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HomeMy WebLinkAbout19-200 - Seattle Southside Chamber of Commerce - Consulting Services for Permitting Process Project19-200(a) Agreement Number: Council Approval N/A CONTRACT FOR SERVICES Amendment #1 Between the City of Tukwila and Seattle Southside Chamber of Commerce That portion of Contract No. 19-200 between the City of Tukwila and the Seattle Southside Chamber of Commerce is hereby amended as follows: Section 1: Scope of Services Phase 2 Description of Services: The City of Tukwila wishes to engage the Seattle Southside Chamber of Commerce (SSCC) to continue assisting in the development of potential process improvement recommendations to their permitting and inspection systems and procedures. Two of the key suggestions in the December 2019 Phase 1 Final Report to the Mayor calls for the City to formally define and enable its permitting and inspection systems, as follows: • Define the City's permitting and inspection system. This is likely a top -down discussion and decision. The Mayor and City Administrator should identify and charter the department heads and managers who must participate in this discussion and decision. The initial outcome should be a complete draft document containing the definition, operational configuration, governance, initial budget and staff assignments (positions, not personnel) to implement the system. The ongoing role/oversight of the selected alternative by the parent departments must be clearly articulated (e.g., oversight team, management team or equivalent, etc.). • Once the organizational decision is approved (co -signed by parent departments), the oversight team must establish/enact the sequence and timing of implementation of the decision, identify and address any obstacles to accomplish (including any relocations/remodels), designate/appoint the appropriate leadership, assign and/or transfer assigned staff, and charter the new organization team. Statement of Work Phase 2 Service Deliverables: Group Facilitation and Summary Report As outlined above, the City will establish and charter a team of individuals representing the involved departments to participate in this group process. The designated participants will be required to be actively engage in the group process and will be appropriately empowered and directed to make the final recommendations to the Mayor and City Administrator. The final recommendations of the group will include, but not be limited to: • A complete draft document containing: o Definition of the selected permitting and inspection system organization o Operational configuration (how it will function) o Governance (policy direction and delegation authorities) Seattle Southslde Chamber of Commerce Amendment #1 Page 1 of 2 o Initial budget necessary for successful implementation (in FY 2020) o Staffing assignments (positions, not personnel) to implement the selected system o Ongoing role in oversight, participation and support by the parent departments o Draft charter (annotated outline) for the new organization team • A joint department memorandum outlining the proposed steps to implement the recommendations of the draft document upon its approval, including o Sequence and timing of implementation of the selected system o Identification of, and way to address any obstacles to accomplish the selected system and organization (including any relocations/remodels), o Designation/appointment of the appropriate leadership for the organization o Assignment to, and/or transfer of assigned staff to the new organization team o Chartering the new organization team SSCC will facilitate up to three 4-hour work sessions during January 2020 with the designated team to address the items listed above. SSCC will compile notes and information from the work sessions in order to assist the team in completing the draft report and joint memorandum. SSCC will review draft documents and information produced by the team in order to expedite completion of the charter/direction provided by the Mayor. The City will provide logistical support in scheduling the work sessions, arranging meeting space, providing light refreshments, etc., to optimize the facilitation services. The City will provide staffing and resources to complete the work and produce the recommendations established within this scope of work within the timeframes outlined. Billing Rates: SSCC Staff Hourly Rate of $100.00 SSCC Executive Consulting Rate of $185.00 This statement of work is effective on January 2, 2020 and expected to be concluded no later than February 28, 2020. The amount paid under this Scope of Work is not to exceed $5,975.00 without the express written consent of the City. All other provisions of the contract shall remain in full force and effect. Dated this CITY OF TUKWILA day of December, 2019. Allan Ekberg, Mayor v2,(2,1 14") CONTRACTOR Andrea Reay, President & 0 Seattle Southside Chamber of Commerce Amendment #1 Page 2 of 2 ` 19-2[X] Council Approval N/A CHAMBER OF COMMERCE City ofTukwila David Cline, City Administrator G3OOS#uthcenterBlvd Tukwila, VVA9Q188 Re: 3019 Scope of Services for Potential Process Improvements in the City of Tukwila Related to Permitting Dear David, As we discussed, the SeetdeSmuthside Chamber ofCommerce would like to propose the following scope of service agreement to assist the City of Tukwila identify potential process improvements to their permitting systems and procedures, hereinafter referred to as (the Agreement). The Agreement is made effective, by and between the City of Tukwila ("Tukwila") and Seattle Southside Chamber of Commerce ("SSCC"),with corporate offices located at 14220 Interurban Ave 3,#134Tukwila, VVASQ168. THE PARTIES AGREE AS FOLLOWS: Scope of Services 1.1 SSCC will provide Tukwila with consulting services as mutually agreed upon and described in the attached Statement of Work. All consulting services to be provided hereunder will be referred to as Services. The parties may use this Agreement for multiple Statements of Work. Each Statement of Work must incorporate this Agreement by reference. 1.ZStatements ofWork will bewritten documents setting forth ataminimum: a.Acomplete, sufficiently detailed description mfthe types ofServices rendered; b. The applicable billing rates for the Services to be rendered (Services Fees); and cAny additional terms and conditions towhich the parties may agree. 1.3 The parties contemplate that it may bedesirable to make changes to the Statement(s)of Work. Before performing any work associated with any such change, awritten Change Order xVoice for Business, xLeader mthe Community ze2oInterurban Avenue South wzs4,Tukwila, wwpozsm ^ zuosrs 1e33 ^ www.Seauleu,ut�i-sm,mvmue,zom shall set forth the necessary revisions to the Statement(s) of Work, and the parties shall agree |nwriting that such work constitutes achange from the original StatennentofVVoMk,as amended, and that they further agree to the change provisions set forth in the Change Order. Each Change Order shall be numbered serially and executed by Mayor Allan Ekberg or Mr. David Cline onbehalf ofthe City ofTukwila. 1.4 Executive Staff of SSCC and the City of Tukwila will review the status of the Services, Statement(s) of Work, Change Orders, invoices and estimates as may be required. A written status report will beproduced regarding the review. SSC[and Andrea H. Reayagree toexecute and maintain copies of these status reports. Obligations. 2.1 SSCC will provide other support services to the City of Tukwila as mutually agreed. Services and Fees and Expenses. ].1City ofTukwila shall be responsiblefor all Service Fees asidentified |nthe applicable Statement(s) of Work (and Change Orders, as applicable) as those Services are provided. 3.2 SSCC will invoice (City of Tukwila) for the Services Fees once per calendar month (on or about the 11each nnonth).City ofTukwila agrees hnremit full payment toAccounts Payable promptly upon its receipt ofthe invoice. Term and Termination. 4.1This Agreement shall commence as of the Agreement Date above and shall remain in force through June 30,2O2O. Proprietary Rights: Confidential Information. 5.1SS[Cagrees that the final work products from the Services provided UoCity ofTukwila hereunder, shall be owned bvCity ofTukwila. Nothing contained inthis Section 5.1shall 6e construed asprohibiting SSCCutilizing inany manner, knowledge and experience ofageneral nature acquired in the performance of Services for (City of Tukwila.) SSCC retains ownership of any internally generated documents ornotes. Warranties 6.1 SSCC warrants that the Services to be provided under this Agreement shall be performed in a professional manner conforming to generally accepted industry standards and practices. City ofTukwila agrees that SSC[sole and exclusive obligation with respect tothe Services covered bythis limited warranty shall be, atSS[Csole discretion, tocorrect the nonconformity orto refund the Services Fees paid for the affected executive consulting services. General Provisions 7.1 The relationship of City of Tukwila and SSCC is that of independent contractors. Personnel of both parties are neither agents nor employees of the other party for federal tax purposes or any other purpose whatsoever, and are not entitled to any employee benefits of the other party. 7.2Nodelay, failure or default in performance of any obligation by either party, excepting all obligations to make payments hereunder, shall constitute a breach of this Agreement to the extent caused by force majeure. 7.3 Any assignment in violation of these terms is void. 7/4All communications between the parties with respect toany qfthe provisions of this Agreement shall be in writing, and shall be sent by personal delivery or by airmail, facsimile transmission or other commercial means of rapid deliver, postage or costs of transmission and deliver prepaid, toCity nfTukwila ortmSSC[asset forth inthe preamble of this Agreement, until such time as either party provided the other not less than ten (10) days prior written notice ofachange ofaddress inaccordance with these provisions. 7.5The validity of this Agreement and the rights, obligations and relations of the parties hereunder shall be construed and determined under and in accordance with the laws of the State of Washington; provided, however, that if any provision of the Agreement is determined by a court of competent jurisdiction to be in violation of any applicable law or otherwise invalid orunenforceable, such provision shall tosuch extent asitshall bedetermined tobeillegal, invalid or unenforceable under such law be deemed null and void, but this Agreement shall otherwise remain in full force. After arbitration, as specified in Section 7.4, any suit to enforce any provision of this Agreement, or any right, remedy or other matter arising from the arbitration, will be brought exclusively in the state or federal courts located in King County, WA. SSCC and City of Tukwila agree and consent to the venue in and to the in -person jurisdiction of the aforementioned courts. 7.6 Any modification or amendment of any provision of this Agreement must be in writing and bear the signature of the duly authorized representatives of both parties. The failure of any party to enforce any right it is granted herein, or to require the performance by the other party hereto of any provision of this Agreement, or the waiver by any party of any breach of this Agreement, shall not prevent a subsequent exercise or enforcement of such provisions or be deemed a waiver of any subsequent breach of this Agreement. All provisions of this Agreement which by their own terms take effect upon the termination of this Agreement or by their nature survive termination (including without limitation the provisions of Sections 3, 5, 6, 7) shall survive such termination. 7.7 This Agreement, all attached schedules and all other agreements referred to herein or to be delivered by the parties pursuant hereto, represents the entire understanding and agreement between the parties with respect to the subject matter hereof, and merges all prior discussions between them and supersedes and replaces any and every other agreement or understanding which may have existed between the parties to the extent that any such agreement or understanding relates twproviding Services toCity nfTukwila. City mfTukwila hereby acknowledges that it has not reasonable relied on any other representation mrstatement that is not contained In this Agreement or made by a person or entity other than SSCC. To the extent, it any, that the terms and conditions of City of Tukwila's orders or other correspondence are inconsistent with this Agreement, this Agreement shall control. ThisAgreanmentbvo|untarik/enteredintoandisot+wUiThatis,eitherpartyisfnyetoterminate the Consulting Agreement at will, at any time, with or without cause. Nothing contained in any company documents shall in any way modify this at -will policy, and the at -will policy cannot be modified in any way by oral or written representation made by anyone employed by (name of company). Upon termination of this Agreement, Consultant must return all documentation, equipment or other materials provided by (name of company) during the term of this Agreement IN WITNESS WHEROF, the parties hereto have caused this Agreement to be executed bytheir duly authorized representatives as of the Agreement Date first above written. SEATTLESOUTHBDECHAMBER OFCOMMERCE � � Andrea H.Heay 142JOInterurban Ave S.#134 Tukwila, VVA981GQ CITY OF TUKWILA Allan Ekberg Mayor 62DOSmuthcenterBlvd Tukwila, WA 98188 � Statement mfWork This Statement of Work is made effective by and between SSCC and City of Tukwila. with offices located etG2OOSuuthcenterBlvd Tukwila, VVA 98188 Description ofServices: The City of Tukwila wishes to engage the Seattle Southside Chamber of Commerce to facilitate potential process improvement recommendations to their permitting and inspection systems and procedures. Service Deliverable: External Outreach, Engagement and Process Analysis The City of Tukwila is well known to be a business friendly and development supportive city. The Chamber will solicit survey responses from a reasonable cross-section of those that have applied or have been part of receiving permitting and inspection services from the City over the last two years in an attempt to quantify and capture the customer experience. Based on analysis of both quantitative and qualitative data, and through outreach and consultation with assigned city staff, recommendations may be made to enhance the customer experience. Billing Rates: SS[CStaff Hourly rate of$lO0J]O SSCC Executive Consultant: $185.00 This statement of work is effective begin October 1, 2019 expected to be concluded no later than June 30,20I0. The amount paid under this Scope ufWork isnot toexceed $l4,OOO.ODwithout the express written consent ofthe City. Service Deliverable: Internal Outreach, Engagement and Process Analysis The City of Tukwila is well known for its exceptional and dedicated staff providing for high quality permitting and inspection services. |nrecent years, the City has begun implementation ofoseries mftechnical improvement toimprove efficiency. Full integration ofthese process improvements has not been achieved yet. |naddition, many long-standing staff members have retired/left the organization and incoming staff are intended to use the newer technologies. The Chamber will conduct one on one interviews with key staff as well as a technical committee/ focus group to analyze current permitting and inspection policies, procedures, technology and workflow inorder todetermine if efficiencies may bediscovered. Aprocess walk exercise will likely beconducted onone ormore key processes based onthe results mfthe analysis. The Chamber will facilitate this collaborative process where confidentiality will be highly regarded and maintained. The [ity'a assigned teanm/cornmnitteem/iU be responsible for the final recommendations and for implementation ofany changes. Billing Rates: SSCC Staff Hourly rate of$1OOOO This statement of work is effective begin October 1, 2019 through June 30, 2020. The amount paid under this Scope of Work is not to exceed $18,000.00 without the express written consent ofthe City. Additional Terms and Conditions: 1) Tukwila agrees to provide to SSCC a list of contacts (name, email and phone) for permits issued in 2017/18 and construction/inspections during 2018/2019. Owner, architect, engineer and contractor. 2) Tukwila will work with SSCC to send an email advance notice announcing the survey and the request for input 3) Tukwila agrees to provide a staff list with contact information in order to successfully conduct interviews 4) Tukwila agrees to appoint a staff liaison to help coordinate and schedule interviews and meetings 5) Tukwila agrees to help coordinate and provide meeting space for interviews and meetings Total Time estimated: SS[[Staff: I6Uproject hours; SS[[Consultant -Executive Consultant 1OO This Statement of Work serves as an Exhibit to the Services Agreement.