours worked tied to specific deliverable activities. E. The County will make final payment of any balance due the Consultant promptly upon determining that i) the Consultant has completed its obligations under this Agreement and ii) the County can and does accept the work performed by the Consultant. F. 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. G. CONSULTANT 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 payment. Copies shall be made available upon request. H. The County may review all records, statements, and documentation. If the County finds indications of potential non-compliance with the terms of the Contract, the County shall notify Consultant within ten (10) days. County and Consultant shall meet to discuss areas of contention in an attempt to resolve issues. 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. Section 5: INDEMNIFICATION: The Consultant 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 Consultant or damage to personal property) if said injury or damage was caused by the negligent acts or omissions of the Consultant. Section 6: INSURANCE: The Consultant shall obtain and keep in force during the terms of this Agreement, or as otherwise required: McDonald Consulting — Services 2017 A. Automobile Liability Insurance providing bodily injury and property damage liability coverage for personal vehicle should it be used in the performance of the work for a combined single limit of not less than $500,000 per occurrence. Minimal, if any, vehicle usage, will be used in the performance of this contract. B. Professional Liability Insurance providing $1,000,000 per incident; $3,000,000 aggregate. Consultant will provide proof of insurance to the County c/o Contracts Manager, Jefferson County Public Health, 615 Sheridan St., Port Townsend, WA 98368. C. Failure of the Consultant to take out and/or maintain any required insurance shall not relieve The Consultant from any liability under the Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification. D. 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 Consultant. E. 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. Section 7: CONFIDENTIALITY: Consultant, its employees, sub -Consultants 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 Consultant and the County agree that the Consultant is an independent Consultant 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 Consultant 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 Consultant will provide a monthly service summary report to the County at the same time as Invoices. The monthly report shall contain the report of services and the total hours worked. The monthly report shall be submitted to Jefferson County Public Health in care of Vicki Kirkpatrick, Director, 615 Sheridan, Port Townsend, and WA 98368. The County will review such invoices, and upon approval thereof, payment will be made to the Consultant in the amount approved. Failure to submit invoices within 60 days of the due date, may result in a denial of reimbursement. McDonald Consulting — Services 2017 3 Section 10: ASSIGNMENTS AND SUBCONTRACTING The Consultant shall not sublet or assign any of the services covered by this agreement without the express written consent of the County. 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 Consultant by voluntary resignation. Section 12: MODIFICATION This professional services agreement may be modified at any time by written agreement of all parties. Section 13: INTEGRATED AGREEMENT This Agreement together with attachments or appendices represents the entire and integrated agreement between the County and the Consultant. This agreement may be amended only by written instrument signed by both County and Consultant. Approved this ' day of , J�A , 20 BOARD OF COUNTY COMMISSIONERS JEFFERSON COUNTY, WASHINGTON Kathleen Kler, Chairperson Sherri McDonald McDonald Consulting ATTEST Deputy Cl k of the Board McDonald Consulting — Services 2017 APPROVED AS TO FORM: Philip Hunsucker Chief Civil Deputy Prosecutor Appendix A Scope of Work and Compensation RESPONSIBILITIES: Sherri McDonald of McDonald Consulting, as a contracted provider, will spend an agreed upon amount of time on-site necessary to complete both Phase 1 and Phase 2 as identified herein: PHASE 1 Activity Estimated Estimated Projected Hours Cost @ Completion $75 per Date hour �➢ Review relevant Jefferson County documents��-�� and web sites: 10 $750 June 30, ! • Community Health Assessment 2017 • Community Health Improvement Plan • Olympic Community of Health • Jefferson County Public Health • Salish Behavioral Health Organization • Jefferson Health Care • Others' identified during interviews I ➢ Create interview templates for Jefferson County Public Health employees and external 5 $375 June 30, partners 2017 • Tenure in position, plans for future • Identify what works in the JCPH organization • Identify what does not work, what should change • Gather ideas for organizational improvement • Evaluate issues related to Community Health Division _ Conduct confidential, face-to-face, on-site interviews: 35 ( $2,625 July 31, All JCPH Community Health Division j 2017 employees (up to 20) • Tom Locke, Health Officer, Jefferson County i • Vicki Kirkpatrick, Director, JCPH j i Veronica Shaw, Deputy Director ! • Others (internal and/or external as � E determined`a ro riate)I ➢ Create final report with de -identified interview results and consultant 30 $2,250 August 31, recommendations 2017 ➢ Present report to JCPH Director Total 80 $6,000 "..,. McDonald Consulting — Services 2017 rnaaa � _ Activity Estimated Hours _ - Estimated Cost @ $75 Per Hour Completion Date ➢. Roll Out of Recommendations 15 �' $1,125 September • Establish 3 hour time block for all CH Division 30, 2017 I Staff, Director, Deputy Director, and Health Officer to present and discuss the recommendations. • Finalize Recommendations '➢ Develop Plan for Implementation 25 -4O $1,875- October 31, • Describe Organizational Change if $3000 2017 recommended o Lean and nimble — responsive to change o Positioning JCPH for the future o External needs and expectations as well as internal needs and expectations • Amend or create appropriate job descriptions if needed • Create or revise documents and templates as needed • Work with Director and Deputy Director to identify costs associated with recommended changes • Create Timeline ➢ Implementation 40-120 $3,000- November Work with Director, Deputy Director, and CH E $9,000 30, 2017 staff to implement recommended changes • Work with Director, County Administrator and € Human Resources for any changes to job ! classifications, pay, etc. Work with all staff to help understand the future ;of public health and external forces of change. • Detailed plan for ongoing organizational structural support _. TOTAL_____ 80 $6,000- $13,125 UKANU. I U I AL $19,125 McDonald Consulting — Services 2017 6