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HomeMy WebLinkAboutAgenda - 10-15-1996 - 8j 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 15, 1996 Action Agenda Item#_8- SUBJECT: FACILITATION CONTRACT- SHAPING ORANGE COUNTY'S FUTURE ACTION BY: DEPARTMENT: PLANNING PUBLIC HEARING: Yes X No BUDGET AMENDMENT REQUIRED: Yes__X_No ATTACHMENT(S): INFORMATION CONTACT: Dave Stancil • Proposed Contract Ext.2590 • Cost Estimate TELEPHONE NUMBERS: Hillsborough - 732-8181 Durham - 688-7331 Mebane -227-2031 Chapel Hill -967-9251 PURPOSE: To consider approving a contract with the Orange County Dispute Settlement center for facilitation services to the Shaping Orange County's Future Task Force. BACKGROUND: This contract will provide for facilitation services to the Shaping Orange County's Future Task Force during the project's duration. A Request For Proposals was mailed in July, and two candidates were interviewed by the Shaping Orange County's Future Steering Committee of elected officials on August 27. On September 4,the Steering Committee selected the Dispute Settlement Center's proposal. The Dispute Settlement Center will plan and facilitate the Task Force kickoff retreat on the weekend of November 15-16 and will also plan and facilitate later steps in the process as well as an Assembly of Governments meeting at the conclusion of the project. Total estimated costs for the services are$16,070 -with $5,150 expected to be incurred during FY 96-97. This amount is within the amount budgeted in the SOCF project budget, and funds are currently on hand for the 96-97 expenses. 2 , As the lead agency for this jointly-funded project, Orange County serves as the financial officer and must approve any contracts and disbursement of funds. RECOMMENDATION: The Administration recommends that the agreement with the Dispute Settlement Center be approved and that the Purchasing Director be authorized to execute the appropriate paperwork. 3 Proposed Memorandum of Agreement Between Orange County(the County) and the Orange County Dispute Settlement Center(DSC) 1. DSC will assist the "Shaping Orange County's Future Task Force" in developing a countywide vision for quality growth and community building by providing the following services: Planning and facilitation of a retreat to be held on the evening of Friday,November 15, 1996 and all day on Saturday,November 16, 1996, at which Task Force members would develop the capacity to work as a team, conduct effective meetings and operate under effective consensus-based procedures. Planning and facilitation of Step 6 in the "Shaping" process, through which Task Force members would generate ideas for addressing critical issues, evaluate those ideas and develop preliminary recommendations for community action. Planning and facilitation of an Assembly of Governments meeting at which elected officials from the county and municipal governing boards will deliberate and determine the jurisdictions'joint commitment to the Task Force's recommendations. Meeting facilitation, mediation, process and meeting design, and citizen participation activities as needed over the course of the "Shaping" process. 2. The time period for this contract shall be from September 17, 1996 to June 30, 1999. 3. The County will provide for all project logistics and materials, including adequate meeting facilities, flip chart paper, masking tape, magic markers, refreshments, meals, name tags, photocopying, and notices to participants. 4. In consideration for DSC's services described herein, the County will pay DSC $70 per hour per person for time spent by DSC on all activities necessary for this project, including overall project planning, and the planning, preparation, facilitation and follow-up for any'meetings, retreats and trainings conducted as part of this project. 5. In addition to the personnel costs described above in item#3, the County will reimburse DSC for any out of pocket and travel expenses incurred as a necessity for this project, including for example meeting supplies, long distance telephone calls, postage, photocopying, meals, and automobile mileage at the rate of$ .31 per mile. 6. Each month,DSC will invoice the County for all costs incurred on this project during the previous month. The County will pay or contest the invoice within 10 days of receipt. Both DSC and the County agree to make every effort to resolve all contested invoices within 14 days. Checks will be made payable to the order of the Dispute 4 Settlement Center, and mailed or delivered to DSC, 302 Weaver Street, Carrboro, NC 27510. 7. DSC agrees to designate Public Disputes Program Coordinator Andrew M. Sachs as the lead contact for this project. The County agrees to designate David Stancil, Orange County Planning Department, as project manager and liaison with DSC upon signing of this agreement. 8. In consideration for providing the County with the services described herein, the County agrees to hold DSC, its employees and volunteers completely harmless and without legal and financial responsibility to the County. The County will not involve DSC, its employees or volunteers in any adversarial proceedings, including court or administrative proceedings. The County agrees not to subpoena or compel DSC, its employees or volunteers to be called as witnesses to testify in any court or administrative action involving any of the issues associated with this project. 9. Both DSC and the County acknowledge that should disputes emerge during or after the period of this agreement, each will seek resolution by face-to-face problem- solving, facilitated by a mutually agreeable third party if necessary, before taking the grievance for resolution to any outside arbiter. 10. DSC seeks to raise the awareness of its presence, mission and activities in this community, and so requests that the fact of its participation in and/or contributions to this project be mentioned where appropriate in information about this project that the County develops and provides to public officials,the general public and the news media. 11. Any modification to this agreement must be written and signed by both parties. Accepted by: Date Frances W. Henderson Executive Director Dispute Settlement Center Date John M. Link, Jr. Manager Orange County,North Carolina i 5 Estimated Costs DesigM and=nre= =firm for kick-off retreat_ $1,260 Meet and consult with Steering Committee prior to retreat. $630 Sack, Cas:Wl ,and Allen 3 hrs each @ S701how. rGoUnan pro bono Draft Retreat Plan for Steering Committee review and comment 5350 5 hrs @,5 ear Revise Rem Plan based on Steering Committee comment. $280 4 hrs @ 5701hr Photos WMistribution No direct cast jurisdictions provide) Facilitation of kickoff retreat 530890 Provide retreat lead facilitation and training team. $3,360 S®chs, G=s lly and Allen 2 days @$5601day per person Gakkim;pro bow Provide small group facilitators and assistants, as needed DSC vokimeers provided to project pro bong Prepare retreat summary report and submit to Steering Committee. 5280 4 hrs @$70 Meeting Facilities No&rest cast(Homestead C~) Retreat Meals and Refiubments $200 F.quipmen/Supplies $100 Photocopy/Distribution No&vet cost Owiscbie wa provide) Assess interim status ofrnecess_ Design SW 6- S1912Q Review Task Fo=mimues from previous meetings and other interim doctimeaa. Observe final meeting of Step 5. Meet with Steering Committee. Develop Step 6 process Plam Sachs 2 dap @$560 Photocopq/Distnbution. No drect cast GurfsdicdOM proride) Facilitation of Stee 6- 57,E Prior !!LI ons with Steering Committee as needed. Draft meedng plans for each meeting. Review documents and prepare flip charts, as needed. Facilitate meetings. Follow-up consultations with Steering Committee and Task Force membars as needed. Sachs, 9 days(a3$560 11 Co-facilitator, 9 days @$280 6 Small group facilitators, as needed Pro bono. Photocopy/Distrubution. No direct cast(jurisdictions provide) Desiga,Assembly of Governments meeting 10680 Review minutes of community and Task Force meetings and other interim documents. Meet with Steering Committee. Consult with officials, as needed Develop Meeting Pkuc Sachs, 3 days @$560 Photocopy/Distribution. No direct cost fictions provide) Facilitation of Assembly of Governments meeting 5560 Sachs and co-facilitator, 112 day each @$560 each per dory SOX As noted in the RFP,the potential exists for additional facilitated meetings over the course of this project. For example, there might be a need for one or more facilitated community meetings at which members of the Task Force would receive citizen input. Although not envisioned in the RFP,we think it possible that the Task Force will want to use facilitators at one or more of its sessions during Steps 3,4 or 5. It would be prudent to plan for such Willngencies. As a local resource, DSC can be available for consuhntions and facilitation to this process on an as-needed basis. To provide for predictable cost motes over the course of this 30-month project,we propose to charge$70.00 per hour per person for up to two co- facilitators and $20 per hour for any small group moors needed as a contingency under this project Planning,preparation and follow-up time would be included in all calculations of costs to the project in addition to time spent by&cilitators in meetings. In addition,DSC would be compensated by the sponsoring jurisdictions for any necessary out of pocket vcpenses. 12