HomeMy WebLinkAbout20091341.tiffRESOLUTION
RE: APPROVE SERVICES AGREEMENT WC0901 FOR RESEARCH AND WRITING
SERVICES AND AUTHORIZE CHAIR TO SIGN - FINAL DRAFT COMMUNICATIONS
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Services Agreement WC0901 for Research
and Writing Services between the County of Weld, State of Colorado, by and through the Board
of County Commissioners of Weld County, on behalf of the Department of Human Services, Family
Educational Network of Weld County (FENWC), and Final Draft Communications, commencing
May 19, 2009, and ending June 26, 2009, with further terms and conditions being as stated in said
agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that Services Agreement WC0901 for Research and Writing Services between
the County of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Department of Human Services, Family Educational Network of
Weld County (FENWC), and the Final Draft Communications be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 15th day of June, A.D., 2009, nunc pro tunc May 19, 2009.
BOARD OF COUNTY COMMISSIONERS
WELD Y, COLORADO
ATTEST:
Iliam F. Garcia, Chair
Weld County Clerk to the
adema'her, Pro-Tem
BY.
Dep4ity Clerk to the Boar
Sean P,Conway
APP
FORM:
ounty Attorney
David E. Long
Date of signature If�ai�'lix
c9
2009-1341
HR0080
MEMORANDUM
110)Cfrjr"
DATE: June 8, 2009
WILDTO: William F. Garcia, Chair, Board of County Commissi¢pers
�O . FROM: Judy A. Griego, Director, Human Servibe's
COLORADO RE: Services Agreement WC0901 between they eld County
Department of Human Services and Final Draft
Communications
Enclosed for Board approval is the Services Agreement WC0901 between the Weld County
Department of Human Services and Final Draft Communications. This Agreement was
presented at the Board's May 27, 2009, Work Session.
The Department wishes to initiate an Early Head Start Program and is required to submit a
grant proposal to the US Department of Health and Human Services. Final Draft
Communications will provide research, writing, and revision for the narrative portion of the
Grant Proposal. The amount of this Agreement is for $6,500.00 with the amount of $50.00
per hour for additional work.
The term of this Agreement is May 19, 2009 through June 26, 2009.
If you have questions, please give me a call at extension 6510.
2009-1341
Services Agreement WC090
The Family Educational Network of Weld County
Research and Writing Services
19 May 2009
The client, Dr. Janet Flaugher of The Family Educational Network of Weld County (WC), and
the provider, Karen Marcus of Final Draft Communications (FDC), agree to the following.
Changes to the final version of this agreement must be made in writing:
Background / Objectives
WC has operated a Head Start program since 1965. Through the American Recovery and
Reinvestment Act of 2009, federal funds have become available to assist organizations in
adding or expanding Early Head Start services. WC wishes to initiate an Early Head Start
program, and is in a good position to do so based on its ongoing operation of Head Start. To
apply for funding to start the new program, WC plans to submit a grant proposal to the U.S.
Department of Health and Human Services (HHS).
The proposal should outline in detail WC's understanding of the need for services in Weld
County, as well as its ability to meet that need and measure outcomes. The proposal should
emphasize WC's long-standing and successful management of the Head Start program.
Approach
FDC will provide research, writing, and revision for the narrative portion of the grant
proposal. Specifically, the following sections will be included:
• Table of Contents (approx. 3 pages)
• Project Summary / Abstract (approx. 2 pages)
• Objectives and Need for Assistance (approx. 3 pages)
• Results or Benefits Expected (approx. 3 pages)
• Approach (approx. 25 pages)
• Staff and Position Data (approx. 10 pages)
• Organizational Profiles (approx. 10 pages)
• Budget and Budget Justification (approx. 20 pages)
(Per the RFP, the complete narrative section will total no more than 75 pages.)
Continued....
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Services Agreement WC090I
The Family Educational Network of Weld County
Research and Writing Services
19 May 2009
The client, Dr. Janet Flaugher of The Family Educational Network of Weld County (WC), and
the provider, Karen Marcus of Final Draft Communications (FDC), agree to the following.
Changes to the final version of this agreement must be made in writing:
Background / Objectives
WC has operated a Head Start program since 1965. Through the American Recovery and
Reinvestment Act of 2009, federal funds have become available to assist organizations in
adding or expanding Early Head Start services. WC wishes to initiate an Early Head Start
program, and is in a good position to do so based on its ongoing operation of Head Start. To
apply for funding to start the new program, WC plans to submit a grant proposal to the U.S.
Department of Health and Human Services (HHS).
The proposal should outline in detail WC's understanding of the need for services in Weld
County, as well as its ability to meet that need and measure outcomes. The proposal should
emphasize WC's long-standing and successful management of the Head Start program.
Approach
FDC will provide research, writing, and revision for the narrative portion of the grant
proposal. Specifically, the following sections will be included:
• Table of Contents (approx. 3 pages)
• Project Summary / Abstract (approx. 2 pages)
• Objectives and Need for Assistance (approx. 3 pages)
• Results or Benefits Expected (approx. 3 pages)
• Approach (approx. 25 pages)
• Staff and Position Data (approx. 10 pages)
• Organizational Profiles (approx. 10 pages)
• Budget and Budget Justification (approx. 20 pages)
(Per the RFP, the complete narrative section will total no more than 75 pages.)
Continued....
Phone/Fax 970.)24.90941 N,rrn t =:dr a(t rri.u,icano is.com www. f.uraidri r r,vnun;cr it r..rom
619 Rocky Road Faa• CoCos Colored r 80591
Services Agreement, Page 3
Special Considerations
• WC will (and FDC will not) complete appropriate forms, gather attachments and letters,
develop the itemized budget, develop program plans, provide relevant data and
background information, and carry out all additional tasks necessary to complete and
deliver the proposal by the stated deadline.
• All attachments, agency information, staff information, job descriptions, budget
information, boilerplate agency descriptions, and other supporting documentation will be
readily available to FDC and will not require research, development, or tracking down on
the part of FDC.
Investment
FDC will provide in-depth interviewing and information gathering to develop solid, convincing
narrative copy for the Early Head Start grant proposal. The copy will flow logically, "speak the
language" of WC, and directly address RFP requirements.
FDC's charge for these services is $6,500.00. This fee is based on the following conditions.
Additional work will be billed at $50/hour.
• Aside from an initial planning meeting, all meetings, interviews, and research will be
conducted by phone or e-mail.
• Aside from preparation of the narrative section, and preparation for electronic submittal,
the grant proposal will be assembled, completed, and delivered by WC.
• All supporting documentation and other necessary information will be readily available to
FDC.
• Project work will include no more than 75 pages of approximately 300 words each; no
more than 30 hours of research and interview time; and no more than two review cycles
with revisions consolidated prior to submission.
Payment of 50% of this amount, $3,250.00, is required to begin the project. If it is not possible
for the initial payment to be provided prior to the start of the project, it is understood that it
will be provided approximately two weeks following project initiation (and submission of the
initial invoice).
For the remainder, an electronic invoice will be sent at the close of the project. Payment is
due within 14 days of the date on the final invoice.
Policies
Client has read, has understood, and agrees to FDC's Policies, as attached and as part of this
agreement.
Continued....
FINAL DRAFT
4Mh�rr Coals :, -;non Ail . 1 i.ira;ion
Policies for Project WC090 I
Initial Consultation
FDC will meet with the potential client, for one hour, free of charge, to discuss the client's project
and determine next steps.
• If requested, and if FDC's services are a good fit, FDC may provide, free of charge, a proposal that
spells out the scope of work, proposed timeline, cost, and payment terms.
• All proposals are valid for 30 days from the date of issuance. If the client wishes to move ahead
with a project described in a proposal prepared more than 30 days previously, FDC will issue a
new proposal based on current fees, timeframes, and other factors.
Any further consultations or estimates will be billed for, even if no project is started.
Project Initiation
• FDC will begin work only after (I) payment terms have been agreed upon, (2) FDC has received a
signed contract from the client, and (3) a 50% nonrefundable deposit has been received from the
client, if applicable. (NOTE: For this project, the initial payment may be made up to two weeks
following project initiation.)
• FDC will spell out the scope and terms of the project as clearly as possible and provide all
information in a Services Agreement to be signed by both the client and FDC. This Agreement may
be based upon the accepted proposal. The client will have an opportunity to review and modify
this Agreement before signing.
Payment
• Fees are determined based on the needs of the project and of the client. Fee structures include per
item, per hour, per page, per project, and retainer.
• Estimated costs are based on information received during the initial consultation. FDC makes every
effort to accurately estimate actual costs. However, once a project begins, it may become evident
that additional work is needed. If this situation arises, FDC will communicate with the client,
allowing them to determine, before charged, whether or not the additional costs are acceptable
and, if not, how to complete the project satisfactorily within the original estimated cost.
• A 50% nonrefundable deposit is required to begin projects of $500 or more.
• A 20% service fee will be added to projects that are, or become, "rush" in nature. (Generally,
"rush" projects are those that require evening, weekend, or holiday work.)
• An invoice for final payment will be sent upon project completion. Payment is due within 14 days
of the invoice date. A 3% charge will be added for each 14 -day period that payment is late.
• If a project in progress becomes dormant for IS calendar days or more, FDC reserves the right to
consider the project closed and send a final invoice for work completed.
Continued...
Policies, Page 2
Project Work
• FDC will complete all work efficiently and accurately.
• FDC will promptly return all calls and e -mails.
• FDC will communicate regularly with the client.
• With the exception of situations beyond FDC's control, FDC will meet all agreed -upon deadlines.
• Late delivery of content or other delayed actions from the client may create the need for rush
charges, or adjustment of the timeline or deliverables.
• The client is responsible for the accuracy of all content. Every effort will be made on
FDC's part to ensure accuracy. However, the client should thoroughly check all drafts.
Working Relationship
• FDC operates as an independent contractor, not as an employee or agent.
• Prior to payment in full, FDC owns the copyright on all materials developed by FDC in the course
of a project. Upon payment in full of all fees, the client owns the copyright.
• FDC retains the right to display elements of this project as examples of its work.
• FDC will be open to complaints and will work with the client to resolve them. Disputes not
resolvable between the client and FDC will be handled through mediation in Larimer County,
Colorado. In the unlikely event of an arbitration or a lawsuit, the prevailing party may recover from
the other party all legal expenses, including reasonable attorney fees and costs.
Services Agreement, Page 4
Process
To begin this project, Dr. Flaugher should review this Agreement, and advise Karen of any needed
modifications. Karen will revise if necessary, and send the final version to Dr. Flaugher, who should
print, sign, and return it. Karen will then sign the document and return a final version to Dr.
Flaugher.
Signatures
Karen Marcus Date
Final Draft Communications
Dr. Janet Flaugher Date
Family Educational Network of Weld County
IN WITNESS WHEREOF, the parties hereunto have caused this Agreement to be duly
executed as of the day, month, and year first hereinabove set forth.
WELD COUNTY BOARD OF FINAL DRAFT COMMUNICATIONS
COMMISSIONERS
kaAvyt O4U J
Willi m F. Garcia, Chairperso
IRJN 1 5 2009
ATTEST:
WELD COUNTY CLERK C
TO THE BOARD
By: Deputy Cler to the Board
WELD COUNTY DEPARTMENT OF
HUMAN SERVICES
Karen Marcus, Consultant
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