WA - Thurston: BOARD OF COUNTY COMMISSIONERS

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BOARD OF COUNTY COMMISSIONERS

Board of County Commissioners John Hutchings , District 1 w Gary Edwards , District 2 w Bud Blake , District 3

Agenda for Meeting Date: Tuesday, July 10, 2018

Summary of Timed Items

2:00 p.m.) Call Meeting to Order 2:05 p.m.) Presentations 2:00 p.m.) Call Meeting to Order

Pledge of Allegiance to be led by Vice-Chair Hutchings l

Approval of the Tuesday, July 10, 2018 Agenda l

Approval of the Board Meeting Minutes from: June 26, 2018 l

2:05 p.m.) Presentations Dept: Prosecuting Attorney
Tagged Passions:legal

Description: Introduction of a new employee Community

No additional detail provided

Engagement Specialist/Target Zero Manager for

the Prosecuting Attorney's Office Contact: Jon Tunheim, Prosecuting Attorney

Tagged Passions:legal, manager, and grocery

Action: Mr. Tunheim, Prosecuting Attorney will

introduce Jessie Knudsen the new Community Engagement Specialist/Target Zero Manager.

Tagged Passions:legal, manager, and grocery

BoCC-AIS-2018-07-03- ProsecutingAttorney- SusanStrong-5025.pdf PDF File 187 KB

Dept: Human Resources
Tagged Passions:human resources

Description: Introduction of Human Resources Employee

No additional detail provided

Tagged Passions:human resources

Contact: Katie Gerard, Director

Action: Ms. Gerard will introduce Dawn Grummer, the

No additional detail provided

new Administrative Assistant II for the Human

Resource Department.

BoCC-AIS-2018-07-10- HumanResources- KatieGerard-0244.pdf PDF File 190 KB

Dept: Human Resources Description: Introduction of the Cause for Applause Recognition Program
Tagged Passions:recognition, human resources, and program

Contact: Katie Gerard, Director

Action: Ms. Gerard will give an overview of the

new Cause for Applause recognition program.

Tagged Passions:recognition and program

BoCC-AIS-2018-07-10- HumanResources- KatieGerard-3254.pdf PDF File 668 KB

1) Opportunity for the Public to Address the Board 2) County Manager's Update Item Description: a) Follow-up on citizen issues Item Description: b) Other current issues
Tagged Passions:administrator and manager

3) Consent Item(s) a through h

Thurston County - Board of County Commissioners Agenda Page 1 of 6 a) Dept: Community Planning and Economic Development Description: A resolution establishing position 27R01418 and abolishing position 27R00784 effective Pay and Classification Pay Plan.
Tagged Passions:development, Development, and planning

Contact: Joshua Cummings, Community Planning and

Economic Development Director

Tagged Passions:development, Development, planning, and economic development

Action: Move to approve the resolution establishing

No additional detail provided

position 27R01418, Building Inspector II, in

the Thurston County Pay and Classification

Pay Plan and abolish position 27R00784

effective December 31, 2018 in the Thurston County Pay and Classification Pay Plan.

BoCC-AIS-2018-07-10- HumanResources- NeysaCaywood-3452.pdf PDF File 197 KB

b) Dept: Commissioners

Description: Approval of Work Session Summaries

No additional detail provided

Contact: LaBonita Bowmar, Administrative Assistant II

No additional detail provided

Action: Move to approve the Board of County

No additional detail provided

Commissioners Work Session Summaries for

March 1, 2018; May 2, 2018; May 17, 2018; and May 31, 2018. BoCC-AIS-2018-07-10- Commissioners- LaBonitaBowmar- 0919.pdf PDF File 188 KB c) Dept: Public Works
Tagged Passions:public works and Public Works

Description: Increase the Waste and Recovery Center

Change fund

Contact: Jennifer Walker, Public Works Director

No additional detail provided

Tagged Passions:public works and Public Works

Action: Move to approve the resolution to increase

No additional detail provided

by 500 the Waste and Recovery Center

change fund to 3,700.

BoCC-AIS-2018-07-17- Auditor-KathyGoulet- 1640.pdf PDF File 444 KB

d) Dept: Public Health and Social Services

Tagged Passions:services, health, audit, and social services

Description: Appointment to the Thurston County

No additional detail provided

Tagged Passions:appointments

Veterans Advisory Board

Contact: Mark Moffett, Community Program Manager
Tagged Passions:veterans, manager, and program

Action: Move to approve the appointment of Liza

No additional detail provided

Tagged Passions:appointments

Marciso to the Veterans Advisory Board for

the term of August 1, 2018 -July 2019. BoCC-AIS-2018-07-17- PublicHealthandSocialSer vices- JenniferPopchockhakim- 1032.pdf PDF File 191 KB e) Dept:
Tagged Passions:veterans

Description: Reappointments to Agriculture Advisory

Committee

Tagged Passions:agriculture

Contact: Deborah Bordelon, Senior Office Assistant

Action: Move to reappoint Scott Von to the

No additional detail provided

Tagged Passions:appointments

Agriculture Advisory Committee for the term

of July 19, 2018 to July 19, 2020 and Bryan

Tagged Passions:agriculture

Fisher for the term of April 5, 2018 to April

5, 2020. BoCC-AIS-2018-07-24- CommunityPlanningandEc onomicDevelopment- DeborahBordelon- 0727.pdf PDF File 183 KB Thurston County - Board of County Commissioners Agenda Page 2 of 6 f) Dept: Commissioners

Description: Reappointment to the Capital Area Regional-

No additional detail provided

Public Facilities District Board of Directors

Contact: LaBonita Bowmar, Administrative Assistant II

No additional detail provided

Action: Move to reappoint Chris Leicht as a Regional

No additional detail provided

Tagged Passions:appointments

Representative to the Capital Area Regional-

Public Facilities District Board of Directors

with a term ending date of May 5, 2022. BoCC-AIS-2018-07-10- Commissioners- LaBonitaBowmar- 4048.pdf PDF File 188 KB g) Dept: Public Works
Tagged Passions:public works and Public Works

Description: Reappointment to the Solid Waste Advisory

No additional detail provided

Tagged Passions:Utility, utility, and solid waste

Committee (SWAC)

Contact: Monica Gorman, Solid Waste Manager

Tagged Passions:Utility, utility, manager, and solid waste

Action: Move to reappoint Delroy Cox as the Waste

No additional detail provided

Tagged Passions:appointments

Collection Company Representative on the

Thurston County Solid Waste Advisory
Tagged Passions:Utility, utility, and solid waste

Committee for the term of June 30, 2018 to

BoCC-AIS-2018-07-17- PublicWorks-RuthPierce- 5748.pdf PDF File 830 KB

No additional detail provided

h) Dept: Auditor - Financial Services

Description: Approval of the Voucher List Contact: Darren Bennett, Financial Services Division Manager

Tagged Passions:services, audit, manager, and finance

Action: Move to approve the voucher list for the

No additional detail provided

weeks of July 3 and 10, 2018.

File Attachment

Department Items

4) Central Services
Tagged Passions:services

Description: Authorizing the Central Services Director to

advertise a Request for Proposals (RFP) for a

Tagged Passions:services, RFP, rfp, and advertising

Criminal Justice Case Management System.

No additional detail provided

Contact: Martin Casey, Director

No additional detail provided

Action: Move to authorize the Central Services

Director to advertise a Request for Proposals (RFP) for a Criminal Justice Case

Tagged Passions:services, RFP, rfp, and advertising

Management System, and further authorize

the Central Services Director to negotiate and award a contract to the successful proposer in an amount not to exceed 500,000.

Tagged Passions:services and contract

BoCC-AIS-2018-07-10- CentralServices- ScottFlorcsk-5402.pdf PDF File 367 KB

Thurston County - Board of County Commissioners Agenda Page 3 of 6

5) Public Works

Tagged Passions:public works and Public Works

a) Description: Set a Public hearing to consider Rate

Increases for Long Lake Management District and Lake Lawrence Management District.

Tagged Passions:hearing

Contact: Timothy Wilson, Noxious Weed and Lakes

Management Manager
Tagged Passions:manager

Action: Move to set a public hearing for Tuesday,

No additional detail provided

Tagged Passions:hearing

thereafter as the matter may be heard, at

the Thurston County Courthouse, Room 280, Building 1, to accept and consider public comments on proposed rate increases for Long Lake Management District and Lake

Lawrence Management District.

BoCC-AIS-2018-07-10- PublicWorks-RuthPierce- 3035.pdf PDF File 2.74 MB

b) Description: On-Call Engineering and Professional Consultant Services Contact: Rick Thomas, Capital Project Manager III

Tagged Passions:services, capital spending, manager, and Capital Spending

Action: Move to approve entering into On-Call

Engineering and Professional Consulting contracts with AHBL Inc., Herrera

Tagged Passions:services and contract

Environmental Consultants, KPFF, KPG

Interdisciplinary Design, Otak and SCJ

Tagged Passions:services and environment

Alliance (up to 500,000 each); HDR

Engineering and Landau Associates (up to

1,000,000 each); and authorize the Director

of Public Works to negotiate and execute each contract up to the indicated limits, negotiate and execute contract amendments up to a 20 additional contingency, approve optional yearly extensions as deemed appropriate, and negotiate and execute individual task orders for specific consulting services.

Tagged Passions:public works, Public Works, services, and contract

BoCC-AIS-2018-07-10- PublicWorks-RuthPierce- 3752.pdf PDF File 438 KB

6) Community Planning and Economic Development a) Description: Approve Interagency Agreement -

Tagged Passions:development, Development, planning, and economic development

Washington State Department of Commerce

No additional detail provided

2018 Buildable Lands Grant

Contact: Jeremy Davis, Planner, Senior
Tagged Passions:grant

Action: Move to approve an Interagency Agreement

with the Washington State Department of

Commerce for the 2018 Buildable Lands

Grant to receive grant funding in the amount of 152,000 for Phase I work on the 2021 Buildable Lands Report, and to authorize the
Tagged Passions:funding and grant

Community Planning and Economic

No additional detail provided

Tagged Passions:planning

Development Director to execute the

agreement and all amendments, and authorize the Director to add additional funds up to 35 of 152,000 should more grant funding become available.

Tagged Passions:development, funding, Development, and grant

BoCC-AIS-2018-07-10- CommunityPlanningandEc onomicDevelopment- JeremyDavis-2748.pdf PDF File 843 KB

Thurston County - Board of County Commissioners Agenda Page 4 of 6

b) Description: Contract with Thurston Regional Planning

Council to Complete Work Required for the

Tagged Passions:council, contract, and planning

2018 Buildable Lands Grant

Contact: Jeremy Davis, Planner, Senior
Tagged Passions:grant

Action: Move to approve a contract with the

Thurston Regional Planning Council to complete work for the 2018 Buildable Lands

Tagged Passions:council, contract, and planning

Grant for an amount of 132,000 for Phase I

Tagged Passions:grant

work on the 2021 Buildable Lands Report,

and to authorize the Community Planning
Tagged Passions:planning

and Economic Development Director to

execute the contract and all amendments,

Tagged Passions:contract, development, Development, and economic development

and authorize the Director to amend the

contract to add additional funding not to exceed 40 of 132,000 if funding is
Tagged Passions:contract and funding

available under the Department of

Commerce 2018 Buildable Lands Grant to Thurston County.
Tagged Passions:grant

BoCC-AIS-2018-07-10- CommunityPlanningandEc onomicDevelopment- JeremyDavis-0240.pdf PDF File 1.65 MB

No additional detail provided

7) Public Health and Social Services

Tagged Passions:services, health, and social services

Description: Set public hearing for the Smoke- Tobacco-

and Vape-Free Park, Preserves and Trails Ordinance Contact: Chris Hawkins, Program Manager
Tagged Passions:parks, hearing, manager, ordinance, trails, tobacco, and program

Action: Move to set a public hearing for August 14,

2018 at 3:00 p.m. in Room 280, Building 1

Tagged Passions:hearing

of the Thurston County Courthouse, to

amend the Thurston County Parks Code,
Tagged Passions:parks

Chapter 10.76 to include prohibiting of

smoking and use of marijuana, tobacco and vaping products in Thurston County Parks

Tagged Passions:parks, Smoking, marijuana, tobacco, drugs, and smoking

and Preserves, and on Thurston County

trails.

Tagged Passions:trails

BoCC-AIS-2018-06-19- PublicHealthandSocialSer vices-ChrisHawkins- 5112.pdf PDF File 231 KB

Commissioners' and County Manager Items 8) a) Description: Approve a resolution to adopt Budget Amendment 6 including Attachments A, B, and C Contact: Robin Campbell, Assistant County Manager

Tagged Passions:budget, administrator, and manager

Action: Move to approve a resolution to adopt

No additional detail provided

Budget Amendment 6 including

Attachments A, B, and C. BoCC-AIS-2018-06-26- Commissioners- LaBonitaBowmar- 2224.pdf PDF File 382 KB b) Description: Adoption of the 2019 - 2020 Thurston County Strategic Plan

Tagged Passions:strategic and budget

Contact: Ramiro Chavez, County Manager

Tagged Passions:administrator and manager

Action: Move to adopt the 2019 - 2020 Thurston

County Strategic Plan. BoCC-AIS-2018-06-26- Commissioners- LaBonitaBowmar- 0046.pdf PDF File 188 KB Thurston County - Board of County Commissioners Agenda Page 5 of 6 c) Item Description:

Tagged Passions:strategic

Commissioners will report on board work sessions and assigned committee meetings

providing updates on actions taken as well as upcoming issues. d) Item Description:

will review the Board of County Commissioners schedule for the

week of July 10, 2018 .

The County Manager e) Item Description: Adjournment - Motion: Move to adjourn the Board of County Commissioners meeting of July 10, 2018. Disability Accommodations: Room 280 is equipped with an assistive listening system and is wheelchair accessible. To request disability accommodations call the Reasonable Accommodation
Tagged Passions:disability, administrator, and manager

Coordinator at least 3 days prior to the meeting at 360-786-5440. Persons with speech or hearing

disabilities may call via Washington Relay: 711 or 800-833-6388. Thurston County - Board of County Commissioners Agenda Page 6 of 6 Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits
Tagged Passions:hearing

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Clearance from other Departments?

Budget Effect Summary? Recommended Action: Item Description: 07/10/2018 6/20/2018 3a Created by: Neysa Caywood, Human Resources Specialist - Human Resources - 360-867-2492 Creator = Presenter? Yes No Is this a presentation by more than one person? Presenter: Joshua Cummings, Community Planning and Economic Development Director - Community Planning and Economic Development - 360-754-4995
Tagged Passions:budget, human resources, development, clearance, Development, planning, and economic development

A
resolution establishing position 27R01418 and abolishing position 27R00784 effective

Pass Resolution Consent

Resolution-CPED- Establish Building Inspector II 061918.doc Microsoft Word 97 - 2003 Document 37.0 KB

Attach any materials such as spreadsheets, powerpoint presentations, word documents, etc. Click Additional Attachment to attach more materials. Move to approve the resolution establishing position 27R01418, Building Inspector II, in the Thurston County Pay and Classification Pay Plan. Abolish position 27R00784 effective December 31,

Tagged Passions:materials, information technology, and Information Technology

2018 in the Thurston County Pay and Classification Pay Plan.

Community Planning and Economic Development currently has three FTE's as Building Inspector II

and one FTE as Senior Building Inspector. The incumbent in the Senior Inspector position will
Tagged Passions:development, Development, planning, and economic development

retire at the end of September 2018. Due to a recent Board approved reorganization that created

a Building Services Division and a supervisor to oversee that division, the Senior Inspector job classification is no longer required. This request is to establish a Building Inspector II, and abolish the Senior Building Inspector position effective December 31, 2018. The result would be four FTE's as Building Inspector II and no Senior Inspector. There will be no reduction in service level related to building inspections. The Building Services Supervisor will assume the added administrative and decision-making responsibilities currently handled by the Senior Inspector position. Those duties were built into the job description of the Building Services Supervisor. The reclassification would save about 12,000 per year without reduction in service. The Building Services Division is fully fee funded. There is no impact to the General Fund. This AIS is complete and ready for the Clerk of the Board to include in the Board Agenda:
Tagged Passions:services

The salary range for a Building Inspector II is 4,664 - 6,203.

Date Submitted: 6/20/2018 RESOLUTION NO.__________

A
RESOLUTION establishing position 27R01418 in the Thurston County Pay and Classification Pay

Plan. Abolishing position 27R00784 effective December 31, 2018 in the Thurston County Pay and Classification Pay Plan. WHEREAS, it has been brought to the attention of the Thurston County Commissioners that the

above position should be established to support the current needs of the department.

WHEREAS, it has been brought to the attention of the Thurston County Commissioners that the Thurston County Pay and Classification Pay Plan should be amended as set forth below;

NOW, THEREFORE, the Board of County Commissioners of Thurston County, State of

Washington, does resolve as follows: Section 1. The Thurston County Pay and Classification Pay Plan should be amended as follows: Office/Department: Community Planning and Economic Development New Position Position No: 27R01418
Tagged Passions:development, Development, planning, and economic development

Classification: Building Inspector II

FTE: 1.0 Section 2. Abolish position 27R00784 effective December 31, 2018. ADOPTED: ____________________________ ATTEST: BOARD OF COUNTY COMMISSIONERS Thurston County, Washington

Clerk of the Board Chair

APPROVED AS TO FORM: Vice-Chair Lauren Spurgeon Compensation Benefits Manager Commissioner Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits
Tagged Passions:manager and compensation

NOTE: If you attach a file and get a message saying You have chosen to attach a large file , you need to optimize the file to

make it smaller. Contact Dan Murray at 4593 for assistance.

Clearance from other Departments?

Budget Effect Summary? Recommended Action: Item Description: This AIS is complete and ready for the Clerk of the Board to include in the Board Agenda: 07/10/2018 6/27/2018 3b
Tagged Passions:budget and clearance

Created by: LaBonita Bowmar, Administrative Assistant II - Commissioners - 360-786-5447

Creator = Presenter? Yes No Is this a presentation by more than one person? Presenter:

LaBonita Bowmar, Administrative Assistant II - Commissioners - 360-786-

5447

Approval of Work Session Summaries

Pass Motion Consent

File Attachment Attach any materials such as spreadsheets, powerpoint presentations, word documents, etc. Click Additional Attachment to attach more materials. Move to approve the Board of County Commissioners Work Session Summaries for March 1, 2018;

Tagged Passions:materials

May 2, 2018; May 17, 2018; May and 31, 2018.

n/a

Date Submitted: 6/27/2018 Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits

NOTE: If you attach a file and get a message saying You have chosen to attach a large file , you need to optimize the file to

make it smaller. Contact Dan Murray at 4593 for assistance.

Clearance from other Departments?

Budget Effect Summary? Recommended Action: Item Description: This AIS is complete and ready for the Clerk of the Board to include in the Board Agenda: 07/10/2018 6/28/2018 3c
Tagged Passions:budget and clearance

Created by: Kathy Goulet, Financial Analyst - Auditor - 360-867-2261

Creator = Presenter? Yes No Is this a presentation by more than one person?
Tagged Passions:audit and finance

Presenter: Jennifer Walker, Public Works Director - Public Works - 360-867-2271

Presenter 2: Judy Zygar, Tollhouse Supervisor - Public Works - 360-867-2903 Increase the Waste and Recovery Center Change fund Pass Resolution Consent

Tagged Passions:public works and Public Works

Increase change fund Solid Waste 4030 2018.pdf PDF File 255 KB

Attach any materials such as spreadsheets, powerpoint presentations, word documents, etc. Click Additional Attachment to attach more materials. Move to approve the resolution to increase by 500 the Waste and Recovery Center change fund to 3,700. For improved security and efficiency, Public Works implemented Loomis armored car deposit pickup and change service. However, change service is not provided on weekends or holidays. This increased change fund will allow for more flexibility in making change due to an increasing
Tagged Passions:Utility, public works, Public Works, utility, materials, government efficiency, holiday, security, and solid waste

volume of customer transactions on weekends and holidays when an armored car change service is

Tagged Passions:holiday

not available. The change fund will be retained at the Waste and Recovery Center.

Date Submitted: 6/28/2018 Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits

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make it smaller. Contact Dan Murray at 4593 for assistance.

Clearance from other Departments?

Budget Effect Summary? Recommended Action: Item Description: This AIS is complete and ready for the Clerk of the Board to include in the Board Agenda: 07/10/2018 7/3/2018 3d Created by:
Tagged Passions:budget and clearance

Jennifer Popchockhakim, Social Services Program Specialist III - Public Health and

Social Services - 360-867-2597 Creator = Presenter? Yes No Is this a presentation by more than one person? Presenter: Mark Moffett, Community Program Manager - Public Health and Social Services - 360-867-2675 Additional Presenters:
Tagged Passions:services, health, manager, social services, and program

Appointment to the Thurston County Veterans Advisory Board

Tagged Passions:veterans and appointments

Pass Motion Consent

File Attachment Attach any materials such as spreadsheets, powerpoint presentations, word documents, etc. Click Additional Attachment to attach more materials. Move to approve the appointment of Liza Marciso to the Veterans Advisory Board for the term of Liza Marciso has requesting appointment to the Veterans Advisory Board. Ms. Narciso is the

Tagged Passions:materials, veterans, and appointments

Women Veterans Coordinator for the Washington State Department of Veteran Affairs (VA) and is

the Assistant to the Deputy Director of the agency. She has been part of the agency for the past thirteen years. Ms. Narciso has served on various advisory committees and is a current member of the Women's Veterans Advisory Board. The December 2015 Seattle Globalist featured Ms. Narciso as part of the Women's Veterans brave unemployment and homelessness article mentioning that

Tagged Passions:veterans

one of her main focus is to help with the homelessness challenges that is on the rise in our state

that greatly impacts women veterans and their children. Ms. Narciso has a wealth of knowledge about Veteran affairs and brings great experience to the Advisory Board. Date Submitted: 7/5/2018 Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits
Tagged Passions:veterans

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make it smaller. Contact Dan Murray at 4593 for assistance.

Clearance from other Departments?

Budget Effect Summary? Recommended Action: Item Description: This AIS is complete and ready for the Clerk of the Board to include in the Board Agenda: 07/10/2018 7/5/2018 3e Created by:
Tagged Passions:budget and clearance

Deborah Bordelon, - Community Planning and Economic Development - 360-867-

2177 Creator = Presenter? Yes No Is this a presentation by more than one person? Click this button to find Presenter:

Tagged Passions:development, Development, planning, and economic development

Reappointment to Agriculture Advisory Committee

Tagged Passions:agriculture

Pass Motion Consent

File Attachment Attach any materials such as spreadsheets, powerpoint presentations, word documents, etc. Click Additional Attachment to attach more materials. Move to reappoint Scott Von to the Agriculture Advisory Committee for the term of July 19, 2018 to July 19, 2020 and Bryan Fisher for the term of April 5, 2018 to April 5, 2020.

Tagged Passions:materials, appointments, and agriculture

N/A

Date Submitted: 7/5/2018 Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits

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make it smaller. Contact Dan Murray at 4593 for assistance.

Clearance from other Departments?

Budget Effect Summary? Recommended Action: Item Description: This AIS is complete and ready for the Clerk of the Board to include in the Board Agenda: 07/10/2018 7/5/2018 3f
Tagged Passions:budget and clearance

Created by: LaBonita Bowmar, Administrative Assistant II - Commissioners - 360-786-5447

Creator = Presenter? Yes No Is this a presentation by more than one person? Presenter:

LaBonita Bowmar, Administrative Assistant II - Commissioners - 360-786-

5447

Reappointment to the Capital Area Regional-Public Facilities District Board of Directors

Pass Motion Consent

File Attachment Attach any materials such as spreadsheets, powerpoint presentations, word documents, etc. Click Additional Attachment to attach more materials. Move to reappoint Chris Leicht as a Regional Representative to the Capital Area Regional-Public

Tagged Passions:materials and appointments

Facilities District Board of Directors with a term ending date of May 5, 2022.

No additional detail provided

n/a

Date Submitted: 7/5/2018 Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits

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Clearance from other Departments?

Budget Effect Summary? Recommended Action: Item Description: 07/10/2018 6/27/2018 3g
Tagged Passions:budget and clearance

Created by: Ruth Pierce, Administrative Assistant I - Public Works - 360-867-2275

Creator = Presenter? Yes No Is this a presentation by more than one person?
Tagged Passions:public works, Public Works, and body art

Presenter: Monica Gorman, Solid Waste Manager - Public Works - 360-867-2278

Tagged Passions:Utility, public works, Public Works, utility, manager, and solid waste

Reappointment to the Solid Waste Advisory Committee (SWAC)

Tagged Passions:Utility, utility, and solid waste

Pass Motion Consent

No additional detail provided

18-PW-055_EXH_SWAC Application_Delroy Cox.pdf PDF File 639 KB

Attach any materials such as spreadsheets, powerpoint presentations, word documents, etc. Click Additional Attachment to attach more materials. Move to reappoint Delroy Cox as the Waste Collection Company Representative on the Thurston
Tagged Passions:materials and appointments

County Solid Waste Advisory Committee for the term of June 30, 2018 to June 30, 2021.

Pursuant to state code (RCW 70.95.165(3)), each county is required to establish a local solid waste advisory committee (SWAC) to assist in the development of programs and policies concerning solid waste handling and disposal and to review and comment on proposed rules, policies, and ordinances prior to adoption. The Board of County Commissioners (BoCC) has the authority to appoint members to the SWAC under Thurston County Code ( 8.22.030). Committee membership must include one commissioner or his/her representative; one elected official or his/her representative from each of the municipalities participating in the current solid waste management plan through signed interlocal agreements; one member from the port commission; one member

Tagged Passions:Utility, boards and commissions, utility, appointments, ordinance, development, program, Development, and solid waste

representing private business; one waste collection company representative; one recycling industry

representative; one agricultural representative; and three citizen representatives, one each from the unincorporated jurisdictions of each commissioner district, to represent a balance of other interests including environmental, educational, and general public interest. SWAC members are appointed by the BoCC for a term of three years or until a successor is appointed by the commissioners. The term of the current Waste Collection Company Representative, Mr. Delroy Cox, expires on June 30, 2018, and he has asked to be reappointed. This AIS is complete and ready for the Clerk of the Board to include in the Board Agenda: The application from Mr. Cox is attached. Mr. Cox is a resident of Aberdeen, Washington, and was previously employed by Harold LeMay Enterprises for many years. He presently serves as a private
Tagged Passions:recycling, appointments, agriculture, environment, and business

consultant to the solid waste industry.

The SWAC supports the Environmental and Sustainable Resources goal of the County Strategic Plan to preserve and enhance our physical environment and natural resources. Date Submitted: 6/27/2018 Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits
Tagged Passions:Utility, strategic, utility, services, Conservation, solid waste, and environment

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make it smaller. Contact Dan Murray at 4593 for assistance.

Clearance from other Departments?

Budget Effect Summary? Recommended Action: Item Description: 07/10/2018 6/22/2018 4 Created by: Scott Florcsk, Information Technology Consultant III - Central Services - 360-867- 2963 Creator = Presenter? Yes No Is this a presentation by more than one person?
Tagged Passions:services, budget, Technology, information technology, clearance, technology, and Information Technology

Presenter: Martin Casey, Director - Central Services - 360-754-2974

Presenter 2: Jon Tunheim, Prosecuting Attorney - Prosecuting Attorney - 360-754-4110 Additional Presenters:

Tagged Passions:services and legal

Patrick O'Connor, Director - Public Defense - 360-786-5886

Authorizing the Central Services Director to advertise a Request for Proposals (RFP) for a Criminal Justice Case Management System.

Tagged Passions:services, RFP, rfp, and advertising

Pass Motion Department

No additional detail provided

RFP_CMS_20180612.pdf PDF File 176 KB

Attach any materials such as spreadsheets, powerpoint presentations, word documents, etc. Click Additional Attachment to attach more materials. Move to authorize the Central Services Director to advertise a Request for Proposals (RFP) for a
Tagged Passions:services, materials, RFP, rfp, and advertising

Criminal Justice Case Management System, and further authorize the Central Services Director

No additional detail provided

Tagged Passions:services

to negotiate and award a contract to the successful proposer in an amount not to exceed 500,000.

The Thurston County Prosecuting Attorney's Office currently uses an aging case management system that no longer meets their operational needs, and Thurston County Public Defense (TCPD) currently does not have a system that tracks their case load. This results in inefficiencies in both offices with tracking and processing cases. Both offices have determined that a unified case management system containing specific modules for each office would significantly improve business processes for the county. This collaborative approach would allow each office to share common data yet perform specific tasks independently and in a confidential manner. The purpose of this RFP is to solicit proposals for the most appropriate case management system and select the best qualified vendor to meet the business needs of the Prosecutor and TCPD. The County This AIS is complete and ready for the Clerk of the Board to include in the Board Agenda: prefers to purchase an existing system that is commercially available without major customizations, in use by other similar agencies in other jurisdictions of a similar size and complexity, and proven to operate effectively over time. The RFP will also consider integration opportunities with the case management system used by Pre-Trial Services. Representatives from both the Prosecuting Attorney's office and TCPD will participate in all phases of selecting and implementing this system. Funding for implementation of this project is included in the Central Services Application Reserve Fund that was approved by the Board of Commissioners in 2016. Ongoing maintenance costs will be included in Information Technology internal service rates and charged to the customers of the system. Date Submitted: 6/26/2018 THURSTON COUNTY _W A S H I N G T O N_ THURSTON COUNTY 2000 LAKERIDGE DRIVE SW, OLYMPIA WA 98516

Tagged Passions:services, contract, legal, RFP, rfp, purchasing, Technology, information technology, rates, technology, Information Technology, funding, and business

Criminal Justice Case Management System

REQUEST FOR PROPOSAL

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Application System Acquisition Request for Proposal

Thurston County Central Services Information Technology
Tagged Passions:services, Technology, information technology, technology, and Information Technology

1.
Purpose

The Thurston County Prosecuting Attorney s Office (hereafter referred to as Prosecuting Attorney or PAO ) and the Thurston County Public Defense (hereafter referred to as Public Defense or PD ) are seeking an information system to perform all the functions related to case management. The purpose of this RFP is to solicit proposals for the most appropriate case management system from a qualified Vendor at a firm, fixed price, including implementation services. (For the purposes of this RFP, a Vendor is a company that can provide goods and/or services to Thurston County; a Proposer is a Vendor who has submitted a response to this RFP; and a Contractor is a Vendor with whom the County has contracted for goods and/or services.) The County prefers to purchase an existing system that is commercially available without major customizations, in use by other similar agencies in other jurisdictions of a similar size and complexity, and proven to operate effectively over time. The County prefers to purchase from a Vendor who has demonstrated long-term viability as a company and a long-term commitment to customers through regular product enhancements and on-going support. The County is seeking a Vendor that provides a proven, effective, and carefully structured approach to implementation of the chosen system. In this context, implementation refers to all efforts required to provide a complete and functioning system and to prepare County personnel and system stakeholders to use it effectively. This includes technology and implementation planning, detailed design, interfaces, software integration, designing minimal software modifications, testing, training, data conversion, end user and technical documentation, project management, implementation change management, and post-implementation warranty support as described in the Statement of Work (Section 6). Although the County is requesting proposals for complete systems, including software, and services that include any, and all, third-party components, the County, at its sole discretion, may choose not to acquire all optional system components. The County may also exercise the option to procure third-party components directly, in addition to, or in lieu of, any identified in specific proposals. The County expects to fully implement the selected Case Management System by or before June 30, 2019. The County intends to award to the highest ranked Vendor that will assume financial and

Tagged Passions:services, contract, personnel, legal, RFP, rfp, purchasing, Technology, information technology, training, technology, finance, Information Technology, and planning

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legal responsibility for the contract. Proposals that include multiple vendors must clearly identify one Vendor as the prime contractor and all others as subcontractors.

The County reserves the right to reject any or all Vendors whose software and implementation proposals do not adequately meet the County s stated Mandatory Requirements (identified in the Requirements Matrix) or the price of which exceeds the amount that the County determines it is able to afford for this procurement.
Tagged Passions:contract, legal, purchasing, information technology, and Information Technology

2.
Background

Prosecuting Attorney s Office The Thurston County Prosecuting Attorney's Office seeks justice for crime victims, enforces the rights of children entitled to child support, and serves as the legal representative for Thurston County Government. With a team of 32 lawyers and 37 support staff, in 2016 the PAO filed 1606 felony cases (325 were felony domestic violence cases and 145 felony sexual assault and/or child abuse cases), 2017 misdemeanor cases (445 were misdemeanor domestic violence cases), and 502 juvenile cases. In addition, 167 defendants received services in the drug court program, 16 defendants in DUI court, 48 defendants enrolled in mental health court and 22 defendants in veteran court. PAO also processes over 1800 child support cases each year while also serving as a law firm for all Thurston County Government offices.

Tagged Passions:services, health, legal, sexual harassment, mental health, sexual assault, child abuse, domestic violence, program, crime, drugs, and court

PAO also provides help for victims through the Victim Advocates Program. The Victim Advocates respond to the needs of crime victims in an empowering and proactive manner, striving to inform victims of their rights under the law in order to facilitate informed participation in the criminal justice system.

Services Provided by the Victim Advocate Assistance completing Victim Impact Statements and Crime Victim Compensation
Tagged Passions:services, compensation, program, and crime

(CVC) applications and appeals if a victim CVC claim is denied. Act as a liaison between the victim and Deputy Prosecuting Attorney Accompaniment at victim interviews, sentencing hearings, and trials Assist victims with return of property Trial preparation Safety planning Notify victims of hearing dates and changes to those dates Explain the court process Familiarize victims and witnesses with courtrooms prior to trials and hearings Provide a safe location for victims and witnesses to wait prior to testifying or

attending hearings Provide information about available protection from threats or harm Assist victims with completing restitution paperwork upon request Inform victims of their rights Refer victims to necessary resources Notify victims of the final outcome of felony cases

Tagged Passions:property, hearing, legal, court, and planning

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Contact employers to explain or verify a victim or witness' involvement in a case at the victim's request

The PAO is organizationally structured in two divisions: a Criminal Division and a Civil Division. The criminal division receives referrals from law enforcement agencies to review for possible criminal charges. While the Prosecuting Attorney has authority to file charges for any criminal offense in Thurston County, the office currently receives referrals only for the following: All felony offenses which are alleged to have occurred anywhere in Thurston County. All misdemeanor and gross misdemeanor offenses alleged to have occurred in the unincorporated areas of Thurston County All misdemeanor and gross misdemeanor offenses alleged to have occurred within the city limits of Tumwater (pursuant to an interlocal agreement with the City of Tumwater)
Tagged Passions:legal and public safety

All misdemeanor and gross misdemeanor offenses alleged to have occurred within the city limits of Rainier (pursuant to an interlocal agreement with the City of Rainier)

All juvenile offenses (those committed by a person under the age of 18) alleged to have occurred anywhere in Thurston County All traffic infractions issued by any state agency including the Washington State Patrol where the infraction is alleged to have occurred in Thurston County All traffic infractions issued by the Thurston County Sheriff s Office where the infraction is alleged to have occurred in Thurston County. The Criminal Division of the PAO is divided into five trial teams: The General Felony Team handles referrals for felony offenses alleged to have been committed by an adult over the age of 18 that does not involve domestic violence, child abuse or a sexual offense. The General Felony Team works closely with law enforcement to prepare cases for trial and represents the county in criminal matters in Superior court. The General Felony Team is the largest division in the Thurston County Prosecuting Attorney s Office and consists of ten attorneys, two paralegals, five legal support staff, and two crime victim advocates. The Special Victims Team (SVT) handles referrals for offenses where the victim is a minor (under the age of 18) or a vulnerable adult due to age or disability, and referrals where the alleged crime is considered a sexually motivated offense. The Special Victims Team is a partner in the Monarch Children s Justice and Advocacy Center, a program that co-locates and coordinates a variety of investigative and social services for child victims of abuse and neglect. The SVT consists of two attorneys, one paralegal and one victim advocate. The Domestic Violence Team is responsible for prosecuting all felony domestic violence offenses for Thurston County. The Domestic Violence Team consists of three deputy prosecuting attorneys, one victim advocate, one paralegal, one legal

Tagged Passions:disability, services, legal, public safety, child abuse, domestic violence, social services, program, crime, traffic, and court

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assistant, and one courthouse facility dog. The Domestic Violence Team is co-located at the Thurston County Family Justice Center. We work collaboratively with other community partners to support survivors of domestic violence, increase survivor safety, and hold domestic violence perpetrators accountable.

The Juvenile Team prosecutes all offenders under the age of 18 who commit felonies and misdemeanors within Thurston County. This team works in collaboration with members from law enforcement, Juvenile Probation, the Clerk's Office and Juvenile Court to ensure community safety and offender accountability while also providing the services and support necessary to assist our youth in becoming responsible citizens. Additionally, our team works to further serve the community by providing crime victims with a victim s advocate who assists the crime victim with support, information, and resources throughout the pendency of the criminal case. The Juvenile Team consists of two deputy prosecuting attorneys, two legal staff and one victim advocate. In accordance with the mandates of RCW 13.40.010, the goal of the Thurston County Prosecuting Attorney s Office Juvenile Team is to provide for community safety, youth accountability, and opportunities for juvenile rehabilitation. The District Court Team is responsible for prosecuting all misdemeanor and gross misdemeanor offenses committed in unincorporated Thurston County and the City of Tumwater. Domestic Violence and Driving under the Influence of Intoxicants (DUI) charges are two primary areas of prosecution for the District Court Team. In addition, the District Court Team appears on certain contested infraction hearings. The District Court Team is staffed by five deputy prosecuting attorneys, one victim advocate, one paralegal, and three legal assistants. Other responsibilities of the Criminal Division of the PAO include partnering with law enforcement personnel and assisting to qualify offenders for diversion programs. Deputy Prosecutors in the Criminal Division are often called to crime scenes and routinely work closely with investigators providing advice and assistance with legal procedures such as obtaining search warrants or authorizations to intercept and record conversations. The Prosecuting Attorney s Office is a partner in the Thurston County Narcotics Task Force and assigns a full-time Deputy Prosecutor to work on Task Force cases. In addition, several Deputy Prosecutors serve on a variety of community committees and boards whose work further efforts to reduce crime and enhance public safety. With respect to diversion programs, the Thurston County Drug/DUI Court is a special problem solving court available to eligible offenders who are found suitable for drug treatment. To enter this program, a qualifying criminal defendant must agree to the facts of the case, waive their rights to a trial, and agree to follow all conditions set by the court. In exchange, offenders are offered drug treatment without under the supervision of the court. The drug court team, made up of the judge, court and treatment staff, a Deputy Prosecutor and an attorney from the Office of Assigned Counsel work collaboratively with the goal to help the offender be successful with their treatment.

Tagged Passions:services, hearing, personnel, legal, pets, public safety, youth, accountability, domestic violence, judge, program, procedure, crime, drugs, facility, and court

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The Thurston County Mental Health/Veterans Court are problem solving courts available to eligible defendants charged with a misdemeanor or gross misdemeanor in Thurston County District Court. To be eligible, the offender must be diagnosed with a mental illness and the deputy prosecutor on the case must be satisfied that a nexus exists between the defendant s mental illness and the crime they are accused of committing. For Veteran s Court, the offender must be diagnosed with a mental illness related to their service in one of the branches of the armed forces. A defendant may only be admitted to the Mental Health or Veteran s Court by approval of the Mental Health Court team/Veteran s Court team, made up of the judge, court staff, a Deputy Prosecutor, and an attorney from the Thurston County Public Defense.

The Civil Division of the Prosecuting Attorney's Office serves as the attorney for Thurston County, providing legal advice and representation to the County elected officials, departments, and independent boards and commissions. The work of the Civil Division covers a broad array of subject areas such as land use planning and growth management, county administration, taxation, public works, utilities, real estate, code enforcement, personnel, purchasing and procurement, public health and social services, public disclosure and risk management. The Civil Division consists of six deputy prosecuting attorneys, two paralegals and one legal assistant. The Civil Division also includes a Family Support Team. Title IV-D of the Social Security Act established the national program of child support enforcement in 1976; each state is required to designate a single agency to administer the program. The Washington State Division of Child Support (DCS) is the legally designated Title IV-D Agency for the State of Washington, and DCS contracts with county prosecuting attorneys to handle the agency child support cases that require action in the superior courts (RCW 74.20.040). For Thurston County, the Family Support Team of the Thurston County Prosecuting Attorney's Office provides a variety of litigation support for DCS. This includes establishment of paternity, modification of child support orders and enforcing child support orders. Public Defense Thurston County Public Defense gives legal representation to people who can't afford a lawyer, in criminal and dependency cases in Thurston County District Court and Superior Court. Public Defense currently handles the following types of cases: Felony and Misdemeanor Cases that carry a possible jail or prison sentence Probation Violation Cases Juvenile Delinquency Cases Civil Commitment / Involuntary Treatment Cases Dependency / Child Protection Cases
Tagged Passions:Utility, public works, Public Works, boards and commissions, utility, services, health, contract, taxes, personnel, legal, veterans, Taxes, purchasing, mental health, risk, codes enforcement, social services, judge, jail, program, seniors, crime, security, court, growth, and planning

Public Defense does not handle the following types of cases:

Federal cases

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Municipal Court cases Tribal Court cases Traffic tickets and infractions that do not carry the risk of jail Appeals to the Court of Appeals or Supreme Court Cases outside of Thurston County Department of Licensing (DOL) hearings

Tagged Passions:hearing, legal, risk, jail, traffic, and court

The PAO and PD are seeking a case management system to automate all case management business processes of both organizational units. Legacy case management data is currently stored in Damion a case management system previously manufactured and marketed by CourtView Justice Solutions. Specific requirements related to business processes may be found in the Requirements Matrix attached to this RFP.

3. Project Goal and Objectives The county desires to acquire and deploy a case management system that will automate the business processes of the Thurston County Prosecuting Attorney and Public Defense. The replacement system must meet all of the County s mandatory system, functional, and security requirements, and a majority of preferred requirements, as identified in the attached requirements matrix.

Tagged Passions:legal, commercial, RFP, rfp, security, market, and business

4.
Scope

The full scope of the Case Management System project will include: the deployment of a new case management application for use by the Thurston County PAO and PD for performing all business processes of both organizational units integrating the new Case Management System with the existing County jail management system (ATIMS) and the Pretrial Services Case Management System (Automon CE Pretrial) migrating data from the existing case management system (Damion) into the new case management system training staff on using and maintaining the new case management system providing on-going maintenance activities required by the system the acquisition of mobile client computing capabilities required to use the deployed case management system from multiple County locations (main campus) 5. County Information Technology Architecture and Standards

Tagged Passions:services, Technology, information technology, training, jail, technology, Information Technology, and business

Any case management system must adhere to Thurston County s IT architecture and maintain compatibility with the existing common computing environment at all architecture layers including data centers, network, operating systems, applications, and clients.

No additional detail provided

Tagged Passions:Conservation and environment

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Data centers: The County maintains a primary data center at a county-owned facility in Olympia, WA, and a backup data center for disaster recovery in Tumwater, WA. Both data centers maintain an average 60-degree temperature utilizing air-based cooling and heat-removal technologies.

No additional detail provided

Tagged Passions:information technology, Information Technology, and facility

Network: 10 Gbps network backbones exist in both data centers and the data centers are connected via an MPLS 10 Gbps fiber circuit. Employees stationed at fixed locations on the main campus have 1 Gbps shared-circuit connectivity to the data centers. The County has all remote offices connected via a Wide Area Network (WAN). Network connectivity to the various sites varies from standard T-1 (1.54mbps), high-speed broadband, to fiber connections (1 Gbps). Mobile employees have 4G wireless VPN access to the County s network. VPN access is also available for approved vendors to perform system installation, configuration, and maintenance tasks.

Servers and applications: Thurston County utilizes virtualization where possible and is licensed for enterprise-wide usage of VMware ESXi 6. Microsoft Windows Server 2012 R2 is the standard operating system for new server installations, and SQL Server 2014 is the standard enterprise database platform. The County maintains a SharePoint 2016 server farm in Office 365 (Azure) and an on-premises SharePoint 2013 farm for internal applications and externally-facing web sites. Office 365 is also the Thurston County s electronic mail system for all County employees and the standard authentication directory for all enterprise applications.
Tagged Passions:telecommunications, license, Telecommunications, Internet Access, wireless, information technology, Wireless, agriculture, sites, and Information Technology

Clients: The standard employee workstation is a PC configured with Windows 7 Pro or Enterprise 64-bit or Windows 10 Pro or Enterprise 64-bit. PC configurations include a minimum of Intel Core i5 3.5 GHz, and at least 8 GB of RAM. All new PCs are being delivered in the county s active directory. The standard office automation software suite is Microsoft Office 2013 or higher, and clients are provided default installations of Internet Explorer 11 and Google Chrome 59 browsers for web application usage. Users have the option of using personal- or county-supplied mobile devices running iOS or Android.

Tagged Passions:information technology, Google, and Information Technology

6.
Statement of Work

Thurston County expects the selected Vendor ( Contractor ) to take the lead in the implementation of the software. Specifically, Thurston County expects Contractor s staff to supply the majority of the implementation labor to install and configure the software as well as to provide project leadership, best practices, and tools to guide and effectively collaborate with Thurston County staff to design, implement, test, train, deploy, and stabilize a complete operational, integrated pretrial case management system according to the requirements and functionality prescribed within this RFP. The role of Thurston County staff is to provide subject matter expertise and participate in the project throughout the implementation process, relying on the Contractor s extensive experience and resources in implementing this system in similar settings.

Tagged Passions:RFP, rfp, information technology, and Information Technology

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The following list of objectives details Thurston County s desired services and associated deliverables. Contractors may offer additional services and deliverables which they believe would be beneficial to Thurston County, but must explain the purpose and content of any such additional offerings.

Objective 1: Provide project management and coordination Deliverable 1.1 Baseline Detailed Project Work Plan Purpose To establish a mutually agreed-upon project baseline before significant work occurs and to identify the specific tasks and resource levels necessary to timely deliver the elements in the Work Statement. Content A hierarchical work breakdown structure, including task dependencies, schedules, deliverables, and the Contractor and Thurston County resource assignments broken down to a sufficient level of detail to allow effective project control. The project work plan shall also include a detailed analysis of key project performance indicators and the critical path. Deliverable 1.2 Project Status Reports Purpose To provide clear ongoing communications to stakeholders concerning the status of the project. Content A biweekly report containing sufficiently detailed information to enable Thurston County to determine the status of the project and any variance from the detailed project plan, schedule, or budget. The status report will include, at a minimum: Technical status of the project including Deliverable status, configuration status, and forecasted Deliverable status for the next reporting period Resource status for the project including staff utilization Schedule status for the project including task status, milestones completed, phases completed, schedule trends, and schedule summary Comparison of actual percent complete versus scheduled for the work breakdown structure Issues, risks, and resource constraints which are affecting or could affect
Tagged Passions:services, budget, Communications, risk, communications, and performance

progress including the proposed or actual resolution Proposed changes to the project work plan, reasons for the changes, and

approval/disapproval determination for any proposed changes Updated detailed project work plan with approved changes highlighted

Objective 2: Perform initial installation Deliverable 2.1 Hardware Specifications Purpose To provide Thurston County with all necessary hardware specifications to enable

preparation of the Thurston County data center for installation of the Licensed Software at least 45 days prior to the scheduled installation, if applicable. Hardware specifications must include database, application, internet, and other servers and associated data storage devices to meet all of the technical requirements specified in this RFP and in the accompanying Requirements Matrix.

Content Detailed specifications of the Hardware and associated environmental requirements for the proposed system.
Tagged Passions:RFP, license, rfp, information technology, Information Technology, and environment

Deliverable 2.2 Installation Certification Document Purpose To certify the successful installation of the Licensed Software in the Thurston

Tagged Passions:license, information technology, and Information Technology

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County data center or Virtual Private Cloud, and that the test, development, and production environments are functioning as necessary to support the implementation effort.

Content A signed document warranting and certifying that the Licensed Software has been installed in Thurston County s test, development, and production environments, that the Licensed Software works as intended, that the installation has not degraded use of other Thurston County computer systems, that user authentication information is correctly shared with Thurston County s network user authentication application, and that the Licensed Software can be accessed via the network and can communicate with other Thurston County network resources necessary for the full functioning of the Licensed Software. The document will also summarize the components installed and describe the means used to verify the installation. If the chosen solution will exist at a cloud service provider (CSP), then the Installation Certification Document should verify that all applicable requirements and benchmarks specified in the requirements matrix, which are verifiable upon software installation, have been met.
Tagged Passions:license, public safety, information technology, development, Information Technology, Conservation, Development, and environment

Objective 3: Assist with Business Process Design, Address Gaps, and Configure Software Deliverable 3.1 System Configuration Documentation Purpose To document how the system was configured and the business process decisions

behind the configuration. To identify gaps where the software cannot be configured to meet desired business processes and identify resolutions for those gaps, as well as to clearly communicate the system configuration. Content A document that effectively describes the entire system configuration, including decisions made and the logic behind those decisions. The document will identify specific business activities that cannot be automated with the Licensed Software, describe alternative solutions, identify related cost, schedule, and design impacts, recommend solutions and document decisions. Thurston County will work in parallel to document their business processes to work with the proposed software configuration. Gaps identified in the existing system will be addressed and best practices considered in the design of the business process. Deliverable 3.2 Configured Software Ready for Test Purpose To deliver a functioning set of the Licensed Software to Thurston County configured for test in accord with the System Configuration Reports. To certify that all test and production Computer System environments are functioning as necessary to support the implementation effort.

Tagged Passions:license, information technology, Information Technology, Conservation, environment, and business

Content The configured Licensed Software, installed on Thurston County s Computer System, including all workflows necessary to support Thurston County business operations and certification that the Licensed Software works as intended and is ready for user testing.

Deliverable 3.3 Application Architecture Documentation Purpose To concisely document the Licensed Software s architecture and interfaces in a manner understandable to all project participants.
Tagged Passions:license, information technology, Information Technology, and business

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Content A document that details: The major modules of the software and the interfaces between them For each software module, the major data inputs, functions to be performed,

and major data outputs All external interfaces, including a description of the information sent and
Tagged Passions:information technology and Information Technology

received, and the method and timing of the interface Data structure definitions A security plan for user access rights and a template to guide Thurston

County s development of a comprehensive security plan Objective 4: Migrate Historical Data Deliverable 4.1 Data Conversion Plan Purpose To define the approach and schedule for converting historical data to the new

Tagged Passions:development, historical, Development, and security

Licensed Software and for populating data fields that must be completed prior to Productive Use.

Content A document that: Identifies the data to be converted, including a map that cites specific data sources and destinations for each field Defines necessary conversion algorithms Defines roles and responsibilities associated with data conversion and field population Identifies all data elements in the Licensed Software that must be populated prior to Productive Use, including those with no source data in Thurston County s legacy systems Provides a plan for ensuring that the Licensed Software is appropriately populated with all necessary data prior to Productive Use Provides a plan for testing the converted and populated data in the Licensed Software for accuracy and consistency Deliverable 4.2 Migrated Data Purpose To convert historical data and migrate it to the new Licensed Software in

Tagged Passions:license, information technology, historical, and Information Technology

accordance with the Data Conversion Plan. Content Data converted and loaded onto the test system, verified, and migrated to the

production system and certified as ready for use. Objective 5: Develop Interfaces Deliverable 5.1 Interface Specifications Purpose To document the specifications for system interfaces defined in the RFP and by mutual agreement between Thurston County and the Contractor. Content A document that defines the specifications for necessary interfaces at a sufficient
Tagged Passions:RFP and rfp

level of detail to support development of interfaces. Deliverable 5.2 Tested Interfaces Purpose To deliver the real-time or near-real-time functionality that effectively connects

the Licensed Software to the required interface programs. Content Software code and/or configuration parameters to make the interfaces specified
Tagged Passions:license, information technology, development, program, Information Technology, and Development

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in the Interface Specifications operational. Certification that the interfaces are working in accord with the associated specifications.

Objective 6: Perform testing Deliverable 6.1 Test Plan and Scripts Purpose To define the approach for testing of the Licensed Software. Content A document that: Defines the overall testing process, including unit, system, acceptance, field, and performance testing Includes all necessary test scripts these will be developed by the Contractor and must adhere to Thurston County quality standards Defines a mechanism for tracking test performance and completion Defines procedures for managing the test environment, including change control Defines procedures for assigning severity to problems encountered Defines entrance and exit criteria for each round of testing

Tagged Passions:license, information technology, Information Technology, performance, procedure, Conservation, and environment

Deliverable 6.2 Tested Software Purpose To ensure the software as configured is ready for business use. Thurston County

Tagged Passions:information technology, Information Technology, and business

will conduct user acceptance testing. Content Software certified as ready for use/user-acceptance testing. Deliverable 6.3 Volume/Stress Testing Report Purpose To conduct volume/stress testing and document the results of performance

testing. Content Completed volume/stress testing and a document that: Describes the overall volume/stress testing process Documents the volume/stress testing results and provides recommendations

Tagged Passions:information technology, Information Technology, and performance

for improving system performance Documents improvements made to tune the system for optimal performance

Tagged Passions:performance

Objective 7: Conduct training Deliverable 7.1 Training Plan Purpose To define the approach and schedule for end-user and technical systems

operation/configuration training. Content A document that: Outlines the necessary classes and curriculum for each class Provides a content outline to guide development of classroom materials Identifies Thurston County attendees and instructors Provides a training schedule Provides a mechanism for tracking completion of training
Tagged Passions:curriculum, materials, education, development, training, and Development

Deliverable 7.2 Training Materials Purpose To provide Thurston County with materials for each training session. Content Content and materials for each class, tailored to Thurston County s configuration. Deliverable 7.3 Training Purpose To train Thurston County trainers on system use and train technical staff on

No additional detail provided

Tagged Passions:materials and training

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system administration and configuration of the Licensed Software. Content The delivery of user and technical systems operation training in accord with the

Training Plan. Objective 8: Provide go-live support and stabilization services Deliverable 8.1 Go-Live and Stabilization Plan Purpose To define the steps necessary for a successful Go-Live and subsequent

Tagged Passions:services, license, information technology, training, and Information Technology

stabilization of the Licensed Software. Content A detailed task plan, including a readiness checklist and resource assignments, to

Tagged Passions:license, information technology, and Information Technology

support moving the Licensed Software into Productive Use. It will include a data load and conversion plan and a contingency plan in the event that the Go-Live fails. The Plan should anticipate a minimum of two dry runs and include a back- out strategy and clearly defined go/no-go decision points. It will also include a stabilization plan that details the Contractor s commitments to stabilization and the transition to full support by Thurston County staff.

Deliverable 8.2 Technical Operations Manual Purpose To guide Thurston County IT staff in the technical operation and maintenance of Licensed Software after implementation, including site-specific customizations and operational considerations.
Tagged Passions:strategic, license, information technology, Information Technology, and events

Content An online Technical Operations Manual that describes the procedures necessary to operate and maintain the Licensed Software after implementation, customized to Thurston County s configuration.

Deliverable 8.3 Business User Manual Purpose To guide Thurston County business staff with the use and ongoing configuration of the Licensed Software. Content Online documentation that supports Thurston County -specific business use of the software and provides guidance to end users in correct execution of user- performed application maintenance and configuration activities. Includes site- specific customizations and usage considerations. Deliverable 8.4 Configured Licensed Software in Productive Use Purpose To provide Thurston County with functioning Licensed Software configured to meet Thurston County s business needs, loaded with Thurston County s data per the Conversion Plan, and interfaced with other Thurston County systems per the Interface Plan. Content Implemented Licensed Software in Productive Use.

Tagged Passions:license, information technology, Information Technology, procedure, and business

Deliverable 8.5 Stabilization Services Purpose To provide Thurston County with support services for a defined period of time

Tagged Passions:services

subsequent to Go-Live, including the identification and resolution of malfunctions and operational issues.

Content Stabilization services, commencing at Go-Live and terminating at Services Final Acceptance. 7. Project Budget

Tagged Passions:services and budget

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The County has allocated a budget of 500,000 for the acquisition and implementation of a case management system to perform all the business processes of the PAO and PD, and meet all the essential requirements of the County that have been identified in this RFP.

No additional detail provided

Tagged Passions:budget, RFP, rfp, and business

8.
Selection Process

Proposals will be reviewed by a team of County staff based on the criteria detailed in Section 6 of this Request For Proposal and the accompanying Requirements Matrix. Finalists may be selected for interview, or a visual demonstration of a proposer s solution, as a part of the selection. System demonstrations will be scheduled to occur during the second week following the deadline to receive proposals.

Tagged Passions:selection

9.
Evaluation Criteria

No additional detail provided

In determining the most responsive proposal, the following elements will be given consideration:

Adherence to RFP instructions, including completing the requirements matrix, providing relevant references, and explaining the proposed solution in detailed documentation. (5 ) Qualifications and experience of the proposer. (15 ) This includes: o Length, scope and depth of past experience delivering similar solutions for similar customers o Financial capability (Financial Statement Analysis, Dun Bradstreet Reports, Credit Reports, 10K Report Review, etc.) o Licenses and certifications of the company and key personnel (CMMI, ISO, PMI, ITIL, Six Sigma, etc.) Compliance with the County s existing information technology architecture and
Tagged Passions:personnel, compliance, RFP, license, rfp, Technology, information technology, financial report, instruction, technology, finance, and Information Technology

operating frameworks. (15 ) Examples of this evaluation criteria would include: o Is the solution 100 web-based or does the County need to invest time

maintaining client software to support the solution? o Does the solution follow industry-adopted configuration management,

Tagged Passions:information technology and Information Technology

change management, and release management practices? o Does the solution utilize standard network communication protocols? o Are system integrations performed using RESTful web services or does

the County need to schedule off-hours FTP data transfers with the vendor? o Does the solution integrate access-control mechanisms with existing County LDAP infrastructure or will the County have to maintain separate usernames and passwords for all system users?

Tagged Passions:services

o
Does the solution comply with County security policies for data, software, and hardware protection?

Technical and functional approach to providing the most complete solution and level of service, based on the ability to meet the requirements of the solution and the verification of the proposer s response to those requirements. (35 ) Vendor software demonstration. (10 ) Total cost of the proposed solution. (20 )
Tagged Passions:information technology, Information Technology, and security

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10. Information Requested

No additional detail provided

Please include the following information in your response:

A. A description of the firm's background and qualifications to include a brief

statement of interest, stating why your firm should be considered for this project. This section should be no longer than four pages.

B.
Resumes of project manager and all other personnel who would work directly on the project. Include previous projects for which those personnel were responsible and indicate their roles and approximate percentage of time each would be involved in this project.

No additional detail provided

Tagged Passions:personnel and manager

C.
Proposed project plan, including time lines.

D. A complete and itemized cost estimate for the proposed work including: acquisition and implementation costs, professional services hours for system administration training, training costs for 200 users, travel and per diem costs, maintenance costs for 1-3 year support options, and non-fixed costs such as data storage or bandwidth costs for cloud-based solutions. E. Three references for past projects, similar in size and customer base, worked on by your firm. Please include: Organization Name Reference name and telephone number Brief description of project, final product and cost of project

Tagged Passions:services, travel, and training

F.
Requirements matrix identifying the proposer s ability to support all mandatory

and preferred requirements.

11.
Submission of Qualifications

No additional detail provided

A.
By no later than 4:00 p.m. PDT on August 31, 2018, submit the information requested in Section 10 of this Request For Proposal by electronic mail to:

cmsbid@co.thurston.wa.us All information requested may be submitted as email file attachments (individually or zipped) in the following formats: Portable Document Format (PDF), Microsoft Word (.docx), Microsoft Excel (.xlsx), Microsoft Powerpoint (.pptx) B. No information other than that set forth in this document and its attachments will be available prior to submitting responses.

Tagged Passions:information technology and Information Technology

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C. Responses received after the deadline will not be considered for contract award.

No additional detail provided

Tagged Passions:contract

12.
Approximate Schedule

No additional detail provided

Process Target Date(s) Advertisement of RFP July 16, 2018 Proposals received no later than 4:00 p.m. PDT August 31, 2018 Team Review of All Proposals September 3-7, 2018 Proposer Demonstrations September 10-14, 2018 Selection of Finalist September 17, 2018 Execute Contract September 26, 2018 Period of Performance (PoP) Begin Date October 1, 2018 **Period of Performance (PoP) End Date June 30, 2019

Tagged Passions:contract, RFP, rfp, advertising, selection, and performance

** PoP end date may vary depending on the Project Plan of the contracted proposer

Tagged Passions:contract

13.
Cost of Qualifications Presentation

Cost incurred in preparing and presenting the qualifications or included in any other manner by the proposer in responding to this RFP may not be charged to Thurston County. 14. Fee, Contract and Negotiation Thurston County intends to negotiate a fee for the provision of consulting services with the firm selected. It is Thurston County s intent to establish a fixed limit for the cost of services on this project.

Tagged Passions:services, contract, RFP, and rfp

Thurston County will require the selected proposer to sign a Professional Services Contract (sample attached to this RFP) for services rendered under this project. Incorporated by reference into the contract will be; (a) all of the information presented in or with the RFP, and the proposer s response, and; (b) all written communication between the County and the selected proposer.

No additional detail provided

Tagged Passions:services, contract, RFP, and rfp

Negotiation will begin with the proposer scoring the highest combination total based on

the criteria detailed in Section 9 of the RFP. If a contract is not successfully negotiated within ten (10) days following notification, the County shall proceed to negotiate with the proposer scoring the second highest combined total.

Tagged Passions:contract, RFP, and rfp

15.
Nondiscrimination

Thurston County hereby notifies all proposers that it will affirmatively ensure that all will be afforded full opportunity to submit qualification proposals in response to this Request for Proposal and will not be discriminated against because of race, color, creed, ethnicity, religion, national origin, age, sex, marital status, veteran or military status, sexual orientation or the presence of any disability. Implementation of this policy shall be consistent with RCW 49.60.400.

Tagged Passions:disability, policy, military, and religion

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16. Release Authorization for Reference Check

Submit the Release Authorization for Reference Check with your Proposal, signed by an Authorized Organization Representative (AOR) of the proposer.

17.
Procedures When Only One Proposal Is Received In the event only a single responsive proposal is received, the County reserves the right to conduct an analysis of all evaluation criteria submitted in such proposal. The sole Proposer shall provide such information, data and other documentation as deemed necessary for such analysis. The County reserves the right to reject such proposal.

No additional detail provided

Tagged Passions:procedure and events

18.
Cancellation or Rejection of Proposals The Board of County Commissioners retains the right to reject any or all proposals for good cause and, in particular, to reject a proposal not accompanied by any data required by this Request for Proposal or a proposal in any way materially incomplete or irregular. In the event of a cancellation of a competitive solicitation or if all proposals are rejected, all Consultants will be notified by the County via mail, facsimile or electronic means.

19. Withdrawal or Modification The Consultant has no right to withdraw or modify the proposal for any reason whatsoever after the time set for the opening thereof, unless the award of the Contract is delayed for a period exceeding forty-five (45) calendar days from the time set for opening of the proposals. 20. Award A contract will be awarded to the responsive and responsible proposer whose proposal is the most advantageous to the County, taking into consideration the listed criteria. It is the sole responsibility of the County to award or not to award a contract. All proposals and accompanying material will become the property of Thurston County and may be subject to public records requests.
Tagged Passions:services, property, solicitation, contract, public records, and events

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RELEASE AUTHORIZATION FOR REFERENCE CHECK

By signing below, the Firm responding to this Request For Proposal authorizes past or present clients to provide information requested by Thurston County regarding work that is within the scope of this Request For Proposal. The Firm authorizes Thurston County to photocopy this signed release to be used in lieu of the original. Firm Name: ___________________________________________________________________

Signature of Authorized Organization Representative: _________________________________

Typed name and title: ___________________________________________________________

Board of County Commissioners AGENDA ITEM SUMMARY Agenda Date: Date Created: Agenda Item : Item Title: Action Needed: Class of Item: List of Exhibits

NOTE: If you attach a file and get a message saying You have chosen to attach a large file , you need to optimize the file to

No additional detail provided


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