HomeMy WebLinkAboutbocc.con.191.2009CLERK'S CHECK
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ORIGINATING DEPA TMENT/D VISION: EG-'1 CUU~W~J2 ~~~J ~9L ~~ f~C DES'
CONTACT PERSON: ~c.ovrt~i(~c~yy~l~HONE #: ~ Zc9 -S ZZ
PROJECT NAME: ) LcC,I•tSU~-c/C (iLfi~~~W (~ZO't/~ivlLc~~~
^ BOCC AGENDA ITEM TAFF AUTHORIZED SIGNATURE
(Requires BOCC Signature) ~ -(per Revised Procurement Code 7/2005)
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/ CHECK PROCUREMENT TYPE:
^None ^Infonnal ^Formal Sole Source ^Emergency ^State Bid ^
''Compliance with House Bills 06-]343 and 07-1073 -Immigration Fonn (Under $10,000, Letters of Engagement, etc
~_
DOLLAR AMOUNT:3U ~ ~ ~~ BUDGET LINE ITEM/LEDGER NUMBER: ~ r • Z ~ . ~J~~~'
gzo~
/ CHECK CONTRACT TYPE:
ervices/Maintenance ^Employment (for county employees)
License/Use ^Intergovermnental Agreement (Requires BOCC Action)
^Lease ^Non-Profit
^Construction ^Quasi-Public
^Goods, Equipment, Supplies ^Grant Agreements (Requires BOCC Action)
^Other (e.g. revenue) ^Change Order/Contract Amendment
CONTRACTOR: ~ CO ETE LEGAL OF NAME OF US{NESS (if different from contractor)
Contract Execution Date: ~ U°~ Contract End Date: ~' ~~ ((Uq ~ `~ ~5,~t/,~t~+,~
Automatic Renewal: Yes o Term of Contract: ~~^^~~--CC
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/ o Pages Missing
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Blank Note on Page
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/ ®HB 06-1343 and 07-1073 (Immigration Legislation) Included in RFP vid/or Contract
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NOTE: CLERIC'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE
ARCHIVES RETAINAGE SCHEDULE.
AMENDED 04/23/08
Conh•act# 191-2009
Budget Line Item # 001.21.915D1.S2000
CONTRACT FOR PROVISION OF SERVICES
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THIS CONTRACT is made and entered by and between the Pitkin County Board of
County Commissioners ("County") and TechSolve. Inc 6705 Steger Drive, Cincim~ati, OH
45237-3097 (hereinafter "Contractor").
1. Terns. The term of this conhact is from December 10, 2008 to July 31, 2009.
2. Contractor's Obligations. Contractor shall perform process unprovement training and
services as described in the TechSolve proposal ("hitroducing and embedding a process
improvement culture") dated November 25, 2008 (attached).
3. Compensation and Expenses Invoicing. Payment acid Offset. The County shall
compensate Contractor for its services hi accordance with the Project Budget and Schedule set out in
Paragraph 2. It is expressly understood and agreed that in no event will the total compensation and
reunbursement to be paid hereunder exceed the sum of $30,150.00 plus reasonable expenses for all
services rendered.
4. Counts Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other docuuments prepared by Contractor in comiection with this contract shall be
the property of the County. However, Contractor shall have the right to utilize such documents
in the course of its marketing, professional presentations, acid for other business proposes.
Contractor assigns to Comity the copyrights to all work prepared, developed, or created pursuant
to this contract, including the right to: 1) reproduce the work; 2) prepare derivative works; 3)
distribute copies to the public; 4) perform the works publicly; and 5) to display the work
publicly. Contractor shall have right to use materials produced in the course of this contract for
marketing purposes and professional presentations, articles, speeches and other business
purposes.
5. Pitkin County's Obligations. Pitkin Comity shall admuuster this contract through
a County Representative. Malcolm McMichael will manage the project as the County's
Representative. hi the event that Malcolm McMichael is not available, Phylis Mattice shall
assume the Coru~ty Representative's duties. The services provided and products delivered by the
Contractor under this contract will be subject to review by the County's Representatives, or a
designee,.for compliance with Contractor's obligations prior to final payment.
6. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this contract, with or without cause, by giving written notice to the Contractor of such
termination and specifying the effective date thereof. Such notice shall be given at least ten (10)
days before the effective date of such termination. hi such event all finished or unfinished
documents, data, studies and reports prepared by the Contractor pursuant to this contract shall
Contract # 191-2009
Budget Line Item # 00] .21.91501.82000
Rev ;'?R'0~~ jls
become the County's property. Contractor shall be entitled to receive compensation in
accordance with the contract for any satisfactory work completed pursuant to the teens of this
contract prior to the date of ternniiation. Not withstanding the above, Contractor shall not be
relieved of liability to the CoLUity for damages sustained by the County by virtue of any breach of
the contract by the Contractor.
7. Independent Contractor Status.
A. The parties to this contract intend that the relationship between them
contemplated by the contract is that of independent Contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent, or servant of
Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin
County under this contract. Contractor may choose to work for other iidividuals or entities
during the term of this contract, provided that the basic services amd deliverable products
required under this contract are submitted in the matuner and on the schedule defined under this
contract.
C. Contractor warrants that all work produced will conform to all applicable
industry stuidard of care, skill az~d diligence in the perforniance of Contractor's obligations under
this contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of
any Pitkin Coturty employee, servant or agent in the course of completing work under tlv
contract.
E. Contractor is not entitled to any Workers' Compensation benefits tluough
Pitkin County az~d is responsible for payLnent of any federal, state, FICA and other iicome taxes.
8. Assi>?nability. This contract is not assignable by either parry. Any use of
subcontractors by the Contractor for perfomnatnce of this contract must be accepted ii writing by the
Comity.
4. Bindine Arbitration. A3ny disputes arising out of tlv contract shall be subject to
binding arbitration. The parties agree that ury disputes concerning the terms and conditions of this
contract shall be submitted and fuially settled by arbitration. Arbitration shall be conducted
pursuant to the rules of the Americus Arbitration Association and shall be presided over by the
Pitkin County Hearing Officer appointed to arbitrate Pitkin Coturty contract disputes. Costs of the
arbitration shall be awarded to the substantially prevailing party.
10. Severabilitti~. In the event that any provision of this contract shall Ue held to be
invalid or unenforceable, the remaining provisions of this contract shall remain valid and binding
upon tine purses hereto
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Contract # 191-2009
Budget Line ]rem # 007.21.91501.82000
11. Inteat•ation and Modification.
A. This contract represents the entire and integrated contract betv~~een the
County and the Contractor and supersedes all prior negotiations, representations, or contract, either
written or oral. This contract may be amended only by ~a-itten contract signed by both the County
and the Contractor.
B. The County may, from time to time, request changes in the scope of
services of the Contractor to be performed hereunder. Such changes, including the increase or
decrease in the atnomit of the Contractor's compensation, which are mutually agreed upon
between the County and the Contractor, shall be in «~riting and upon execution shall become part
of this contract.
12. hldemni •.
A. The Contractor (includuig, by definition here and hereinafter, its officials,
employees, agents and representatives, subcontractors and suppliers); shall and hereby does release,
discharge, uidermufy and hold hani~less the County of Pitkin and its officials, employees, agents
and representatives from and against liability for any claim, demand, loss, damages, penalty, judg-
ment, expenses, costs (nicluding costs of investigafion and defense), fees (includuig reasonable
attorey and expert witness fees) or compensation in any form or kind whatsoever for any bodily
injury, death, personal injury or property daniage arisug out of or in connection with an}~ negligent
act, intentional act, error or omission by the Contractor, and for any consequential liability alleged
to accrue against the County on account of the Contractor's acts, errors or omissions; provided,
however, that such indenuuty shall not Ue construed as an uldenuuty for bodily injury or property
damage arising from the sole negligence of the Cowlty or its employees.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend, pay or settle all clauns, demands, or lawsuits related hereto at its sole
expense and shall bear all other costs and expenses related thereto, even if the claim, demand or
lawsuit is groundless, false or fiaudulent.
13. hismance.
A. hi whole or in part, the Contractor shall secure and mauitain for the term of its
contractual relationship with the County such insurance policies, from companies licensed ul the
State of Colorado, as will protect itself, and the County from claims for bodily injuries, death,
personal injtu or property datnage, which may arise out of or result from the Contractor's acts,
errors or onussions. The followuig insurance coverage, at or above the limits indicated and
including such endorsements as are indicated by an "X", are required:
Statutory Workers' Compensation: Colorado statutory minimums
2. Commercial General Liability -ISO 1998 Form or equivalent
3
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Contract # 191-2009
Budget Line Item # 001.21.91501.52000
(R~ith Count~~ named addtt[ona! insured)
Each Oceturence Lnnit
$1,000,000.00
General Aggregate Limit $2,000,000.00
Products/Completed Operations Aggregate Limit $2,000.000.00
Comprehensive Foam (All risks) to include (place x by applicable
pro~~istons):
X Premises/Operations
Undergrotuzd; Explosion & Collapse Hazard
Products/Completed Operations
X Contractual Liability
X Independent Contractors and Subcontractors
X Broad Fonn Property Daznage
X PersonalInjuty
3. Business Auto Coverage:
Cotnbi7ed Single Limit Liability (each accident) $1 A00.000.00
Including all ovvtied, non-ov~nied, and hired vehicles.
4. Special Coverages (check as approprlate anal nuerf amountj:
_ (1) Performance Bond
Labor and Material
Pa}nnent Bond
- (2) Professional Errors and Omissions
_ (3) Aircraft Liability
(4) Owner's Protective
(5) Builder's Risl<
(6) Boiler and Macllniery
(7) Loss of Use Insurance
_ (8) Pollution Liability
(9) Crime, including Employee Dishonesty Coverage, or Fidelity Bond
B. Proof of Insurance:
1. To provide evidence of the required insurance coverage, copies of
Certificates of Insurance in a form acceptable to the County shall be filed with the County tluough
the representative identified in Paragraph 5, no later than tetl (10) calendar days prior to com-
mencement of operations affecting the County, Failure to file or maintain acceptable Certificates
of Insurance with the County is agreed to be a material breach of any contract. These Certificates
of Insurance shall contain a provision that coverage afforded under the policies will not be
canceled or materially altered unless at least thirty (30) calendar days prior ~~>ritten notice by
certified mail, return receipt requested (effective upon proper mailing), has been sent to the
4
Contract # 19 ] -2009
Budget Line Item # 001.2] .91501.82000
F:e~ _'?F'09 jls
Procurement Officer. (For purposes of this provision, "materially altered" shall mean a change
affecting the coverage's required herein, including a change to polic}~ limits as set out in the then-
current policy declarations page).
Simultaneously with the Certificates of hnsurance, the Contractor shall
file with the Ptrocm•ement Officer a certified statement as to claims penduig agahnst the required
coverages, reserves established on account of such clahns, defense costs expended and amoutrts
remainuig on policy limits.
2, hi addition, these Certificates of Insurance shall contain the
following clauses:
a. The clause "other insurance provisions," in a policy in which the
Commty of Pitlchl holds a Certificate, shall not apply to the Cotu~ty of Pitkiil
b. The insurance compazues issuing the policy or policies hereunder
shall have no recourse against the County of Pitkui for payment of any
prenuums or for assessments under any form of policy.
a Any and all deductibles in the above-described insw•auce policies shall
Ue assumed by and be for the amount of, and at the sole expense of the
Contractor,
d. Location of operations shall be: "al] operations and locations at which
work for the referenced Project is being done."
3. Certificates of hisurance for all renewal policies shall be delivered to
the County's Representative at least fifteen (15) days prior to a policy's expiration date except for
airy policy expiring on the expiration date of this contract or thereafter.
4. The County reserves the right to request and receive a copy of airy
policy and any policy endorsement at any tune during the teml of this contract.
14. Exemptions. All purchases of construction, building or any other materials for
this contract shall not include Federal Excise Taxes or Colorado State or local sales or use taxes.
Pitldn CountS~ is exempt from such taxes under registration numbers 98-02624 and 84-78000-SK.
I5. Records. The Contractor shall maintain comprehensive, complete acid accurate
books, records, and documents concerning its performance relating to this contract for a period of
three (3) years after final payment under the contract and the Comity shall have the right within
the three (3) year period to inspect and audit these books, records and documents, upon demand,
in a reasonable mam~er and at reasonable times, for the purpose of deterniining, by accepted
accounting and auditing standards, compliance with all provisions of the contract and applicable
law,
5
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Contract # 191-2009
Budget Line Item # DO ] .21.9 ] 501.82000
16. Contract Made in Colorado. The parties agree that this contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is agreed to
be exclusively in the courts of Pitkii County, Colorado.
17. Attoniev's Fees. 1u the event that legal action is necessary to enforce arty of the
provisions of this contract beyond the arbitration described in Paragraph 9, the substantially
prevailing party shall be entitled to its costs and reasonable attorney's fees.
18. Governmental Irmnuniri~. Contzacior agrees and understands that Pitkin County is
relying ou and does not waive, by any provision of this contract, the monetary limitations or
ternis (presently $150,000.00 per person and $600,000 per occurrence) or arty other rights,
immunities, and protections provided by the Colorado Govervmental hmnunity Act, 24-10-101,
et. Seq., C.R.S., as from time to time amended, or otherwise available to Pitkin County or any of
its officers, agents or employees. Fm•tller, nothing in this contract shall be construed or interpreted
to require or provide for indenuification of the Contractor by the Comlt3~ for any injury to any
person or any property damage whatsoever which is caused by the negligence or other misconduct
of the County or its agent or employees.
19. Current Year Obligations. The parties aclrnowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only currently
budgeted. expenditures of Pitkin CountSr. Pitkin County's obligations under this contract are
subject to Pitkin Comity's am~ual right to budget and appropriate the sums necessary to provide
the services set forth hereu,.. No provisions of the contract shall constitute a mandatory charge or
requirement in any ensuing fiscal year beyond the then current fiscal year of Pitkin Comity. No
provision of thie contract shall be construed or interpreted as creating amultiple-fiscal year direct
or indirect debt or other financial obligation of Pitkin County within the meaning of an}+
constitutional or statutory debt limitation. Tlis contract shall not directly or indirectly obligate
Pitkin County> to matte any payments beyond those appropriated for Pitkin County's then current
fiscal year. No provisions of this contract shall be construed to pledge or create a lien on any
class or source of Pitkin County's moneys, nor shall any provision of ttis contract restrict the
future issuance of Pitkin County's bonds or any obligations payable from arty class or source of
Pitkin County's money.
20. Notice. Any written notice required by this contract shall be deemed delivered
t1u•ough any of the folhowing: (1) hand delivery to the person at the address below; (2) delivery by
facsunile with confirmation of receipt to the fax number below; or (3) within three (3) days of
being sent certified first class mail, postage prepaid, return receipt requested addressed as
follows:
A. To Pitkin County
Malcolm McMichael
530 East Main Street
Aspen, CO 81611
6
Contract # 191-2009
Budget Line Item # 001.21.91501.82000
Fax:970-920-5230
with copies to:
Pitkin County Attorney's Office
530 E. Maiu Street, #302
Aspen, Colorado 81611
B. To Contractor:
TechSolve, Inc.
6705 Steger Drive
Cincimiati, OH 45237
Attn: Michael Sticklers
Fax:513-948-2109
21. Compliance with House Bill 06-1343 and House Bi1107-1073
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A. hl compliance with House Bill 06-1343 aztd House Bi1107-1073 amending Title 8
of the Colorado Revised Statutes by the addition of Article 17.5, Illegal Aliens-Public Contract
for Services, enacted by the General Assembly of the State of Colorado, the Contractor shall not:
Knowingly employ or contract with an illegal alien to perfornl work under
this contract or;
2. Enter into a contract with a subcontractor that fails to certify to the
Contractor that the subcontractor shall not lu~owingly employ or contract
with an illegal alien to perform work under this contract.
B. hl compliance with House Bill 06-1343 and House Bill 07-1073 enacted by the
General Assembly of the State of Colorado:
1. The Contractor has confirmed or attempted to confirm the employment
eligibility of all employees who are newly hired for employment in the United States
through participation in the Basic Pilot Program [created in Public Law 208, 104th
Congress, or its successor and expanded in Public Law 1.56, 108`x' Congress, or its
successor, that is administered by the United States Department of Homeland Security]
and, if the Contractor is not accepted into the Basic Pilot Program prior to entering into
this contract, the Contractor shall apply to participate in the Basic Pilot Program every
tluee months until the Contractor is accepted or this contract has been completed,
whichever is earlier. This provision shall not be required or effective if the Basic Pilot
ProtTram is discontinued.
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Conn•act # ] 91-2009
Budget Line Item # 001.21.91501.82000
2. The Contractor shall be prohibited from using Basic Pilot Progran~
procedures to undertake pre-employment screetung of job applicants while this contract is
being perfornled,
3, If the Contractor obtains actual knowledge that a subcontractor perfornung
work under this contract knowingly employs or contracts with ati illegal alien, the
Contractor shall be required to:
a. Notify the subcontractor and the Comity within three days that the
Contractor has actual laiowledge that the subcontractor is employing or
contracting with an illegal alien; and
b. Ternlinate the subcontract with the subcontractor if within tluee
days of receiving the notice required. pursuant to subparagraph (a) of this
paragraph (3) the subcontractor does not stop employing or conhacting with the
illegal aliens; except that the Contractor shall not terminate the contract with the
subcontractor if during such three days the subcontractor provides uifomiation to
establish that the subcontractor has not luiowingly employed or contracted with ati
illegal alien.
4. The Conhactor shall comply with any reasonable request by the Department
of Labor and Employment made ui the course of an uwestigation that the Department of
Labor and Emplo}nneart is widertalting pursuant to the authority established in Subsection
(5) of C.R.S. § 8-17.5-102.
22. POLITICAL CONTRIBUTIONS PROHIBITED:
Pursuant to Section 15 of Article XXVIII of the Colorado Constitution, there is a presumption of
impropriety between contributions to any campaign and sole source govenunent contracts.
Therefore, the Consultant agrees, for the duration of this Agreement and for two (2) years
thereafter, to cease malting, causing to be made, or inducing by any means, a contribution,
directly or indirectly, on behalf of any political party or for the benefit of any candidate for any
elected office of the state or any of its political subdivisions. Further, pursuant to Section 16 of
Article XXVIII of the Colorado Constitution, the Consultant shall promptly prepare and deliver
to the executive director of the Colorado Department of Persomiel, a true and coizect
"Govenunent Contract Sununary," for this Agreement in a form acceptable to that office.
Contract # 191-2009
Budget Line Item # 00].21.91501.82000
net =!2R!09 jls
IN WITNESS WHEREOF, t1~e parties have executed this contract as of the date first set out
PITKIN COUNTP:
g3,.
Authorized Signer Date
herein above.
PITKIN COUNTY
SOLE SOURCE PROCUREMENT
JUSTIFICATION REQUEST
TO: Hilary Fletcher, County Manager
DATE: December 10, 2008
FROM: Malcolm McMichael, Phylis Mattice
Proposed Contractor: TechSolve Contract # n/a
Product/Service: Training and consulting for creating a process improvement culture.
Estimate annual expenditure for the above product or service: $36,500 (including travel)
This form is required, and is to aid you, in documenting your Sole Source request. Complete all portions of
this form. This purchase is clearly and legitimately limited to a Single or Sole Source because the good or
service (check all that apply by initialing in each space):
6. XX Other. Explain: TechSolve is a corporate partner with the Alliance for Innovation (IG) and
works with the County s transformation consultant, Greg Innis.
The undersigned requests that Pitkin County waive other procurement requirements and recognize this
transa io as sole source exception the Pitkin County Procurement ode.
1 Z~ ~UB ~ ~ Z r? D
,Department Head Date ,Section Head Signature Date
Request Approved By: ~ ` l~~" ~-- ~- `~-~ Date ~~ ~ ~S" ~
Request Denied By:
County Manager
Reason for Denial:
Contract# 191-2009
Budget Line Item ~ 001.2 ] .9] 501.83000
INFORMAL PROCUREMENT
MEMORANDUM*
TO: File
FROM: Malcolm McMichael
RE: $10,000 to under $50,000 project/purchase selection form
TechSolve Workflow Improvement Project
DATE: 12/ l 5/08
Description of Project/Purchase: i~w•kflow hnprorernent Ti•airring. (See attached proposal from
TechSolve.)
Budget: $36,00.00
Line item #: 001.21.91501.82000
Contractors Contacted: TechSolve. Sole source (approval attached).
Proposals Received: (See attached TechSolve proposal).
Firms chosen: TechSolve. Sole source (approval attached).
i~~ --
Authorized Signer
.~I~L•icounty/pr•ocurernent,%other procurernent~'rr~fcrnnal bid nzen~o
* For sole source, emergency procurement or outside agency bid, use designated forms on the
midrive under "Other procurement" instead of tlris form.
Tech~olve
Proposal for the Pitkin County, CO
Introducing & embedding a process improvement culture
November 25, 2008
Prepared by:
Michael Sticklen
TechSolve
513-948-2119
sticklen@techsolve.org
6705 Steger Drive Cincinnati, Ohio 45237 p. 513/948-2000 p. 800/345-4482 f. 513/948-2109 www.techsolve.org
Tech~lolve
J
November 25, 2008
Malcolm McMichael, Technology Coordinator
Phylis Mattice, Internal Services Director
Pitkin County, Colorado
530 East Main Street, 3rd Floor
Aspen, Colorado 81 61 1-1 948
RE: Introducing and embedding a process improvement culture
Dear Malcolm and Phylis,
Thank you for making time with David Krings over the past couple of months to discuss your
current situation and your desire to improve the efficiency and effectiveness of your county
processes.
The attached proposal focuses on utilizing employee knowledge, skills, and abilities to improve
the Pitkin County processes. Our approach is comprised of defining the current state, identifying
process improvements, and creating a future state. We have outlined the overall approach,
objectives, work tasks, timing, resources, locations, and deliverables in this proposal for
assessing the organization, providing management training, improving selected services, and
training your staff to perform similar process improvement events.
-~ ~' • - --
If you have any questions during your review of this proposal, please do not hesitate to contact
me or David. We look forward to working with you and your team to enhance the delivery of
your county services.
Highest Regards,
~~~~ ~Y ` /
Michael Sticklen
Project Manager
Local Government Solutions
Page 2 of 12
TechClolve
J
Table of Contents
TABLE OF CONTENTS ...................................................................................................................3
ABOUT TECHSOLVE .....................................................................................................................4
PROPOSED SERVICES ...................................................................................................................7
LEAN TRAINING ............................................................................................................................7
TRAIN THE TRAINER -PROCESS IMPROVEMENT EVENTS ................................................................8
REFERENCES .............................................................................................................................11
INVESTMENT ..........................................................:....................................................................11
AUTHORIZATION .........................................................................................................................12
Page 3 of 12
Tech~lolve
J
ABOUT TECHSOLVE
TechSolve is a not-for-profit professional services
organization that helps local government managers and
private sector businesses identify process improvement
opportunities that reduce costs and lead time and enhance
effectiveness and quality.
TechSolve exists to enable its clients to provide outstanding
products and services. Its purpose is to improve the economic
vitality of the State of Ohio and the Nation.
Through ahands-on approach, TechSolve's experts identify
constraints and provide the resources and methodologies to
eliminate them. TechSolve doesn't just explain solutions; our
personnel roll up their sleeves and help implement change.
We don't%ust say what could be done.
We don't%ust assess and train.
We get in there and do it.
Since 2002 TechSolve
has partnered with
organizations to help
them achieve over:
$300 million in
Cost Savings &
$1.5 billion in
Increased and
Retained Sales
HISTORY
TechSolve, formerly the Institute of Advanced Manufacturing
Sciences, Inc. (IAMB), was founded in 1982 by the City of
Cincinnati, the Greater Cincinnati Chamber of Commerce, the
University of Cincinnati, and large local industry.
In 1984, TechSolve became one of the Ohio Edison
Technology Centers through the Ohio Department of
Development (ODOD). The Edison Program provides on-
going financial support through the award of matching grants.
Beginning in the mid 1990s, using techniques established by
Toyota, one of the finest managed companies in the world,
TechSolve assumed a leadership role in the innovative
application of these techniques in a variety of business
sectors to achieve continuous improvement and quality
management.
In 2004, TechSolve was among the first to apply these proven
concepts to local government. TechSolve was awarded a
contract to work with the City of Cincinnati on the creation of
an internal Guide for Continuous Improvement, the training of
city staff on use of this Guide, redesign of processes relating
to code enforcement and police recruitment, and the
improvement of Cincinnati's capital improvement program
process.
Page 4 of 12
TechColve
J
THE SERVICE
Government long ago lost the luxury of being
inefficient. Public administrators are inundated
with ever-increasing demands for increased
and improved services while resources are
constantly cut. TechSolve's techniques, with a
focus on lowering costs and improving quality,
are a critical resource for public sector
managers facing this ongoing challenge.
TechSolve helps government clients
understand and apply key Toyota management
concepts, including redundancy reduction, flow,
and continuous improvement. Requiring
relatively small expenditures, TechSolve's
approach drives significant efficiencies that
greatly enhance mission effectiveness,
ensuring lower costs, higher quality, and better
service and delivery.
THE TECHSOLVE APPROACH
TechSolve begins with the big picture by
working with its client to create a baseline
assessment of performance. Once a baseline is
established, a cross functional team led by
TechSolve develops the plan for the new,
improved, future state, followed by hands-on
implementation. TechSolve also works with
clients to produce a value stream map that
visually illustrates the current state of
information flow and handling. By doing so,
TechSolve and its client can zero in on and
tackle the information processes and handoffs
that do not add value from the standpoint of
desired outcomes.
A non-value-added activity is anything that
occurs within the process that hinders
conformance to the desired outcome of the
service.
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A value stream map creates a visual way to see the waste
TechSolve teaches clients to "see the flow" of
information and materials throughout each value
stream. A service value stream map commonly
reveals eight areas of information, people, and
material flow and handling waste that spell
"D.O.W.N.T.LM.E."
They are:
• Defects: Such as missing information on a work
order.
• Overproduction: Such as emails/memos to
everyone.
• Waiting: Unnecessary approvals or people late for
meetings, waiting on other departments, etc.
• Not utilizing employees' knowledge, skills,
abilities: Not implementing ideas that are given or
not providing opportunities for growth.
• Transportation: Such as having a copier too far
from desk or reaching too far for forms,
equipment, or tools.
• Inventory/backlog: Such as files waiting to be
processed that pile up between workers.
• Motion: Looking for items that do not have an
assigned place.
• Excess processing: Such as multiple document
reviews or inefficient use of electronic resources.
With priorities in place, TechSolve determines
which methodologies should be used to
implement improvements, such as workplace
organization, standard work instructions, point-of-
use storage, work load balancing, layout, etc. We
include target implementation dates in the future
state plan, as well as the people or resources that
will be required for each effort.
A cross-functional team generates prioritized list of improvement ideas
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TECHSOLVE RESULTS /IMPACTS
Results from some recent local government projects:
Building Permit Process in a mid-sized Texas city
Reduced lead time by over 30% .~
Police Recruitment for large Ohio city Reduced lead time by over 7
months
IT Equipment Replacement Process for large Texas city Reduced lead time by over 70%
Development of Capital Projects in mid-sized Ohio Reduced timeline by 240 days and
county processing time by over 40 hours
Arrest /Booking Process for small Ohio city Reduced time in station by over
50%
ng Process in Midwest
Process for large California city
nt Processing for small city in the South
Sign Up for small Texas city
ng of Easements with a Midwest Sewer District
Overall Savings for mid-sized Texas city
Reduced lead time by 57%
Reduced timeline by 34 days
Reduced processing time by 69%
Reduced processing time by 28%
Reduced lead time by over 150
days
Two years -over $1.7 million
A few featured past and current non-government clients include:
and Gamble
Emerson Electric
Bowing Company
Toyota Motor Company
Electric Aircraft Engines
The Kroger Company
Honda of America
Cincinnati Children's Hospital
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PROPOSED SERVICES -OPERATIONAL ASSESSMENT
The operational assessment will provide an analysis of the county's processes.
Tasks
• An initial phone meeting with the project leadership to clarify expectations and logistics
required to complete the operational assessment.
• All department heads and county leadership will complete apre-assessment
questionnaire focusing on:
o Goals & Objectives
o Obstacles, Challenges, & Improvements
o Measures & Tracking
o Interface, Training, & Capabilities
• Management and functional interviews of eight to fourteen employees, who will be
selected based on responses from the pre-assessment questionnaire. Strengths,
constraints, and opportunities for improvement will be identified as part of the two above
processes.
• Management review of strengths, constraints, and opportunities for improvement. This
meeting will yield a prioritized list of process with the most potential for improvement.
Location
Assessment will be done at a county facility and background work will be done at TechSolve HO
in Cincinnati, Ohio.
DELIVERABLES
TechSolve will provide one electronic copy of the assessment presentation, which may be
emailed as an attachment or provided on a compact disc. The presentation will include the
following:
• Strengths, constraints, and opportunities for improvement in general county practices,
procedures, processes, and people.
• Opportunities to incorporate best practices and Lean concepts into the organization.
• A roadmap for implementing Lean thinking and best practices at the county.
LEAN TRAINING
This four-hour training course is ahigh-level, intensive look at the principles and characteristics
of successful continuous improvements within local government organizations. TechSolve will
discuss what it takes to successfully implement these tools and sustain gains. It will also cover
the importance of value stream management, correct performance measurements, and creating
a continuous improvement culture within the county. The training will be a very hands-on event
with thorough discussion on its application to Pitkin County.
DELIVERABLES
County employees trained on Lean methodologies and continuous improvement
Opportunities to incorporate best practices and Lean concepts into the organization
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• Electronic copy of PowerPoint presentation
TRAIN THE TRAINER -PROCESS IMPROVEMENT EVENTS
The following process improvement approach will be used for each event the county chooses to
conduct. During the first two events, the emphasis will be on improving the processes as well
as training some selected county staff to conduct process improvement events without external
help.
TechSolve will conduct and lead the first event. County staff will lead the second event, with
intimate TechSolve coaching. Two TechSolve consultants would be on site for the first event,
and one TechSolve consultant would be on site for the second coaching event.
In addition to teaching the future facilitators the process, there will also be a good deal of
discussion on dealing with the different personalities in a group. This will allow for the facilitators
to get the most out of each participant.
Each event will help to build a culture of continuous process improvement
PROCESS IMPROVEMENT APPROACH
As a result of performing similar engagements across the country, TechSolve has found that the
amount of involvement the county staff has in the process improvements (and all associated
tasks) directly corresponds to the success of the proposed implementation plan. Therefore,
TechSolve recommends that across-functional group be involved throughout the event(s). This
enables the project team to take ownership in the process, provide first-hand knowledge of the
process nuances, and facilitate grassroots communication to their respective department staff.
The following is TechSolve's proposed approach broken down into tasks.
PRE-EVENT TASKS
Stakeholder Group Identification
An initial conference call will be conducted with the project sponsor to identify the members of
the core implementation team / stakeholder group. The team selection will be facilitated to
assemble an effective inter-departmental team that is effective in identifying opportunities for
improvement and empowered to implement the recommendations. The team should also
include at least one representative from the IT Department. The county should also consider
adding customers who were involved in the selected process to the process review team.
Data Gathering & Analysis
Data is a very important part of any improvement event. Data will include any performance
measures currently tracked, workflows of the department, and the process. The data that will be
gathered will be determined in the chartering meeting.
ON-SITE EVENT
Process Mapping /Value Stream Mapping
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Up to four days will be spent performing the on-site event. It can be broken down into the
following sub-tasks:
(1) Understand the current state of the process
(2) Create a visual map of the process
(3) Identify non-value-added activities and improvement opportunities
(4) Document a visual map of the new and improved process (future state)
(5) Prioritize improvements and develop improvement plan
(6) Create a value stream tracking center
(7) Implement improvements ("just-do-its")
A detailed description of this process is attached in the form of the article "Lean Government
101: Value Stream Mapping."
Identifying New Performance Metrics and Targets
Based on the currenUfuture state maps, TechSolve and the Pitkin County will identify the
metrics that will help to achieve, sustain, and continuously improve the future-state goals. The
team will also calculate the baseline measures from the data collected during the current state
mapping process, develop consensus and commitment to the metrics, and determine exactly
how the metric will be calculated.
DELIVERABLES
TechSolve will provide one electronic copy of the final presentation, which may be emailed as
an attachment or provided on a compact disc. It will include the following deliverables.
Current State Map
This is a detailed documentation of each step in the process. It will be in the "swimlane" format,
which places emphasis on concurrent steps and multiple handoffs. Each step will be
accompanied by key process metrics (such as cycle time and error percentage). This map will
also capture "wastes"' and opportunities for improvement.
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Example of Current State neap
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Future State Map
Similar to the current state map, a future state map is a detailed documentation of each step in
the improved future process. The steps are accompanied by key process metrics and
improvement projects (which are required to achieve the future state).
The future state will address all areas of concern identified in the development of the initial
process map. It is anticipated that the county administration will be able to use the data
developed in the future process design to place the time taken for the various steps in a context
for management purposes.
Roadmap for Implementation
The roadmap is what bridges the current and future states of the process. It documents all
changes that need to be made and categorizes them as "just-do-its" or "projects." It also
contains responsibilities and a timeline.
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Example of Implementation Roadmap
Page 10 of 12
Example of Improved, Future State Map
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AUTHORIZATION
In accepting this proposal, please return a signed copy and/or your organization's purchase
order to the address or fax below:
TechSolve, Inc.
6705 Steger Drive
Cincinnati, Ohio 45237
Attn: Michael Sticklen
Fax: 513-948-2109
Pitkin County will be invoiced for fixed costs at 50% and 100% completion, as well as for travel
and other out-of-pocket expenses, including administrative processing charges.
TechSolve will begin work after receipt of your signed authorizations. This proposal is valid for
60 days.
ACCEPTED: Pitkin County, Colorado
530 East Main Street, 3rd Floor
Aspen, Colorado 81 61 1-1 948
By, ~~
Title: _t-~W~~ ~~~~~~+'~~
Total Price for Selected Services: ~ ~~
Signature:
Date: Z f 0
P.O. No.
./S~o°~
ACCEPTED: Michael Sticklen
TechSolve, Inc.
6705 Steger Drive
Cincinnati, OH 45237
Signature: ~~<~~ ',ll= Date: 11/25/2008
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Performance Metrics and Tracking Center
The tracking center is important in ensuring accountability. It will be comprised of the three
previous components and space for ongoing metrics. The tracking center will be displayed in
high-traffic area for everyone to view.
Summary of Impacts
At the conclusion of the project, a summary of impacts document will also be created.
REFERENCES
Reference 1:
Jerry McGuire
City Manager
City of Conroe
300 West Davis St
Conroe, TX 77301-2803
Phone: 936-539-4431
Email: jmcguire@cityofconroe.org
Additional references are available upon request.
INVESTMENT
Reference 2:
Cheryl Hilvert
City Manager
City of Montgomery
10101 Montgomery Rd
Montgomery, OH 45242-5323
Phone: 513-891-2424
Fax: 513-891-2498
Email: chilvert@ci.montgomery.oh.us
Discount -The investment is broken down by task. Each of the tasks below can be a
standalone task and can be purchased individually. However, investing in two or three services
will yield a five percent (5%) discount on the total price, and investing in all four services will
yield a ten percent (10%) discount on the overall price.
Travel Expenses -Travel expenses are not included in the amounts below. They will be billed
in addition to the fixed price at conclusion of the project.
Operational Assessment $9,500
Lean Training $4,500
Train-the-Trainer, Process Improvement Event #1 $12,500
Train-the-Trainer, Process Improvement Event #2 $7,000
Total Price for Selected Services $ ~ ~ ~~'
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Contracts ]91-?009
Budget Line Item # 00]?1.91501.82000
.. l ,l
M:/COUnh'/procurement/ 510,000 to 549,999/contract_sers ices
SERVICES -such as: Goats, striping, weed spraying, tree trimming, landscaping, consulting, mailing,
Internet services, haulers, testing, professional services, processing, routine services.
Poticy: For purchases costing from $10.000 to less than $50,000. the County does not require formal
requests for proposals but does require written contracts.
Purpose: The formality of a written contract is required at this level due to increased risks associated with
purchases of this amount. The procurement procedures allow for some competition without requiring
formal requests for proposals.
CHECKLIST: ?~ ~ t/U~~ ~
Obtain budget and approval for project purchase; determine budget line item number J (~J 1~ /'t
Obtain contract number from clerk's office ~ 1 (.- ZOC>~ ~ 1,
~Deterntine scope of work and criteria for selection (this will assure all proposers will receive the
same information) S~CS,~~~_
~Detennine selection method a d begin completion of required forms (on m:/count}'/procurement/other
procurement):
• informal ~-ocurement; • sole sourc r
• outside aLencv bid; er exception (see Section 1-102(3) of the Procurement Code).
• emer~encv:
For informal procurement, proceed with soliciting informal proposals, with documentation (memo attached).
Select and notify proposer and complete necessa forms
• For new service providers or vt ers who use ~ ocial security number for taxpayer
identification, Finance will ne a completed W-9 ef9r,~ any invoice will be paid.
(m:/county/procurement/fonns) ~ ~~p
• Work Comp waiver form, when needed (m:/county/procurement/forms). See Risk Manasement
Narrative under m:/county/procurement/forms.
Complete the form for method of procurement (informal, sole source, emergency.. outside agency).
Prepare written contract (including sequential page numbers) and include scope of work
(m;/county/procuremen standard contracts/contract for services), provide to selected proposer for
II,,~~ signature. Sic ~(1.^7"ps,r-~
/~N? Notify other proposers of selection (by telephone or Sw-z-~ letter under :/county/procurement/forms)
Contract with required signatures and insurance are received back from the proposer and routed to
the necessary internal staff for signature
i if the project is aver budget or the scope chunges signifrcantly - Af01 evil! need to go to the BOCC
for approval before corzp•acl is signed
if using the standard conb-act forms xidzout any' changes there is no need for Risk or Attorney
si nanu•e. If amvhizzg nozz-standard is in the contract you must add Rzsk and Attorney to szgrzature
page of conh•act.
The fully executed original contract ~a~ith all attachments roust be sent to Clerk's Office (Jeanette
Jones) for scanning; complete Clerk"s Checklist and attach to contract.
(tn: /county/procurement/fonn s )
All Contract Amendments must be sent to the Clerk's office for scanning, with the original contract
number and a letter identifyins the amendment..
Final service received (Do not authorize final payment until yo ed that the contract has
been fully and satisfactorily completed.)
Final invoice received, approved by procurement offic ,and paid by Finance.
1 /'