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Home My WebLink AboutCOM 0877.003 2020-2022 i Lee E.Lord x Managing Director Mitchell D.Roth Mayor +P ,,�' Robert H.Command � Deputy Managing Director i &UHN of PUfUM"i (offt>rr of for run r 25 AupUni Street,Suite 2603 • Hilo,Hawaii 96720 • (808)961-8211 Fax(808)961-6553 KONA: 74-5044 Ane Keohokalole Hwy.,Bldg C • Kailua-Kona,Hawaii 96740 (808)323-4444 Fax(808)323-4440 � t August 5, 2022 w w The Honorable Maile David, Chairperson, and Members of the Hawai'i County Council ` 25 Aupuni Street Nilo, Hawaii 96720 -- RE: Scope of Services Dear Chairperson Ms. David and Council Members: In response to our discussion on August 2, 2022, attached is a copy of the Scope of Services requested. I have also included the Project Charter written by myself and approved by the consultant. I believe the information on the Project Charter is the information you are looking for. Please let me know if I can be of further assistance. With Aloha, f Lee E. Lord MANAGING DIRECTOR attachments Comm. No. Ref.To: Ref. Bate2 County of Hawaii is an Equal Opportunity Provider and Employer. i i CONTRACT AGREEMENT FOR SERVICES i THIS CONTRACT AGREEMENT FOR SERVICES (hereinafter the "AGREEMENT") made and entered into this day of 2022 by and between the COUNTY OF HAWAI'l, a municipal corporation of the State of Hawaii, with its principal place of business at 25 Aupuni Street, Hilo, Hawaii 93720 (hereinafter the "COUNTY"), and JAMES E. TINNER dba CODE SUPPORT GROUP, a sole proprietorship, with his principal place of business at 2307 W. Coneflower Street, Nampa, Idaho 83686 (hereinafter the "CONTRACTOR"). WITNESSETH: WHEREAS, the Office of Management (hereinafter the "DEPARTMENT"), under the supervision of the Managing Director (hereinafter"DIRECTOR") seeks to assess the County of Hawai`i's building permit process; and; WHEREAS, CONTRACTOR has unique and specialized expertise in assessing and collaborating with governments to improve efficiencies in permitting; WHEREAS, for the above stated reasons this sole source contract is in :he best interest of the COUNTY of Hawaii pursuant to Chapter 103D, Hawaii Revised Statutes ("HRS"), specifically HRS § 103D-306; and NOW, THEREFORE, the COUNTY and the CONTRACTOR, in consideration of the mutual promises hereinafter, set forth hereby agree as follows: 1. EMPLOYMENT OF CONSULTANT. The COUNTY hereby agrees to engage CONTRACTOR and CONTRACTOR hereby agrees to perform the services hereinafter set forth. 2. BEST EFFORTS. CONTRACTOR agrees that it will, at all times, faithfully, r industriously, and to the best of his ability, experience, and talents, perform all :)f the duties that may be required of it pursuant to the express and implicit terms hereof anc to the reasonable satisfaction of the COUNTY. 3. SCOPE OF SERVICES. The CONTRACTOR shall do, perform, and carry out in a satisfactory and proper manner, as determined by the COUNTY or as may be modified by written agreement between the COUNTY and CONTRACTOR an analysis of current permitting processes in an effort to reduce application approval times, identify redundancies and perform an assessment of workflow within the Building Division. 4. TERM. CONTRACTOR shall commence work within thirty days of the execution of this AGREEMENT and shall complete all work within Ninety (90) clays of commencement unless otherwise agreed in writing by the parties. 5. COMPENSATION. The COUNTY shall compensate CONTRACTOR at the rate of ONE HUNDRED TWENTY-FIVE AND N01100 DOLLARS ($125.00) per hour, inclusive of taxes, not to exceed TEN THOUSAND AND NO1100 DOLLARS ($10,000.000). In addition, the COUNTY shall pay CONTRACTOR up to SIX THOUSAND ANIS NO1100 DOLLARS ($6,000.00) in travel expenses. 6. EMPLOYMENT STATUS. It is agreed and understood that CONTRACTOR is an independent contractor and shall not be entitled to the benefits and privileges of an employee of the COUNTY under the COUNTY'S Civil Service System. It is further agreed and understood that CONTRACTOR shall be excluded from participating in an,/fringe benefits resulting from work performed under this AGREEMENT. 7. GENERAL TERMS & CONDITIONS. The CONTRACTOR shall perform the services required under this AGREEMENT in accordance with the General Terms and Conditions for Goods and Services, dated July 1, 1994, attached hereto and in;orporated herein by reference as Exhibit "A". 2 i PO <I;v�;Gf7'. fiTii.C3 �N Kickoff j itl m Epic Permitting System Assessment — Phase One ProjectCharter DetailsProject Business Need/Project Objectives: A~ Review the factors of the Epic Permitting System. Project Requirements: 1 Look at the Process Trail from Submission to delivery of approval to applicant 2~Look at line staff's interaction with the process, staffing, duties, touch points, reasons for rejections/start overs, interaction with applicants, communication 3~Look at Electronic Processing Epic tool from initial input to final output 4-Look at interactions and interfaces with customers. Product Description/Deliverables: Identify and describe the bottle neckslareas that need attention to bring the whole Epic Permitting Process to the expected standards of model systems according to state, national and regional standards PJ4 Project Management Project CharterMINI 1 Institute P Kickoff kickoff.prni.org Project Does Not Include: Phase 2 Interpreting, evaluating and implementing suggested alterations from consultant Pre-assigned Resources: 1- Managing Director's time (Fiscal, Consultant oversight) Ensuring continued progress 2 -'Consultant's work 3 - DPW Staff as information sources (from tap to bottom of chain of command) 4—'Planning Director's time to review progress reports, provide needed oversight, ensure input/collaboration 5 — Project Team meetings and time (Mayor, Managing Director, DPW Director, Division Director, Division Deputy Director, Planning Dept. Director, Consultant)' participation may in/decrease. 6 —Community stakeholders ffli Stakeholders List Name Title Role/Responsibility LEE LORD Managing Director Consultant Mgt. Fiscal Mgt. Progress accountability STEVEN PAUSE Acting Dept. Director Staff Buy-in, supervisor of Div Dir and Deputy Div Director JULANN SONOMURA Bldg. Div Director Bldg. Staff supervisor, Staff Buy-in, Info facilitator NEAL TANAKA Bldg. Div. Deputy Div. Director Bldg. Staff supervisor, Staff Buy-in, Info facilitator Project PHManagement Project Charter 2 XISNI Institute P Kickoff kickoff,pmi,org Collaborates with DPW ZENDO KERN Planning Dept. Director Director, Reviews proposed changes at DPW and EPIC / nnnrnnrintAnacc fnr Planninn — Developers Contractors, Provide information, provide Community Stakeholders — guilders, Realtors feedback, 1 or 2 Reps on Project Team MITCH ROTH Mayor Approve direction and outcomes. Communicate with community JAMES TINNER Perform Assessment, Consultant communicate with Project Team Summary Milestone Schedule t . w a •� .:� ��. fid ��' s � a %., � at �� „� ?.".�' �ry a# ,� :.°'(:a �,. i N.�.r� g � '� s I Milestone 1 : Consultant meets via Zoom, Meetings, or conference call 2022 to share stages that will be followed and resources Date: by July 8, needed. Milestone 2: Consultant analysis of information as it is provided by jurisdictional staff and prepares initial findings report for Date: by July 27, 2022 Steve Pause. Follow up telephone or video conference with Steve Pause and other relevant personnel to discuss findings. Date may change at Steve's discretion. Milestone 3: Visit jurisdictional staff at Hilo offices to discuss findings of the initial analysis in person and meet with relevant Date: TBD Mid to late August managers and line staff to understand detailed workflow 2022 within the building division. PH Project Management Project Charter 3 Institute I I P�� ' f <ickoff.pmi,org j i i Milestone : Prepare report of findings, conclusions, and recommendations. Present the report to Lee Lord for Date: September 9, 2022 distribution to relevant staff. After staff has had time to review the report, consultant will meet virtually at the jurisdictions' convenience to discuss the report and amend as needed. Milestone 5: Prepare final findings, conclusions, and recommendations. Copy to be sent to Lee Lord's to be Date: September 15, 2022 distributed as he determines is appropriate. Project Considerations High-Level Risks: Low response from staff(at all levels) when information gathering is happening ; Current staffing vacanciesinterrupt information gathering or enacting solutions Acceptance Criteria: Consultant provides identification of bottleneck/areas of concern, with recommendations for remedy clearly described. Assumptions: PH Project Management Project Charter 4 XNNI Institute i pmN, r KickoffI iCko f,Pn33.0rg I County Staff will provide contact information and names of community stakeholders Community Stakeholders will actively participate Staff with boots on the ground currently working the process will actively participate in the process of providing information and discussing issues where improvements can be made Constraints: A -`Concerns that we are aware of now that could be issues in Phase 2 1 - Difficulty/time consumption to change amount or duties of staff positions if not currently in union agreements. 2 - Changing the number of staff in the various class of service positions is difficult/timely B — Current work must continue during Phase 1 and Phase 2. P14 Project Management Project Charter 5 Institute