HomeMy WebLinkAboutC15-293 Lyle Sumek Associates, Inc.AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN EAGLE COUNTY, COLORADO AND LYLE SUMEK ASSOCIATES, INC. THIS AGREEMENT ( "Agreement ") is effective as of the 15141j day of , 2015 by and between Lyle Sumek Associates, Inc., a Florida corporation (hereinafter "Consultant" or `Contractor ") and Eagle County, Colorado, a body corporate and politic (hereinafter "County "). RECITALS WHEREAS, Eagle County desires to retain Consultant to assist with strategic planning efforts (the "Project "); and WHEREAS, Consultant is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the Services as defined below in paragraph 1 hereof; and WHEREAS, this Agreement shall govern the relationship between Consultant and County in connection with the Services. AGREEMENT NOW, THEREFORE, in consideration of the foregoing and the following promises Consultant and County agree as follows: 1. Services. Consultant agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the services described in Exhibit A ( "Services ") which is attached hereto and incorporated herein by reference. The Services shall be performed in accordance with the provisions and conditions of this Agreement. a. Consultant agrees to furnish the Services no later than the 31" day of December, 2015 and in accordance with the schedule established in Exhibit A. If no completion date is specified in Exhibit A, then Consultant agrees to furnish the Services in a timely and expeditious manner consistent with the applicable standard of care. By signing below Consultant represents that it has the expertise and personnel necessary to properly and timely perform the Services. b. In the event of any conflict or inconsistency between the terms and conditions set forth in Exhibit A and the terms and conditions set forth in this Agreement, the terms and conditions set forth in this Agreement shall prevail. C. Consultant agrees that it will not enter into any consulting or other arrangements with third parties that will conflict in any manner with the Services. C CO-),!,) 2. County's Representative. The Administration Department's designee shall be Consultant's contact with respect to this Agreement and performance of the Services. 3. Term of the Agreement. This Agreement shall commence upon the date first written above, and subject to the provisions of paragraph 12 hereof, shall continue in full force and effect through the 31St day of December, 2015. 4. Extension or Modification. This Agreement may not be amended or supplemented, nor may any obligations hereunder be waived, except by agreement signed by both parties. No additional services or work performed by Consultant shall be the basis for additional compensation unless and until Consultant has obtained written authorization and acknowledgement by County for such additional services in accordance with County's internal policies. Accordingly, no course of conduct or dealings between the parties, nor verbal change orders, express or implied acceptance of alterations or additions to the Services, and no claim that County has been unjustly enriched by any additional services, whether or not there is in fact any such unjust enrichment, shall be the basis of any increase in the compensation payable hereunder. In the event that written authorization and acknowledgment by County for such additional services is not timely executed and issued in strict accordance with this Agreement, Consultant's rights with respect to such additional services shall be deemed waived and such failure shall result in non - payment for such additional services or work performed. 5. Compensation. County shall compensate Consultant for the performance of the Services in a sum computed and payable as set forth in Exhibit A. The performance of the Services under this Agreement shall not exceed $25,000. Consultant shall not be entitled to bill at overtime and/or double time rates for work done outside of normal business hours unless specifically authorized in writing by County. a. Payment will be made for Services satisfactorily performed within thirty (30) days of receipt of a proper and accurate invoice from Consultant. All invoices shall include detail regarding the hours spent, tasks performed, who performed each task and such other detail as County may request. b. Any out -of- pocket expenses to be incurred by Consultant and reimbursed by County shall be identified on Exhibit A. Out -of- pocket expenses will be reimbursed without any additional mark -up thereon and are included in the not to exceed contract amount set forth above. Out -of- pocket expenses shall not include any payment of salaries, bonuses or other compensation to personnel of Consultant. Consultant shall not be reimbursed for expenses that are not set forth on Exhibit A unless specifically approved in writing by County. C. If, at any time during the term or after termination or expiration of this Agreement, County reasonably determines that any payment made by County to Consultant was improper because the Services for which payment was made were not performed as set forth in this Agreement, then upon written notice of such determination and request for reimbursement from County, Consultant shall forthwith return such payment(s) to County. Upon termination or expiration of this Agreement, unexpended funds advanced by County, if any, shall forthwith be returned to County. 2 Eagle County Prof Services Final 5/14 d. County will not withhold any taxes from monies paid to the Consultant hereunder and Consultant agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. e. Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Consultant in respect of any period after December 31 of any year, without an appropriation therefor by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29 -1 -101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 6. Sub - consultants. Consultant acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Consultant. Consultant shall not enter into any sub - consultant agreements for the performance of any of the Services or additional services without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the subject Project during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Project. Consultant shall require each sub - consultant, as approved by County and to the extent of the Services to be performed by the sub - consultant, to be bound to Consultant by the terms of this Agreement, and to assume toward Consultant all the obligations and responsibilities which Consultant, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any sub - consultant hired by Consultant and Consultant shall cooperate in such process. The Consultant shall be responsible for the acts and omissions of its agents, employees and sub - consultants or sub - contractors. 7. Insurance. Consultant agrees to provide and maintain at Consultant's sole cost and expense, the following insurance coverage with limits of liability not less than those stated below: a. Types of Insurance. Workers' Compensation insurance as required by law. ii. Auto coverage with limits of liability not less than $1,000,000 each accident combined bodily injury and property damage liability insurance, including coverage for owned, hired, and non -owned vehicles. iii. Commercial General Liability coverage to include premises and operations, personal/advertising injury, products /completed operations, broad form property damage with limits of liability not less than $1,000,000 per occurrence and $2,000,000 aggregate limits. iv. Professional liability insurance with prior acts coverage for all Services required hereunder, in a form and with an insurer or insurers satisfactory to County, with limits of liability of not less than $1,000,000 per claim and $1,000,000 in the aggregate. In the event the professional liability insurance is on a claims -made basis, Consultant warrants that any retroactive date under the policy shall 3 Eagle County Prof Services Final 5/14 precede the effective date of this Agreement. Continuous coverage will be maintained during any applicable statute of limitations for the Services and Project. b. Other Requirements. The commercial general liability coverage shall be endorsed to include Eagle County, its associated or affiliated entities, its successors and assigns, elected officials, employees, agents and volunteers as additional insureds. ii. Consultant's certificates of insurance shall include sub - consultants as additional insureds under its policies or Consultant shall furnish to County separate certificates and endorsements for each sub - consultant. All coverage(s) for sub - consultants shall be subject to the same minimum requirements identified above. Consultant and sub - consultants, if any, shall maintain the foregoing coverage in effect until the Services are completed. In addition, all such policies shall be kept in force by Consultant and its sub - consultants until the applicable statute of limitations for the Project and the Services has expired. iii. Insurance shall be placed with insurers duly licensed or authorized to do business in the State of Colorado and with an "A.M. Best" rating of not less than A -VII. iv. Consultant's insurance coverage shall be primary and non - contributory with respect to all other available sources. Consultant's policy shall contain a waiver of subrogation against Eagle County. V. All policies must contain an endorsement affording an unqualified thirty (30) days' notice of cancellation to County in the event of cancellation of coverage. vi. All insurers must be licensed or approved to do business within the State of Colorado and all policies must be written on a per occurrence basis unless otherwise provided herein. vii. Consultant's certificate of insurance evidencing all required coverage(s) is attached hereto as Exhibit B. Upon request, Consultant shall provide a copy of the actual insurance policy and/or required endorsements required under this Agreement within five (5) business days of a written request from County, and hereby authorizes Consultant's broker, without further notice or authorization by Consultant, to immediately comply with any written request of County for a complete copy of the policy. viii. Consultant shall advise County in the event the general aggregate or other aggregate limits are reduced below the required per occurrence limit. Consultant, at its own expense, will reinstate the aggregate limits to comply with the minimum limits and shall furnish County a new certificate of insurance showing such coverage. 4 Eagle County Prof Services Final 5/14 ix. If Consultant fails to secure and maintain the insurance required by this Agreement and provide satisfactory evidence thereof to County, County shall be entitled to immediately terminate this Agreement. X. The insurance provisions of this Agreement shall survive expiration or termination hereof. xi. The parties hereto understand and agree that the County is relying on, and does not waive or intend to waive by any provision of this Agreement, the monetary limitations or rights, immunities and protections provided by the Colorado Governmental Immunity Act, as from time to time amended, or otherwise available to County, its affiliated entities, successors or assigns, its elected officials, employees, agents and volunteers. xii. Consultant is not entitled to workers' compensation benefits except as provided by the Consultant, nor to unemployment insurance benefits unless unemployment compensation coverage is provided by Consultant or some other entity. The Consultant is obligated to pay all federal and state income tax on any moneys paid pursuant to this Agreement. 8. Indemnification. The Consultant shall indemnify and hold harmless County, and any of its officers, agents and employees against any losses, claims, damages or liabilities for which County may become subject to insofar as any such losses, claims, damages or liabilities arise out of, directly or indirectly, this Agreement, or are based upon any performance or nonperformance by Consultant or any of its sub - consultants hereunder; and Consultant shall reimburse County for reasonable attorney fees and costs, legal and other expenses incurred by County in connection with investigating or defending any such loss, claim, damage, liability or action. This indemnification shall not apply to claims by third parties against the County to the extent that County is liable to such third party for such claims without regard to the involvement of the Consultant. This paragraph shall survive expiration or termination hereof. 9. Ownership of Documents. All documents prepared by Consultant in connection with the Services shall become property of County. Consultant shall execute written assignments to County of all rights (including common law, statutory, and other rights, including copyrights) to the same as County shall from time to time request. For purposes of this paragraph, the term "documents" shall mean and include all reports, plans, studies, tape or other electronic recordings, drawings, sketches, estimates, data sheets, maps and work sheets produced, or prepared by or for Consultant (including any employee or subconsultant in connection with the performance of the Services and additional services under this Agreement). 10. Notice. Any notice required by this Agreement shall be deemed properly delivered when (i) personally delivered, or (ii) when mailed in the United States mail, first class postage prepaid, or (iii) when delivered by FedEx or other comparable courier service, charges prepaid, to the parties at their respective addresses listed below, or (iv) when sent via facsimile so long as the sending party can provide facsimile machine or other confirmation showing the date, time and receiving facsimile number for the transmission, or (v) when transmitted via e -mail with confirmation of receipt. Either party may change its 5 Eagle County Prof Services Final 5/14 address for purposes of this paragraph by giving five (5) days prior written notice of such change to the other party. COUNTY: Eagle County, Colorado Attention: Brent McFall 500 Broadway Post Office Box 850 Eagle, CO 81631 Telephone: 970 - 328 -8604 Facsimile: 970 - 328 -8629 E -Mail: brent.mcfall(a—)eaglecounty.us With a copy to: Eagle County Attorney 500 Broadway Post Office Box 850 Eagle, Co 81631 Telephone: 970 - 328 -8685 Facsimile: 970 - 328 -8699 E -Mail: attygeaglecounty.us CONSULTANT: Lyle Sumek Associates, Inc. 9 Flagship Court Palm Coast, FL 32137 -3373 Telephone: 386-246-6250 Facsimile: 386-246-6252 sumekassocga gmail.com 11. Coordination. Consultant acknowledges that the development and processing of the Services for the Project may require close coordination between various consultants and contractors. Consultant shall coordinate the Services required hereunder with the other consultants and contractors that are identified by County to Consultant from time to time, and Consultant shall immediately notify such other consultants or contractors, in writing, of any changes or revisions to Consultant's work product that might affect the work of others providing services for the Project and concurrently provide County with a copy of such notification. Consultant shall not knowingly cause other consultants or contractors extra work without obtaining prior written approval from County. If such prior approval is not obtained, Consultant shall be subject to any offset for the costs of such extra work. 12. Termination. County may terminate this Agreement, in whole or in part, at any time and for any reason, with or without cause, and without penalty therefor with seven (7) calendar days' prior written notice to the Consultant. Upon termination of this Agreement, Consultant shall immediately provide County with all documents as defined in paragraph 9 hereof, in such format as County shall direct and 6 Eagle County Prof Services Final 5/14 shall return all County owned materials and documents. County shall pay Consultant for Services satisfactorily performed to the date of termination. 13. Venue, Jurisdiction and Applicable Law. Any and all claims, disputes or controversies related to this Agreement, or breach thereof, shall be litigated in the District Court for Eagle County, Colorado, which shall be the sole and exclusive forum for such litigation. This Agreement shall be construed and interpreted under and shall be governed by the laws of the State of Colorado. 14. Execution by Counterparts; Electronic Signatures. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. The parties approve the use of electronic signatures for execution of this Agreement. Only the following two forms of electronic signatures shall be permitted to bind the parties to this Agreement: (i) Electronic or facsimile delivery of a fully executed copy of the signature page; (ii) the image of the signature of an authorized signer inserted onto PDF format documents. All documents must be properly notarized, if applicable. All use of electronic signatures shall be governed by the Uniform Electronic Transactions Act, C.R.S. 24- 71.3 -101 to 121. 15. Other Contract Requirements. a. Consultant shall be responsible for the completeness and accuracy of the Services, including all supporting data or other documents prepared or compiled in performance of the Services, and shall correct, at its sole expense, all significant errors and omissions therein. The fact that the County has accepted or approved the Services shall not relieve Consultant of any of its responsibilities. Consultant shall perform the Services in a skillful, professional and competent manner and in accordance with the standard of care, skill and diligence applicable to Consultants performing similar services. Consultant represents and warrants that it has the expertise and personnel necessary to properly perform the Services and covenants that its professional personnel are duly licensed to perform the Services within Colorado. This paragraph shall survive termination of this Agreement. b. Consultant agrees to work in an expeditious manner, within the sound exercise of its judgment and professional standards, in the performance of this Agreement. Time is of the essence with respect to this Agreement. c. This Agreement constitutes an agreement for performance of the Services by Consultant as an independent contractor and not as an employee of County. Nothing contained in this Agreement shall be deemed to create a relationship of employer - employee, master - servant, partnership, joint venture or any other relationship between County and Consultant except that of independent contractor. Consultant shall have no authority to bind County. d. Consultant represents and warrants that at all times in the performance of the Services, Consultant shall comply with any and all applicable laws, codes, rules and regulations. 7 Eagle County Prof Services Final 5/14 e. This Agreement contains the entire agreement between the parties with respect to the subject matter hereof and supersedes all other agreements or understanding between the parties with respect thereto. f. Consultant shall not assign any portion of this Agreement without the prior written consent of the County. Any attempt to assign this Agreement without such consent shall be void. g. This Agreement shall be binding upon and shall inure to the benefit of the parties hereto and their respective permitted assigns and successors in interest. Enforcement of this Agreement and all rights and obligations hereunder are reserved solely for the parties, and not to any third party. h. No failure or delay by either party in the exercise of any right hereunder shall constitute a waiver thereof. No waiver of any breach shall be deemed a waiver of any preceding or succeeding breach. i. The invalidity, illegality or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision hereof. j. Consultant shall maintain for a minimum of three years, adequate financial and other records for reporting to County. Consultant shall be subject to financial audit by federal, state or county auditors or their designees. Consultant authorizes such audits and inspections of records during normal business hours, upon 48 hours' notice to Consultant. Consultant shall fully cooperate during such audit or inspections. k. The signatories to this Agreement aver to their knowledge, no employee of the County has any personal or beneficial interest whatsoever in the Services or Property described in this Agreement. The Consultant has no beneficial interest, direct or indirect, that would conflict in any manner or degree with the performance of the Services and Consultant shall not employ any person having such known interests. 1. The Consultant, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (ii) to the extent applicable shall comply with C.R.S. 24- 76.5 -103 prior to the effective date of this Agreement. 16. Prohibitions on Government Contracts. As used in this Section 16, the term undocumented individual will refer to those individuals from foreign countries not legally within the United States as set forth in C.R.S. 8- 17.5 -101, et. seq. If Consultant has any employees or subcontractors, Consultant shall comply with C.R.S. 8 -17.5 -101, et. seq., and this Agreement. By execution of this Agreement, Consultant certifies that it does not knowingly employ or contract with an undocumented individual who will perform under this Agreement and that Consultant will participate in the E- verify Program or other Department of Labor and Employment program ( "Department Program ") in order to confirm the eligibility of all employees who are newly hired for employment to perform Services under this Agreement. 8 Eagle County Prof Services Final 5/14 a. Consultant shall not: i. Knowingly employ or contract with an undocumented individual to perform Services under this Agreement; or ii. Enter into a subcontract that fails to certify to Consultant that the subcontractor shall not knowingly employ or contract with an undocumented individual to perform work under the public contract for services. b. Consultant has confirmed the employment eligibility of all employees who are newly hired for employment to perform Services under this Agreement through participation in the E -Verify Program or Department Program, as administered by the United States Department of Homeland Security. Information on applying for the E- verify program can be found at: http://www.dhs.gov/xpreyprot/programs/gc 1185221678150 shtm C. Consultant shall not use either the E- verify program or other Department Program procedures to undertake pre - employment screening of job applicants while the public contract for services is being performed. d. If Consultant obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with an undocumented individual, Consultant shall be required to: i. Notify the subcontractor and County within three (3) days that Consultant has actual knowledge that the subcontractor is employing or contracting with an undocumented individual; and ii. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to subparagraph (i) of the paragraph (d) the subcontractor does not stop employing or contracting with the undocumented individual; except that Consultant shall not terminate the contract with the subcontractor if during such three (3) days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an undocumented individual. e. Consultant shall comply with any reasonable request by the Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to its authority established in C.R.S. 8- 17.5- 102(5). f. If Consultant violates these prohibitions, County may terminate the Agreement for breach of contract. If the Agreement is so terminated specifically for breach of this provision of this Agreement, Consultant shall be liable for actual and consequential damages to County as required by law. g. County will notify the Colorado Secretary of State if Consultant violates this provision of this Agreement and County terminates the Agreement for such breach. 9 Eagle County Prof Services Final 5/14 IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first set forth above. COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its COUNTY MANAGER By: 4Brentall, County Manager LYLE &-� ISSCIATES, INC.: B Print N y�C, Title: �Lr$ ♦�5��- zo Eagle County Prof Services Final 5114 Leadership & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 in nnnnC/ I r rn yr v,�n� LEADERSHIP, GOVERNANCE, AND STRATEGIC PLANNING County Commissioners Eagle County, Colorado March 2015 Program Outcomes ➢ GOVERNANCE: ENHANCING THE PERFORMANCE AND EFFECTIVENESS OF THE COMMISSIONERS AND COUNTY MANAGER • Commissioners and County Manager: Framework for Effectiveness • "House Rules" • Protocols: Daily Operating Guidelines for the Commissioners and County Manager • Roles and Responsibilities: Commissioners and County Manager • Expectations and Actions for Effectiveness: Commissioners and County Manager ➢ VISION, GOALS, PLAN (5 YEAR), and, MISSION FOR THE EAGLE COUNTY • Vision 2030: A Vision Statement with defined, value -based principles that describe the preferred future in 15 years for the Eagle County • Goals for 2020: Four to six Goals with measurable objectives which become major focus areas for the Eagle County • Plan 2015 — 2020: A Plan to realize the Vision, to enhance the Mission and to achieve the Goals with an analysis of major challenges and opportunities and specific actions • Mission: A Mission Statement that defines what should be the primary purposes of the Eagle County with operating guidelines and service priorities ➢ STRATEGIC DISCUSSION ON CRITICAL ISSUES • Critical Issues: key issues shaping the Eagle County future • Strategy: desired outcomes, potential partners, activities, timeframe Copyright © 2015: Lyle Sumek Associates, Inc. Project 150316 1 Leadership & Sl ategic Planning Workshop Proposal/Eagle County, Colorado March 2015 ➢ ACTION AGENDA FOR 2015 • Policy Agenda for 2015: A Top "10" list of Top and High Priority policy related actions for the County Commissioners to address during the next year • Management Agenda for 2015: A Top "10" List of Top and High Priority management or administrative actions for the next year • Major Projects for 2015: A list of key projects to be completed or requiring significant work for the next year • Action Outlines 2015: For prioritized actions including activities /milestones, timeframe, responsible party /team • Guidelines for Budget and Capital Projects: direction, priorities ➢ MAKING THE STRATEGIC PLANNING PROCESS WORK FOR THE EAGLE COUNTY InstitUttionalizing the process in the governance process and the organization • Progress Matrix or Status Reports • Marketing the Plan to the Community • Inicorporation into Policy Reports, Budget Plan Development, Program Development, Project Planning Copyright 0 2015: Lyle Sumek Associates, Inc. Project 150316 Leadership & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 Program Outline ACTIVITY 1: Strategic Planning Activity Outline for the Eagle County The consultant will consult with the County Manager to finalize purposes, work products, activities, and time frames. ACTIVITY 2: County Commissioners and County Manager Background Interviews The consultant will interview each member of the County Commission, the County Manager, County Attorney and others. The purposes of each interview are to: • Gain background on the Eagle County and the community • Discuss their vision for the future, mission of Eagle County, goals for 2020 • Identify and discuss issues today and opportunities on the horizon • Focus on key topics for the Workshop During the interview, the questions are likely to explore the following information: 1. During the past year, what are the major successes for the Eagle County? 2. What did not get accomplished this past year or is in progress and needs to continue for the next year? 3. What does success mean for the Commissioners and County Manager? 4. What are Eagle County's primary strengths, weaknesses, opportunities and threats? 5. Success for the Eagle County in 2030 means ...? 6. As you look to the future, what are the major challenges facing the Eagle County? 7. What do you believe are the most important 5 -year goals for the Eagle County? 8. During the next year, what are the specific, major issues that you feel need to be addressed by the Eagle County? 9. What suggestions do you have for increasing the effectiveness of the County Commissioners /County Manager? 10. What other topics do you feel need to be addressed during the workshop? Additional questions are likely to be added to this list based upon further discussion. ACTIVITY 3: Interview Analysis and Preparation of Leader's Guide 2015 — A Working Document for Key Managers The consultant will analyze the interview data and prepare a summary of: Vision 2030 Rough Outline Draft: Statement with defined principles Working Draft Goals for 2020 with Objectives Potential Targets for Action 2015 Copyright © 2015: Lyle Sumek Associates, Inc. Project 150316 Leadership & St ategic Planning Workshop Proposal/Eagle County, Colorado March 2015 • Mission Rough Outline Draft: Purpose of County Government with defined principles and core services These drafts will be placed in a Leader's Guide — A Working Document for Key Managers that will be used and modified during the Strategic Planning process. ACTIVITY 4: Strategic Planning Session 1 for Key Managers Team A one-day, Leadership and Strategic Planning Workshop will be held. The purpose of this session is to: • Provide background on Strategic Planning • Review accomplishments from the past year • Focus on Vision, Mission and direction for the Eagle County • Identify topics for County Commissioners' Workshop The specif[c agenda will be developed and submitted to the County Manager. The Workshop should be flexible, adjusting to your needs, and should be fun in order to maximize the learning experience. ACTIVITY 5: Strategic Planning Session with Elected Officials (Optional) The Consultant and County Manager will have a planning session (2 -4 hours) with other elected officials. The purposes of this session are to: • Review the strategic planning process • Discuss challenges and opportunities facing Eagle County • Identify key issues /topics needing to be addressed by Eagle County — one -year and five - yealr • Discuss any suggestions for the County Manager The results of this session will be incorporated into the "Leader's Gide 2015 — Working Document ". ACTIVITY 6: Preparation of Leaders' Guide 201 S for County Commissioners The Consultant will analyze the interview data and prepare a summary of: • Vision 2030 Rough Draft: Statement with defined principles • Mission Rough Draft: Purpose of County Government with defined principles • Working Draft Goals for 2020 with Objectives • Potential Targets for Action 2015 These dra#s will be placed in a Leader's Guide — A Working Document that will be used and modified during the County Commissioners' Workshop. Copyright 0 205: Lyle Sumek Associates, Inc. Project 150316 Leadership & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 ACTIVITY 7: Leadership and Strategic Planning Workshop I for the County Commissioners A 11 /z — 2 days Leadership and Strategic Planning Workshop will be conducted for the County Commissioners. The specific agenda will be developed based upon the interviews. A typical outline for a Leadership and Strategic Planning Workshop follows: 1. Keys to County Success: Effective Leadership and Teamwork 2. Governance: County Commissioners and County Manager 3. Realities for 2015: for Counties, for the Eagle County 4. Strategic Planning Model the for Eagle County 5. Performance Report 2014 6. Eagle County's Vision 2030 7. Eagle County: Mission and Core Services 8. Goals for 2020 9. Plan 2015 — 2020: Initial Draft ACTIVITY 8: Strategic Planning Workshop II for Key Managers Team A one -day Strategic Planning Workshop is suggested for the Key Managers. This workshop will focus on: • Governance Guide: Review • Vision 2030: Review, Reality Test • Goals 2020: Review, Reality Test • FOR EACH GOAL o Outcome -based Objectives: Review o Value to Residents: Review o Challenges and Opportunities with Short Term Priority o Actions 2015 with Initial Priority • Eagle County's Mission and Service's: Review • Action Outlines 2015: Development (with Key Issues, Activities/Milestones, Time Frame, Responsible Party ACTIVITY 9: Leadership and Strategic Planning Workshop II for the County Commissioners Leadership and Strategic Planning Workshop II (2 — 4 hours) will be held for the County Commissioners. The purposes of this Workshop are: • Governance Guide: Further Refinements • Plan 2015 — 2020: Refinement and Finalization • Action Agenda 2015: Policy Agenda 2015 - Top Priority, High Priority; Management Agenda 2015 — Top Priority, High Priority • Action Outlines on Key Issues: 2015 • Actions to Make the Strategic Planning Process Work for Eagle County Copyright © 2015: Lyle Sumek Associates, Inc. Project 150316 Leadership & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 ACTIVITY 10: Final Reports for the County Commissioners and County Manager As a follow -up to the workshop, the following reports will be prepared for the County Commissioners and County Manager: • Governance Guide • Strategic Plan 2015 — 2020 - 2030 • Executive Summary 2015 — 2020 — 2030 (small booklet) • Action Agenda 2015 with Monthly Calendar • Leader's Guide 2015: Final Report • Plan in Brief 2015 (1 page /2- sided, laminated) • Performance Report 2014 These reports become working documents for the next year. Copyright 0 2015: Lyle Sumek Associates, Inc. Project 150316 Leadership & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 STRATEGIC FRAMEWORK 1 I 1 "Desired Destination for .eagle County" "Map to the Eagle County's Destination" "Raute,ar 11t Year" MISSION "Responsibilities of Eagle County" BELIEFS 1 i o , ilia" Copyright © 2015: Lyle Sumek Associates, Inc. Project 150316 Leadership & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 STRATEGIC FRAMEWORK BASIC ELEMENTS "What We Want to Become — Our Preferred Future as Defined in Value -Based Principles." "Our Road Map for 5 Years — How to Realize Our Vision with Achievable Goals Defined Through: Objectives, Meaning to Our Residents, Challenges and Opportunities, Actions 2015, Maior Proiects 2015 and Actions on the Horizon." EXECUTION "Actions to Implement the Plan — A Work Program for Next Year with a "To Do" List for the County Commissioners and Management — To be Completed with Accountability for the Results." MISSION "Purposes of County Government — Determined in Service Businesses Defined in: Operating Elements, Business Successes, Challenges and Opportunities and Service Improvements 2015." "Our Core Beliefs Which Are the Foundation for Our County Government — Creating a Corporate Culture of Action and Accountability, the Primary Value, As Defined in Performance Standards to Guide Behaviors and Actions." HOW WE CONDUCT OUR BUSINESS Copyright © 2015: Lyle Sumek Associates, Inc. Project 150316 8 Leadership & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 Consultant Resume and Qualifications Lyle J. Sumek, President Lyle Sumek Associates, Inc. 9 Flagship Court Palm Coast, Florida 32137 -3373 (386) 246 -6250 Academic A.B. in Public Administration, San Diego State College, 1967 M.S. in Public Administration, San Diego State College, 1968 Ph.D. in Public Administration, University of Southern California, 1977 Local Government Management Intern, City of San Diego, 1965 Management Assistant, City of San Diego, 1965 — 1968 (Fire Department, Public Works Department, Interim City Administrator's Office) University Teaching Instructor, University of Southern California, 1970 — 1972 Assistant Professor, Northern Illinois University, 1972 — 1973 Associate Professor and Assistant Dean (Boulder Campus), University of Colorado, 1973 — 1979 Consultin.g Services President, Sumek Associates, Inc. (a Colorado Corporation), 1979 — 1991 President, Lyle Sumek Associates, Inc. (a Florida Corporation), 1991 — Present Publications Numerous Publications on Leadership, Strategic Planning, Team Building and Aligning the Corporate Culture — High Performance Organization Accountable for the Results Copyright © 2015: Lyle Sumek Associates, Inc. Project 150316 Leadership & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 References Beaufort Countv, South Carolina City of Hermosa Beach. California Gary Kubicj County Manager Tom Bakaly, City Manager 100 Ribaut Road 1315 Valley Drive Beaufort, SC 29902 Hermosa Beach, California 90254 (843) 255 -2184 (310) 318 -0216 Citv of Gilrov. California Citv of Sugar Land. Texas Tom Haglumd, City Administrator Allen Bogard, City Manager 7351 Rosanna Street 2700 City Center Blvd North Gilroy, California 95020 Sugar Land, TX 77479 (408) 846 -0202 (281) 275 -2713 Citv ofDlubuoue. Iowa Citv of Peoria. Illinois Michael C. VanMilligen, City Manager Patrick Urich, City Manager 50 W 13th Street 419 Fulton, Suite 207 Dubuque, IA 52001 Peoria, IL 61602 (563) 690 -6036 (309) 494 -8524 Town of Hilton Head Island. South Carolina Citv of Virginia Beach. Virginia Steve Riley; Town Administrator James K. Spore, City Manager 1 Town Center Court 2401 Courthouse Drive Hilton Head Island, SC 29926 -1872 Building 1, Room 234 (843) 341 -4701 Virginia Beach, VA 23456 -9001 (757) 427 -4242 More references are available upon request. Copyright 0 205: Lyle Sumek Associates, Inc. Project 150316 10 Leadprship & Strategic Planning Workshop Proposal/Eagle County, Colorado March 2015 Fee Estimate Leadership and Strategic Planning Eagle County March 2015 ESTIMATED BILLING TIME: Number of days scheduled is flexible and is based on the needs of the County. ACTIVITY 1 Strategic Planning Outline for the Eagle County ACTIVITY2 County Commissioners and County Manager Background Interviews (1 hour per person, in person or by phone, billed at actual time) ACTIVITY 3 I Interview Analysis and Preparation of Leader's Guide 2015 —A Working Document for Managers ACTIVITY 4 Strategic Planning Session I for the Key Management Team ACTIVITY S Planning Session with Other Elected Officials ACTIVITY 6 Preparation of Leader's Guide 2015 for the County Conunissioners ACTIVITY 7 Leadership and Strategic Planning Session I for the County Commissioners ACTIVITY 8 1 Strategic Planning Workshop II for Managers ACTIVITY 9 Leadership and Strategic Planning Workshop II for the County Commissioners ACTIVITY 10 Final Reports for the County Commissioners and County Manager Total Estimated Time * Cancellation /unavailability of individuals may result in additional charges 8 -14 Days Copyright © 2015: Lyle Sumek Associates, Inc. Project 150316 11 Leadership & Stategic Planning Workshop Proposal/Eagle County, Colorado March 2015 CONSULTATION FEES: Individual consultation $ 225.00 per hour $1,800.00 per day on -site (8 hours) The typical cost is $16,000 - $26,000 to completion + expenses + products. EXPENSES Additional Costs Including, but not limited to: • Airline Tickets • Travel /Auto Expenses • Telephone /Fax Usage Fee (billed at $12.00 1hr.) • Assessment Instruments • Accommodations and Meals • Typing, Duplication, Binding, Shipping • Products: — Performance Report 2014 — Governance Guide 2015 — Strategic Plan (coil bound) — Executive Summary (booklet) — Action Agenda 2015 — Leader's Guide Summary Report — Plan in Brief Copyright 0 2015: Lyle Sumek Associates, Inc. Project 150316 12 ACORV (� CERTIFICATE OF LIABILITY INSURANCE DATE (MM /DDNYYY) 6/2/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. 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