HomeMy WebLinkAbout2014-111 BOCC - Visser Project Management Consulting Services for BOCC retreat facilitation "?6141- ii/
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ORANGE COUNTY, NORTH CAROLINA
LETTER OF AGREEMENT
Planning and Facilitation of Annual County Commissioners' Planning Retreat
This Agreement is made and entered into as of the 1st day of December, 2013 by and
between the Orange County, a body politic of the State of North Carolina located at
Post Office Box 8181, Hillsborough, North Carolina 27278 ("County"), and Visser
Project Management Consulting Services ("Contractor"), a sole proprietorship whose
mailing address is 104 Sturbridge Lane, Chapel Hill, North Carolina, 27516. The
agreement contemplates Contractor providing planning, facilitation, and any specified
follow-up services related to the annual Planning Retreat for the Orange County Board
of Commissioners scheduled to take place between the hours of 8:00 AM — 4:30 PM on
Friday, January 31, 2014.
1. Services.
a. Contractor will work with designated County Staff and a designated subcommittee of
the full Orange County Board of Commissioners to plan the schedule, topics, and
logistics for the full day retreat. The number, scope, and timing of any pre-retreat
planning meetings will be based on County Staff's assessment of what is necessary
to ensure proper preparation for an effective retreat.
b. Contractor will review all background materials provided by County Staff to County
Commissioners ahead of the scheduled retreat.
c. Contractor will provide facilitation services in accordance with an agreed upon set of
ground rules.
d. Contractor will prepare a draft set of minutes of the retreat discussion within 10
working days of the retreat and submit those to County Staff for finalization and
adoption in accordance with standard County practices.
e. Contractor is retained explicitly to provide process expertise and is not expected to
provide any subject matter or management expertise. Contractor will, however,
coordinate as appropriate with any subject matter experts the County may employ
for presentations or other aspects of retreat discussion.
2. Duration of Services.
The services outlined in this Agreement shall take place between December 1, 2013
and February 14, 2014.
3. Compensation.
County will pay Contractor at an hourly rate of$125.00 per hour for services rendered
plus mileage at the prevailing Internal Revenue Service (IRS) rate and reasonable
reimbursable expenses, if any. The total amount payable for services pursuant to the
terms of this Agreement shall not exceed five thousand dollars ($5,000.00).
4. Payments.
Payment will be made in one lump sum to Contractor within 30 days of Contractor's
completion of the agreed upon scope of work, based on an invoice and supporting
activity log submitted by Contractor to designated County Staff liaison.
5. Logistics.
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a. County Staff will ensure the designated meeting room is properly set up, equipped,
and supplied on January 31, 2014 as agreed upon during pre-retreat Planning
Committee meetings.
b. County Staff will determine all background materials to be distributed to retreat
participants at or in advance of the retreat in furtherance of established retreat
objectives
6. Liaisons.
a. Donna Baker shall serve as County's liaison for issues concerning work under this
Agreement.
b. Rod Visser shall serve as Contractor.
Rod Visser Orange County Board of Commissioners
Principal 200 South Cameron Street
Visser Project Management Post Office Box 8181
Consulting Services Hillsborough, NC 27278
104 Sturbridge Lane (919) 245-2300
Chapel Hill, NC 27516
(919) 929-9516
rocket121856CW-gmail.com
7. Modification, Extension, and Termination. This Agreement represents the entire
agreement between the parties. It may be modified, extended, or terminated by
mutual consent of the parties.
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Organizatio
By:
For Orange County Board of Commissioners Date
Visser Project Management Consulting
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By:
Roderick Visser, Principal Date
This instrument has been pre-audited in the manner required by the Local Government
Bud and cal ont7l Act.
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Financial Services Director Date