HomeMy WebLinkAbout050922ca02 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley, County Administrator
DATE: May 9, 2022
RE: Change order, RE: Contract with Koa Hills Consulting for Munis Financial and
HR/Payroll Software Suite
STATEMENT OF ISSUE: On August 12, 2019 the Board of County Commissioners approved a
contract with Koa Hills Consulting for$281,060 for Client Project Management (CPM) services
to support the acquisition and implementation of Tyler's Munis Financial and HR/Payroll
Software Suite. During the implementation the Covid-19 pandemic struck which resulted in
significant delays and timeline disruptions. This was compounded by county staffing issues
where employees implementing the system had difficulty doing their normal jobs and
substantial additional work required to implement the system. Finally, our long-term HR
manager and Payroll specialist either retired or moved to another job, further compounding
our difficulties.
Go live dates for both the Financial and HR/Payroll modules were repeatedly delayed. The
Financial module went live on June 1, 2021. We have decided to delay the HR/Payroll go live
date to January 1, 2023.
Staff remains committed to the successful implementation of the full software suite. To do so
will require a change order to the contract with Koa Hills Consulting increasing the contract
amount by$32,000 for additional services. A supplemental budget request will be submitted in
the 2nd quarter to cover this added expense.
ANALYSIS: The attached change order quote increases the contract amount by$32,000.
FISCAL IMPACT: This request costs $32,000 which will be funded using general fund monies.
RECOMMENDATION: That the Board of County Commissioners approve the attached change
order quote and authorize the County Administrator to sign it and the subsequent change
order.
REVIEWED BY:
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Mark McCa(uey, County Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Koa Hills Consulting Contract No: Koa Hills Munis C/02
Contract For: Munis Implementation Client Services Term: Through January 31, 2023
COUNTY DEPARTMENT: County Administrator
Contact Person: Mark McCauley
Contact Phone: 360-385-9130
Contact email: mmccauley@co.jefferson.wa.us
AMOUNT: $32,000 PROCESS: ....._ Exempt from Bid Process
Revenue: N/A _ Cooperative Purchase
Expenditure: $32,000 _ Competitive Sealed Bid
Matching Funds Required: N/A Small Works Roster
Sources(s)of Matching Funds N/A Vendor List Bid
Fund# 001-270 .1. RFP or RFQ
Munis Org/Obj 51890/410000 _Other:
APPROVAL STEPS:
STEP I: DEPARTMENT CERTIFIES CO LIA CE W,�THJ1C�2,3.:5.ttif�AND CHAPTER RCW.
CERTIFIED: 0 N/A:n .... ' , �G' 7 �-T zi
t nature ate
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: El N/A: Ei ./ L ar4 vi 71/7
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Sil nature Date
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STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfickt):
Electronically approved by Risk Management on 5/4/2022.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approvedby as to form PAO on 5/4/2022.
Thanks for fixing.
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
1
Koa
Project Quote
CONSULTING Prepared For: Mark McCauley
Central Services Director
Jefferson County
mmccauley@co.jefferson.wa.us
(360)385-9130
May 18,2021
Professional Services-Change Order#1
Professional Services
Move$32,000 in remaining travel budget to Project Managment additonal 200 hours
Task Description Hours Rate Cost
Client Project Management 200 160 32,000
Total Estimated Cost of Project $32,000
Quotation Notes:
• The professional services hours estimated above will be billed as incurred.
• This Quote is valid for 90 Days.
• The hours listed on the quote are an estimate based on current information.If during the project we
forecast the hours will be exceeded,the client will be notified and a change order will be completed.
Please confi our acceptance of this ate by signing below:
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Or PROFESSIONAL SERVICES AGREEMENT FOR
CLIENT PROJECT MANAGEMENT(CPM) SERVICES RELATED TO
IMPLEMENTING TYLER'S MUNIS FINANCIAL MANAGEMENT/HUMAN
RESOURCES SOFTWARE SUITE
THIS PROFESIONAL SERVICES AGREEMENT ("this Agreement")is entered into between
the County of Jefferson, a municipal corporation("the County"), and Koa Hills Consulting,
LLC, a Nevada corporation("the Contractor"), in consideration of the mutual benefits,terms,
and conditions specified below.
1. Project Designation. The Contractor is retained by the County to provide Client Project
Management(CPM) services to Jefferson County.
2. Scope of Services. Contractor agrees to perform the services identified on Exhibit"A"
attached hereto including the provision of all labor.
3. Time for Performance. This Agreement shall commence on August 12, 2019 and
continue through January 31, 2021, unless extended by mutual agreement of the parties.
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 on 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"B" attached hereto,provided that the total amount of payment to
Contractor shall not exceed $281,060 (1,400 hours at$160 per hour plus travel
expenses) 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 B 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).
Professional Services Agreement, Koa Hills Consulting, Version 1, PAO reviewed 6/26/2019 Page 1 of 1 1
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.
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 fords 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
resulting from the concurrent negligence of the Contractor and the County(including its
Professional Services Agreement, Koa Hills Consulting, Version I, PAO reviewed 6/26/2019 Page 2 of 11
elected and appointed officers, officials, employees, and agents)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.
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.
Professional Services Agreement, Koa Hills Consulting, Version 1, PAO reviewed 6/26/2019 Page 3 of 11
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 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.
Professional Services Agreement, Koa Hills Consulting, Version 1, PAO reviewed 6/26/2019 Page 4 oft]
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.
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-,
Professional Services Agreement, Koa Hills Consulting, Version 1, PAO reviewed 6/26/2019 Page 5 of l l
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.
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.
Professional Services Agreement, Koa Hills Consulting, Version 1, PAO reviewed 6/26/2019 Page 6 of 11
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 resolve
d 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.
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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.
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:
Jeff Merrell
Koa Hills Consulting, LLC
PO Box 58
Reno, Nevada, 89504
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
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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 g pp Court in accordance with the
p
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.
Professional Services Agreement, Koa Hills Consulting, Version 1, PAO reviewed 6/26/2019 Page 9 of 11
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
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 d '
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(SIGNATURES FOLLOW ON THE NEXT PAGE)
Professional Services Agreement, Koa Hills Consulting, Version 1, PAO reviewed 6/26/2019 Page 10 of I I
SIGNATURE PAGE
JEFFERSON COUNTY WASHINGTON CONTRACTOR
Board of County Commissioners
Jefferson County, Washington
By:Kate D ;� 9 By: ITT ,/
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Name: 70 \ .-St
By: ' 1-"uo+' ,a ()3 /,2_/�7 Title:
David S , ommissioner Date Date: S/J/Z ber
By: t)//�///
rotherton, Commissioner Date
SEAL:
ATTEST:
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Date
Clerk of the Board
Approved as to form only:
02- C. (c14_,..._ F17 f 7
Philip C. Hunsucker D Ie
Chief Civil Deputy Prosecuting Attorney
Professional Services Agreement, Koa Hills Consulting, Version 1, PAO reviewed 6/26/2019 Page 11 of 1 I
EXHIBIT A
Statement of Work
The role of Client Project Manager is one of Client advocate,providing oversight of the Tyler Munis
implementation on behalf of the Client.The Project Manager will work on the County's project for
internal project management endeavors:The Project Manager will work with the Tyler project
manager to ensure schedules and objectives are met.The Project Manager will manage client-side
issues and push for software and implementation issues to be resolved by the vendor.
The Koa Hills Client Project Manager will leverage his organization skills, management tools, and
experience with local government ERP implementations to accomplish the following activities:
• Manage the project plan and schedule,manage both internal and external resources,validate
project status, assess whether implementation team assignments are being completed in a
timely fashion and identify potential risks.
o Monitor project budget and business case to validate impacting cost and resource
constraints.
o Manage project scope and ensure change orders are kept to a minimum.
g
. P
o Assist in the development of the governance and change management process,
providing recommendations and evaluating effectiveness.
o Create issue and risk logs to ensure risks have been appropriately identified and that
mitigation measures are feasible and appropriate.
o Conduct interviews with Steering Committee,implementation team and stakeholders
to validate that concerns,issues and risks are being appropriately identified and
managed.
o Periodically evaluate project risks and generate recommended list of mitigation
options for corrective action.
o Review quality of deliverables completed as identified in the project work plan.
o Develop and deliver monthly reports of key findings.
o Present milestone reports to the Steering Committee.
o Attend Steering Committee, Senior Staff Meetings, and/or County Commissioner
meetings,as needed.
• Integrated Testing and Training Readiness Check
o Review system test strategy and plan.
o Review data conversation strategy and plan.
o Plan training strategy.
o Create,Monitor and Control organizational change management plan.
o Review data conversation progress and test results.
o Review system performance tests.
o Review development and configuration progress.
o Review system readiness plans.
o Review workforce transition and organizational readiness plan.
o Review plan for conducting integrated testing and training.
• Go-Live Readiness
o Review organizational readiness.
o Evaluate training status.
o Review cutover plan.
o Review system integration readiness.
o Review data conversion.
o Review post implementation plan.
o Validate operability of critical functions.
o Validate plan and progress for system security and access.
• Post-implementation Evaluation
o Oversight of systems Go-Live and cutover
o Aggressive post-implementation system monitoring
o Compiling and trouble-shooting the "punch list" of necessary fixes
o Identifying additional training needs and producing a management review of the
implementation project
EXHIBIT B
Project Budget
Professional Services
t-szA - /y/t i; . try// sa �r i za y *'ivp
l%��ry./roI'``,.ra LL a1 .744.41.10. � a '�
Client Project Management
1,400 160 224,000
}off Estimated Cost ai Services 140Cl f`
Travel Estimate
Airfare 400
Vehicle 320
Lodging 580
Meals 285
Cost per Trip $1,585
Number of 4-day onsite trips (two per month for 18 months) 36
, oa Estimated Cost of TravelExpenses 6 ,,060
Total Estimated Cost of Project $281,060
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
REGULAR AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator FROM: Mark McCauley, Central Se[viees Dire for r/ /"
Rose Ann Carroll,Jefferson County Auditor
Stacie Prada,Jefferson County Treasurer
DATE: August 12,2019
SUBJECT: Request for Board of County Commissioners approval to enter into a
professional services agreement with Koa Hills Consulting, LLC for Client
Project Management(CPM) services with a related Statement of Work for
implementation and use of Tyler's Munis financial management/human
resources software suite.
STATEMENT OF ISSUE:
Jefferson County has contracted with Tyler Technologies for licensing and professional services
to implement their Munis financial management/human resources software suite.
ANALYSIS:
This implementation will take about 18 months. It will place a great deal of stress on county staff
as they work to implement the software in addition to their regular jobs. There is a fair amount of
risk associated with software implementation projects such as this. Because of this the project
team (Cathy Taylor from Public Works, Veronica Shaw and others from the Health Department,
Rose Ann Carroll, Judy Shepherd, and Kari Binns from the Auditor's Office, Stacie Prada and
Janet Holbrook from the Treasurer's Office, and Mark McCauley and Dave Olsen from Central
Services) recommends that the county secure the services of a professional consultant with
extensive financial software suite implementation experience to serve as the county's project
manager for this implementation. This will minimize risk and will help ensure a successful
implementation.
The county issued a request for proposals for client project management services. The county
received five proposals. The project team evaluated and scored the five proposals, selecting three
consulting firms for in person interviews. Following the consultant presentations, the project
team was unanimous in selecting Koa Hills Consulting, LLC for this engagement.
liPage
FISCAL IMPACT:
This is a not-to-exceed contract with an upper limit of$281,060. This amount is subject to change based
on the actual implementation experience. A 3rd quarter supplemental budget request will be submitted to
cover the cost of this contract,Fr- .. c,,,,•0 a22.... -CY,-P_TJ- r.„,„e t-st.
RECOMMENDATION:
The County Auditor, Treasurer and Central Services Director recommend that the Board of County
Commissioners approve our request to enter into the attached professional services agreement
with a related statement of work with Koa Hills Consulting, LLC for Client Project Management
Services.
REVIEWED BY:
2 5."4- 9
Philip Mo ounty A mtnistrator Date
21Page
CONTRACT REVIEW FORM
CONTRACT WITH: Koa Hills Consulting, LLC TRACKING NO.:
(Contractor/Consultant)
CONTRACT FOR: Client Project Management Svcs - Munis TERM: 8/12/19-1/31/21
COUNTY DEPARTMENT: Central Services
RC.._ . I
For More Information Contact: Mark McCauley
Al1G 0
Contact Phone #: 360-385-9130
2019
Ty
RETURN TO: Mark McCauley RETURN BY: Alrir s p le
(Person in Department) rt yx
f1t �,j
AMOUNT: NTE $281,060 ,944(up
PROCESS: Y'`, "
❑ Consultant Selection Process
Revenue N/A ❑ Cooperative Purchase
Expenditure NTE $281,060 ❑ Competitive Sealed Bid
Matching funds Required N/A ❑ Small Works Roster
Source(s)of Matching Funds N/A ❑ Vendor List Bid
0 RFPorRFQ
❑ Other
,
Step 1: REVIEW BY E
Revi by; C �C( 1
Date Reiviewe :
y( APPROVED FORM ` ❑ Returned for revision(See Comments)
Comments
Step 2: REVIEW BY P OS F U ING ATTORNEY
Review by: Philip C. Hunsucker
4 Date Reviewed:
APPROVED AS TO FORM El Returned for revision(See CommentsChiefCi)vil Deputy Prosecuting Attorney
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.)
,r=. Koa- '
CONSULTING
Scope of Work
Jefferson County, WA
Change Order #2: Client-side Project Management
1 Introduction
This Statement of Work("SOW') between Jefferson County, hereby known as"Customer", and Koa Hills
Consulting, hereby known as"Koa Hills", describes tasks and initiatives relating to the needs of Jefferson
County. All other terms in the original contract and change order#1 remain unchanged.
This document outlines the following:
• The scope of services being contracted for from Koa Hills
• Period of performance
• Project assumptions
• Acceptance criteria
• Change control
• Project Costs
2 Scope of Services
Initiatives or tasks not described in this SOW are agreed to be out-of-scope and not included in the SOW.
Either party may communicate change requests to the other party through an agreed-upon Change Order
Process. The scope for this SOW is defined below.
2.1 Organizational Scope
The organizational scope includes all Customer departments, divisions, or other functional areas that
use the current ERP solution.
2.2 Geography and Language Scope
The geographical scope includes the United States and Jefferson County, Washington. Koa Hills will
schedule team members either to be onsite or to be available remotely, as appropriate.
2.3 User Scope
The user scope includes all of the Customer's active users of the current ERP solution.
2.4 Client-side Project Management - 200 hours
The scope of Client-side Project Management is for Koa Hills to assume the role of the customer's
Project Manager in managing the project. In this regard, Koa Hills Consulting will work with the
customer's designated point of contact, and is considered the same as"client"or"customer". The goal
is to ensure that project deliverables are provided as specified, on time and on budget.
Key tasks of project management to be performed by Koa Hills include:
• Conduct regular status meetings with core project team members
• Serve as the main point of contact for customer with Tyler Technologies
• Serve as the customer Project Manager in monitoring and reporting on project status
• Collaborate with Tyler project management on the scheduling of resources and tasks
• Schedule and manage Koa Hills resources
SOW—Koa Hills Consulting—Jefferson County-Change Order#2:Client-side Project Management
1
• Ensure that Tyler project deliverables are fulfilled
• Ensure that Koa Hills project deliverables are fulfilled
• Monitor the progress of project tasks
• Monitor and control the project schedule
• Track the project budget
• Serve as the initial escalation point for all project issues
• Manage project change requests
• Conduct monthly status meetings with the customer's steering committee
3 Period of Performance
The estimated Period of Performance of this project will be from approximately 5/2/22 to 1/31/23.
4 Project Assumptions
Assumptions are factors that are considered to be true by the Customer and Koa Hills when planning for this
project. The list of assumptions made for this project are as follows:
• The Customer has the will and the authority to enter into the project.
• Adequate funding will be available to complete the project.
• The Customer will provide required resources to fulfill the Customer's project responsibilities.
• The Customer will provide strong, effective executive sponsorship for the project.
• The Customer will provide adequate, qualified staff resources to complete the project.
• The Customer will furnish and maintain the necessary infrastructure for the project to Koa Hills and to
the Customer's users, including but not limited to:
o Remote network access
o Connectivity to all ERP servers and applications
5 Acceptance Criteria
Customer and Koa Hills will follow best practices throughout the project and mutually identify criteria for
completion of the project.The overall scope of work will be considered complete when one or more of the
following criteria are met:
• Koa Hills has delivered the agreed-upon hours
• Customer and Koa Hills agree that no further assistance is needed
6 Change Control
In the event that either Koa Hills or the Customer identifies an activity or objective that is beyond the scope set
forth in this SOW, the parties agree to take the following steps:
1. Notification should be provided to both parties which announces the change requested. The following
details should be provided as part of an official Change Request:
• Chancre requested- Description of the scope change needed, including details on how the
change relates to project objectives and the impact to the project if the change is not applied.
• Estimated protect impact- Estimated impact of the change to the project, including work effort,
deliverables, and impact to the overall project timeline.
■ Estimated cost-Consolidated estimate which identifies additional costs to implement the
change, including labor, hardware, software, or other expenses.
SOW—Koa Hills Consulting—Jefferson County-Change Order#2: Client-side Project Management
2
2. If the Change Request is acceptable to all parties, it should be executed by representatives for Koa
Hills and the Customer. Once this is complete, work on the Change Request can be started. Any
additional costs will be billed according to rates established in the Contract.
SOW—Koa Hills Consulting—Jefferson County-Change Order#2: Client-side Project Management
3
7 Project Costs
Professional Services
Task Description Hours Rate Cost
Client-side Project Management(-22 hrs/mo for 9 mos) 200 $160 $32,000
Total Estimated Cost of Services 200 $32,000
Quotation Notes:
• The professional services hours estimated above will be billed as incurred.
• This Quote is valid for 90 Days.
• The hours listed on the quote are an estimate based on current information. If during the
project we forecast the hours will be exceeded, the customer will be notified and the change
control process will be initiated.
Please confirm your acceptance of this quote by signing below:
fl! Name
Date
SOW—Koa Hills Consulting—Jefferson County-Change Order#2: Client-side Project Management
4