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Home My WebLink AboutDemarche Amendment No. 3 - 042621 600 D m ra 4-3-G�1 rtfa n 1 ec. ftQt SUPPLEMENT NO. 3 — 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, as amended by Supplement No. 1, executed on November 4,2019 and by Supplement No. 2, executed on December 21, 2020 is hereby amended as described below in this Supplement No. 3. c.),3 That portion of Paragraph a. of Section 4. which currently reads: Payment for Leadership and Team Development to Support Justice, Diversity, Equity and Inclusion services shall not exceed$5,000, as provided in Exhibit C. Is amended to read: Payment for Leadership and Team Development to Support Justice, Diversity, Equity and Inclusion services shall not exceed$11,865. Specific services provided and hourly rates are provided in Exhibit C. Supplement No. 3 shall take effect immediately upon execution by all parties. Dated this Z(f —day of �✓1 C , 2021. FOR DEMARCHE CONSULTING GROUP: (464 //( 1 // Name and Signature /I`,//4)2/ Dat FOR JEFFERSON COUNTY: / /Z 69/Z/ Kate Dean, hair Date /Z6/Zi Greg Brotherton, Member Date 1 �-= 9/ 24/21 Heidi Eisenhour Date APPROVED AS TO FORM ONLY: C Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney t 2/21 Da Attest: 6Cat/4 Y/26/z/ Carolyn Ggiallaway it Date Clerk to the Board 2 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST° ,a TO: Board of County Commissioners ; ��L q 2 t FROM: Mark McCauley, Central Servic Director � e DATE: April 26, 2021 RE: Supplement No. 3 re: Professional Services Agreement for Demarche Consulting Group STATEMENT OF ISSUE: Jefferson County entered into a Professional Services Agreement with Demarche Consulting Group for Leadership and Team Development on July 15, 2019 in the amount of$46,960. Supplement No. 1 to that agreement for Interim Leadership Services was subsequently approved on November 4, 2019 in the amount of$97,760. Lastly, Supplement No. 2 for Justice, Diversity, Equity and Inclusion Services (JDEI) was approved on December 21, 2020 in an amount not exceed $5,000 which was to come out of the $46,960 approved in the original agreement. Demarche has provided JDEI services that exceed the $5,000 not to exceed amount and have additional JDEI services that will still need to be provided. The County cannot pay those invoices because of the $5,000 not to exceed limit. ANALYSIS: Because of the importance of the JDEI services and because there is $6,865 in unexpended contract authority under the original agreement amount staff recommends increasing the current JDEI not to exceed amount of$5,000 by$6,865 to $11,865. FISCAL IMPACT: This request uses authorized amounts under the contract but shifts some funds from Leadership and Team Development to JDEI services, therefor there is no fiscal impact. RECOMMENDATION: That the Board of County Commissioners approve the attached Supplement No. 3 to the Professional Services Agreement for Demarche Consulting Group for Leadership and Team Development. REVIEWED BY' niiig.60411: Philip' .Hey, Coun y A•i,i i . • Date CONTRACT REVIEW FORM RECEIVED CONTRACT WITH: Demarche Consulting Group - Supp. No. 3 TRACKING NO.: APR 1 9 2021 (Contractor/Consultant) CONTRACT FOR: Justice, Diversity, Equity and Inclusion Svcs VERAPERSOthieCOMINTY COUNTY DEPARTMENT: Central Services CO M; S S I O N E n s For More Information Contact: Mark McCauley Contact Phone #: 360-385-9130(Ext 130) RETURN TO: Mark McCauley RETURN BY: ASAP (Person in Department) (Date) AMOUNT: N/A PROCESS: 0 Exempt from Bid Process ❑ Consultant Selection Process Revenue N/A ❑ Cooperative Purchase Expenditure N/A ❑ Competitive Sealed Bid Matching funds Required N/A ❑ Small Works Roster Source(s) of Matching Funds N/A ❑ Vendor List Bid ❑ RFP or RFQ ❑ Other Step 1: REVIEW BY RISK, E T Review by: 2Yz( Date Revie d: gAPPROVED FORM ❑ Return r revision(See Comments) Comments Step 2: REVIEW Br.OSE9U ATTORNEY Review by�- 0 ` ' ' C. Hunsucker Date Reviewed: r AO 21 Chief Civil Deputy Prosecuting Attorney APPROVED AS TO FORM ❑ Retur ed for revision(See Comments) Comments Cm 04! s 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 by4:30p.m.TUESDAY for the followingMonday's agenda. US Y g (This form to stay with contract throughout the contract review process.) o.c Co M1►7t � Board of County Commissioners oN 494w4'S cb� o, 1820 Jefferson Street 0 L PO Box 1220 °o Port Townsend, WA 98368 Kate Dean,District 1 Heidi Eisenhour,District 2 GregBrotherton,District 3 ......) �`SHING� April 29, 2021 Demarche Consulting Group, Inc. P.O. Box 1081 Poulsbo, WA 98370 Dear Ms. Paralez, Enclosed for signature are two (2) originals for- AGREEMENT, Supplement No. 3 re: Leadership and Team Development Training, Including Justice, Diversity, Equity and Inclusion Training; In an Amount not to exceed $11,865; Department of Community Development; Demarche Consulting Group—Linda Paralez Please sign both, keep one and return the second to: Jefferson County Commissioner's Office Attn: Adiel McKnight P.O. Box 1220 Port Townsend, WA 98368 • Payment will be provided upon invoice, subject to the terms of the Agreement. Thank you for your assistance. Sin ere y, r, Ad 1 ight Executive Assistant Enclosure: Two (2) original copies for signature Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc@co.jefferson.wa.us TeAtvcittjia-di .4; a97 SC Ake' cetc 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 services 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 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 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 I day of December, 2020. JEFFERSON COUNTY DEMARCHE CONSULTING GROUP BOARD O . COMMISSIONERS #-101111, 12/2//1020 7 ��,, Greg Bro erton, Chair Date �;6(, Z (//40,‘ , ,,A, i, MParalez, h.D.,Prpsi tic/ Date IC (IL"- 1.21 1 Kate Dean, Co• issioner Date ,./ ' j David ullivan, Commissioner Date SEAL: Approved as to form only: ATTEST: nn ----/-14.—...C.Cait C.,ICtt;�i �21/1_,;.1Z U Philip C. Hunsucker ate Carolyn G laway Date Chief Civil Deputy Prosecuting Attorney Deputy Clerk of the Board 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. emar the 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. ‘C6emarche CONSULTING GROUP Supplement No.2—Demarche Consulting Group Page 5 of 7 LEADERSHIP AND TEAM DEVELOPMENT October 1, 2020 ATTACHMENT 1 TO EXHIBIT C marc �e c 0 w s u o , N G f, t !i P DEf Workshop Modules These will be a combination of trainings,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 blocks 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 rnistrust. 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—voting, 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 roan_ This workshop will cover recognized forms of prejudice and discrimination,such as racism,sexism,antisemitisrn,and heterosexism,and intersectionalityr_ 4. Micro Aggressions What is a microaggression?How am I exhibiting micro-aggressive behavior? What happens to people that experience micro-aressions? Racial microaggressions 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. gir Demarche CONSULTING GROUP Supplement No.2—Demarche Consulting Group Page 6 of 7 LEADERSHIP AND TEAM DEVELOPMENT October 1, 2020 m rchC , (o � N,; �sutrt0 �P 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 benefitting white people and&advantage 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%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. + +D BY: 7/72 A.. i ip Morley, y A i 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 TERM: 6/30/21 COUNTY DEPARTMENT: County Administrator For More Information Contact: Leslie Locke d�C 20 Contact Phone #: Ext. 102RETURN TO: Leslie Locke RETURN BY: ` '# a1 (Person in Department) �k AMOUNT: iqpi -i-p -)ccePd, PROCESS: E Exempt from Bid Process 411446 72 � ❑ Consultant Selection Process Revenue ❑ Cooperative Purchase Expenditure ❑ Competitive Sealed Bid Matching funds Required ❑ Small Works Roster Source(s)of Matching Funds 0 Vendor List Bid ❑ RFP or RFQ .- Other / frn `i„(4.).7 Step 1: REVIEW BY RIS EM r Review by: LJ ( `21// 2e720) Date Reviewed%-- APPROVED FORM ❑ Returned for revision(See Comments) Comments Step 2: REVIEW BY PROSECUTING ATTORNEY Review by: r, Philip C. Hunsucker Date Reviewed: teh e 1.10 Chief Civil Deputy Prosecuting-Attorney APPROVED 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.) 60: Awl- 1010- bc: 4-14-:Peera)17- 4, A AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT FOR DCD DIRECTOR COVID-19 SERVICES This Amendment No. 1 is entered into by and Jefferson County, a Washington municipal corporation(the "County") and Demarche Consulting Group("the Contractor")to amend the Professional Services Agreement entered into by the parties for Acting DCD Director Covid-19 Services("the Agreement"). - 1. Paragraph 3. (Time for Performance) of the Agreement is amended as follows: 3. Time for Performance. The term of this Agreement in May 1, 2020 through December 31, 2020. Work performed consistent with this Agreement during its term, but 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. 2. Paragraph 4.a. (Payment) of the Agreement is amended as follows: 4.a. Payment for the work provided by Contractor shall be made based on a four day work week and provided that the amount shall not exceed $168,271 without prior written modification of this Agreement signed by the County. 3. Effective Date of Amendment No. 1. Amendment No. 1 shall be effective as soon as it is fully executed in writing by both parties. 4. Savings. All other provisions of the Agreement remain unchanged and in effect. (SIGNATURES FOLLOW ON NEXT PAGE) AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT-DEMARCHE CONSULTING GROUP Page 2 of 2 IN WITNESS THEREOF,the County has executed this Amendment#1 to the Professional Services Agreement. JEFFERSON COUNTY WASHINGTON DEMARCHE CONSULTING GROUP Board of Coun Commissioners �'` Jefferson Coun ' , Washington By: f - /b /S 2,6 'n a Parale , Ph.D. / ate B • �`�`� resident Y V `� eg Brothe on, Chair u ate By: David ullivan, ommissioner a By: foci lapil K-ate Dean, Commissioner Dat En 4 � 1 ATTEST:. '.A 67 /, 14y iUi/2/20.2-0 Carolyn alloway Date Deputy Clerk of the Board Approved as to form only: /O 9lo2J Philip C. Hunsucker .0 ate Chief Civil Deputy Prosecuting Attorney JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator /0/f fr° ° FROM: Mark McCauley, Central ices irector DATE: October 19,2020 SUBJECT: Request for Board of County Commissioners approval of Amendment #1 to the Professional Services Agreement with Demarche Consulting for DCD Director Covid-19 Services STATEMENT OF ISSUE: As part of the County's effort to manage CARES Act funding associated with the Covid-19 pandemic Patty Charnas,Director for Community Development,was reassigned temporarily as the Chief, Covid-19 Finance Section. Her position was backfilled by Linda Paralez, Ph.D.,President of Demarche Consulting Group. The County and Demarche jointly executed a professional services agreement for this purpose on April 20,2020. The agreement is due to expire on October 31,2020. The work associated with CARES Act funding will extend to December 31,2020.To facilitate the completion of this vitally important work the professional services agreement needs to be extended through December 31,2020.The professional services agreement also needs to be amended to add$60,111 to cover additional cost for the original contract term and for the additional two months of backfill. In addition,additional salary and benefits budget authority for the Covid-19 Finance Section Chief will need to be established in Non-departmental($22,253). ANALYSIS: The attached Amendment#1 to the Demarche professional services agreement extends the agreement through December 31,2020 and adds the additional backfill cost of$60,111. • FISCAL IMPACT: This request is nearly budget neutral: additional salary and benefits cost for the Covid-19 Finance Section Chief is$22,253 in Non-departmental. Of this only salary and benefits cost for November 2020($11,127)are eligible for CARES Act reimbursement. The additional cost for backfill for the DCD Director is$60,111,which is fully reimbursable under the CARES Act.Any required supplemental budget requests will be submitted for the 4`l quarter supplemental budget hearing scheduled for December 21,2020. RECOMMENDATION: That the Board of County Commissioners approve the attached Amendment #1 to the professional services agreement with Demarche Consulting Group for DCD Director Covid-19 services. RE Y: /69/<4 ip Morley, Co Administr Date CONTRACT REVIEW FORM CONTRACT WITH: Demarche Consulting Group TRACKING NO.: (Contractor/Consultant) CONTRACT FOR: DCD Director Covid-19 Services TERM: through 12/31/2020 COUNTY DEPARTMENT: Central Services For More Information Contact: Mark McCauley,Director, Central Services Contact Phone #: 369-385-9130(Ext. 130) RETURN TO: Mark McCauley RETURN BY: ASAP (Person in Department) (Date) AMOUNT: $ 82,364 PROCESS: El Exempt from Bid Process ❑ Consultant Selection Process Revenue N/A ❑ Cooperative Purchase Expenditure $ 82,364 ❑ Competitive Sealed Bid Matching funds Required N/A El Small Works Roster Source(s)of Matching Funds N/A 0 Vendor List Bid ❑ RFP or RFQ p Other Step 1: REVIEW BY Revie b : c:--� j1 -.. Date Review : APPROVED FORM 0 Returned for revision(See Comments) Comments Step 2: REVIEW BY 'ROS • • NG ATTORNEY Review by: f. e „ _/ / ilip C. Hunsucker Date Reviewed: de �b Chief Civil Deputy Prosecuting Attorney APPROVED AS TO FORM ❑ 'et.rued 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.) o r il J7 C7 ?e,-6 t : as& 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 15t 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 Jefferso County, Washington /^j l / i Y y:B B / C'' %' Gr Brotherton, Chair Lin a Paralez, Ph.i., President Date: 17Z.0/2_,p Z.0 BY: %pp-wed /e at David Sullivan, Commissioner By: ati. "------....... Kate Dean, Commissioner 4 y c ? ty I 4` I. so . t....14 , ATT1 , - ' a,/,./, ?/ il V///,_,,, Carolyi 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 DATED this 20th day of April,2020. SIGNATURE PAGE JEFFERSON COUNTY WASHINGTON CONTRACTOR Board of County Commissioners left'erso County,Washington 7 , ), 4,,v of _____") Greg Brotherton,Chair Litt&Parale1,,Ph.).,President , Date: 1`j, wLp By: s ti v r".''/ f t'4L AC'i ek://� David Sulli van, Commissioner f By: 17-iit# "---------, 1 - Kate.fein, Commissioner ,,. . cap, , v ,.' 1 * ,, a- .. 1. $ 4. , s . j *.*'''•••\ i • s r' a a. r : e i 't ATT 0104';'? 61-aVvi2t- Y,./30,6•0. .2-ci Carolyrl'Gallovvay Date Deputy Clerk of the Board Approved as to form only: jitzt • i Z:t ...,fie, Philip C. Hunsucker D e Chief Civil Deputy Prosecuting Attorney Acting DCD Director-COVID-19 Services Agreement Page 10 or13 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 Chamas to assist Jefferson County's response to the COVID-19 pandemic. In addition to performing regular DCD Director responsibilities through 3rd 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. Chamas 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 lcting Director (I)r. Pastel) May May'2 4�� .e d41104/ k� $41 60'per wed ,,u� �� : ; `° .t au 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 $20,800.60 Aug 3 —Aug 28 4 weeks @ 4 days/wk $4160 per week $16,640.00 Anic8t-Sep 25 ` 4 weeks @'4 days/wk $4160 per week Sep 28—Oct 30 5 weeks @ 4 days/wk $4160 per week $20,800.00 uC ntractNot-to-Exceed Amount: $108160.: u` , Partial weeks shall be billed and pro-rated at$1,040 per day. Acting DCD Director-COVID-19 Services Agreement Page 13 of 13 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: < Philip Vilr ounty A. ..••: . or Date CONTRACT REVIEW FORM CONTRACT WITH: Demarche Consulting CONTRACT FOR: Professional Svcs: Interim Acting TERM: May 1,2020—October 31,2020 Leadership COUNTY DEPARTMENT: Community Development For More Information Contact: Patty Charnas x-493 Contact Phone #: RETURN TO: Patty Chains RETURN BY: (Person in Depmltnent) (Date) AMOUNT: $108,160 PROCESS: Exempt from Bid Process onsultant Selection Process Revenue: ooperative Purchase Expenditure: $108,160 ompetitive Sealed Bid Matching Funds Required: mall Works Roster Sources(s)of Matching Funds 2rd Qtr Appropriation endor List Bid FP or RFQ ther: Step 1 REVIEW BY G Review by: GE C 4/ ;6).>.> Date Reviewed:Dir APPROVED FORM Returned for revision(See Comments) Comments Step 2: REVIEW BY PROSE ATTORNEY Review by: Date Reviewed: -lf y/ APPROVED AS TO FORM El Returned 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 originals and 6 copies of Contract.Review Form,and Agenda Bill to BOCC Office. Place"Sign Here"markers on all places the BOCC needs to sign. MUST be in BOCC Office by 4:40 p.m.TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.)