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Home My WebLink AboutLF Contact Processing Memo Form X0NInterim County Administrator C3 Mark McCauley ,, 1820 Jefferson Street U -c PO Box 1220 Port Townsend, WA 98368 �`S1II NG�� July 26, 2021 Subject: Laserfiche Contract Processing Workflow and New Mandatory Contract Review Form Department Directors and Elected Officials, This letter is to share some exciting news regarding how the county processes contracts for approval. Back in 2019, the Board of County Commissioners approved the acquisition of Laserfiche's Work Flow module. During the presentation to the Board, staff highlighted the productivity gains that could be achieved by designing automatic work flows in Laserfiche. These work flows use templates and trigger automatic processes that relieve employees of time-consuming tasks that can be completed more efficiently by the work flows themselves. One of the most promising work flows is the contract processing work flow. This work flow allows staff to enter contracts in Laserfiche, complete certain fields in a related template, and to automatically send notices to the Chief Civil Deputy Prosecuting Attorney for legal review/approval and to the Risk Manager for risk review/approval. The contracts are reviewed and approved in Laserfiche without paper changing hands. Several County departments have been successfully using this system for many months. We will soon be making use of this contract processing work flow system mandatory for processing all county contracts. As part of making use of this system mandatory, we will need to conduct training for the appropriate folks in each county department. Staff will set up the training sessions in the coming weeks. Please provide Julie Shannon with the primary and alternate from your office that will attend this training by the end of the day on Tuesday, July 27, 2021. Julie will follow up with you if she has not heard from you by then. Part of improving this process has been a redesign of the contract review form. The redesigned form is attached to this letter. The redesigned form was finalized after obtaining comments from all county departments. The redesigned form has an instruction sheet on the reverse side that explains how to use it. Use of this redesigned contract review form is mandatory beginning with the next contract your department submits for processing. Among the changes to the redesigned contract review form are two certifications that must be made by the submitting department that will help ensure our next contract audit by the State Auditor contains no adverse findings regarding the processing of contracts. Than ou for your support as we continue our efforts to modernize county processes. Sincerely, Mark McCauley Phone (360) 385-9100 Fax (360) 385-9382 mmccauley@co.jefferson.wa.us CONT '`_ CT REVIEW FORM (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: (Name of Contractor/Consultant) Contract No. COUNTY DEPARTMENT: Contact Person: Contact Phone: Contact email: AMOUNT: PROCESS: — Exempt from Bid Process Revenue: _ Cooperative Purchase Expenditure: _ Competitive Sealed Bid Matching Funds Required: _ Small Works Roster Sources(s) of Matching Funds _ Vendor List Bid _ RFP or RFQ Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: n N/A:n Signature Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: n N/A: n Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL INSTRUCTIONS APPROVAL STEPS: STEP 1: COMPLIANCE WITH JCC 3.55.080 3.55.080 and Chapter 42.23 RCW. Department Heads or Elected Officials for departments who are proposing the contract must check one of the two boxes: (1) Check the "Certification" box, demonstrating compliance with that JCC 3.55.080 and Chapter 42.23 RCW;or,(2)Check the"N/A"box,verifying that certification does not apply: (a)For approval of contracts before a contractor is selected;or,(b)For contracts with other government agencies,including interlocal agreements.Department Heads or Elected Officials may delegate this responsibility to certify the Contract Review Form in writing to a person who has been trained to determine compliance with JCC 3.55.080 and Chapter 42.23 RCW.JCC 3.55.080 states: "All persons involved in county purchasing are required to follow the rules regarding conflicts of interest as set forth in Chapter 42.23 RCW,as now or hereafter amended, and, in addition thereto, are expressly prohibited from accepting, directly or indirectly, from any person, company, firm, or corporation to which any procurement or contract is or might be awarded, any rebate, gift, money or anything of value whatsoever,except where given for the use and benefit of the county." STEP 2: CERTIFICATION THAT THE CONTRACTOR HAS NOT BEEN DEBARRED BY ANY FEDERAL,STATE,OR LOCAL AGENCY.Department Heads or Elected Officials for departments who are proposing the contract must check one of the two boxes: (1) Check the "Certification" box, demonstrating that the contractor has not been debarred by a government agency; or, (2) Check the"N/A"box,verifying that certification does not apply: (a) For approval of contracts before a contractor is selected; or,(b) For contracts with other government agencies that do not involve grant funding, including interlocal agreements.Department Heads or Elected Officials may delegate this responsibility to certify the Contract Review Form in writing to a person who has been trained to determine whether contractors have been debarred by a government agency. Contractors who have been debarred by a government agency are not eligible to contract with that agency or Jefferson County. Jefferson County does not want to contract with debarred contractors because they are considered untrustworthy. In addition,where grant funding is involved,debarred contractors usually are not eligible to receive grant money and,if they are given grant funding,the County may be required to repay spent grant funding.At a minimum,checking the certified box requires checking: • Exclusions Section of the Federal Government Services Administration System for Award Management (SAM) at https://sam.gov/content/exclusops;and, • The Washington State Department of Labor&Industries Debarred Contractors List website (https://secure.lni.wa.gov/debarandstrike/ContractorDebarList.aspx). In addition,before checking the"Certification"box,the department should ask contractors to verify they have not been debarred by a federal, state or local government agency. The department may satisfy Step 2 by attaching the standard debarment certificate completed by the contractor. However, even if a standard debarment certificate is attached, the "Certification" box still must be checked to satisfy Step 2. STEP 3: RISK MANAGEMENT REVIEW. Risk management review of all contracts is required by the County's relationship with the Washington Counties Risk Pool and by the County's risk management resolution. Risk management review involves determining whether the contract is a valid contract and whether the contract language, including risk allocation provisions like indemnity and insurance requirements,adequately protect the County from risks posed by the contract. STEP 4: PROSECUTING ATTORNEY REVIEW. Legal review of all contracts by the Prosecuting Attorney's Office (PAO) is required by the County's relationship documents with the Washington Counties Risk Pool and by the County's risk management resolution. Review by the PAO involves determining whether the contract is a valid and unambiguous contract and may include whether the contract language,including risk allocation provisions,adequately protect the County from risks posed by the contract. STEP 5: REVISIONS, IF REQUIRED BY RISK MANAGEMENT OR THE PAO. If required,the department makes revisions suggested by risk management or the PAO.Then,the department resubmits the revised contract to risk management and the PAO. STEP 6: CONTRACTOR SIGNS. Obtain the contractor's signature before submitting to the Board of County Commissioners (BoCC)for approval. STEP 7:SUBMIT TO BOCC FOR APPROVAL. 1. Print 3 duplicate originals of the contract for the Commissioners' signature. 2. The submittal should include: a. The 3 duplicate originals,each with PAO's signature approving the contract as to form; b. This Contract Review Form showing approval by Risk Management and the PAO;and, c. An Agenda Request. 3. Send all together in a hard copy packet to Attn:Julie/BoCC Office via interoffice mail to submit to the BoCC Agenda.The Deadline for Agenda Items is Tuesday's by 4:30 p.m.in order to be included on the following Monday's Agenda.If the submission does not meet this deadline,it will be added to the agenda for next Monday regular meeting of the BoCC. QUESTIONS: Questions about contracting and contract review should be presented first to the person in the department responsible for submission of contracts for approval.If questions cannot be answered within the department,then questions should be presented to Risk Management or the PAO's Civil Department. For questions about scheduling Agenda items, posting Agenda items, etc., please email or call Julie Shannon,BoCC Office,x384. 2