HomeMy WebLinkAboutContract CAG-19-084
w
r3-
AGREEMENT FOR RECREATION AND NEIGHBORHOODS
STRATEGIC PLAN
THIS AGREEMENT, dated February 18, 2019, is by and between the City of Renton (the "City"), a
Washington municipal corporation, and GreenPlay, LLC ("Consultant"), a Colorado limited
liability company. The City and the Consultant are referred to collectively in this Agreement as
the "Parties." Once fully executed by the Parties, this Agreement is effective as of the last date
signed by both parties.
1. Scope of Work: Consultant agrees to provide a Recreation and Neighborhoods Strategic
Plan as specified in Exhibit A, which is attached and incorporated herein and may
hereinafter be referred to as the "Work."
2. Changes in Scope of Work: The City, without invalidating this Agreement, may order
changes to the Work consisting of additions,deletions or modifications.Any such changes
to the Work shall be ordered by the City in writing and the Compensation shall be
equitably adjusted consistent with the rates set forth in Exhibit A or as otherwise mutually
agreed by the Parties.
3. Time of Performance: Consultant shall commence performance of the Agreement
pursuant to the schedule(s) set forth in Exhibit A.All Work shall be performed by no later
than July 31, 2020.
4. Compensation:
A. Amount. Total compensation to Consultant for Work provided pursuant to this
Agreement shall not exceed $99,981, plus any applicable state and local sales taxes.
Compensation shall be paid as a flat rate fixed sum based upon Work actually
performed according to amounts specified in Exhibit A. The Consultant agrees that
any hourly or flat rate charged by it for its Work shall remain locked at the negotiated
rate(s) unless otherwise agreed to in writing or provided in Exhibit A. Except as
specifically provided herein,the Consultant shall be solely responsible for payment of
any taxes imposed as a result of the performance and payment of this Agreement.
B. Method of Payment. On a monthly or no less than quarterly basis during any quarter
in which Work is performed,the Consultant shall submit a voucher or invoice in a form
agreed upon by the City and GreenPlay, including a listing of each task with
percentage of complete and amount owed,and total amount owed for the project for
that time period. GreenPlay will also provide in a monthly Progress Report, a
description of what Work has been performed,the name of the personnel performing
such Work, and any hourly labor charge rate for such personnel. The Consultant shall
also submit a final bill upon completion of all Work. Payment shall be made by the
City for Work performed within thirty(30)calendar days after receipt and approval by
the appropriate City representative of the voucher or invoice. If the Consultant's
performance does not meet the requirements of this Agreement, the Consultant will
correct or modify its performance to comply with the Agreement. The City may
withhold payment for work that does not meet the requirements of this Agreement.
C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by
the City of any remedies it may have against the Consultant for failure of the
Consultant to perform the Work or for any breach of this Agreement by the
Consultant.
D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City shall not be
obligated to make payments for Work or amounts incurred after the end of the
current fiscal period, and this Agreement will terminate upon the completion of all
remaining Work for which funds are allocated. No penalty or expense shall accrue to
the City in the event this provision applies.
5. Termination:
A. The City reserves the right to terminate this Agreement at any time, with or without
cause by giving ten (10)calendar days' notice to the Consultant in writing. In the event
of such termination or suspension,all finished or unfinished documents,data,studies,
worksheets, models and reports, or other material prepared by the Consultant
pursuant to this Agreement shall be submitted to the City, if any are required as part
of the Work.
B. In the event this Agreement is terminated by the City,the Consultant shall be entitled
to payment for all hours worked to the effective date of termination,less all payments
previously made. If the Agreement is terminated by the City after partial performance
of Work for which the agreed compensation is a fixed fee, the City shall pay the
Consultant an equitable share of the fixed fee. This provision shall not prevent the
City from seeking any legal remedies it may have for the violation or nonperformance
of any of the provisions of this Agreement and such charges due to the City shall be
deducted from the final payment due the Consultant. No payment shall be made by
the City for any expenses incurred or work done following the effective date of
termination unless authorized in advance in writing by the City.
PAGE 2oF10
6. Warranties And Right To Use Work Product: Consultant represents and warrants that
Consultant will perform all Work identified in this Agreement in a professional and
workmanlike manner and in accordance with all reasonable and professional standards
and laws. Compliance with professional standards includes, as applicable, performing the
Work in compliance with applicable City standards or guidelines (e.g. design criteria and
Standard Plans for Road, Bridge and Municipal Construction). Professional engineers shall
certify engineering plans, specifications, plats, and reports, as applicable, pursuant to
RCW 18.43.070. Consultant further represents and warrants that all final work product
created for and delivered to the City pursuant to this Agreement shall be the original work
of the Consultant and free from any intellectual property encumbrance which would
restrict the City from using the work product. Consultant grants to the City a non-
exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and
display all final work product produced pursuant to this Agreement. The City's or other's
adaptation, modification or use of the final work products other than for the purposes of
this Agreement shall be without liability to the Consultant. The provisions of this section
shall survive the expiration or termination of this Agreement.
7. Record Maintenance: The Consultant shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Work provided in the
performance of this Agreement and retain such records for as long as may be required by
applicable Washington State records retention laws, but in any event no less than six
years after the termination of this Agreement. The Consultant agrees to provide access
to and copies of any records related to this Agreement as required by the City to audit
expenditures and charges and/or to comply with the Washington State Public Records Act
(Chapter 42.56 RCW). The provisions of this section shall survive the expiration or
termination of this Agreement.
8. Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act,Consultant shall make a due diligent search
of all records in its possession or control relating to this Agreement and the Work,
including, but not limited to, e-mail, correspondence, notes, saved telephone messages,
recordings, photos, or drawings and provide them to the City for production. In the event
Consultant believes said records need to be protected from disclosure, it may, at
Consultant's own expense, seek judicial protection. Consultant shall indemnify, defend,
and hold harmless the City for all costs, including attorneys' fees, attendant to any claim
or litigation related to a Public Records Act request for which Consultant has responsive
records and for which Consultant has withheld records or information contained therein,
or not provided them to the City in a timely manner. Consultant shall produce for
distribution any and all records responsive to the Public Records Act request in a timely
manner, unless those records are protected by court order.The provisions of this section
shall survive the expiration or termination of this Agreement.
PAGE 3OF10
9. Independent Contractor Relationship:
A. The Consultant is retained by the City only for the purposes and to the extent set forth
in this Agreement.The nature of the relationship between the Consultant and the City
during the period of the Work shall be that of an independent contractor, not
employee.The Consultant, not the City,shall have the power to control and direct the
details, manner or means of Work. Specifically, but not by means of limitation, the
Consultant shall have no obligation to work any particular hours or particular
schedule, unless otherwise indicated in the Scope of Work or where scheduling of
attendance or performance is mutually arranged due to the nature of the Work.
Consultant shall retain the right to designate the means of performing the Work
covered by this agreement, and the Consultant shall be entitled to employ other
workers at such compensation and such other conditions as it may deem proper,
provided, however, that any contract so made by the Consultant is to be paid by it
alone, and that employing such workers, it is acting individually and not as an agent
for the City.
B. The City shall not be responsible for withholding or otherwise deducting federal
income tax or Social Security or contributing to the State Industrial Insurance
Program,or otherwise assuming the duties of an employer with respect to Consultant
or any employee of the Consultant.
C. If the Consultant is a sole proprietorship or if this Agreement is with an individual,the
Consultant agrees to notify the City and complete any required form if the Consultant
retired under a State of Washington retirement system and agrees to indemnify any
losses the City may sustain through the Consultant's failure to do so.
10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless
the City, elected officials, employees, officers, representatives, and volunteers from any
and all claims, demands, actions, suits, causes of action, arbitrations, mediations,
proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees,
penalties, expenses, attorney's or attorneys' fees, costs, and/or litigation expenses to or
by any and all persons or entities, arising from, resulting from, or related to the negligent
acts, errors or omissions of the Consultant in its performance of this Agreement or a
breach of this Agreement by Consultant, except for that portion of the claims caused by
the City's sole negligence.
Should a court of competent jurisdiction determine that this agreement is subject to RCW
4.24.115, (Validity of agreement to indemnify against liability for negligence relative to
construction,alteration, improvement,etc.,of structure or improvement attached to real
estate...)then, in the event of liability for damages arising out of bodily injury to persons
woFN
PAGE 4OF10
or damages to property caused by or resulting from the concurrent negligence of the
Consultant and the City, its officers, officials, employees and volunteers, Consultant's
liability shall be only to the extent of Consultant's negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Consultant's waiver of immunity under the Industrial
Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties
have mutually negotiated and agreed to this waiver. The provisions of this section shall
survive the expiration or termination of this Agreement.
11. Gifts and Conflicts: The City's Code of Ethics and Washington State law prohibit City
employees from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure compliance
with the City's Code of Ethics and state law,the Consultant shall not give a gift of any kind
to City employees or officials. Consultant also confirms that Consultant does not have a
business interest or a close family relationship with any City officer or employee who was,
is, or will be involved in selecting the Consultant, negotiating or administering this
Agreement, or evaluating the Consultant's performance of the Work.
12. City of Renton Business License: The Consultant shall obtain a City of Renton Business
License prior to performing any Work and maintain the business license in good standing
throughout the term of this agreement with the City.
Information regarding acquiring a city business license can be found at:
http://www.rentonwa.gov/cros/One.aspx?portalld=7922741&pageld=9824882
Information regarding State business licensing requirements can be found at:
http://dor.wa.gov/doing-business/register-my-business
13. Insurance: Consultant shall secure and maintain:
A. Commercial general liability insurance in the minimum amounts of $1,000,000 for
each occurrence/$2,000,000 aggregate for the Term of this Agreement.
B. In the event that Work delivered pursuant to this Agreement either directly or
indirectly involve or require Professional Services, Professional Liability, Errors and
Omissions coverage shall be provided with minimum limits of $1,000,000 per
occurrence. "Professional Services", for the purpose of this section, shall mean any
Work provided by a licensed professional or Work that requires a professional
standard of care.
C. Workers' compensation coverage, as required by the Industrial Insurance laws of the
State of Washington, shall also be secured.
PAGE 5 OF 10
D. Commercial Automobile Liability for owned,leased,hired or non-owned, leased, hired
or non-owned, with minimum limits of $1,000,000 per occurrence combined single
limit, if there will be any use of Consultant's vehicles on the City's Premises by or on
behalf of the City, beyond normal commutes.
E. Consultant shall name the City as an Additional Insured on its commercial general
liability policy on a non-contributory primary basis. The City's insurance policies shall
not be a source for payment of any Consultant liability, nor shall the maintenance of
any insurance required by this Agreement be construed to limit the liability of
Consultant to the coverage provided by such insurance or otherwise limit the City's
recourse to any remedy available at law or in equity.
F. Subject to the City's review and acceptance, a certificate of insurance showing the
proper endorsements, shall be delivered to the City before performing the Work.
G. Consultant shall provide the City with written notice of any policy cancellation,within
two (2) business days of their receipt of such notice.
14. Delays: Consultant is not responsible for delays caused by factors beyond the
Consultant's reasonable control. When such delays beyond the Consultant's reasonable
control occur,the City agrees the Consultant is not responsible for damages, nor shall the
Consultant be deemed to be in default of the Agreement.
15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or
encumber any rights, duties or interests accruing from this Agreement without the
written consent of the other.
16. Notices: Any notice required under this Agreement will be in writing, addressed to the
appropriate party at the address which appears below (as modified in writing from time
to time by such party),and given personally, by registered or certified mail, return receipt
requested, by facsimile or by nationally recognized overnight courier service.Time period
for notices shall be deemed to have commenced upon the date of receipt, EXCEPT
facsimile delivery will be deemed to have commenced on the first business day following
transmission. Email and telephone may be used for purposes of administering the
Agreement, but should not be used to give any formal notice required by the Agreement.
CITY OF RENTON CONSULTANT
Maryjane Van Cleave Chris Dropinski, GreenPlay LLC
1055 South Grady Way 1021 E. S Boulder Rd, Ste N
Renton, WA 98057 Louisville, CO 80027
PAGE 6 OF 10
Phone: (425) 430-6713 Phone: 303-439-8369
mvancleave@rentonwa.gov chrisd@greenplayllc.com
Fax: (425)430-6603 Fax: Click here to enter text_
17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Consultant agrees as follows:
A. Consultant, and Consultant's agents, employees, representatives, and volunteers
with regard to the Work performed or to be performed under this Agreement, shall
not discriminate on the basis of race, color, sex, religion, nationality, creed, marital
status, sexual orientation or preference, age (except minimum age and retirement
provisions), honorably discharged veteran or military status, or the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of Work or any other benefits
under this Agreement, or procurement of materials or supplies.
B. The Consultant will take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, creed,
color, national origin, sex, age, sexual orientation, physical, sensory or mental
handicaps, or marital status. Such action shall include, but not be limited to the
following employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
C. If the Consultant fails to comply with any of this Agreement's non-discrimination
provisions, the City shall have the right, at its option, to cancel the Agreement in
whole or in part.
D. The Consultant is responsible to be aware of and in compliance with all federal, state
and local laws and regulations that may affect the satisfactory completion of the
project, which includes but is not limited to fair labor laws, worker's compensation,
and Title VI of the Federal Civil Rights Act of 1964,and will comply with City of Renton
Council Resolution Number 4085.
18. Miscellaneous:The parties hereby acknowledge:
A. The City is not responsible to train or provide training for Consultant.
B. Consultant will not be reimbursed for job related expenses except to the extent
specifically agreed within the attached exhibits.
C. Consultant shall furnish all tools and/or materials necessary to perform the Work
except to the extent specifically agreed within the attached exhibits.
PAGE 7OF10
D. In the event special training, licensing, or certification is required for Consultant to
provide Work he/she will acquire or maintain such at his/her own expense and, if
Consultant employs,sub-contracts, or otherwise assigns the responsibility to perform
the Work, said employee/sub-contractor/assignee will acquire and or maintain such
training, licensing, or certification.
E. This is a non-exclusive agreement and Consultant is free to provide his/her Work to
other entities,so long as there is no interruption or interference with the provision of
Work called for in this Agreement.
F. Consultant is responsible for his/her own insurance, including, but not limited to
health insurance.
G. Consultant is responsible for his/her own Worker's Compensation coverage as well as
that for any persons employed by the Consultant.
19. Other Provisions:
A. Approval Authority. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the City or Consultant.
B. General Administration and Management. The City's project manager is Maryjane
Van Cleave, Recreation and Neighborhoods Director. In providing Work, Consultant
shall coordinate with the City's contract manager or his/her designee.
C. Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between Consultant proposals and this
Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to
this Agreement are incorporated by reference only to the extent of the purpose for
which they are referenced within this Agreement. To the extent a Consultant
prepared exhibit conflicts with the terms in the body of this Agreement or contains
terms that are extraneous to the purpose for which it is referenced, the terms in the
body of this Agreement shall prevail and the extraneous terms shall not be
incorporated herein.
E. Governing Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington and the City of
Renton. Consultant and all of the Consultant's employees shall perform the Work in
PAGE 8OF10
accordance with all applicable federal, state, county and city laws, codes and
ordinances.
F. Joint Drafting Effort.This Agreement shall be considered for all purposes as prepared
by the joint efforts of the Parties and shall not be construed against one party or the
other as a result of the preparation, substitution, submission or other event of
negotiation, drafting or execution.
G. Jurisdiction and Venue.Any lawsuit or legal action brought by any party to enforce or
interpret this Agreement or any of its terms or covenants shall be brought in the King
County Superior Court for the State of Washington at the Maleng Regional Justice
Center in Kent, King County,Washington,or its replacement or successor. Consultant
hereby expressly consents to the personal and exclusive jurisdiction and venue of
such court even if Consultant is a foreign corporation not registered with the State of
Washington.
H. Severability. A court of competent jurisdiction's determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
I. Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
J. Time is of the Essence. Time is of the essence of this Agreement and each and all of
its provisions in which performance is a factor. Adherence to completion dates set
forth in the description of the Work is essential to the Consultant's performance of
this Agreement.
K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties,and all duties and responsibilities undertaken pursuant to this Agreement will
be for the sole and exclusive benefit of the Parties and no one else.
L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns,
and legal representatives to the other party to this Agreement, and to the partners,
successors, assigns, and legal representatives of such other party with respect to all
covenants of the Agreement.
M. Waivers.All waivers shall be in writing and signed by the waiving party. Either party's
failure to enforce any provision of this Agreement shall not be a waiver and shall not
prevent either the City or Consultant from enforcing that provision or any other
PAGE 9OF10
provision of this Agreement in the future. Waiver of breach of any provision of this
Agreement shall not be deemed to be a waiver of any prior or subsequent breach
unless it is expressly waived in writing.
N. Counterparts. The Parties may execute this Agreement in any number of
counterparts, each of which shall constitute an original, and all of which will together
constitute this one Agreement.
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
CITY OF TON CONSULTANT
By: 4:A7-909} '
By:
Denis Law Chris Dropinski
Mayor / Sr. Principal and Managing Member
�fi ` March 18, 2019
Date Date
Attest
Jaso A. Seth
City lerk
Approved as to Legal Form
Shane Moloney
Renton City Attorney
Contract Template Updated 08/22/2018
```��yN11iiYlhil/lll
�`�'.0 0 F
pO I t ,goy `�.
i,-1/,,q IeO SEPI.6 0\.``� PAGE 10 OF 10
dREENPLAYLLC 1021 E.South Boulder Road,Ste N
Louisville,CO 80027
The Leading Edge lnParls,Recreation Phone: (303)439-8369
MdOpea Space Consulting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
RENTON, WA RECREATION STRATEGIC PLAN
PROJECT UNDERSTANDING
The City of Renton,WA Recreation Division of the Community Services Department is ready to
undertake a strategic planning effort for its recreational programs and services. This is intended to
include an operational assessment and a services assessment, as well as a cost recovery policy and
procedure review and update, building on the Division's existing Cost Recovery Guidelines. It is time now
to refresh and update the policy including a robust staff and public engagement component.
We understand that goals for this update are to maximize the effectiveness of the Division assuring the
framework for future planning,programming, budgeting, pricing, and resource allocation for the City's
recreation programs and services.This is to include assistance in a more focused public outreach effort
to facilitate an outcome that reflects City Council goals,the mission and vision of the Department and
Recreation Division,and values of the community.
The study will provide justifiable,articulated and agreed upon service delivery strategy and pricing
rationale that can be used to allocate resources and establish pricing levels that most effectively meet
community needs. Most importantly it will link strategic and tactical intents to overall goals and desired
outcomes through an easily understood and implementable measurable approach. It will be based on a
common vision.
A. PROJECT APPROACH
This study and its implementation are intended to help determine how recreation programs and
services can be priced, managed,and delivered to operate cost effectively.This must be balanced with
ensuring that resource allocation is reasonable and fees for programs and services are realistic and easy
to explain to the public. It continues and refines the use of the conceptual methodology approved in
2014 while taking a deeper dive into the assessment of services, performance measures and
implementation of the methodology.
A full traditional recreation needs assessment including a program inventory,a look at demographics
and trends and available survey data,will be supplemented with specific comprehensive processes
addressing resource allocation, cost recovery,and assessment of services. Stakeholder and general
public engagement strategies will be used to tap into community values and refine the vision and
mission for the recreation effort.
A.1 Strategic Kick-Off(SKO)and Determination of Critical Success Factors
Upon notice to proceed,our GreenPlay team will provide a Detailed Work Plan to the Project Team for
discussion at an SKO meeting conference call, as well as a material request list in order for staff to
provide us necessary information.We will review details of the work plan at this meeting and will
formalize the timeline and details and allow GreenPlay to become familiar with your agency, recent
changes, and current practices and policies related to resource allocation,cost recovery,programming,
and service delivery.The agenda will include:
1
d1iEENPLAYLC 1021 E.South Boulder Road,Ste N
Louisville,CO 80027
Me Leading Edge In Pali,Recreation Phone: (303)439-8369
And Open SpaceCansalting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
• Refining the project scope including clarification of:desired project outcomes, uses,and goals;
specific staff involvement;workshop formats; invitations; and logistics for each step.
• Confirming lines of communication, points of contact, level of involvement by City leaders and
staff, and other related project management details.
• Determination of staff,stakeholder and collaborator participation,along with defining desired
role of advisory board(s).
• Understanding of current programming,service delivery mechanisms, budgeting and cost
recovery methods and data resources, in order to ensure the study will be both accurate and
appropriate to the City's needs.
• Understanding of current pricing and resource allocation structures,and identifying related
policy.
• Answering any questions pertaining to the successful development of the study.
Having worked as professionals on "your side of the table,"we understand how important it is for
consultants to be accessible without interfering with your daily responsibilities.We will work closely
with your team during SKO to identify key"Critical Success Factors"that will help ensure that this
project is successful and achieves your desired level of involvement and outcomes.
A tour of recreation programming venues is anticipated during the same trip as Workshop 1 of the
Resource Allocation and Cost Recovery Process.
B. RESOURCE ALLOCATION AND COST RECOVERY MODEL AND PHILOSOPHY
We will review your current and expected cost recovery philosophies and expectations for compliance
and ease of implementation.We will train your staff to effectively use the various tools and formulas
designed to create appropriate budgets and service pricing,allowing you to answer challenging
questions such as:
• Are your programs priced fairly and equitably?
• How will you continue to fund your agency's facilities and services in relationship to future
budget constraints?
• Are you using your funding in a responsible manner?
• Is your methodology for subsidy distribution transparent?
• Does the way that you charge for services(facilities, programs,etc.)support your values,vision,
and mission?
• Is your currently philosophy and model fully implemented?
A well-crafted philosophy for cost recovery and subsidy allocation is the foundation for developing
strong,sustainable financial management strategies.A solid philosophy allows staff to recognize where
subsidy is being applied,to determine if it is at an appropriate level,and to justify the Department's
pricing structure, including costs for new services.Your staff is an integral part of the decision-making
process for setting expectations.They will learn to effectively apply agency tools and use budget
expectations to set equitable pricing based on vision,values, and mission.
Because the model is guided by and created through the public involvement process,we establish buy-
in,educate,and generate interest by being transparent and credible,and offering community dialogue
2
d REENP
LAYLLC 1021 E.South Boulder Road,Ste N
Louisville,CO 80027
The Leading Edge In Pads,Recreation Phone: (303)439-8369
And Open Space Consulting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
through a "sorting"exercise to better understand the values of your residents. Often the participating
citizens,stakeholders,and partners become your greatest advocates and champions for future issues,
many times establishing the grassroots support for taxation issues or fee increases.This collaborative
process results in consensus for a foundational philosophy which underpins discussion and decision-
making.
During this time,Green Play team members will meet with City staff and conduct interviews as needed
to gain an understanding of any changes to the City's processes and operations; re-establish fee and
charge categories for programs and services based on sound philosophical underpinnings, programmatic
objectives, and financial rationale;and define consistent cost methodology for all programs and services
at a deeper level.
GreenPlay's approach to the project includes an implementation plan described in detail below through
a workshop series.This approach is tested and proven to allow us to manage,control, and supervise the
project.
B.1-3 Cost Recovery Model, Resource Allocation Philosophy,and Policy Development
This methodology is designed to engage your stakeholders, including community members,
collaborators, decision-makers,and agency management and staff through consensus building
exercises. It includes a series of three(3)multi-day trips to conduct workshops that may include
continental breakfast, lunch,or dinner provided by the agency at your discretion.These include 1/2 or
3/4-day staff workshops, individual and team meetings as necessary, 1-2 staff sorting sessions, up to six
public sorting meetings,and staff trainings.These are supplemented by an ongoing series of conference
calls with the project team to ensure that there is clear understanding and that all aspects of the project
are moving forward seamlessly.
• Workshop 1—Introduction and education regarding the Cost Recovery Methodology (all staff
and identified stakeholders, with invitations to advisory and policy board members as desired by
the Department); review and refinement of the Categories of Service, determination of cost
center pyramid needs,and determination of definitions of direct and indirect cost(core team);
identification of potential table facilitators for Workshop Series 2a, and identification and critical
analysis of all policy issues.Work will begin our understanding of and gathering of cost
allocation information for the most recently completed annual historical accounting of expenses
and revenues.
• Workshop 2a—A series of workshops beginning with a staff sorting/facilitator training,and
followed by public and stakeholder groupings including community representatives,to sort the
Categories of Service based upon each category's beneficiary(on continuum of community and
individual benefit)and agency values,vision, and mission.
• Workshop 2b—Staff development of a consensus model based on staff and public engagement
(at conclusion of Workshop Series 2a,same trip),further understanding of the financial
accounting tool and how it will be used to account for historical expenses and revenues,and
3
dREENPL YLLC 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge ia Pattiz Recreation Phone: (303)439-8369
And Open Space Consulting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
refinement of all policy issues (reduced fee/scholarship, non-resident use, partnership,facility
use, sponsorship,gifts and donations,use of volunteers, etc.).
Public Engagement
Over the past two decades of performing this cost recovery work,we have only strengthened
our opinion of the value of public engagement in leading to readily accepted and adopted
outcomes.The community dialogue workshops during workshop 2 have served to bring
individuals from all walks of life together for a conversation of interest to all,and to find
common ground.A side benefit realized is the opportunity to inform participants about the
breadth and depth of the offerings of the agency. Green Play staff members function as
professional, unbiased facilitators to gather specific information. Participant feedback has
indicated that our techniques and formats are well received and provide the opportunity to
better understand the planning process and make a meaningful contribution, resulting in the
feeling that attending an input session was a good use of someone's valuable time.
For this project,a well thought out, designed,and facilitated series of community dialogue
workshops will promote understanding of the concepts and development of consensus on
model outcomes.A specific emphasis will be placed on outreach to maximize citizen
participation.As "dialogue" is at the root of consensus to be gained, it is imperative to use
multiple outreach strategies to encourage participation and may include e-mail though
participation distribution lists; scripts for instructors and other front line staff, a networking
model for each staff person to use to reach out to users, community influencers,friends,
neighbors,and other citizens;a sample feature article for local publication;social media; press
releases; local groups;and any other means to be identified.This can be supplemented with
other incentives such as food,give-aways,etc.
All findings from workshops 1 and 2 will become part of the overall findings,the workshop
series will continue after the Findings presentation for the overall Strategic Planning,project.
• Workshop 3—Begins with a pricing strategies training designed for all programmers and
management staff,focused on determination of appropriate pricing strategies(cost recovery
goal, market rate,competitive with comparative analysis).This will be followed by a half day
work session with the Project Team to set cost recovery targets; identify categories of service
that are out of alignment and determine strategies to rectify; consider alternative forms of
revenue and cost saving measures; identify related policy issues and potential refinements; and
develop implementation steps.
B.4 Costing of Programs and Services/Assignment of Revenues
Typically,staff may not be cost accounting consistently, and these inconsistencies will become apparent.
Results of this step will identify whether staff members know what it costs to provide services to the
community,whether staff have the capacity or resources necessary to account for and track costs,
whether accurate cost recovery levels can be identified,and whether cost centers or general ledger line
items align with how the agency may want to track these costs in the future.A standard definition and
identification of direct and indirect costs will be articulated.This will be applied to all programs and
4
ddREENP
!Ara 1021 E.South Boulder Road,Ste N
Louisville,CO 80027
Me Leading Edge liParks,Recreation Phone: (303)439-8369
And Open Space Consulting
Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
services to provide a consistent measurement of costs across the department,and revenues will be
assigned.Costs which may be currently known as indirect costs will be re-examined for allocation to
specific,or all, programs and activities.
Overall goals for the financial analysis include:
• An initial analysis in order to determine current cost recovery levels by program area
• Adoption of new business tools for use in this study as well as into the future as an ongoing way
of carrying out the business of marketing and programming
• Ability,through detailed,well organized and reported data,to improve analysis and decision
making in the future
• Immediate and long-term recommendations and implementation strategies
• Recommendations for improved tracking methods
• Revision and staff training in the use of a Program/Service Planning Template
The collection of data will take into account each of the separate funds(if applicable)of the Department
and their intent and performance parameters. Initial steps will identify whether:
• Staff members know what it costs to provide services to the community
• Staff have the capacity or resources necessary to account for and track costs
• Accurate cost recovery levels can be identified
• Cost centers or general ledger line items align with how the agency may want to track these
costs in the future.
The Department's most recent full year"Actuals"for revenue and expenditures will be downloaded into
the spreadsheets and we will allocate appropriate expenses in the manner determined through a guided
discussion with the Project Team.This will allow us to measure current cost recovery against a
consistent definition of cost at the program,category and tier levels of the pyramid.There will be a
heavy reliance on staff to support this portion of the effort.
5
dREENP ra 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge In Parts,Recreation Phone: (303)439-8369
And Open Space Consulling Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
OPTIONAL SERVICE
PASS Lite"Cost Recovery Tool—Pricing and Subsidy Strategy
GreenPlay is excited to present the option to team with ePRepSolutions for this project in order to
bring a helpful industry best practice and cost recovery measurement and analysis tool to Renton.
The PASS Lite' Cost Recovery Tool is a planning and financial management process that uses the
City's desired cost recovery and subsidy levels to determine the required fees for programs,
events, and leagues. PASS LiteTM will focus on programs, however outcomes of additional
information regarding facilities and memberships would be available in Excel spreadsheets.The
tool will allow analysis of both direct and indirect costs and will allow us to provide to the
organization both current AND projected cost recovery levels for all programs analyzed.
We can discuss this option during startup or any time before the financial work need to
commence. Matt Hickey of ePRepSolutions would be available for this discussion. In addition,you
may learn more information through the following websites: www.eprepsolutions.net and
www.passliteapp.com.
The more robust full PASSTM tool is also available at an additional cost.The PASSTM Cost Recovery
Tool is one of a kind and is fast becoming the leading recreation industry tool to use for service
cost recovery analysis.The aspects that differentiate PASSTM from any other methodology of cost
recovery include its ability to automatically incorporate grouping like services for a cost recovery
level assignment,the ability to create and change management decisions (cost recovery levels,
etc.)on the fly, and the ability to create multiple scenarios. Additionally, after multiple years of
I data are entered,you have the ability to benchmark against your own previous performance.
With select popular reports, and the possibility of over 200 reports, charts and graphs at your
y. fingertips, the PASS' Cost Recovery Tool will provide confidence in your cost recovery analysis
with the ability to easily provide modeling on the impact of up to three different cost recovery
F I target options.
'
C. SERVICES ASSESSMENT AND PROVISION STRATEGIES
A Services Assessment is an intensive review of organizational services, including activities,facilities,and
other opportunities that leads to first phase development of an agency's Service Portfolio. Results
indicate whether a service is"core to the organization's values and vision,"and provides recommended
provision strategies such as enhancement or reduction of service, collaboration, and advancing or
affirming market position.The process analyzes each of your agency's services relevant to:
• Your organization's values and vision.
• The service's financial viability.
• Other service providers in the service area including their quantity,quality,and economic
viability.
• Your market position in the community.
6
dREEFIPL4 LLC 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge In Parks,Recreation Phone: (303)439-8369
And DpeSpace Consulting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
CORE SERVICES IDENTIFICATION GreenPlay will train staff on use of a Services Assessment Matrix
tool and then facilitate the Service Assessment process to analyze
OFTEN,THERE IS NOT CONSENSUS current market conditions and identify potential partners and
AMONG STAFF AND DECISION-MAKERS AS collaborators.Your agency does not have to produce or fulfill
TO THE AGENCY'S CORE SERVICES AND IT every unmet need in the community. Our process will help you
IS ALSO IYPICALLY NECESSARY TOcIARIFy identify saturation in the market by considering your niche and
PROVISION STRATEGIES Mimic. target service area markets using the assessment tool described in
EFFECTIVELYAU THEAGENCYS more detail below.
VALUES,VISION AlOWSON•
Mgr
The public sector and market environments have changed,and funders and customers are demanding
more accountability.Traditional (taxes and mandatory fees)and alternative funding(grants and
contributions)are harder to secure,even as need and demand increases. Public and non-profit agencies
need to rethink their business model, providing services where appropriate,avoiding duplication of
comparable services, leveraging available resources,and increasing collaboration when possible.
The GreenPlay public sector Services Assessment Matrix depicted below is a valuable tool specifically
adapted to help public agencies assess services. It is based on the assumption that duplication of existing,
comparable services(unnecessary competition)among public and non-profit organizations can fragment
limited resources available, leaving all providers too weak to increase the quality and cost-effectiveness
of customer services.
The Matrix assumes that trying to be all things to all people can result in mediocre or low-quality service.
Instead, agencies should focus on delivering higher-quality service in a more focused (and perhaps
limited)way.Some of the questions that agencies must address are:
Q: Is the agency the best or most appropriate organization to provide the service?
Q: Is market competition good for the citizenry?
Q: Is the agency spreading its resources too thin without the capacity to sustain core
services or the system in general?
Q: Are there opportunities to work with other organizations to provide services in a more
efficient and responsible manner?
7
dREENPL4YLC 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge In Parks,Recreation Phone: (303)439-8369
And Open Space Consulting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
Services Assessment Matrix GREENPLAYLC
USING 4 CRITERIA:Fit,Tax Support,Market Position,and Alternative Coverage " °"" "
,. ,;t. x..,...sae 4;-rN•; e"w % 50 & ....e.«ra °,r,4y
C) •
fER TAX SUPPO HIGHER TAX SUPPORT
Where criteria intersect(in the Alternative Alternative Alternative Alternative
purple boxes) is the most logical Providers Providers Providers Providers
Service Provision Strategy )% HIGH c LOW HIGH a LOW
,
Market AFFIRM ADVANCE Complementary "Core
Position Market Market Development Service"
GOOD D STRONG Position 1 Position 2 5 6
FIT Market Invest,
Position DIVEST Collaborate Co Co
WEAK or Divest orr CoDivestllaborate orr Divestste
Collaborate
"�
A D 3 4E 7 a
POOR
FIT
A
Priority order for addressing the criteria is indicated by A, B, C. and D. Numbers indicate Service Provision Strategies
Note: Based on MacMillan Matrix for Nonprofit agencies from the Alliance for Nonprofit Management. Adapted by
GreenPlay LLC and GP RED for Public Sector Agencies.April 2009.
C.1-4 The GreenPlay Services Assessment Process
This process includes a series of sessions as described below. Each may include continental breakfast,
lunch,or dinner provided by the agency, at your discretion.
• Workshop 1 -One (1) introductory workshop to introduce the methodology and how to use the
tool,along with instruction and materials for service and market assessment homework.
8
dREENPLAYcLc 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge In Parks.Recreation Phone: (303)439-8369
And Open Space Consulting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
• The Leadership Summit-GreenPlay will facilitate a
workshop which combines the three sectors Leadership Summit
identified (staff, members of the public, and key
community leaders)to direct the values and vision Citizens and
Partners
dDevelopment process.
Value of
Parks and
Staff members will participate with invited Recreation
+ Organizational
representatives from each organization which the Depart/Mvivon
Department's services impact or influence (for Stan
example, schools, prominent businesses, developers,
other City departments, City Council members,
Advisory Board members,faith-based communities, non-profits and civic organizations,youth
sport associations, etc.). Outreach efforts should include a personal invitation and letter from
the Mayor, City Manager, and/or Department Director and follow up phone calls.
GreenPlay will make a short presentation explaining the values,vision,and mission planning
process and then the internal stakeholders and staff will engage in discussions which identify
the organizational values of parks and recreation representing their personal view or
organizational perspective.The groups then help to create the vision for recreation services
throughout the City(regardless of who provides it), and identify opportunities for collaboration.
• Workshop 2 -A series of small group workshops to discuss homework strategies for each
workgroup,facility, planning area, or division.
• Workshop 3 -A multi-day workshop series to conduct the assessments by workgroup,facility,
planning area, or division to develop your Service Assessment Matrix for each individual service
by target market and service area.
All findings from SA workshops 1-3 and the Leadership Summit will become part of the overall
findings.The Services Portfolio development will continue after the Findings presentation for the
overall Strategic Planning project.
• Service Portfolio Development—Using the information generated in the workshop series,
questions will be answered regarding each service's fit with the agency's values and vision,the
agency's strength or weakness in the target market service area,who else is providing like or
similar services in the target market service area,and the service's financial sustainability
potential. Cost Recovery Methodology results will be in this analysis.The development of a
Recreation Service Portfolio will result in determination of service delivery strategies including
affirming, advancing,adjusting or changing,collaborating,or divesting for each service.
9
dREENP
LAY[c 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge m Parks,Recreation Phone: (303)439-8369
And Open Space Consulling Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
D. NEEDS ASSESSMENT AND FINDINGS
The Needs Assessment will include consideration of public comment gained from all strategies designed
for this study.In addition to the specific cost recovery and services assessment processes,this includes any
relevant information gleaned from previous citizen surveys and previous and current parks and recreation
master planning efforts.Opportunities will be pursued to tie into the master planning update outreach,if
and when it makes sense for this project,and to coordinate with the upcoming City-wide citizen survey.
Efforts will be made to gain additional input and GreenPlay will work with Division staff to maximize their
proven techniques for inclusive engagement, reaching diverse and often underrepresented populations.
D.1 Demographics and Trends
• Demographics and Population Projections-We will update the demographic characteristics in
Renton through an analysis and market profile, utilizing information available from other
planning efforts,the Renton Planning Department, U.S. Census Bureau,and Esri,to outline
trends and information that could affect the need for programming and facilities.
• Trends Analysis-This analysis will consider demographic shifts and their impact on future
recreation programming,while also identifying interest and participation levels for a variety of
activities, how services are provided through both administrative and planning trends, and how
the City's facilities, programs, and amenities compare to national and regional trends.The focus
of this analysis will reflect activities and services identified in the information gathering tasks.
D.2 Findings Presentation(Public Engagement opportunity)
GreenPlay will compile initial findings from the program inventory,demographics,trends, resource
allocation and cost recovery effort,and service assessment,including all public input,and will prepare a
summary Findings Presentation for staff, decision makers,stakeholders,and the public to validate the
reasonableness of the findings. During this stage,we will confirm that all information identified and
collected thus far is correct, and we will ask all stakeholders to share any additional issues or
opportunities for consideration as we prepare to move forward into analysis and recommendations.
E. ANALYSIS OF FINDINGS
Ed. Mission, Vision, Branding/Identity Development Process
An organization's values are comprised of the agency's leadership and staff values and community
values.They direct an agency's future vision and help determine those community conditions you wish
to impact through your organizational mission.The mission is why an agency exists,and the core
business functions are how it fulfills its mission and achieve its vision.Creating consensus on
fundamental principles creates a logical philosophical framework to guide decision-making efforts.
The previous stakeholder engagement,critical to developing representative values and creating a vision
reflecting the community's interests and issues,as well as staff and governing body perspectives,will be
used to articulate your recreation mission and vision.This information will also be used to identify how
you are known to the public(your brand),and to evaluate messaging and ways to best represent your
desired brand.
10
d
REENP 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge in Parks,Recreation Phone: (303)439-8369
And Open Space Consulting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
E. 2-3 Culmination of Cost Recovery and Services Assessment Efforts
Previously described CR Workshop 3 and SA Services Portfolio Development will occur at this time as
analysis tools.
E.4 Fiscal Analysis
• Present and Projected Fiscal Resources-We realize that recommendations mean nothing
without examining the financial resources necessary to move forward.We will consider the
implications and possibilities at all stages.GreenPlay will conduct an overview analysis of
existing funding and funding structure to understand how the Division is meeting current needs
and, based on recommended improvements,determine if current funding sources are sufficient
for operational costs,and to support programming venues.
• Alternative Funding and Partnerships-GreenPlay brings extensive experience in evaluating
options for alternative funding.Alternative funding typically includes taxing sources,fees and
charges, permits and licensing,grants,donor programs, and/or partnerships.Our Project Team
will identify key partners in the area through the planning process and can provide management
recommendations to enhance this potential funding area. Note that this task does not include
procurement of alternative funding, but this can be addressed separately if desired.
F. RECOMMENDATIONS AND FINAL PLAN
F.1 Draft Recommendations and Presentation
The GreenPlay team will summarize and synthesize all research and staff and citizen input and develop
recommendations and priorities for City-wide recreational needs,and policies and procedures for
meeting them.We will work with the project team to rank and prioritize, balancing these needs with
cost/benefit, capacity of the City,and budgetary realities.The product of this task will be a set of
recommendations with strategies, priorities, and identification of opportunities phased into immediate,
near-term,and long-term timeframes.A Draft will be submitted for preliminary review, revision,and for
recommendations.
The draft document will include the proposed policy that articulates the foundational underpinnings to
allow the determination of appropriate level of taxpayer support for program and service categories
based on cost recovery goals,and appropriate fee strategies for services that should not be based on
cost recovery(e.g., market-driven rates or fully tax subsidized services,as appropriate).The policy will
recommend fee assistance strategies and other pricing policies and best practices to ensure access for
all citizens. It will include programming and program evaluation strategies to best meet community
goals.
GreenPlay will report on other matters that come to our attention in the course of the evaluation that,
in our professional opinion,the City should consider.This would include any service or program where
11
dREEI'4PL.4 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge In Parks,Recreation Phone: (303)439-8369
And Open Space Consulting Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
the City currently charges for services as well as areas where the City may charge, but currently does
not, and any policy issues
A presentation of the draft plan will be made to the desired audience during a single trip by GreenPlay
to prepare for approval of the plan. Other presentations may be added for an additional fee.
F.2 Final Document
All comments on the draft plan will be addressed and incorporated into your Final Recreation Strategic
Plan as appropriate. Elements of the Plan will be crafted with CAPRA Re-accreditation in mind.
GreenPlay will assist in guiding the final document through the formal adoption process. It is not
anticipated in this scope and fee that GreenPlay will be present for final adoption.
PROJECT TIMELINE
We understand that the City would like this project to be commence immediately.All workshops are
preplanned with materials prepared in advance, and a quick turnaround on review of necessary
materials will be necessary.All workshop dates will be confirmed well in advance as the project moves
forward,and the project team will be oriented to the entire workshop series, including the approval
process.
We have staff available and will allocate appropriate resources to meet the deadlines.We request that
the project team be responsive with turnaround on review and approval of work products,and we will
work jointly to lay out a mutually agreed upon, detailed,date-specific timeline upon notice to proceed.
Our team recognizes the need to be both flexible and efficient as part of a community planning process.
We will conduct and attend the necessary number of meetings in order to complete this project in a way
that works specifically for you.We have never missed a project end date due to internal GreenPlay
workloads.
Renton,WA Recreation Strategic Plan 17 months for completion
Includes Cost Recovery and Services
Assessment
Pro Oct A.•roach Mar Apr May Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul
=Mawes Jun... Jul
---------------
MIECETINIMIE
- X IMMIEMMIIM=MOMIIIII=EIMMI=MIEMMNIM
IIIIIII IO tl'Aa,.r oo.2.&2.1111M12.iSL1eFktJILI1LI--- X ---- ---- __
B 4 Costin.and Ass•nment of Revenues _- ___--_---
-- --
C 2 SA Worksho.1 and Leadershi.Summit --___ X ___ ___-__
C 3 SA Worksho.2 _--___ X _ _ _ —_—
C.4 SA Worksho.3 __-____— x --_--_-
.... z. :TAT•T.T.StN:>rax\�®����������������
D.1 Deno.ra.hics and Trends
D z Fmd n• a bue En.a.ement �� � �- x
- --- -1111.111111111-----MEM--
E.1 MissionAesion/Brandin./klentit
. ----------- X
E 3 Service Portfolo Develo ment ------------- _-_
--------- ---
? — 11111111--------111111--111111111---_
----------------
12
dREENPL 4 LC 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge In Parks,Recreation Phone: (303)439-8369
And Open Space Consulling Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
PROJECT PROPOSED FEE
Renton, WA Recreation Strategic Plan
Includes Cost Recovery and Services
Assessment
TASKS
A.1 Strate•ic Kick Off-Critical Success Factors $ 1,575
�.. ro �e oaf �°s�w� c.�€ , wt .
'.fi zw; Ihdkz.,ro;L7 Hl,r ,.e�a ».
B.1 CR Pre.aration with Sr. Mana.ement $ 1,260
B.2 CR Worksho. 1 $ 7,403
B.3 CR Worksho.2a&2b inc..ublic en•a•ement $ 9,450
B.4 Costin. and Assi.nment of Rewnues $ 11,130
C.1 SA Pre.aration with Sr. Mana•ement $ 1,260
C.2 SA Worksho. 1 and Leadershi.Summit $ 8,400
C.3 SA Worksho. 2 $ 8,400
C.4 SA Worksho. 3 $ 7,665
r ...,. .: d,S` `.i'',,.,.b';,<• °....a„# r/
D.1 Demo.ra.hics and Trends $ 3,045
D.2 Findin•s Public En.a•ement $ 9,450
E.1 Mission/Vision/Brandin•/Identit $ 2,205
E.2 CR Worksho. 3 $ 7,382
E.3.Service Portfolio Deeelo.ment $ 3,150
E.4 Fiscal Anal sis $ 3,045
This project is billed as Firm-Fixed Fee,
F.1 Draft Recommendations&Presentation $ 9,912 meaning that all travel and reimbursables
F.2 Final Document $ 5,250
Totals $ 99,981 are built into the per task cost.
GreenPlay and Sub-Consultant Fee Schedules
GreenPlay has established an inclusive fee schedule that covers the salaries of our professional project
staff and of support staff who enable them to function effectively and efficiently.We consider the
prevailing rates in our industry and the level of specialized expertise that we provide.
For projects such as this,which require more than 100 hours of work,GreenPlay typically recommends
and proposes using a Firm-Fixed Price model for compensation.This means that the contract is initially
based on our estimate of projected number of hours,but the compensation is actually based on the
completion of pre-determined contracted tasks identified in the Scope of Work and within a pre-
specified timeline.This typically works well for the client,ensuring that all work is accomplished
regardless of the time required to complete each task. In the event that the contracted Scope of Work is
changed by the client during the project,GreenPlay can adjust total contract fees accordingly based on
our regular hourly rates.This project is proposed as a Firm-Fixed Fee;therefore, individual hourly rates
and projected number of hours are not applicable.
Our rates include:
Professional staff,sub-consultant,and administrative salaries.
➢ All office overhead,equipment, utilities,and insurances.
13
dREENP
LAY[C 1021 E.South Boulder Road,Ste N
Louisville, CO 80027
The Leading Edge ln Parlor,Recreation Phone: (303)439-8369
And Open Space ConsuIing Email: Info@GreenPlayLLC.com
www.GreenPlayLLC.com
y Taxes,employee benefits,and Worker's Compensation.
➢ Administrative support staff and supplies,and local travel.
➢ Work Products and meetings as outlined in the Scope of Work.
• All travel costs are built into the firm-fixed fee.
Rates may not include(unless specified in the Scope of Work):
➢ Materials and services outside of the pre-specified Scope of Work(may include extra meetings,
requested copies and printing of work products).
GreenPlay's rate for additional services is based on an average of$150 per hour if not proposed as
"firm-fixed fee."While the hourly rates may sound high,when considering the costs for implementing
additional experienced and professional full-time staff,benefits, insurances,office space,computers and
equipment,support staff, utilities,etc.,this rate is usually comparable to or lower than what would be
spent for in-house staff.An additional benefit is that when the project is finished,the expense ends.
GreenPlay typically submits an invoice for payment to the project manager/primary contact person on a
monthly basis. Each invoice includes a brief description of the services provided and percentage of
Scope completed to date. Invoices past due over 60 days will accrue 1.5%interest per month.Other
structures for compensation and payment can be negotiable prior to contract award.
GreenPlay Policy on Project Delays
GreenPlay team members strive to complete our projects in a timely and efficient manner.We will work
with your Project Manager to set an expedient and realistic"contracted end date"during our Strategic
Kick-Off session.This policy takes into consideration delays due to operational and approval constraints,
scheduling,and other internal and external factors.We have never missed a project end date due to
internal GreenPlay workloads.There is an added cost for GreenPlay when projects are extended beyond
a contracted end date, including staff reassignment, loss of capacity to perform other work,and
administrative schedule changes that may impact other projects.Our policy on project delays can be
discussed during the Contract Negotiations phase.
14