HomeMy WebLinkAbout2024-316-Health Dept-Ann Meletzke-Conultation for Communication StrategiesRevised 01/24
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[Departmental Use Only]
TITLE Meletzke - Consulting
FY 2023-2024
NORTH CAROLINA
SERVICES AGREEMENT NO RFP/RFQ
ORANGE COUNTY
This Services Agreement (hereinafter “Agreement”), made and entered into this 30th day of
May, 2024, (“Effective Date”) by and between Orange County, North Carolina a political
subdivision of the State of North Carolina (hereinafter, the "County") and Ann Meletzke,
(hereinafter, the "Provider").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Agreement is for services to be rendered by Provider to County with respect
to (insert type of project): Consultation for communication strategies.
ii) By executing this Agreement, the Provider represents and agrees that Provider is
qualified to perform and fully capable of performing and providing the services
required or necessary under this Agreement in a fully competent, professional and
timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic Services, as
described and designated in Section 3 hereof. Compensation to the Provider for
Basic Services under this Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 to satisfactorily complete the Project within the time limitations set
forth herein and in accordance with the highest professional standards.
b. Standard of Care.
i) The Provider shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with the highest generally accepted standards
of this type of Provider practice throughout the United States and in accordance
with applicable federal, state and local laws and regulations applicable to the
performance of these services. Provider is solely responsible for the professional
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quality, accuracy and timely completion and submission of all work related to the
Basic Services.
ii) Provider shall be responsible for all errors or omissions of its agents, contractors,
employees, or assigns in the performance of the Agreement. Provider shall
correct any and all errors, omissions, discrepancies, ambiguities, mistakes or
conflicts at no additional cost to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior
written permission of the County. No permission for subcontracting shall create,
between the County and the subcontractor, any contract or any other relationship.
iv) Provider is an independent contractor of County. Any and all employees of the
Provider engaged by the Provider in the performance of any work or services
required of the Provider under this Agreement, shall be considered employees or
agents of the Provider only and not of the County, and any and all claims that may
or might arise under any workers compensation or other law or contract on behalf
of said employees while so engaged shall be the sole obligation and responsibility
of the Provider.
v) If activities related to the performance of this Agreement require specific licenses,
certifications, or related credentials Provider represents that it or its employees,
agents and subcontractors engaged in such activities possess such licenses,
certifications, or credentials and that such licenses certifications, or credentials are
current, active, and not in a state of suspension or revocation.
vi) Should any documents, exhibits, or addenda be attached to this Agreement, the
terms of this Agreement shall have priority in any conflict with or among the
terms of such referenced documents, exhibits.
vii) Should this Agreement involve project designs, the construction or creation of
which is to be bid out or fulfilled by other contractors, and bidding or negotiation
with contractors produce prices which, when added to the other elements of the
approved total project cost, produce a cost that is in excess of the approved total
project cost, the Provider shall participate with the County in negotiation and
design adjustments to the extent such are necessary to obtain prices within the
approved total project cost. All activity of the Provider with respect to these
matters shall constitute Basic Services and shall be performed by the Provider
without additional compensation. If negotiation and design adjustments fail to
bring costs within the total project cost the County may reject all bids and
Provider will redesign or reduce portions of the project in an effort to reduce the
bid prices to within the total project cost and rebid the project. One such redesign
is included within Basic Services. If this second letting for bids does not produce
bids that are within the approved total project cost initially or after negotiations
with the contractor the cost is not reduced to an amount within the total project
cost, the Provider is not obligated to engage in further redesign.
3. Basic Services
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a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows
(fully describe services to be provided): Consultation to assist in building cohesive teams
and teaching new leadership compentencies to enhance communication, accountability,
collaboration, and overall well-being of the Health Department per Scope of Work -
Public Health which is attached hereto as Exhibit A.
4. Duration of Services
a. Term. The term of this Agreement shall be from June 1, 2024 to September 30, 2024.
b. Scheduling of Services.
i) The Provider shall schedule and perform its activities in a timely manner.
ii) Should the County determine that the Provider is behind schedule, it may require
the Provider to expedite and accelerate its efforts, including providing additional
resources and working overtime, as necessary, to perform its services in
accordance with the approved project schedule at no additional cost to the
County.
iii) The Commencement Date for the Provider's Basic Services shall be June 1, 2024.
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services satisfactorily (as
determined by the County) performed pursuant to this Agreement. The maximum
amount payable for Basic Services shall not exceed Twenty One Thousand Eight
Hundred Seventy Five Dollars ($21,875). Payment for satisfactorily performed Basic
Services shall become due and payable within thirty (30) days of Provider properly
invoicing County. Payment shall be subject to provisions of Section 5(b).
b. Disputes. In the event the amount stated on an invoice is disputed by the County, the
County may withhold payment of all or a portion of the amount stated on an invoice
until the parties resolve the dispute. Should Provider fail to perform its duties under the
terms of this Agreement, County may, without fault or penalty, withhold any payment
associated with the work to be performed until such time as said work is completed.
c. Additional Services. County shall not be responsible for costs related to any services in
addition to the Basic Services performed by Provider unless County requests such
additional services in writing and such additional services are evidenced by a written
amendment to this Agreement.
6. Responsibilities of the County
a. Cooperation and Coordination. The County has designated (Quintana Stewart, Health
Director) to act as the County's representative with respect to the Project who shall have
the authority to render decisions within guidelines established by the County Manager or
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the County Board of Commissioners and who shall be available during working hours as
often as may be reasonably required to render decisions and to furnish information.
7. Insurance
a. General Requirements. Provider shall obtain, at its sole expense, Commercial General
Liability Insurance, Automobile Insurance, Workers’ Compensation Insurance, and any
additional insurance as may be required by County’s Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated
herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing_division/contracts.php). If
County’s Risk Manager determines additional insurance coverage is required such
additional insurance shall consist of N/A (if no additional insurance required mark N/A
as being not applicable). Provider shall not commence work until such insurance is in
effect and certification thereof has been received by the County's Risk Manager.
8. Indemnity
a. Indemnity. To the extent authorized by North Carolina law the Provider agrees, without
limitation, to defend, indemnify and hold harmless the County from all loss, liability,
claims or expense, including attorney's fees, arising out of or related to the Project and
arising from property damage or bodily injury including death to any person or persons
caused in whole or in part by the negligence or misconduct of the Provider except to the
extent same are caused by the negligence or willful misconduct of the County. It is the
intent of this provision to require the Provider to indemnify the County to the fullest
extent permitted under North Carolina law.
9. Amendments to the Agreement
a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The Provider
shall proceed to perform the Services required by the Amendment only after receiving a
fully executed Amendment from the County.
10. Termination
a. Termination for Convenience of the County. This Agreement may be terminated without
cause by the County and for its convenience upon seven (7) days’ prior written notice to
the Provider.
b. Other Termination. The Provider may terminate this Agreement based upon the County's
material breach of this Agreement; provided, the County has not taken all reasonable
actions to remedy the breach. The Provider shall give the County seven (7) days' prior
written notice of its intent to terminate this Agreement for cause. Either party may
terminate this Agreement upon notice to the other party that obligations pursuant to this
Agreement are made impractical due to declarations of emergency by Orange County or
by North Carolina due to events directly impacting Orange County. Both parties shall
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remain responsible for all payment and performance due up to the receipt of such notice,
but shall have no further obligation or responsibility beyond that date provided the
terminating party has taken all reasonable steps to complete the performance of its
obligations.
c. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees and
expenses that it has earned to the date of termination, less any costs or expenses
incurred or anticipated to be incurred by the County due to errors or omissions of
the Provider. Upon request of the County, the Provider shall submit to County all
relevant documentation, including but not limited to, job cost records, to support
its claims for final compensation.
ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) days, at no additional cost, all deliverables including any
electronic data or files relating to the Project.
d. Waiver. The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Provider with any provisions of this Agreement
or the waiver by the County of any breach of this Agreement shall not constitute a
waiver of any claim for damages by the County for any breach of this Agreement or a
waiver of any other required compliance with this Agreement.
e. Suspension. County may suspend the Basic Services and this Agreement at any time for
County’s convenience and without penalty to County upon three (3) days’ notice to
Provider. Upon any suspension by County, Provider shall discontinue work on the Basic
Services and shall not resume the Basic Services until notified to proceed by County.
11. Additional Provisions
a. Limitation and Assignment. The County and the Provider each bind themselves, their
successors, assigns and legal representatives to the terms of this Agreement. Neither the
County nor the Provider shall assign or transfer its interest in this Agreement without the
written consent of the other.
b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights
of respective parties hereunder shall be governed by the laws of the State of North
Carolina. By executing this Agreement Provider affirms that Provider and any
subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter
64 of the North Carolina General Statutes. By executing this Agreement Provider
certifies that Provider has not been identified, and has not utilized the services of any
agent or subcontractor identified, on the list created by the State Treasurer pursuant to
G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not
been identified, and has not utilized the services of any agent or subcontractor identified,
on the list created by the State Treasurer pursuant to G.S. 147-86.81.
c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable
local, state, and federal laws, rules, and regulations including but not limited to all state
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and federal non-discrimination laws, policies, rules, and regulations and the Orange
County Non-Discrimination Policy and Orange County Living Wage Policy (each
Orange County policy is incorporated herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing_division/contracts.php.) Any
violation of the Orange County Non-Discrimination Policy is a breach of this Agreement
and County may immediately terminate this Agreement without further obligation on the
part of the County. This paragraph is not intended to limit and does not limit the
definition of breach to discrimination.
d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages
with respect to any provision of, or the performance or non-performance of, this
Agreement shall be brought in the General Court of Justice of North Carolina sitting in
Orange County, North Carolina. It is agreed by the parties that no other court shall have
jurisdiction or venue with respect to such suits or actions. Binding arbitration may not
be initiated by either Party, however, the Parties may agree to nonbinding mediation of
any dispute prior to the bringing of such suit or action.
e. Entire Agreement. This Agreement represents the entire and integrated agreement
between the County and the Provider and supersedes all prior negotiations,
representations or agreements, either written or oral. This Agreement may be amended
only by written instrument signed by both parties. Modifications may be evidenced by
facsimile signatures.
f. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the
Parties.
g. Ownership of Work Product. Should Provider’s performance of this Agreement generate
documents, items or things that are specific to this Project such documents, items or
things shall become the property of the County and may be used on any other project
without additional compensation to the Provider. The use of the documents, items or
things by the County or by any person or entity for any purpose other than the Project as
set forth in this Agreement shall be at the full risk of the County.
h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and
the validity of this Agreement is based upon the availability of public funding under the
authority of its statutory mandate.
In the event that public funds are unavailable or not appropriated for the performance of
County’s obligations under this Agreement, then this Agreement shall automatically
expire without penalty to County immediately upon written notice to Provider of the
unavailability or non-appropriation of public funds. It is expressly agreed that County
shall not activate this non-appropriation provision for its convenience or to circumvent
the requirements of this Agreement.
In the event of a change in the County’s statutory authority, mandate or mandated
functions, by state or federal legislative or regulatory action, which adversely affects
County’s authority to continue its obligations under this Agreement, then this Agreement
shall automatically terminate without penalty to County upon written notice to Provider
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of such limitation or change in County’s legal authority.
i. Signatures. This Agreement together with any amendments or modifications may be
executed electronically. All electronic signatures affixed hereto evidence the consent of
the Parties to utilize electronic signatures and the intent of the Parties to comply with
Article 11A and Article 40 of North Carolina General Statute Chapter 66.
j. Notices. Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Orange County Provider’s Name
Attention: Kimberlee Quatrone Ann Meletzke
P.O. Box 8181 1860 Sissipahaw Way, D201
Hillsborough, NC 27278 Saxapahaw, NC 27340
[SIGNATURE PAGE TO FOLLOW]
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IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have
hereunder set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER:
By: _________________________________
Bonnie Hammersley, County Manager
By: __________________________________
Ann Meletzke, Public Health Strategist &
Consultant
Printed Name and Title
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ORANGE COUNTY—INTERNAL USE ONLY
______________________________________________________________________________
Finance Information
Vendor Name: Ann Meletzke Vendor Contact Person: Ann Meletzke Phone: 336-214-0771 Address: 1860
Sissipahaw Way, D201 City Saxapahaw State: NC Zip: 27340 Department: Health Amount: $21,875.00
Purpose: Conultation for Communication Strategies Budget Code(s): 10414020-630000-71466 Vendor # 68544
Vendor Status with NCSOS: No status Vendor is a BOCC consultant: Yes No
Contract Details
Contract Type: New Amendment (Original Contract: ) (Most Recent Amendment )
Effective Date 6-1-24 End Date 9-30-24 Notice Date (Notice Purpose )
Award
Approved by Board (Agenda Date: ); Made or Administered by
Signature Authority
- BOCC Express Delegation (Agenda Date: )
- Policy 9.4: Under $5,000; Service Under $90,000; Construction Under $250,000
- Budget Policy Section XV (Capital Improvement Project: )
Bidding
Informal Bidding ($30k-$90k); Formal RFP ($90k+); Other (<$30k); Exception(# )
Department Affirmation
This agreement is approved as to technical form and content and I as Department Director affirmat ively state
work on this project has not been initiated prio r to execution of the agreement.
This agreement is approved as to technical form and content. Services related to this agreement have alread y
begun or been completed. Description of the nature of the emergency condition that was addressed:
Department Director’s Signature ________________________________________ Date: ________
Information Technologies
This agreement has been reviewed and is approved as to information technology content and specifications:
Office of the Chief Information Officer___________________________________ Date: ________
Inapplicable because no hardware/software purchases or related services
Risk Management
This agreement is approved for sufficiency of insurance standards, specifications, and requirements:
Office of the Risk Management Officer___________________________________ Date: _________
Financial Services
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control
Act:
Office of the Chief Financial Officer ____________________________________ Date: _________
Legal Services
This agreement is approved as to legal form and sufficiency:
Office of the County Attorney __________________________________________Date: ________
Clerk to the Board
All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov
The following signature block is for hard copies only and is not required for Docusign contracts:
Received for record retention:
Office of the Clerk to the Board __________________________________________Date:________
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6/3/2024
6/10/2024
6/10/2024
6/12/2024
SCOPE OF WORK
PUBLIC HEALTH
May 23, 2024
ORANGE COUNTY HEALTH DEPARTMENT
Consultation for Communication Strategies
PROVIDED FOR Quintana Stewart, Health Director
PROVIDED BY Ann Meletzke, Public Health Strategist and Consultant
336-214-0771| annmeletzke@gmail.com
Current State
The Orange County Health Department has a vibrant team with an exciting
vision that can be achieved through high functioning teams. Quintana Stewart,
the health director, seeks consultation to execute a three-tiered framework for
formalizing how the agency communicates across channels. The framework will
include strategies to develop and execute a communications plan for the
organization, build off any existing sets of recommendations for individual
teams, and effectively tie communications and recommendations to performance
management.
Past State
There are opportunities to apply structure and accountability in relationships to
prioritize the following:
•Create clear expectations for communicating across agency.
•Build off previous retreat recommendations.
•Develop skills to connect workflow to performance in meaningful ways.
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Foundations for Public Health Theory & Practice
Ann Madren Meletzke’s career is devoted to the formation of innovative public
health initiatives to impact systems. At present, she is providing consultation to
health departments across North Carolina.
Previously, she focused on the training and development needs of nine public
health departments in North Carolina. She also directed the work of Healthy
Alamance, a nonprofit partnership between Cone Health -Alamance Regional and
the Alamance County Health Department. Under her leadership, this
organization committed to using a Community Based Participatory Research
approach to its body of work with a statement of purpose focused on the
identification and elimination of racial disparities. Using the Community Health
Assessment (CHA) and operationalizing the Community Health Improvement
Plan (CHIP) as engagement and educational tools, both documents captured
vital snapshots of the current environment in Alamance and its impact on health.
These documents are used to drive care, inform local government policy, and
direct funding. Healthy Alamance continued to serve as a bridge for healthcare
and public health to develop authentic relationships with the community. Critical
to this process, Healthy Alamance respectfully gathered both quantitative and
qualitative data and transparently communicated this information while offering
useful guidance. This process encouraged healthcare institutions and local
government to consider procedural and policy change to address the conditions
that keep the underserved from thriving.
Prior to joining Healthy Alamance, Ann modeled change in the pediatric setting
using practice facilitation techniques to give providers a means to make changes
that would empower their clinics to achieve best practice standards. Project
LAUNCH received state and national attention in its first year of implementation.
In May 2013, it was featured in the American Academy of Pediatrics’ National
Center for Medical Home Implementation Webinar: “How to Incorporate Best
Practices in Family Centered Care in Your Practice.” In September 2013, it
received the NC Glaxo Smith Kline Foundation Child Health Recognition Award
and inclusion in the national Practical Playbook: Duke Department of Community
& Family Medicine, de Beaumont Foundation, Center for Disease Control &
Prevention.
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Ann earned bachelor’s degrees in sociology and business administration from
Longwood University and Averett University. She has a master’s degree in public
health from the University of North Carolina, Gillings School of Global Public
Health, with a focus on public health leadership and interests in workforce
management and epidemiology.
Future State
Map
Initial meetings with Quintana Stewart will define the goals and outcomes for
June – August 2024 with options for follow-up and will be achieved through
activities, definition of the timeline, and clarity of roles.
Plot
Understanding the strengths, opportunities and current state of each tier
requires a set of activities that facilitate the executive team with the
development of a communications plan that is built on clear, shared language
with a discernment process intent on establishing a code of civility across the
organization. Additional tier activities will include a review and follow up on
previous recommendations for clinical team and standardize a process for
performance management as it pertains to documentation and language.
Steer
Consulting support to incorporate elements of team building, strategic planning,
and competency development. Objectives and topics may include:
• Build cohesive teams with a healthy team identity rallied around a
common vision, purpose, and communication strategy.
• Learning new leadership competencies to enhance communication,
accountability, collaboration, and overall well-being.
• Follow-up to ensure adoption and support necessary changes.
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Deliverables
Tier One Executive Team – Communications Strategy (40 hours)
1) Develop and conduct a Conflict Management Workshop reviewing theoretical
models of conflict resolution and incorporating practical application.
2) Use a model to reshape expectations of engagement requiring weekly
commitments.
3) Create and adopt a communication plan that includes dissemination to
organization.
Tier Two Clinic – Follow up from Clinic Retreat recommendations held
on June 21, 2023 (40 hours)
1) Conduct (15) 30-minute clinic interviews to reengage
2) Finish the following sections of charter
• Activity
• Building our shared values
• How we make decisions
• Limitations or constraints of team
• Major peeves
• How we will resolve conflict
3) Conduct a Clinical Needs Assessment using PLANNING TOOLKIT FOR USING
CDC’s Recommendations for Providing Quality Services – gets to purpose and
defining performance - 8 worksheets plus action plan.
4) Identify positions that require a standardization of work.
5) Reinitiate the WTF Committee to work on scheduling issue implementing the
following recommendations from retreat:
• Establish a calendar of meetings for 2024 -25
• Use a required agenda – template in appendices
• Define roles – at a minimum, require the following: facilitator, note taker,
accountability role.
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Tier Three Managers Workshop (15 hours)
A 3-hour workshop for five divisions (5) to discuss the performance management
documentation process and how to effectively convey performance to both
employees and agency.
Anticipated Outcome
The above possible activities are not an exhaustive list, but rather suggestions of
how to achieve organization goals. The above deliverables will be reviewed and
approved prior to contracting for the client to have clear expectations of both
content and time.
Investment
Agreements are contracted as a fixed price “Scope of Work (SOW) based on
projected consulting days. The intention is to create a relationship of trust and
partnership with our clients and provide effective services that lead to sustained
results. A fixed price allows our clients to call upon us as needed enabling us to
bring forth the most effective, innovative, and affordable strategies and
solutions possible, without increasing our client’s investment.
My standard consultant rate is $125/hour.
The following Scope of Work (SOW) based on projected consulting days needed:
• Map: no charge
• Plot: 40 hours @ $125 = $5000 (design agenda/framework for each tier to be
completed by June 15, 2024).
• Steer: 95 hours @ $125 = $11,875 (activities to be executed no later than July
31, 2024).
• Steer: Follow up 40 hours @ $125 = $5000 (follow up to activities to be
completed no later than August 31, 2024).
Total Investment: $21,875
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**Additional fees for travel, accommodation, training materials, assessment
instruments, etc. may occur. In these instances, agreements are made directly
with the client for approval in advance and are at the client’s expense.
Payment Schedule
Invoice 1 Due by June 15, 2024, $7291
Invoice 2 Due by July 15, 2024, $7292
Invoice 3 Due by August 15, 2024, $7292
Terms and Conditions
All agreed upon travel and materials fees within 30 days of use. All invoices are
due within 30 days of receipt.
1. Additional expenses: Client is responsible for all in-person session related
expenses including procurement of meeting location, AV needs, and participant
meals including lunch, beverages and snacks as needed.
2. Travel and accommodations: Client is responsible for either a
comprehensive travel fee or reimbursement of all consultant’s travel expenses
including flights, hotels and meals.
3. Payment terms: Payment terms are listed at 30 days. If the invoice is
paid after 30 days, the invoice will reflect an additional 20% of the consulting
fees unless otherwise agreed upon with client. 30 days begins the day after the
invoice is submitted. Payments are subject to client’s Accounts Payable policies
which must be made known prior to the start of services.
4. Cancellation Policy: Ann Meletzke will do everything possible to
accommodate the need for rescheduling at no additional fees. If the agreement
in whole or in part, is cancelled 7 days prior to the start of the agreement or
scheduled event, all agreed upon fees are due in full in addition to any approved
expenses accrued to date. If the starting date of the agreement or scheduled
event is changed, Ann Meletzke will invoice an additional service fee equal to
10% of the estimated agreement fees. If the agreement is canceled in whole or
in part, 14 days prior to the start of services or scheduled event, 50% of the
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fees are due. 30 days advance or greater cancellation incurs a $500 cancellation
fee. This agreement is subject to client’s contractual policies.
5. A formal client/vendor contract with full terms and conditions may be
signed and utilized when a sustained partnership is anticipated. This creates
efficiency and allows for the provision of Scope of Work Outlines as addendums
to the client/vendor contract.
Insurance
COI provided
Acceptance
Your signature below indicates acceptance of this proposal and its terms. This
proposal is accepted and forms an agreement between Quintana Stewart and
Ann Meletzke.
Beint framundan “Straight Ahead”
Client signature ____________________________________________ Date_________
Consultant signature ________________________________________ Date _________
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6/3/2024
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