HomeMy WebLinkAbout2014-646 Co Manager - Letter of Agreement with Visser Project Management Consulting Services for Phase II Strategic Communications Plan Development ORANGE COUNTY, NORTH CAROLINA
LETTER OF AGREEMENT
Phase II —Strategic Communications Plan Development
This Agreement is made and entered into as of the 1st day of April, 2014 by and
between 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 research, analysis, report preparation and
presentation, and any reasonably related follow-up services related to Phase 11 of a
possible Strategic Communications Plan for Orange County, as outlined in agenda item
#4 of the April 8, 2014 work session of the Orange County Board of Commissioners.
1. Scope of Work.
a. Contractor will confer with the County Manager and/or his designees to develop
an intended scope of work for Phase II and any minor modifications thereto that may
become necessary or practical.
b. Contractor will review all relevant background materials provided by County Staff
to County Commissioners ahead of two Commissioner work sessions intended to
address the Strategic Communications Plan topic (tentatively scheduled for April 8,
2014 and May 15, 2014).
C. Contractor will schedule and cant' out one interview session with each of the
seven County Commissioners to obtain their input regarding purpose, composition,
elements, tools, target audiences, and the like that should be considered for
incorporation at a future date into a possible Orange County Strategic Communications
plan
d. Contractor will cant' out at least one collective interview session with County staff
members designated by the County Manager who currently have some level of
responsibility for public information/outreach in their existing scope of duties.
e. The number, scope, and timing of any additional interviews or meetings will be
based on consultation with the County Manager regarding what may be necessary and
desirable to produce the most useful possible report and presentation at the May 15,
2014 work session.
f. Contractor is retained explicitly to work with Board and staff to conduct research,
analysis, and query that will lead to preparation and presentation by Contractor of a
report at a May 2014 Commissioner work session regarding the degree of Board
consensus (or not) regarding elements, purpose, responsibilities, communication tools,
and target audiences for a possible Orange County Strategic Communications Plan.
Contractor is not retained for, and does not claim, specific subject matter expertise
regarding strategic communications plans. Contractor will, however, coordinate as
appropriate with in-house County subject matter experts in preparation of this Phase 11
report.
g. In the interests of maintaining a relatively narrow scope of work, Contractor will
explicitly NOT confer with outside subject matter experts nor conduct any additional
research and analysis of other jurisdictions' strategic communications plans during
Phase II. Such activities might be considered for inclusion in a subsequent Phase III
scope of work, should the project be extended at some future point by decision of the
Board of County Commissioners.
h. Contractor efforts are intended to be limited to 60 hours or less for Phase ll. No
work will be conducted beyond 70 hours without mutual written agreement between
Contractor and the County Manager.
2. Duration of Services.
The services outlined in this Agreement shall take place between April 1, 2014 and May
31, 2014.
3. Compensation.
County will pay Contractor at a rate of$120.00 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 rendered
pursuant to the terms of this Agreement shall not exceed seven thousand two hundred
dollars ($7,200.00). If the agreed scope of work can be accomplished in fewer than the
60 hours allocated, Contractor will bill only for hours actually spent on the engagement.
4. Payments.
Payment will be made at the end of each month, and at completion of the scope of
work, to Contractor within 30 days of receipt of an invoice and supporting activity log
submitted by Contractor to designated County Staff liaison detailing work accomplished
each month.
5. Logistics.
a. County Staff will assist Contractor in arranging interviews with Commissioners
and staff.
b. County will provide appropriate work space and technological support in County
facilities as needed for Contractor to conduct interviews, analysis, and report
preparation.
6. Liaisons.
a. Michael Talbert (or his designee) 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
rocket121856(a-gmaii.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.
Organizatio
By:
For Orange County Board of Commissioners Date T
Visser Project Management Consulting
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By: ,c-a-r k Z
Roderick Visser, Principal Date
This instrument has been pre-audited in the manner required by the Local Government
Budget and Fiscal Control Act.
By: 0/9'� i% J�' -
Financial Services Director Date