HomeMy WebLinkAbout102918_ca06 Regular Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Philip Morley, County Administrator
FROM: Austin Watkins,Planning Manager
Patty Charnas, Community Development Directory" Z
DATE: 10/29/2018 Agenda
RE: Supplement#3 to the Professional Services Contract for BERK
Consulting.Additional Scope and Time Extension.
STATEMENT OF ISSUE:
The Department of Community Development("DCD") leads the County's efforts in the
Periodic Review and update of the Jefferson County Comprehensive Plan and Implementing
Regulations,pursuant to the requirements of the Growth Management Act.
Contracted professional services added needed capacity to DCD staff for analysis, writing, and
design of the products necessary for GMA compliance. The term of the current Professional
Services Agreement for Comprehensive Plan Periodic Review expires on October 31, 2018. In
July 2018,the existing contract was supplemented extending the period of performance from
July 31, 2018 to September 30, 2018, while adding additional services to meet the Jefferson
County Board of Commissioners' requested changes to the Periodic Review and update of the
Jefferson County Comprehensive Plan. In September, 2018 the Contract was extended until
October 31, 2018 as a no-cost time extension, as edits took longer than expected.
In October 2018, the Board of County Commissioner("BoCC)began deliberating on staff's
revisions to the draft Comprehensive Plan. Deliberations are expected to continue until final
adoption of the Comprehensive Plan in late 2018. During this period,the BoCC directed DCD
staff to make additional edits to the draft Comprehensive Plan. This supplement provides
additional consultant contract time and labor(17 hours)to execute the requested edits.
This supplement extends the Professional Services Contract for BERK Consulting by 61 days
until December 31, 2018 and provides 17 additional consulting labor hours at an additional
cost of$3,000 to Jefferson County.
Regular Agenda
ANALYSIS:
This supplement provides additional consultant contract time and labor(17 hours)to execute
the requested edits to the Periodic Review and update of the Jefferson County Comprehensive
Plan. This supplement assists staff with final edits to draft Comprehensive Plan.
FISCAL IMPACT:
An additional $3,000 is required for this Supplement. The funds are sufficiently covered per
the Department's third quarter supplemental budget request.
RECOMMENDATION:
Sign the three (3) contracts where indicated and return two (2)originals to Community
Development for further processing.
DEPARTMENT CONTACT:
Austin Watkins, Planning Manager
REVIEWED BY:
AOlgrAilleAr
Philip Mor ey, •unty ator Date
Organization and Address
Supplemental Agreement
Number 3 BERK Consultants, Inc.
2200 Sixth Avenue, Suite#1000
Agreement Number Seattle, WA 98121
Project Number Phone
(206)324-8760
Project Title Contract Current Contract Estimated Contract
Professional Services Agreement for Not to Exceed: Balance: Supplement:
Comprehensive Plan Periodic Review $68,670.00 $2,164.28 $3,000
Description
Supplement No.3 to Professional Services Agreement for the Comprehensive Plan Periodic Review is appended
with: (1)"Exhibit J—Supplement 3 to the Scope of Services"extending work time periods in Tasks 1 &2,
providing additional labor support for edits resulting from deliberations, and extending the overall contract
completion to December 31, 2018; (2)"Exhibit K--Supplement 3 to the Schedule"describing an extension to
the Time for Performance from October 31,2018 to December 31, 2018, adding 61 days; and(3)"Exhibit I—
Budget Supplement#3"adding an additional $3,000 to overall contract cost in support of the Supplement.
The Local Agency of Jefferson County desires to supplement the agreement entered into
with BERK Consultants, Inc. and executed on February 5, 2018 and
identified as Agreement No. Professional Services Contract for Comprehensive Plan Periodic Review
All provisions in the basic Professional Services Contract, dated 2/5/2018,remain in effect except as
expressly modified by this supplement.
The changes to the agreement are described as follows:
I
Section 2. Scope of Services, is hereby changed to read as follows:
Consultant agrees to perform the services, identified on Exhibit"A", "Exhibit G", and"Exhibit J—
Supplement 3 to the Scope of Services"attached hereto, including the provision of all labor.
II
Section 3.Time for Performance,is hereby changed to read as follows:
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 on the dates
listed on"Exhibit K—Supplement 3 to the Schedule"attached hereto."
V
"Exhibit I","Exhibit J",and"Exhibit K"are added to the Contract.
Page 1 of 2
Signatures indicate agreement to the changes as stated in this Supplement#3 to the Professional Services
Contract for Comprehensive Plan Periodic Review
DATED this day of ,20
BERK Consultants, Inc. COUNTY OF JEFFERSON
Consultant BOARD OF COMMISSIONERS
Consultant's Signature David Sullivan, Chair
Date Kathleen Kler,Member
Kate Dean,Member
Approved as to form only this
day of ,201 .
(0/24ite
Philip C. Hunsucker, Chief Civil Deputy Prosecuting
Attorney
11, 0-1-4 q\g(100
'. - C .rna , Director
Department of Community Development
Page 2 of 2
"Exhibit J–Supplement 3 to the Scope of Services"
Professional Services Agreement for Comprehensive Plan Periodic Review
BERK Consultants, Inc. and Jefferson County,Washington
Dated: October 31, 2018
The Professional Services Agreement with BERK Consultants, Inc.for Comprehensive Plan Periodic
Review Professional Services is supplemented providing more time and level of effort than originally
scoped for and supplemented for in Task 1: Project Administration and Task 2: Comprehensive Plan
Update—Plan Formatting and Presentation. Due to the number of suggested edits during Board of
County Commissioners' (BoCC) deliberation meetings,the following Scope of Work is added in
Supplement 3:
Supplement to Task 1: Project Administration
In coordination with County staff,the Consultant will provide professional services and be available for
project communications and scheduling discussions.
Supplement to Task 2: Amendments and/or Additions to Plan Template and Document Elements
a. In coordination with County staff,the Consultant will make minor changes, as necessary,to the
Plan Template and document structure to facilitate wayfinding between data and issues shared
between Plan Elements. These changes may include providing cross-referencing statements or
other page, section,or exhibit references in the narrative; additional legend information, if
needed,for existing charts; additional wayfinding elements, such as graphics and/or additional
sidebar information to link document areas.
b. Consultant will provide technical support and assistance, as needed, regarding additional text
and policy edits in response to BoCC suggested edits following the legislative process.
c. Consultant will provide technical support,as needed,to make necessary edits to maps and
charts such as additional legend information or data interpretation.
Supplement#3"Exhibit J" Deliverables:
• Edited document template, sidebars, charts and maps with modifications and
additions, as necessary.
• Final editorial review of Comprehensive Plan and Technical Appendices for
consistency in style, heading levels,and wayfinding elements, as necessary.
• Monthly Project Reports and Project Invoices,as necessary.
Exhibit K—Supplement#3 to Schedule
Professional Services Agreement for Comprehensive Plan Periodic Review
BERK Consultants, Inc. and Jefferson County,Washington
Summary of Schedule for Final Legislative Process
Jefferson County Comprehensive Plan (Subject to Change)
Comprehensive Plan Periodic Review 2018-2038 ver. 10/26/2018
Dates Activity
October 29—November Board Deliberations and Staff Edits to Comprehensive Plan.
21, 2018
November 21, 2018— Edits to Comprehensive Plan,work on document wayfinding and
November 28, 2018 integrating information,document formatting and sidebar information
updates, new sidebar development.
Editorial review and final document preparation.
December 3, 2018 Review final document with Board.
Prepare all materials for legislative action.
Contract completion date.
December 31, 2018