HomeMy WebLinkAboutDemarche Consulting Group, Linda Paralez, Amendment No. 2 - 122120 ck- (a
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SUPPLEMENT NO.2-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),as amended by
Supplement No. 1,executed on November 4,2019 is hereby amended as described in this
Supplement No.2.
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, and"Leadership and Team Development to
Support Justice,Diversity,Equity and Inclusion"pursuant to Supplement No. 2.
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".
Contractor also agrees to utilize Demarche Consulting Group's Vice President Patricia
Davis to perform the Leadership and Team Development to Support Justice, Diversity,
Equity and Inclusion services as identified on Exhibit"C".
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 or June 30,2020,whichever is sooner. 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
shall commence on November 4th,2019 through April 30, 2020. For Leadership and
Team Development to Support Justice,Diversity,Equity and Inclusion service s as
provided in Supplement No.2 and Exhibit C, work shall commence on May 1,2020
through June 30,2021 or completion of all tasks,whichever is sooner. Work performed
consistent with this Agreement including its Supplements during its term,put prior to
adoption of this Agreement including its Supplements,is hereby ratified. Time is of the
essence in the performance of this Agreement.
D. Paragraph a. of Section 4. Payment of the Agreement is herebyamended as follows:
�P Y gre
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
Supplement No.2—Demarche Consulting Group Page 1 of 7
contractor for Interim Leadership Services shall not exceed $97,760 without
express written modification of the Agreement signed by the County. Payment
for Leadership and Team Development to Support Justice, Diversity, Equity and
Inclusion services shall not exceed $5,000, as provided in Exhibit C.
E. All other provisions of the Agreement as adopted on July 15, 2019 remain in effect except as
expressly modified by Supplement No. 1 adopted on November 4, 2019, and by Supplement
No. 2.
F. Supplement No. 2 shall take effect immediately upon execution by all parties.
DATED this '</srday of December, 2020.
JEFFERSON COUNTY DEMARCHE CONSULTING GROUP
BOARD 0 i COMMISSIONERS
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Greg Bro erton, Chair Date �✓ 'f
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Paralez,Ph.D.,Prosi nt Date
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Kate Dean, Co issioner Date
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David Sullivan, Commissioner Date
SEAL:
Approved as to form only:
ATTEST: �j�
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/� / /
(7(///, C /G�X �� �ti, �2 jAc2 0 Philip C. Hunsucker ate
Carolyn Ga laway Date Chief Civil Deputy Prosecuting Attorney
Deputy Clerk of the Board
1
Supplement No.2—Demarche Consulting Group Page 2 of 7
EXHIBIT C
"The secret of change is to
focus all of your energy,
not on fighting the old,
but on building the new. "
-Socrates
LEADERSHIP AND TEAM DEVELOPMENT
AMENDED STATEMENT OF WORK To SUPPORT JUSTICE, DIVERSITY,
EQUITY, AND INCLUSION TRAINING
■ Supplement No.2—Demarche Consulting Group Page 3 of 7
LEADERSHIP AND TEAM DEVELOPMENT October 1, 2020
Proposed and Updated Statement of Work for Supplement No. 2:
In light of Jefferson County's commitment to addressing implicit bias in the County,
Demarche Consulting proposes providing support,training, consultation, and facilitation
services in the following areas:
1. Education and Awareness
• Leadership Education
o Patricia Davis will conduct a debrief session with each of 20-24 participants from
the County's October 23, 2020 Leadership Circle on Implicit Bias, and provide
assistance to department elected officials and directors in evaluating a menu of
education and training opportunities on implicit/institutional bias, and provide
assistance to department leadership planning for how they wish to provide initial
awareness and education for departmental staff that is appropriate to the needs
and culture of each department.
o Progress and significant issues in conducting the debrief sessions will be reported
to County Human Resources and the County's planning group on implicit bias.
• Staff Education
• Coaching
• Facilitation
• Workshops
o Patricia Davis will coordinate with the County on scheduling DEI Workshop Modules,
and will offer each of eight(8)DEI Workshop Modules three(3)times within a week
(early, afternoon,and late afternoon),across+/-(ten) 10 weeks—See description of
modules in Attachment 1 to Exhibit C.
• This will allow anyone to join at a time that is most convenient for the team or
individual
• Only one session is mandatory, but anyone can attend multiple sessions as they
choose
• Demarche will capture attendance and deliver to Jefferson County Human
Resources
o Each module will be 45-60 minutes delivered via Zoom or other video platform.
Work within the areas above may be further defined by the County upon consultation with
Demarche Consulting Group's Patricia Davis, provided all work is performed within the
approved budget, below.
5emarche
CONSULTING GROUP
Supplement No.2—Demarche Consulting Group Page 4 of 7
LEADERSHIP AND TEAM DEVELOPMENT October 1, 2020
Budget:
We propose amending our original agreement for Leadership and Team Development for the
Department of Community Development to support this work. With acceptance from Patty
Charnas/DCD Director, we use a portion of the remaining budget for DEI (Diversity, Equity, and
Inclusion)training for specific departments within Jefferson County.
$46,960 Original/Existing Contract with Jefferson County, Department of Community
Development
$21,586 Billed to Date
$28,374 Remaining
We recommend setting aside approximately $5000.00 of the budget for minimal DEI
Consultant training support.
TASK Per Total not to
exceed
Debriefs with 20-24 Leadership Circle
Participants (30-minutes) $ 70.50 $ 1,410.00
8 DEI Modules offered 3 times each
(45-minutes) $ 176.25 $ 3,525.00
Total $ 4,935.00
Any additional tasks within the scope of work and authorized in advance in writing by the
County may be billed at $235/hour, provided that total expenditures under the scope of work for
Supplement#2 shall not exceed $5,000.
5emarche
CONSULTING GROUP
Supplement No.2—Demarche Consulting Group Page 5 of 7
LEADERSHIP AND TEAM DEVELOPMENT October 1, 2020
ATTACHMENT 1 TO EXHIBIT C
emarche
( oNsu ,10“, I, PDUP DE1 Workshop Modules
These will be a combination of traininigs,dialogs,video,and exercises
1. Language
A workshop on shared language designed to give groups the language to engage in
courageous conversations about race and racism confidently
One of the most common core building blodcs for racially equitable work is the need for a
shared language.We cannot assume that we are referring to the same issues when we use
the same terms. More often than not, racial equity work stalls because we use the same
terms with one another but meaning different things.The results can be confusing and
harmful, and its worst stifles transformation and creates mistrust. To achieve racial equity,
we have to lean into the discomfort and get comfortable engaging in challenging
conversations around race and racism.
We will create operational definitions to support clarity in communication.
2. Systemic Racism
We will discuss structural,systemic,and institutional racism and the deep roots of
systemic racism in society,and how to recognize it.We will identify where systemic
racism may be in your organization,how to recognize it,and the impact on people who
are different The content may challenge deeply held beliefs and assumptions about
themselves and society. It may raise questions and issues related to race,evoke a wide
range of emotions and interpersonal conflict.
We will touch on the ways structural laws disenfranchise groups of people—
medical, infrastructure,broken treaties,and more.
3. Prejudice/Discrimination/Racism
The terms are not equal and not interchangeable.We will learn to understand the
difference between what these words mean.
This workshop will cover recognized forms of prejudice arid discrimination, such as
racism,sexism,antisemitism,arid heterosexism,and intersectionality.
4. Micro Aggressions
What is a rnicroaggression?How am I exhibiting micro-aggressive behavior?
What happens to people that experience micro-aggressions?
Racial miaoaggressions are the brief and everyday slights,insults,indignities,and
denigrating messages sent to people by other well-intentioned people unaware of the
hidden messages being communicated. Together we will create awareness, explore the
outcomes,and discover techniques and behaviors that will significantly minimize harm.
' emarche
CONSULTING GROUP
Supplement No.2—Demarche Consulting Group Page 6 of 7
LEADERSHIP AND TEAM DEVELOPMENT October 1, 2020
emarche
DEL Workshop Modules
5. Implicit Bias
Awareness is the first step!Research suggests that the conscious awareness of one's
own implicit biases is a critical first step for counteracting their influence.
Implicit Bias operates outside of our conscious awareness. Implicit biases are pervasive.
They can challenge even the most well-intentioned and egalitarian-minded individuals,
resulting in actions and outcomes that do not necessarily align with explicit intentions.
Even well-intentioned individuals can act in ways that produce inequitable outcomes for
different groups. Implicit biases are unconscious and involuntarily activated,we are not
even aware that they exist,yet they can have a tremendous impact on decision making.
6. Privilege/Socialization
Privilege is where one is not cognizant of the racial dynamics that systemically
benefiting white people and disadvantage people of color.
We will discuss what it is, recognizing it in self and others,and explore what actions you
can take to change your habits/thinking?
7. Bystander Training
Tips, Tools,and resources to learn how to identify and take action safely
What would you do in a given situation?Being a bystander is easy,but appropriate
bystander intervention is the most beneficial course of action_Take charge of your
community and speak up when something is wrong or potentially harmful.Statistics show
that about 80%of people will help in a given situation if they are alone, and only 20`ra of
people will help in a given situation when others are present.
8. Taking Action
What can I do in my community?At work?In my family?
‘ 6emarche
CONSULTING GROUP
Supplement No.2—Demarche Consulting Group Page 7 of 7
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Leslie Locke,Executive Assistant
DATE: December 21,2020
SUBJECT: AGREEMENT,Amendment No. 2 re: Leadership and Team Development
Services; Total Amount Not to Exceed $144,720; Jefferson County
Administrator; Demarche Consulting Group—Linda Paralez
STATEMENT OF ISSUE:
Extension of Services to include Leadership and Team Development—Amended Statement of Work to
Support Justice, Diversity, Equity, and Inclusion Training
FISCAL IMPACT:
Total Contract amount not to exceed $144,720
RECOMMENDATION:
The Commissioners are being asked to approve this agreement.
+. ED BY:
&/2,
rf�J
i ip Morley, y A mi ' to Date
CONTRACT REVIEW FORM
CONTRACT WITH: Demarche Consulting Group(Linda Paralez) TRACKING NO.: BOCC 2020-37
(Contractor/Consultant)
CONTRACT FOR: Amend#2; Leadership&Team Development TERN: .6/30/21
COUNTY DEPARTMENT: County Administrator
For More Information Contact: Leslie Locke O17
00
Contact Phone #: Ext. 102
RETURN TO: RETURN BY: $ t
Leslie Locke � � � � �
(Person in Department) ,� i �i �s
AMOUNT: )jb-\- '-)ccepact PROCESS: ❑ Exempt from Bid Process
I t"t, 7 ❑ Consultant Selection Process
Revenue ❑ Cooperative Purchase
Expenditure ❑ Competitive Sealed Bid
Matching funds Required ❑ Small Works Roster
Source(s)of Matching Funds ❑ Vendor List Bid
❑ RFP or RFQ
Other frn � sn •
Step 1: REVIEW BY RIS A BEM ETC <.
Review by: >' / --h
Date Revieryedt /)
APPROVED FORM ❑ Returned for revision(See Comments)
Comments
Step 2: REVIEW BY PROSECUTING ATTORNEY
Review by: Vf. �', / , Philip C. Hunsucker
Date Reviewed: l 2p �j Chief Civil Deputy Prosecuting Attorney
AP �/5 PROVED AS TO FORM ❑ Re ed for revision(See Comments)
Comments
Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK
MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit original Contract(s),Agenda Request,and Contract Review form. Also,please send 2 copies of
just the Contract(s)(with the originals)to the BOCC Office. Place"Sign Here"markers on all places the
BOCC needs to sign.
MUST be in BOCC Office by 4:30 p.m.TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)
M
Leslie Locke
From: Philip Morley
Sent: Thursday, December 17, 2020 10:06 AM
To: Leslie Locke
Subject: FW: FOR YOUR REVIEW - draft Supplement#2 to Demarche contract for DEI work
Here's Lynda's permission to use her signature.
Philip
Philip Morley
Jefferson County Administrator
pmorlev@co.jefferson.wa.us
(360) 385-9100 x-383
This is a reminder that all email to or from this email address may be subject to the Public Records Act contained in RCW
42.56. Additionally, all email to and from the county is captured and archived by Information Services.
From: Linda Paralez<LParalez@co.jefferson.wa.us>
Sent:Thursday, December 17, 2020 9:02 AM
To: Philip Morley<pmorley@co.jefferson.wa.us>; Patricia Davis<davis@demarcheconsulting.com>
Cc: Patty Charnas<PCharnas@co.jefferson.wa.us>; Erin Lundgren <elundgren@co.jefferson.wa.us>;Andy Rowlson
<ARowlson@co.jefferson.wa.us>
Subject: RE: FOR YOUR REVIEW-draft Supplement#2 to Demarche contract for DEI work
Yes,of course. I hear the work is going very well.
Linda L. Paralez,MBA,Ph.D.
Acting Director
Jefferson County Department of Community Development
621 Sheridan St.,Port Townsend,WA 98368
Phone 360.379.4488.
Iparalez@co.jefferson.wa.us
f'Rr
it
"The truth is incontrovertible. Malice may attack it, ignorance may deride it, but in the end, there it is."
Winston Churchill
EFFECTIVE WEDNESDAY 4:30PM 3/18/2020 DCD WILL BE CLOSED TO THE PUBLIC.
Although this limited customer interaction means we may not be able to assist you in-person, please be assured that
DCD will continue to accept applications and review and issue development permits, primarily through phone,email,
and mail.
Please visit our website https://www.co.Iefferson.wa.us/dcd to see how we can best serve you during this time, including
setting up Customer Assistance Meetings.
1
Email:dcd@co.iefferson.wa.us
Phone: 360-379-4450
Mail: 621 Sheridan St., Port Townsend,WA 98368
From: Philip Morley
Sent:Wednesday, December 16,2020 8:41 PM
To: Patricia Davis<davis@demarcheconsulting.com>; Linda Paralez<LParalez@co.jefferson.wa.us>
Cc: Patty Charnas<PCharnas@co.jefferson.wa.us>; Erin Lundgren <elundgren@co.iefferson.wa.us>;Andy Rowlson
<ARowlson@co.jefferson.wa.us>
Subject: RE: FOR YOUR REVIEW-draft Supplement#2 to Demarche contract for DEI work
Importance: High
Linda and Patricia,
Thank you for Linda's signature, and Patricia's agreement to edits in the Exhibit C. Unfortunately, Linda signed the
contract before the edits were made.
Enclosed is a Dec. 16 updated version. It includes the following changes, highlighted in yellow:
• P.4: deleted task 2 (as agreed by Patricia), added language allowing County to authorize additional work
consistent with scope above
• P. 5: added provision for additional work @ $235/hr, provided w/in budget cap.
Lynda, if these changes are acceptable to you, do I have permission to use your signature from the prior version that you
signed? Please respond in email.
This agreement needs to go for BoCC approval at their last meeting 12/21. Thank you.
Philip
Philip Morley
Jefferson County Administrator
pmorley@co.jefferson.wa.us
(360) 385-9100 x-383
This is a reminder that all email to or from this email address may be subject to the Public Records Act contained in RCW
42.56. Additionally, all email to and from the county is captured and archived by Information Services.
From: Patricia Davis<davis@demarcheconsulting.com>
Sent:Sunday, December 13, 2020 4:09 PM
To: Philip Morley<pmorley@co.jefferson.wa.us>
Cc: Linda Paralez<LParalez@co.iefferson.wa.us>; Patty Charnas<PCharnas@co.iefferson.wa.us>; Erin Lundgren
<elundgren@co.jefferson.wa.us>;Andy Rowlson<ARowlson@co.jefferson.wa.us>
Subject: RE: FOR YOUR REVIEW-draft Supplement#2 to Demarche contract for DEI work
CAUTION: This email originated from outside your organization. Exercise caution when opening attachments
or clicking links, especially from unknown senders.
2
Linda: I believe you are person to sign the agreement.
Philip:
Scope: Ok to remove #2 as it is covered in#1 as stated
Budget:Our rate is$235/hr. which is the basis for the budget we determined. We will not exceed $5000. We bill
by the hour.
Patricia Davis,PMP
Vice President
emarche
CONSULTING GROUP
www.DemarcheConsultinq.com
davisRdemarchecunsultinq.cum
144 Railroad Avenue,Suite 224
Edmonds,WA 98020
206.235.1108
Iti
From: Philip Morley<pmorley@co.jefferson.wa.us>
Sent:Saturday, December 12, 2020 3:06 PM
To: Patricia Davis<davis@demarcheconsulting.com>
Cc: Linda Paralez<LParalez@co.iefferson.wa.us>; Cliff Moore<moorecc@wsu.edu>; Kate Dean
<KDean@co.iefferson.wa.us>; Darrell Thomas<DThomas@co.iefferson.wa.us>; Patty Charnas
<PCharnas@co.jefferson.wa.us>; Erin Lundgren <elundgren@co.iefferson.wa.us>; Andy Rowlson
<ARowlson(Wco.jefferson.wa.us>
Subject: FOR YOUR REVIEW-draft Supplement#2 to Demarche contract for DEI work
Patricia, here for your review is a draft Supplement#2 to our original Agreement,for the DEI debrief and
workshops. I've updated the October 1 scope you provided,trying to incorporate further details of the work that has
emerged since then.
I do have a couple of questions about the scope and budget:
• Scope: what is the following, and do we now remove it? I think its covered by#1?
2..Addressing Opportunittes•to•Reduce•Institutlonal•Racism-'
• . ByOepartmentl
• Budget: how about putting in an hourly rate for any requested work you may do (budget permitting) in support
of items in#1 from scope,that's different than the debrief sessions&8 workshops?
I welcome your feedback. We will need to finalize Supplement#2 this week, so the Commissioners can approve it on
12/21,their last meeting of the year.
Thanks for all you do!
Philip
Philip Morley
Jefferson County Administrator
pmorley@co.iefferson.wa.us
(360) 385-9100 x-383
3
r
This is a reminder that all email to or from this email address may be subject to the Public Records Act contained in RCW
42.56. Additionally, all email to and from the county is captured and archived by Information Services.
***Email may be considered a public record subject to public disclosure under RCW 42.56***
4
94z(lq:MD / 1g'
PROFESSIONAL SERVICES AGREEMENT FOR
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 Contractor is retained by the County to perform the following
Project: Leadership and Team Development Jefferson County Community Development
Department.
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.
3. Time for Performance. This Agreement shall commence upon final approval and
continue through until completion of Task 5. 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 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"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.
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 page 10 of the
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).
Any indirect charges require the submittal of an indirect cost methodology and
rate using 2 C.F.R. Part 255 and 2 C.F.R. Part 230.
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 1 of 11
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
whether the project for which they are made is executed or not. 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. Audit. An audit will be submitted to the County upon request. Upon request, Contractor
will submit the most recent financial audit within 30 days.
a. Upon request the County shall have the option of performing an onsite review of
all records, statements, and documentation.
b. 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.
c. 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 2 C.F.R. Part 200, as applicable.
8. Indemnification. Contractor shall indemnify and hold harmless the County, its officers,
officials, employees, agents and volunteers, 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
of the Contractor and the County(includingits
resultingfrom the concurrent negligence
li
elected and appointed officers,officials, employees, and agents)ents)the Contractor's liability,
PPem P Yees
including the duty and cost to defend, hereunder shall be only to the extent of the
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 2 of 11
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.
9. 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 the 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.
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.
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 3 of 11
•
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 the Agreement,nor shall the
insurance requirements be construed to conflict with or otherwise limit the
obligations concerning indemnification of the County.
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 j �
ud ents 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
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 4 of 11
•
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.
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 herein.
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 Public Health Contracts 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.
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 5 of 11
v. The County reserves the right to request additional insurance on an individual
basis for extra hazardous contracts and specific service agreements.
10. 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.
e. If the County incurs any costs to enforce the provisions of this subsection, all cost
and fees shall be recoverable from the Contractor.
11. 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.
12. 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
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 6 of 11
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.
13. 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.
14. 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.
15.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.
16.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.
17. 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,
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 7 of 11
•
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.
18.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
19. 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.
20. Modification of this Agreement. This Agreement may be amended only by written
instrument signed by both County and Contractor.
21. 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
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 8 of 11
•
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.
22. 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.
23. 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.
24. 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.
25. 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.
26. 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.
27.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.
28. 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.
29. 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.
30. Facsimile and Electronic Signatures. The parties agree that facsimile and electronic
signatures shall have the same force and effect as original signatures.
31. 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.
32. 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
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 9 of I I
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.
DATED this 4th_day of July , 2019_.
(SIGNATURES FOLLOW ON THE NEXT PAGE)
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 10 of 11
•
•
SIGNATURE PAGE
JEFFERSON COUNTY WASHINGTON CONTRACTOR
Board of County Commissioners
Jefferson County, Washington
By: � � / By:
Kate Dean, Date Signature
Name: _Linda Parale Ph.D.
By: /// 7/5 / Title: President
David S "liv , ommissioner Date
Date: 4 July 2019
By: 7/ �1
on, Commissioner Date
SE
•
. .
1�' •
.\\t.
•
AT'l SLi/
(ri,,,6611
Carolyn Callaway Date
Deputy Clerk of the Board
Approved as to form only:
17e. / -lop/
Philip C. Hunsucker at
Chief Civil Deputy Prosecuting Attorney
Professional Services Agreement, DCD, Version 1, PAO reviewed 6/26/2019 Page 11 of 11
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 maybe 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 I I 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 Chamas 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
Partial weeks shall be billed and pro -rated at $1,040 per day.
Acting DCD Director - COVID-19 Services Agreement
Page 13 of 13
� - NvPra63 11f11 $ - 970
•
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
shall commence on November 4th, 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 Est day of November,2019.
JEFFERSON COUNTY DEMARCHE C 1 < .ULT G GROUP
BOARD OF COMMISSIONERS
• /
1i///5 / 1 I Aidigidellk 11/1/2019
Kat Dean, Chair Date
Linda Paralez, P .I., President )ate
' ��/yfts
David Sullivan, mmissioner Da e
ty,
Gr en, Commissioner Date
SE a4` � '
k: j
ATTEST:
(A %y/C
Carolyn G laway Date
Deputy Clerk of the Board
Approved as to form only:
itight
Philip C. unsucker Date
Chief Civil Deputy Prosecuting Attorney
Supplement No. l -Demarche Consulting Group Page 2 of 2
EXHIBIT B
SON e
*I1/ 111
1st C,�o
IN
Interim Leadership and Team
Development Support
Jefferson County Department of Community Development
9/30/19
— Demarche
CONSULTING GROUP
"Making workplaces better places to be."
1
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 2oo7 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
p ou d 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.
•
Usingexistingtools(project lists,Tidemark intake,and workflow, permitissuance)
o
,
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 $4,16o per week $14,56o.00
Dec 2-Dec zo $4,16o per week $12,480.00
Jan 6-Jan 31 $4,160 per week $16,640.00
Feb 3-Feb 28 $4,16o per week $16,640.00
Mar 2-Mar 27 $4,16o per week $16,640.00
Mar 30-Apr 30 $4,16o per week $2o,800.00
6 MONTH TOTAL $97,760.00
ti AIL
November__,2019