HomeMy WebLinkAbout930574.tiff RESOLUTION
RE: APPROVE AGREEMENT FOR CONSULTANT SERVICES WITH VOORHIS/ROBERTSON JUSTICE
SERVICES, INC. , AND AUTHORIZE CHAIRMAN TO SIGN
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 an Agreement for Consultant
Services between Weld County, Colorado, and Voorhis/Robertson Justice Services,
Inc. , commencing June 30, 1993, and ending November 1, 1993, 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 the Agreement for Consultant Services between Weld County,
Colorado, and Voorhis/Robertson Justice Services, Inc. , be, and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the Chairman 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 30th day of June, A.D. , 1993.
D OHA BOARD OF COUNTY COMMISSIONERS
ATTEST: /11 j/V//(/a WEL COUNTY, COLORADO
Weld County Clerk to the Board (��� °E-- '� L�{ /lr�L��c.f1
// Constance L. Harbert, Chairman
BY: /L-y_f 'x_c-- _e ,�/ 7� W eitt7 G/
Deputy Clerk to the Boar T\ W. H. Webster, P -Tem
APPROVED AS TO FORM: ,
1 7
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Baxt r
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,-„,,,, . _____,,„my Attorn y �'Dale K. Hall
a S yrarbara J. Kirkme r
930574
0 PrCoo5
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT, made and entered into this 30th day of June,
1993, by and between Weld County, Colorado, a body corporate and
politic of the State of Colorado, by and through the Board of
County Commissioners of Weld County, whose address is 915 Tenth
Street, Greeley, Colorado 80631, hereinafter referred to as
"County, " and Voorhis/Robertson Justice Services, Inc. , whose
address is 6525 Gunpark Drive, Suite 320, Boulder, Colorado 80301,
hereinafter referred to as "Consultant. "
WITNESSETH:
WHEREAS, County is in need of professional consulting services
for the purpose of updating certain manuals and procedures for the
Weld County Jail, and
WHEREAS, Consultant has offered to provide such professional
services to County and is able to perform such services in a timely
manner, and
WHEREAS, the purchase of such professional services by County
shall be in the best interest of the people of the County of Weld,
State of Colorado.
NOW, THEREFORE, in consideration of mutual promises and
covenants contained herein, the parties hereto agree as follows:
1 . SERVICES TO BE RENDERED: Consultant agrees to perform
the professional services set forth in Exhibit "A"
entitled "Work Plan and Technical Approach" which is
attached hereto and is made a part of this Agreement.
All work performed by and under the direction of
Consultant shall be consistent with the highest standards
of care and in strict compliance with all applicable
federal, state, and local laws, regulations, and
procedures which may from time to time be adopted or
amended.
2 . TERM OF AGREEMENT: This Agreement shall be effective
June 30, 1993 and shall terminate on November 1, 1993,
unless otherwise terminated as set forth herein.
3 . COOPERATION: Consultant shall cooperate with representa-
tives and employees of the County to the end that work
may proceed expeditiously and economically.
4 . PROFESSIONAL FEES : In consideration of the terms and
obligations of this Agreement, the County agrees to pay
and the Consultant agrees to accept, as full and complete
Page 1 of 5 Pages
93C574
compensation for all services rendered under this
Agreement, a total sum not to exceed $29,500, payable as
follows :
a. For the professional services rendered hereunder, a
sum not to exceed $11,800 payable immediately upon
the issuance of this Agreement. The balance of
this Agreement is to be paid in four equal
installments of $4,425, due and payable the first
day of each month starting August 1, 1993 . The
final payment which is due November 1, 1993 will be
withheld until the final work product is delivered
to County, which shall in any event be no later
than November 15, 1993.
b. Consideration for this Agreement shall include
reimbursement for any direct costs associated with
the work contemplated herein. Travel, per diem,
printing, telephone, and miscellaneous expenses
shall not be billed in addition to the value of
this Agreement.
c . Payment of the above consideration shall be made to
Consultant upon submission of statements to the
County. No payment shall be made prior to review
and approval by County.
5 . METHODS OF PAYMENT: Payments on account of the fee for
services rendered under this Agreement shall be made upon
written request of the Consultant. Such written request
for payment shall summarize service fees according to
this Agreement to the date of the invoice.
6 . EXECUTORY: This Agreement shall be deemed executory only
to the extent of the monies appropriated and available to
the County for the purpose of this Agreement as specified
in the County's adopted budget and no liability on
account thereof shall be incurred by the County beyond
the amount of such monies . It is understood and agreed
that neither this Agreement nor any representation by any
public employee or officer creates any legal or moral
obligation to request, appropriate, or make available
monies for the purpose of this Agreement.
7 . INDEMNIFICATION: Consultant agrees that it is an
independent contractor and that as such it shall protect,
defend, indemnify, and hold the County and its employees
free and harmless from and against any and all losses,
claims, liens, demands, and causes of action of every
kind and character, including, but not limited to, the
amount of judgment and penalty (interest, court costs,
Page 2 of 5 Pages
930074
and legal fees incurred by County arising in favor of any
party) , including claims, liens, debts, personal
injuries, and death and by employees of County, or
damages of property, including property of County, and
without limitation by enumeration all other claims or
demands of every character occurring or in any way an
incident to, in connection with, or arising, directly or
indirectly, out of this Agreement. The Consultant agrees
to investigate, and/or respond to, provide defense for
and defend any such claims, demands, or suits at its sole
expense and agrees to bear all other costs and expenses
related thereto, even if such claims, demands, or suits
are groundless, false, or fraudulent. The foregoing
provisions shall not be construed to indemnify County for
damages arising out of bodily injury to persons or
property caused by or resulting from the negligence of
County employees .
8. NON-ASSIGNMENT: This Agreement shall not be assigned to
the Consultant nor its right, title, or interest therein
assigned, transferred, conveyed, sublet, or disposed of
without previous written consent of County or its
designee.
9 . INDEPENDENT CONTRACTOR STATUS: Consultant agrees that
its relationship to County or any of its departments or
units is that of an independent contractor and that said
contractor, its employees, agents, and assigns covenant
and agree that they shall conduct themselves in a manner
consistent with such status; that the contractor, its
employees, agents, and assigns shall neither hold
themselves out as, nor claim to be, officers or employees
of County by reason hereof, and that they shall not make
any claim, demand, or application to or for any right or
privilege applicable to an officer or employee of the
County, including, but not limited to, workers '
compensation coverage, unemployment insurance benefits,
social security coverage, retirement membership, or
credit.
10 . NON-DISCRIMINATION: During the term of this Agreement,
Consultant agrees that it shall not discriminate against
any employee or applicant for employment because of age,
race, creed, sex, color, national origin, disability, or
marital status, and shall take affirmative action to
ensure equal employment opportunities without
discrimination because of age, race, creed, sex, color,
national origin, disability, or marital status . Such
action shall be taken with reference to, but not limited
to, recruitment, employment, job assignment, promotion,
upgrading, demotion, transfer, layoff or termination,
Page 3 of 5 Pages
92,(1 .74 4
rates of pay or other forms of compensation, and
selection for training and retraining, including
apprenticeship and on-the-job training.
Consultant is an equal opportunity employer; employment,
placement of employees and promotions are carried out in
accordance with all laws, orders, ordinances, rules, and
regulations, without regard to race, color, sex,
religion, age, physical handicap, national origin, or
ancestry.
11 . SEPARATE VALIDITY: If any provision or part thereof of
this Agreement shall be found invalid, for any reason,
such invalidity shall apply only to such provision or
part thereof, and the remainder of this Agreement shall
remain valid and effective.
12 . TERMINATION OF CONTRACT: County shall have the right at
any time to terminate the work required of the Consultant
under this Agreement by written notice of such
termination. In the event of such termination, the
Consultant shall be entitled to compensation for services
previously authorized and performed up to the date of
termination.
F 13 . QUALIFICATIONS
Ocovenants CONSULTANT: Consultant
all members,
s specifically
represents and officers,
employees, agents, servants, consultants, and
subcontractors have and shall possess the licenses,
experience, knowledge, and character necessary to qualify
them individually for the particular duties they perform
under this Agreement.
14 . CHOICE OF LAW AND VENUE: Any action or dispute arising
directly or indirectly out of this Agreement shall be
determined pursuant to the laws of the State of Colorado.
Parties hereby choose Weld County District Court as a
forum for any such action.
15 . NON-WAIVER: Failure to enforce any rights, options, or
privileges under any provision of this Agreement shall
not be deemed a waiver thereof and shall not preclude any
such enforcement on any subsequent action. Further, the
failure to enforce one right, option, or privilege shall
not be deemed a waiver of the right to enforce any other
right, option, or privilege.
16 . ENTIRE AGREEMENT: The terms of this Agreement, including
its attachments and exhibits, represent the final intent
of the parties herein. Any modification, rescission, or
waiver of the terms of this Agreement shall be affected
Page 4 of 5 Pages
930:774
Agreement this 30th day of June, 1993.
ATTEST: WELD COUNTY, COLORADO, BY AND
Weld Co n y ard THROUGH THE BOARD OF COUNTY
COMMISSIONERS OF WELD COUNTY
BY:- M< �J 1\�-YQS1.-p�,J BY:�
Deputy Clc c to the Board ��� L.
Constance L. arber��/93
Chairman
WITNESS : VOORHIS/ROBERTSON JUSTICE
SERVICES, INC.
‘fro...
((( David J�✓' Voorhis
N /. , 72/:;,--L,.1..__., BY:
�
mes Robertson
Corporate Seal
APPROVED AS TO FORM AND
SUBSTANCE
BY: - \
Ed Jor - --
Weld ounty Sheriff
voorhis.gjb
Page 5 of 5 Pages
930,:,'74
Weld County Sheriffs Office
Greeley, Colorado
•
WORK PLAN AND TECHNICAL APPROACH
•
Exhibit A
Voorhis/Robertson Justice Services Inc.
• 9301774
Weld County Sheriff's Office
Greeley, Colorado
1.1 Project Kick-Off/ Planning Meeting
Prior to the start of the project, VRJS will meet with representative of
the Sheriff's Office to develop final work plans, finalize project goals,
and to officially kick-off the project. A coordinated reporting schedule
with key officials and a project scheduled/timeline with be established
during the kick-off session. The role and duties of the consultant and
the Subject Matter Committee (SMC) will be identified and agreed to at
that time.
Project goals will guide the review and development of Policy and
Procedures, Post Orders, a Facility Schedule and assist in determining
outcome and competancy based training requirements for Weld County.
Since each county and jurisdiction is unique, the scope of services
contains steps that will address each goal to ensure that the work
products are responsive and specific to Weld County. VRJS proposes
the following goals for the Weld County Sheriff's Office:
• Development of procedures that describe what is done and
provide employees with discretion during normal operations.
• Development of procedures and post orders that can be used to
form outcome and competency based training curriculums for
Weld County Sheriff's Office staff.
• Development of procedures and post orders that support current
and future operations of the Weld County Jail.
1.2 Identify Data Collection and Analysis System
VRJS will develop data instruments to initiate the operations information
collection process. The data will assist VRJS and the SMC in the
analysis of current operations and the subsequent development of
policies, procedures, post orders, a facility schedule, and staffing plan.
Strengths and weaknesses of the existing policy and procedure, post
order system will be identified and reported to the planning committee.
VRJS will recommend on-going collection and recording methods to
enhance the Sheriff's Office ability to monitor progress of the changes
and intended improvements initiated as result of this project.
Voorhis /Robertson Justice Services Inc.
1
930. 74
Weld County Sheriff's Office
Greeley, Colorado
1.3 Mission Statement Development and Review
VRJS will review and/or assist Weld County in the development or
refinement of a new facility mission statement. The philosophical
statement will describe the current and future purpose of the jail and the
role it plays in the criminal justice system. The statement will provide
direction in the development and refinement of policy and procedures,
post orders, staffmg plans, outcome and competancy based training
requirements, and the facility schedule. The statement will also guide
staff in day-to-day decision making and provide broad direction to their
daily interaction and treatment of the public and inmates.
1.4 Review of Jail Operations
Prior to the development of procedures, post orders, the facility schedule
and training requirements, a review of facility operations will be
conducted. The evaluation of jail operations is a complex and difficult
task, requiring a well-organized approach. VRJS will conduct a series
of activities to support an objective assessment of the operation of the
Weld County Jail. These activities are as follows:
• Facility tours and inspections;
• Interviews with key command staff and other departmental
personnel;
• An analysis of pertinent operational information and data;
• Reviews of current Policy and Procedure Manual, Job
Descriptions and Post Orders, and other pertinent related
documents, and
• A review of the American Correctional Association Standards
for Adult Local Detention Facilities and other appropriate
standards and guidelines.
1.5 Development of Scenarios, Program Services and Activities Statements
Scenario development is a user-oriented process for the identification of
• the sequence of activities related to the performance of a particular •
function or service in a correctional facility. Scenario development is
Voorhis /Robertson Justice Services Inc.
2 930,:74
•
Weld County, Colorado
}
Consulting Services Proposal for
Jail Operational Procedures,
and Post Orders
May 13, 1993
Submitted by:
VRJS Voorhis /Robertson Justice Services, Inc.
6525 Gunpark Drive, Suite 320, Boulder, Colorado 80301, 303-530-7583
930174
Weld County Sheriff's Office
Greeley, Colorado
the primary link between the mission statement and the operation of the
Weld County Jail.
VRJS proposes the development of operational scenarios. This process
will allow VRJS and the Weld County Sheriff's Office to:
• Deteimine the exact operation of the Weld County Jail;
• Identify resources necessary for the operation of the Weld
County Jail, and
• Review current operational policies and develop procedures, post
orders, the facility schedule, and outcome and competency based
training requirements for the Weld County Jail.
Critical steps in the scenario development process are as follows:
1. Identify all facility functions -- working with the SMC,
VRJS will develop a detailed listing of all facility
activities, functions, and services. A comprehensive list
of all duty stations will be included.
2. Chart each activity and function -- each activity,
function, and service will be charted in narrative or flow
chart format to demonstrate:
• Users;
• Behaviors;
• Equipment/Materials/Schedule, and
• Policies.
3. Validate the scenario -- working with the SMC, VRJS
will validate each scenario to determine the impact on
current and future operations.
4. Revise the scenario -- after validation, each scenario will
be revised to reflect current and future operational
requirements.
1.6 Format Development
Working with representatives of the Weld County Sheriff's Office, VRJS
will develop a format for policies, procedures, and post orders. The
general format may include but not be limited to:
Voorhis /Robertson Justice Services Inc.
Weld County Sheriff's Office
Greeley, Colorado
POLICY Sc. PROCEDURES POST ORDERS
• number • title
• effective date • hours of operation
• approving authority • general duties
• distribution • chronological listing of
• subject title activities
• related ACA standards • specific duties and
responsibilities
• equipment needs
• related policy and
procedure numbers
• related ACA standards
1.7 Development of Draft Documents
VRJS will develop draft procedures and post orders at agreed upon
intervals. Those documents will be distributed to key individuals for
review prior to validation workshops.
1.8 Workshops
VRJS will lead a series of validation workshops to determine if the
content of the existing policies, draft procedures and post orders require
revision. The intent of the workshops is to test all draft documents
against the physical plant and required operation of the Weld County
Jail. A draft facility schedule will be developed after the conclusion of
the validation workshops. A preliminary staffing plan will also be
developed that compares existing staffing levels to any proposed new
staff requirements.
Voorhis /Robertson Justice Services Inc.
4
930C-14
Weld County Sheriff's Office
Greeley, Colorado
1.9 Revised Documents
Revised policies, procedures and post orders will be developed after the
validation workshops. The content of each must reflect the:
Organizational philosophy of the Weld County Jail;
Constitutional and professional standards, and
Operational concerns and a description of how thing will be done. I
• POLICY STATEMENTS WILL:
1. Contain a statement of what is to be done in relationship to a
particular issue;
2. Reflect the philosophy of the organization and define the purpose
for which the action is taken;
3. Reflect action;
4. Provided rational for operations;
5. Describe what is to be done, not how to do it, and
6. Be concise and clear.
• PROCEDURES WILL:
•
1. Contain a statement that provides a detailed description of how a
policy is to be accomplished;
2. The steps to be taken and the order in which they will be carried
out;
4. Identify the individual or functional unit responsible for each
step;
5. Indicate times and locations for completion of activities;
6. Identify forms by name and number;
7. Identify methods of communication;
8. Establish provisions for resolution of major problems, and
9. Identify where staff discretion may be used.
•
Voorhis /Robertson Justice Services Inc.
5
9` 0;"'74
Weld County Sheriff's Office
Greeley, Colorado
• POST ORDERS WILL:
1. Deteimine what tasks must be performed;
2. Determine when those tasks should occur;
3. Determine who must perform the tasks;
4. Clarify roles and responsibilities, and
5. Be short, clear, and easy to read.
1.10 Final Products
VRJS will revise and prepare final work products in accordance with the
scope of services outlined above. Each product will be produced in
Word Perfect 5.1 times roman font with left justification. Two camera
ready master sets of each document and a 3.5 inch disk copy will be
provided. Final work products are:
1. A revised policy manual
2. A comprehensive procedures manual
3. A detailed facility schedule
4. A revised staffing plan for facility operations
5. A forms manual
Voorhis /Robertson Justice Services Inc.
6
93(C74
Weld County Sheriff's Office
Greeley, Colorado
COSTS
VRJS proposes a lump sum fee of$29,5000 for the Weld County Sheriff's
Office project. Reimbursable expenses such as travel, lodging, parking, food,
and telephone/fax costs will be incorporated into that fee amount.
Billing cycles for the project will be established during the kick-off session.
Voorhis /Robertson Justice Services Inc.
7
9230;77 4
OFFICE OF COUNTY ATTORNEY
= PHONE(303)356-4000 EXT.4391
P.O. BOX 1948
GREELEY, COLORADO 80632
•
COLORADO
July 1 , 1993
David Voorhis
Voorhis/Robertson Justice Services, Inc.
6525 Gunpark Drive, Suite 320
Boulder, CO 80301
RE: Agreement for Consultant Services
Dear Mr. Voorhis :
Enclosed please find two original agreements for consultant
services . Please note that the effective date of these agreements
is June 30 , 1993 .
Please sign the enclosed agreements and send the same to: Bruce T.
Barker, Weld County Attorney, P .O. Box 1948, Greeley, Colorado
80632 . Once I receive the agreements I will make sure that Ed
Jordan signs the same and we will send one of the originals back to
you for your file .
Please call me at 356-4000, extension 4390 , if you should have any
questions or comments regarding the enclosed agreements .
Yours truly,
Bruce T. Barker _
Weld County Attorney
BTB/db
Enclosures
�/ 2 David J. Voorhis
pc: Sheriff Jordan Principal
VRJSVoorhis/Robertson Justice Services, Inc
6525 Gimps&Drive, Suite 320 303-530.7583
Boulder,Colorado 80301 PAX 303330.7685
Criminal Justice Consulting and Planning
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