HomeMy WebLinkAbout110419_ca06 Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Philip Morley, County Administrator
FROM: Patty Charnas, Director, Dept. Community Development
DATE: November 4,2019
RE: Amendment to Professional Services Contract for Demarche
Consulting Group
STATEMENT OF ISSUE:
This to request approval for an amendment to the professional services contract for Demarche
Consulting Group for additional time and scope of services to provide Interim Leadership for
the Department of Community Development.
ANALYSIS:
The Department of Community Development ("DCD") is experiencing extended vacancy in
several positions and notably high turnover in the Planning Manager position and a recent
vacancy in the Planning Supervisor position. In addition,the Board of County Commissioners
(BoCC) approved Resolution 17-19 establishing a regulatory reform program that specifically
directed DCD to work on streamlining and simplifying the County Code, particularly in the
areas of type 1-land use and environmental planning. Also effecting DCD is the migration and
upgrades to a new, modern permitting system.
Demarche Consulting Group has begun a chartering process involving all DCD staff and that
process is furnishing positive results and helping build team interdependent accountability. It
is clear that organizational change will also help strengthen the charter and DCD team
development. The DCD Director has decided to merge current planning and building functions
of the department which will be ultimately led by a newly-hired Chief Building Official. In the
interim, for six months (from November 2019 through April 2020) this new division will be
managed by Dr. Linda Paralez of Demarche Consulting who will assist this change, continue
the charter work and provide support for other ongoing process improvements.
FISCAL IMPACT:
This proposal will have a fiscal impact of$97,760. This expense will span both 2019 and 2020
budgets. Community Development is expected to be able to cover the additional expense in
Consent Agenda
2019 and 2020. Evaluation of the budget in the first quarter of 2020 for general fund
supplemental may be needed.
RECOMMENDATION:
Approve the Amendment to the Professional Services Contract with Demarche Consulting
Group to extend the time and provide additional services.
DEPARTMENT CONTACT:
Patty Charnas, Director, Department of Community Development
ATTACHMENTS:
Contract Review Sheet
Demarche proposal inclusive of Project Budget
REVIEWED BY:
��� /0/)9
Philip Morleyounty Administra Date
SUPPLEMENT NO. 1 - PROFESSIONAL SERVICES AGREEMENT FOR
DEMARCHE CONSULTING GROUP
The Professional Services Agreement For Demarche Consulting Group, by Jefferson County and
the Demarche Consulting Group, executed on July 15, 2019 for Leadership and Team
Development: Jefferson County Community Development (the Agreement), is hereby amended
as described in this Supplement No. 1.
A. Section 1. Project Designation of the Agreement is hereby amended as follows:
1. Project Designation. The Contractor is retained by the County to perform the following
Project: “Leadership and Team Development Jefferson County Community
Development Department.” In addition the contractor is retained to provide “Interim
Leadership Services” pursuant Supplement No. 1.
B. Section 2. Scope of Services of the Agreement is hereby amended as follows:
2. Scope of Services. Contractor agrees to perform the services identified on Exhibit “A”
pages 7 -9 in the attached hereto including the provision of all labor. Contractor also
agrees to perform the Interim Leadership Services as identified on Exhibit “B”.
C. Section 3. Time of Performance of the Agreement is hereby amended as follows:
3. Time for Performance. This Agreement shall commence upon final approval and
continue through until completion of all tasks. Work performed consistent with this
Agreement during its term, put prior to the adoption of this Agreement, is hereby ratified.
The Contractor shall perform all Leadership and Team Development Jefferson County
Community Development Department services pursuant to this Agreement as outlined in
Exhibit “A”. For Interim Leadership Services as provided in Supplement No.1, work
th
shall commence on November 4, 2019 through April 30, 2020. Time is of the essence in
the performance of this Agreement.
D. Paragraph a. of Section 4. Payment of the Agreement is hereby amended as follows:
a. Payment for the Leadership and Team Development Jefferson County
Community Development Department work provided by Contractor shall be
made as provided on Exhibit “A” for Leadership and Team Development page 10
attached hereto, provided that the total amount of payment to Contractor shall not
exceed $46, 960 without express written modification of the Agreement signed by
the County. Payment for the Interim Leadership Services shall be made as
provided on Exhibit B, attached hereto, provided that the total payment to
contractor for Interim Leadership Services shall not exceed $97,760 without
express written modification of the Agreement signed by the County.
E. All other provisions of the Agreement as adopted on July 15, 2019 remain in effect except as
expressly modified by this Supplement No. 1.
F. Supplement No. 1 shall take effect immediately upon execution by all parties.
Supplement No. 1 – Demarche Consulting Group Page 1 of 2
DATED this ____1st day of November, 2019.
JEFFERSON COUNTY DEMARCHE CONSULTING GROUP
BOARD OF COMMISSIONERS
__________________________________ __________________________11/1/2019
Kate Dean, Chair Date ______
Linda Paralez, Ph.D., President Date
__________________________________
David Sullivan, Commissioner Date
__________________________________
Greg Brotherton, Commissioner Date
SEAL:
ATTEST:
__________________________________
Carolyn Galloway Date
Deputy Clerk of the Board
Approved as to form only:
__________________________________
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
Supplement No. 1 – Demarche Consulting Group Page 2 of 2
EXHIBIT B
Interim Leadership and Team
Development Support
Jefferson County Department of Community Development
9/30/19
Contents
Problem Statement .................................................................................................................. 22
Availability ................................................................................................................................ 22
Project Scope ........................................................................................................................... 33
For Interim Deputy Director ................................................................................................. 33
Cost Proposal ...........................................................................................................................45
Problem Statement
This proposal outlines a modified scope of work to provide interim ‘bridge services’ for the
Department of Community Development (DCD) for up through the next six months while
the County recruits for a Certified Building Official to assume Deputy Director leadership
within DCD. These interim services are particularly needed given a recent departure of a
planning supervisor/project manager, and the imminent need for expertise to steward
change management and process improvement in conjunction with implementation of
EnerGov permitting system in 2019.
The entire DCD team has started team-building work with Demarche, creating a first draft
charter document that requires some refinement to align their charter purpose with
department mission and goals. This work is scheduled to continue with ongoing team-
building work through the end of the year. Continuing that investment in maturing team
ability to demonstrate accountability, team maturity, and improved interdependent
performance is part of a workplan for the Demarche 2019 monthly workplan.
This proposal will seek to preserve the goals of the team-building work through
accomplishing the needs of the bridge change management, process improvement, and
technology implementation work.
Availability
Linda Paralez proposed acting Deputy Director for DCD: Available to Jefferson County DCD
from our Demarche team to serve as Interim Deputy Director for Current Planning and
Building is Dr. Linda Paralez who has extensive experience in the land use and building
industry, including serving as interim Deputy Director of Snohomish County PDS under Craig
Ladiser, Director for 14 months during the hardest parts of the recession (2008), primarily
leading operations and finance. Linda also served as Interim Director of the City of
Woodinville Community Development Department during a transition in 2007 for several
months. She also has served 8 years for the Kitsap County planning commission working
through comprehensive plan, critical areas, and shoreline master plan adoptions.
Linda and her firm have been the lead consultant on the redesign and process
improvements for numerous building and land use organizations including: City of Tacoma
(BLUS, PDS), Snohomish County, City of Lynnwood, City of Des Moines, Cowlitz County, City
of Woodinville, City of Bainbridge Island, City of Seattle (DCLU, DPD, DSCI, SPU, SDOT, SCL),
and City of Shoreline. Linda proposes to be available close to full-time through the end of
January 2020.
Project Scope
For Interim Deputy Director for Current Planning and Building
The following outlines the high-level elements of the project scope for change management
duties Dr. Paralez will perform in an Interim position as Deputy Director of DCD’s Current
Planning and Building through up to the end of April 2020, or until a permanent Deputy
Director is hired. These duties are in addition to the scope of duties Linda would perform
under the existing Demarche contract:
Provide leadership and project management stability for the current planning and
building staff as they:
o transition to their new organizational structure
Work with Patty and Jodi to understand financial data and cost of service information
so that I can help develop actions to take if deficits remain or grow.
Implement consistent, accountable and accurate timekeeping
practices for cost recovery
Support Jodi, Patty, and staff to accomplish DCD’s goals in implementing Energov,
such as:
o Appropriate Permit migration,
o Process improvement goals
o Digital transition that eliminates administrative tasks (i.e., copy/scan/route
physical permits, reduce and improve customer permit steps).
o Improve completeness checks and reduce re-submittals, set goals and
monitor first-pass yield.
o Concurrent with permit migration, collaborate with Health on new policies
and outreach to reduce number of old, backlogged permits.
o Create operational policies and standard procedures to improve and
streamline where possible processes, redundant conditions, non-value added
activities for land use, building permitting, administrative decisions and staff
reports.
o Automate over-the-counter permits (mechanical and certain tree removal
applications)
o Reduce digital and physical file storage, reduce public records liability and
promote good digital file management habits
Conduct one-on-one coaching sessions with staff as needed to provide support,
insight, and direction to sustain alignment with stated ground rules, principles,
requirements and expectations. Celebrate progress and guide as needed.
Using existing tools (project lists, Tidemark intake, and workflow, permit issuance)
refine project dashboards to provide more visual feedback tools for individual staff
so that “by project” progress is more evident and available.
Conduct education about fees and funding as needed and appropriate.
Map business processes, conduct lean mapping sessions, support staff in
streamlining work processes, evaluating risk decisions, seeking help, and supporting
customers.
Gather feedback from the staff on my performance weekly and provide to Patty.
Cost Proposal
We understand that our standard rate per hour of $235 makes an interim ‘bridge’ position
cost-prohibitive for most organizations, and particularly for rural Jefferson County.
Therefore, we have developed a proposal that might be in reach for your consideration as
follows, based on performing as Interim Director 4 days per week:
Interim Deputy Director (Dr. Paralez)
Nov 4 – Nov 26 $4,160 per week $14,560.00
Dec 2 – Dec 20 $4,160 per week $12,480.00
Jan 6 – Jan 31 $4,160 per week $16,640.00
Feb 3 – Feb 28 $4,160 per week $16,640.00
Mar 2 – Mar 27 $4,160 per week $16,640.00
Mar 30 – Apr 30 $4,160 per week $20,800.00
6 MONTH TOTAL $97,760.00
November 1, 2019