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HomeMy WebLinkAbout042020_ra02 Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of Commissioners Philip Morley, County Administrator FROM: Patty Charnas, Director,Dept. Community Development DATE: April 20, 2020 RE: Professional Services Agreement for Acting DCD Director COVID-19 Services STATEMENT OF ISSUE: As a result of the COVID-19 pandemic and under the state and county declarations of emergency, Director of the Department of Community Development (DCD) Patty Charnas has been temporarily reassigned to serve as Chief of the County's COVID Pandemic Response and Relief Finance Section. The creates an urgent need to appoint an Acting Director to backfill the Director position and provide for continuity of operations for the Department during the COVID-19 pandemic. The Board of County Commissioners will consider approving a Professional Services Agreement with the Demarche Consulting Group to provide Dr. Linda Paralez to serve as Acting Director of DCD, during Ms. Charnas' reassignment for the COVID-19 response. ANALYSIS: On March 16, 2020, the Board of Commissioners adopted Resolution 12-20 declaring a public health emergency due to the COVID-19 pandemic. On Monday, April 13, 2020, the Board of Commissioners supported a proposal to create a County COVID Pandemic Response and Recovery Finance Section. The current DCD Director was asked to temporarily leave her post as DCD Director and serve as the Chief of this new section. The COVID-19 pandemic is causing the County to experience growing and immediate economic injury and financial distresses across all County programs. With the passage of federal and state disaster relief bills, it is clear that rapid and focused attention is needed to ameliorate COVID related economic impacts. Ms. Charnas has experience in navigating the relief programs. Dr. Linda Paralez's professional services contract to provide Interim Leadership for the new reorganized DCD Building and Permitting Division expires on April 30, 2020. Prior to being reassigned as Section Chief of the County's COVID Finance Section, and as a cost cutting measure because of the revenue impacts of the pandemic, Ms. Charnas was going to take over managing the Building and Permitting Division herself as DCD Director. Ms. Charnas' reassignment to respond to COVID-19 pandemic, creates an urgent need for an Acting Consent Agenda Director to backfill the Director position and provide for continuity of operations for the Department. Because of her prior management work, expertise as a consultant, and recent work on leadership and team development with DCD, Dr. Linda Paralez of Demarche is uniquely qualified to fill the void as Acting Director. Ms. Charnas new assignment as COVID Finance Section Chief is scheduled to end on September 30, 2020. The proposed agreement with Demarche would provide a one-month overlap with Ms. Charnas to provide for a smooth transition, and allow Dr. Paralez to complete any work in progress. FISCAL IMPACT: Salary and benefit savings from the unfilled Building and Permitting Manager position and the temporary reassignment of Ms. Charnas out of the Department more than cover the $108,160 cost of this Agreement, creating a net savings to the Department through the end of 2020 of approximately $28,000. However, without the COVID-19 reassignment of Ms. Charnas and the need to backfill her position, the savings to the Department from her assuming supervision of the Building and Permitting Division and leaving the Manager position unfilled for May-December 2020 would have been approximately $65,000. Thus the net cost to the Department of this arrangement is forgone savings of approximately$37,000. RECOMMENDATION: Approve the Professional Services Contract with Demarche Consulting Group. REVIEWED BY: ® �iy q!/7lLoZ Philip 1117 ounty A. is' • . or Date PROFESSIONAL SERVICES AGREEMENT FOR ACTING DCD DIRECTOR COVID-19 SERVICES Demarche Consulting Group THIS PROFESIONAL SERVICES AGREEMENT ("this Agreement") is entered into between the County of Jefferson, a municipal corporation("the County"), and Demarche Consulting Group ("the Contractor"), in consideration of the mutual benefits, terms, and conditions specified below. 1. Project Designation. The Director of the Jefferson County Department of Community Development has been reassigned from the Department to assist Jefferson County's response to the COVID-19 pandemic. This transfer creates an urgent need for an Acting Director to backfill the Director position and provide for continuity of operations for the Department. For the period of the director's transfer to work on the response to the COVID-19 pandemic, the Contractor is retained by the County to perform as Acting Director of the Jefferson County Community Development Department. 2. Scope of Services. Contractor agrees to utilize Dr. Linda Paralez to perform the services identified on Exhibit A attached and made part of this Agreement, including the provision of all labor. 3. Time for Performance. The term of this Agreement is May 1, 2020 through October 31, 2020. 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 services pursuant to this Agreement and as outlined in Exhibit A. Time is of the essence in the performance of this Agreement. 4. Payment. The Contractor 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 Contractor shall be made as provided on Exhibit A, provided that the total amount of payment to Contractor shall not exceed $108,160 without express written modification of this Agreement signed by the County. b. Invoices must be submitted by the 15th of the month for the previous month's expenses. Such invoices will be checked by the County, and upon approval thereof, payment will be made to the Contractor in the amount approved. Failure to submit timely invoices and reports pursuant to Exhibit A of this Agreement may result in a denial of reimbursement. Invoices not submitted within 60 days may be denied. c. Final payment of any balance due the Contractor of the total contract price earned will be made promptly upon its ascertainment and verification by the County after the completion of the work and submittal of reports under this Agreement and its acceptance by the County. d. Consultant shall provide invoices and necessary backup documentation for all services including timesheets and statements (specifying the services provided). Acting DCD Director-COVID-19 Services Agreement Page 1 of 13 e. The Contractor'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 six (6) years after final payments. Copies shall be made available upon request. 5. Ownership and Use of Documents. All non-confidential or de-identified documents, drawings, specifications, and other materials produced by the Contractor in connection with the services rendered under this Agreement shall be the property of the County. The Contractor shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with Contractor's endeavors. Contractor shall not be held liable for reuse of documents or modifications thereof, including electronic data, by County or its representatives for any purpose other than the intent of this Agreement. 6. Compliance with laws. Contractor 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. Contractor shall indemnify and hold harmless the County, its elected and appointed officers, officials, employees, agents and volunteers (and their marital communities), from and against all claims, losses or liability, or any portion thereof, including reasonable attorney's fees and costs, arising from injury or death to persons, including injuries, sickness, disease or death to Contractor's own employees, or damage to property occasioned by a negligent act, omission or failure of the Contractor. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then,in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the County (including its elected and appointed officers, officials, employees, agents and volunteers,and their marital communities)the Contractor's liability,including the duty and cost to defend, hereunder shall be only to the extent of the Contractor's negligence. The Contractor specifically assumes potential liability for actions brought against the County by Contractor's employees, including all other persons engaged in the performance of any work or service required of the Contractor under this Agreement and,solely for the purpose of this indemnification and defense,the Contractor specifically waives any immunity under the state industrial insurance law, Title 51 R.C.W. The Contractor recognizes that this waiver was specifically entered into pursuant to provisions of R.C.W. 4.24.115 and was subject of mutual negotiation. 8. Insurance. Prior to commencing work, the Contractor shall obtain at its own cost and expense the following insurance coverage specified below and shall keep such coverage in force during the terms of this Agreement. 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 combined single limit of not less than $500,000 each occurrence with the County named as an additional insured in connection with the Contractor's performance of this Agreement. This insurance shall indicate on the certificate of insurance the following coverage: (a) Owned automobiles; (b) Hired automobiles; and, (3)Non-owned automobiles. Acting DCD Director-COVID-19 Services Agreement Page 2 of 13 b. Commercial General Liability Insurance in an amount not less than a single limit of one million dollars($1,000,000)per occurrence and an aggregate of not less than two (2) times the occurrence amount ($2,000,000.00 minimum) for bodily injury, including death and property damage, unless a greater amount is specified in the contract specifications. The insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: i. Broad Form Property Damage, with no employee exclusion; ii. Personal Injury Liability, including extended bodily injury; iii. Broad Form Contractual/Commercial Liability — including coverage for products and completed operations; iv. Premises—Operations Liability (M&C); v. Independent Contractors and subcontractors; vi. Blanket Contractual Liability. c. The County shall be named as an "additional named insured" under all insurance policies required by this Agreement, except Professional Liability Insurance when not allowed by the insurer. d. Such insurance coverage shall be evidenced by one of the following methods: (a) Certificate of Insurance; or, (b) Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. e. The Contractor shall furnish the County with properly executed certificates of insurance that, at a minimum, shall include: (a) The limits of overage; (b) The project name to which it applies; (c) The certificate holder as Jefferson County, Washington and its elected officials, officers, and employees with the address of Jefferson County Public Health 615 Sheridan Street, Port Townsend, WA 98368, and, (d) A statement that the insurance policy shall not be canceled or allowed to expire except on thirty (30) days prior written notice to the County. 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. Certificates of coverage as required by this section shall be delivered to the County within fifteen(15) days of execution of this Agreement. f. Failure of the Contractor to take out or maintain any required insurance shall not relieve the Contractor from any liability under this Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification of the County. Acting DCD Director-COVID-19 Services Agreement Page 3 of 13 g. The Contractor's 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, with the exception of Professional Liability Insurance, so affected shall protect both parties and be primary coverage for all losses covered by the above described insurance. h. Insurance companies issuing the policy or policies shall have no recourse against the County(including its employees and other agents and agencies) for payment of any premiums or for assessments under any form of policy. i. All deductibles in the above described insurance policies shall be assumed by and be at the sole risk of the Contractor. j. Any deductibles or self-insured retention shall be declared to and approved by the County prior to the approval of this Agreement by the County. At the option of the County, the insurer shall reduce or eliminate deductibles or self-insured retention, or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. k. Insurance companies issuing the Contractor's insurance policy or policies shall have no recourse against the County(including its employees and other agents and agencies) for payment of any premiums or for assessments under any form of insurance policy. 1. Any judgments for which the County may be liable, in excess of insured amounts required by this Agreement, or any portion thereof, may be withheld from payment due,or to become due,to the Contractor until the Contractor shall furnish additional security covering such judgment as may be determined by the County. m. 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 in order to comply with this Agreement. n. The County may,upon the Contractor's failure to comply with all provisions of this Agreement relating to insurance, withhold payment or compensation that would otherwise be due to the Contractor. o. The Contractor's liability insurance provisions shall be primary and noncontributory with respect to any insurance or self-insurance programs covering the County, its elected and appointed officers, officials, employees, and agents. p. Any failure to comply with reporting provisions of the insurance policies shall not affect coverage provided to the County,its officers, officials,employees, or agents. q. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. Acting DCD Director-COVID-19 Services Agreement Page 4 of 13 r. The Contractor shall include all subcontractors as insured under its insurance policies or shall furnish separate certificates and endorsements for each subcontractor. All insurance provisions for subcontractors shall be subject to all the requirements stated in this Agreement. s. The insurance limits mandated for any insurance coverage required by this Agreement are not intended to be an indication of exposure nor are they limitations on indemnification. t. The Contractor shall maintain all required insurance policies in force from the time services commence until services are completed. Certificates, insurance policies, and endorsements expiring before completion of services shall be promptly replaced. All the insurance policies required by this Agreement shall provide that thirty (30) days prior to cancellation, suspension, reduction or material change in the policy, notice of same shall be given to the Jefferson County Risk Manager by registered mail, return receipt requested. u. The Contractor shall place insurance with insurers licensed to do business in the State of Washington and having A.M. Best Company ratings of no less than A-, with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be placed with insurers or re- insurers licensed in the State of Washington. v. The County reserves the right to request additional insurance on an individual basis for extra hazardous contracts and specific service agreements. 9. Worker's Compensation(Industrial Insurance). a. If and only if the Contractor 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 Contractor, the Contractor shall maintain workers' compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson County Public Health, upon request. b. Worker's compensation insurance covering all employees with limits meeting all applicable state and federal laws. This coverage shall include Employer's Liability with limits meeting all applicable state and federal laws. c. This coverage shall extend to any subcontractor that does not have their own worker's compensation and employer's liability insurance. d. The Contractor expressly waives by mutual negotiation all immunity and limitations on liability, with respect to the County, under any industrial insurance act, disability benefit act, or other employee benefit act of any jurisdiction which would otherwise be applicable in the case of such claim. Acting DCD Director-COVID-19 Services Agreement Page 5 of 13 e. If the County incurs any costs to enforce the provisions of this subsection, all cost and fees shall be recoverable from the Contractor. 10. Independent Contractor. The Contractor and the County agree that the Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. The Contractor specifically has the right to direct and control Contractor's own activities, and the activities of its subcontractors,employees,agents,and representatives,in providing the agreed services in accordance with the specifications set out in this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded County employees by virtue of the services provided under this Agreement, including, but not limited to: retirement, vacation pay; holiday pay; sick leave pay; medical, dental, or other insurance benefits; fringe benefits; or any other rights or privileges afforded to Jefferson County employees. 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 Contractor, or any employee of Contractor. 11. Subcontracting Requirements. a. The Contractor is responsible for meeting all terms and conditions of this Agreement including standards of service, quality of materials and workmanship, costs,and schedules. Failure of a subcontractor to perform is no defense to a breach of this Agreement. The Contractor assumes responsibility for and all liability for the actions and quality of services performed by any subcontractor. b. Every subcontractor must agree in writing to follow every term of this Agreement. The Contractor must provide every subcontractor's written agreement to follow every term of this Agreement before the subcontractor can perform any services under this Agreement. The Public Health Director or their designee must approve any proposed subcontractors in writing. c. Any dispute arising between the Contractor and any subcontractors or between subcontractors must be resolved without involvement of any kind on the part of the County and without detrimental impact on the Contractor's performance required by this Agreement. 12. Covenant Against Contingent Fees. The Contractor warrants that he has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or secure this Agreement, and that he has not paid or agreed to pay any company or person,other than a bona fide employee working solely for the Contractor, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the County shall have the right to annul this Agreement 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. Acting DCD Director-COVID-19 Services Agreement Page 6 of 13 13. Discrimination Prohibited. The Contractor,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, gender, sexual orientation, material status, sex, or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 14. No Assignment. The Contractor shall not sublet or assign any of the services covered by this Agreement without the express written consent of the County. Assignment does not include printing or other customary reimbursable expenses that may be provided in an agreement. 15. 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. 16. Termination. a. The County reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Contractor. b. In the event of the death of a member, partner, or officer of the Contractor, or any of its supervisory personnel assigned to the project, the surviving members of the Contractor 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 renegotiations of this Agreement between surviving members of the Contractor and the County, if the County so chooses. c. The County reserves the right to terminate this contract in whole or in part,with 10 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. 17. Notices. All notices or other communications which any party desires or is required to give shall be given in writing and shall be deemed to have been given if hand-delivered, sent by facsimile, email, or mailed by depositing in the United States mail, prepaid to the party at the address listed below or such other address as a party may designate in writing from time to time. Notices to the County shall be sent to the following address: Jefferson County Risk Manager P.O. Box 1220 Port Townsend, WA 98368 Notices to Contractor shall be sent to the following address: Demarche Consulting Group, Inc. P. O. Box 1081 Poulsbo, WA 98370 Acting DCD Director-COVID-19 Services Agreement Page 7 of 13 18. 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. No representation or promise not expressly contained in this Agreement has been made. This Agreement supersedes all prior or simultaneous representations, discussions, negotiations, and agreements, whether written or oral, by the County within the scope of this Agreement. The Contractor ratifies and adopts all statements, representations, warranties, covenants, and agreements contained in its proposal, and the supporting material submitted by the Contractor, accepts this Agreement and agrees to all of the terms and conditions of this Agreement. 19. Modification of this Agreement. This Agreement may be amended only by written instrument signed by both County and Contractor. 20. Disputes. The Parties agree to use their best efforts to prevent and resolve disputes before they escalate into claims or legal actions. Any disputed issue not resolved pursuant to the terms of this Agreement shall be submitted in writing within 10 days to the County Risk Manager,whose decision in the matter shall be final,but shall be subject to judicial review. If either party deem it necessary to institute legal action or proceeding to enforce any right or obligation under this Agreement, each party in such action shall bear the cost of its own attorney's fees and court costs. Any legal action shall be initiated in the Superior Court of the State of Washington for Jefferson County. The parties agree that all questions shall be resolved by application of Washington law and that the parties have the right of appeal from such decisions of the Superior Court in accordance with the laws of the State of Washington. The Contractor hereby consents to the personal jurisdiction of the Superior Court of the State of Washington for Jefferson County. 21. Section Headings. The headings of the sections of this Agreement are for convenience of reference only and are not intended to restrict, affect, or be of any weight in the interpretation or construction of the provisions of the sections or this Agreement. 22. Limits of Any Waiver of Default. No consent by either party to, or waiver of, a breach by either party, whether express or implied, shall constitute a consent to, waiver of, or excuse of any other, different, or subsequent breach by either party. 23. No Oral Waiver. No term or provision of this Agreement will be considered waived by either party, and no breach excused by either party, unless such waiver or consent is in writing signed on behalf of the party against whom the waiver is asserted. Failure of a party to declare any breach or default immediately upon the occurrence thereof, or delay in taking any action in connection with, shall not waive such breach or default. 24. Severability. Provided it does not result in a material change in the terms of this Agreement, if any provision of this Agreement or the application of this Agreement to any person or circumstance shall be invalid, illegal, or unenforceable to any extent, the remainder of this Agreement and the application this Agreement shall not be affected and shall be enforceable to the fullest extent permitted by law. Acting DCD Director-COVID-19 Services Agreement Page 8 of 13 25. Binding on Successors, Heirs and Assigns. This Agreement shall be binding upon and inure to the benefit of the parties' successors in interest, heirs, and assigns. 26. No Assignment. The Contractor shall not sell, assign, or transfer any of rights obtained by this Agreement without the express written consent of the County. 27. No Third-party Beneficiaries. The parties do not intend, and nothing in this Agreement shall be construed to mean, that any provision in this Agreement is for the benefit of any person or entity who is not a party. 28. Signature in Counterparts. The parties agree that separate copies of this Agreement may be signed by each of the parties and this Agreement shall have the same force and effect as if all the parties had signed the original. 29. Facsimile and Electronic Signatures. The parties agree that facsimile and electronic signatures shall have the same force and effect as original signatures. 30. Arms-Length Negotiations. The parties agree that this Agreement has been negotiated at arms-length, with the assistance and advice of competent, independent legal counsel. 31. Public Records Act. Notwithstanding any provisions of this Agreement to the contrary,to the extent any record, including any electronic, audio, paper or other media, is required to be kept or indexed as a public record in accordance with the Washington Public Records Act, Chapter 42.56 RCW (as may be amended), the Contractor agrees to maintain all records constituting public records and to produce or assist the County in producing such records, within the time frames and parameters set forth in state law. The Contractor further agrees that upon receipt of any written public record request, Contractor shall, within two business days, notify the County by providing a copy of the request per the notice provisions of this Agreement. (SIGNATURES FOLLOW ON THE NEXT PAGE) Acting DCD Director-COVID-19 Services Agreement Page 9 of 13 DATED this 20th day of April, 2020. SIGNATURE PAGE JEFFERSON COUNTY WASHINGTON CONTRACTOR Board of County Commissioners Jefferson County, Washington By: By: Greg Brotherton, Chair Linda Paralez, Ph.D., President Date: By: David Sullivan, Commissioner By: Kate Dean, Commissioner SEAL: ATTEST: Carolyn Galloway Date Deputy Clerk of the Board Approved as to form only: Philip C. Hunsucker Date Chief Civil Deputy Prosecuting Attorney Acting DCD Director-COVID-19 Services Agreement Page 10 of 13 EXHIBIT A: SCOPE AND BUDGET Overview This proposal outlines a scope of work for Linda Paralez from Demarche Consulting group to serve as Acting Director of the Department of Community Development (DCD) over the next 6 months to maintain essential continuity of operations of the Jefferson County Department of Community Development, as has become necessary by the reassignment of DCD Director Patty Charnas to assist Jefferson County's response to the COVID-19 pandemic. In addition to performing regular DCD Director responsibilities through 3`d quarter 2020 as necessitated by the COVID-19 pandemic, Dr. Paralez will provide daily leadership expertise for DCD to operate remotely as needed during the pandemic, maintain medically-safe working practices within the Department, and implement any new public health orders for the pandemic. In October 2020, as Ms. Charnas returns to the Department to reassume an active role as DCD Director, Dr. Paralez will support Ms. Charnas for a smooth transition, and to tie up any work in progress. This contract will be for Demarche Consulting, specifically a contract for Linda Paralez to serve as Acting DCD Director through September 30, 2020 and provide transitioning services through Oct. 31, 2020, as a result of the COVID-19 pandemic. Ms. Paralez will be designated Acting/Interim Director of DCD during Ms. Charnas' transfer to perform as Jefferson County's COVID-19 Finance Section Chief. Ms. Charnas retains DCD Director title during this period, so she can provide periodic strategic direction, if needed, and reserves authority of the position, should it become necessary to use them. Project Scope for Acting Director The following outlines the high-level elements of the project scope for duties Dr. Paralez will perform as Acting Director of DCD through the end of September 2020 and with transitioning services through the end of October 2020. While serving as Acting Director, Dr. Paralez shall have all responsibilities and authorities of the DCD Director position, and shall report to the County Administrator. In performing these, Dr. Paralez shall: • Provide Director leadership and project management stability for all department personnel for daily operations, budgeting, personnel, and implementation of departmental work programs and policies, as the Department also: o works under their new organizational structure; o performs under adopted performance standards; and, o works remotely as may be required per COVID-19 orders and dictates. • Coordinate with elected officials, the County Administrator, other departments, divisions, and agencies on behalf of DCD. Periodically update Patty Charnas about progress on DCD work program, as well as issues, budget and personnel. • Work with Permit and Administrative Manager Jodi Adams to understand financial data and cost-of-service information and help develop actions to take if deficits remain or grow. Acting DCD Director-COVID-19 Services Agreement Page 11 of 13 o Implement consistent, accountable and accurate timekeeping practices for cost recovery; o Help build and communicate revenue and cost recovery projections for DCD; and, o Participate in creating staffing, service level, and revenue recovery options for County leadership to consider during the COVID-19 disaster. • Lead with Jodi Adams and staff to accomplish: o Appropriate Permit migration; o Complete process improvement goals and associated documentation and training; 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 Environmental Public Health on new policies and outreach to reduce the 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, take similar actions with mutually-shared Environmental Public Health permits, as appropriate; o Automate over-the-counter permits (mechanical and certain tree removal applications); o Implement Bluebeam as a plan review tool, and enhance remote (virtual) use, electronic submittals of building and septic applications; o Reduce digital and physical file storage,reduce public records liability and promote good digital file management habits; o Dramatically improve cross-functional abilities and competencies among planning staff; and, o Enhance and improve all staff abilities to work remotely, including accountability, productivity, and performance. • 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. Acting DCD Director-COVID-19 Services Agreement Page 12 of 13 • 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. • Continue to keep Director Charnas advised of developments in the Department, as appropriate. Report to the County Administrator or the Board of County Commissioners, as required. • Monthly review and refine charter document and assess compliance and progress as a team. • Monitor Shoreline Master Program update and No Net Loss Grant-funded projects and support external advisory commissions, teams, and outreach efforts, as needed. • Participate in other external-facing outreach and customer-support related communication to support community development objectives. Budget Acting;Director(Dr. 1'airalez) May 4—iMay 29 4 weeks @ 4 days/wk $4160 per week $16,640.00 June 1 —June 26 4 weeks @ 4 days/wk $4160 per week $16,640.00 June 29 —July 31 5 weeks @ 4 days/wk $4160 per week $20,800.00 Aug 3—Aug 28 4 weeks @ 4 days/wk $4160 per week $16,640.00 Aug 31-Sep 25 4 weeks @ 4 days/wk $4160 per week $16,640.00- Sep 28—Oct 30 5 weeks @ 4 days/wk $4160 per week $20,800.00 TTL Contract Not-to-Exceed Amount: S108 160.00 Partial weeks shall be billed and pro-rated at$1,040 per day. Acting DCD Director-COVID-19 Services Agreement Page 13 of 13