Grand County Budget Advisory Board

Wednesday, May 23, 2018

8:30 a.m. - 10:00 a.m.

County Council Chambers

Call to Order and Welcome of New Board Member

A. Action Items:

1. Nomination and re-election of Chair, postponed from May 9, 2018

2. Approving minutes of May 9, 2018 meeting

B. Discussion Items:

1. Brief report on County Council strategic planning session

2. Discussion on needed Scope of Work for proposed "Request for Proposals for a Public Finance & Budgeting - Staffing Needs Assessment Consultant"

3. Further review and discussion on compensation study methodology

4. Discussion on timeline for budget process

5. Report on development of budget guideline document

6. Report on 2018 General Fund interest earnings

Future Considerations

Closed Session(s) if necessary

Adjourn

NOTICE OF SPECIAL ACCOMMODATION DURING PUBLIC MEETINGS. In compliance with the Americans with Dlsabillties Act, individuals with special needs requests wishing to attend Grand County Budget Advisory Board meetings are encouraged to contact the County two (2) business days in advance of these events. Specific accommodations necessary to allow participation of disabled persons will be provided to the maximum extent possible. T.D.D. (Telecommunication Device for the Deaf) calls can be answered at: (435) 259·1346. Individuals with speech and/or hearing impairments may also call the Relay Utah by dialing 711. Spanish Relay Utah: 1(888)346-3162

It is hereby the policy of the Grand County Budget Advisory Board that Board members may participate in public meetings through electronlc means. Any form of telecommunication may be used, as long as it allows for real-time interaction In the way of discussions, questions and answers, and voting.

GRAND COUNTY BUDGET ADVISORY BOARD REGULAR MEETING

Grand County Council Chambers 125 East Center Street, Moab, Utah

May 9, 2018

The Grand County Budget Advisory Board met in Regular Session on the above date in the County Council Chambers. The meeting was called to order by Vice Chairperson Diana Carroll at 8:35 a.m. In attendance at the call to order were Board Members Diana Carroll (County Clerk/Auditor), Jaylyn Hawks (Council Member), Elaine Gizler (Moab Area Travel Council Executive Director), Chris Baird (Citizen), and Zach Wojcieszek (Citizen). Board Members who arrived shortly after the call to order were Chris Kauffman (Treasurer). Also in attendance was Ruth Dillon (County Council Administrator) to take minutes.

A. Action Items A 1. Nomination and election of Chair MOTION: It was announced that Patrick Trim, Budget Officer and Board Chair, has resigned from the board. Motion by Chris Kauffman to postpone election of Chair until next meeting after the County Council appoints a Budget Officer and a County Council Member to the board. Motion seconded by Jaylyn carried 6 - 0.

A2. Approving minutes of April 18, 2018 meeting MOTION: Motion by Jaylyn to approve the minutes of April 18, 2018 as presented, seconded by Elaine carried 6-0.

B. Discussion Items B1. Demonstration of "Caselle Advantage" budgeting software, postponed from April 18, 2018-Board Members viewed a comprehensive webinar, illustrating the backend Budget Officer portion of the software. Discussion ensued regarding p()sition-based budgeting and internal processes. Chris Baird offered to provide to Board Members, if possible, the webinar's password-protected link for additional individual study of the webinar.

B2. Review of the compensation study workbook, by fund, for budget impact and ... B3. Review and discussion of the compression adjusted version of the compensation worksheet-Led by Chris· Baird, the Board reviewed the "Experience-Compression Adjustment- Organization Reset" spreadsheet. He explained that Mike Swallow had laid out the framework in terms of formulas, and that Chris worked with Mike to fill in this portion of the spreadsheet showing adjustment for time in position at 1.5% per year, which is the.annual amount for the Milestone merit increase. He explained that the "Proposed Annual Pay" is either the "Formula Annual Pay'' or the employee's actual current pay, whichever is higher. Chris stated that he figured out that approximately 66% of maximum "Proposed Annual Pay" is roughly the minimum point, and the midpoint is at about 83% of maximum (100%). Further, he reported there is roughly a 50% range from the minimum to the maximum that is built into the spreadsheets, and that total cost of "Proposed Annual Pay" was calculated at approximately $652,000 including increases in benefits.

The board discussed ideas to sort the "Survey Data" portion of the spreadsheet either by location or survey participant to weed out incomparable survey data, such as data from Salt Lake County; Chris Baird offered to work on this and possibly add a "Total Revenue" column to the spreadsheet. He suggested comparing compensation by total revenue rather than by population.

Chris Kauffman noted that total compensation per employee is not yet included in the spreadsheet, and that it would be helpful for comparing with sample survey data. Diana reported that Utah Association of Counties may have the data. It was suggested to reach out to County Clerk/Auditors for data.

The board agreed to move forward with advising the County Council on using the "Experience-Compression Adjustment- Organization Resef' methodology as discussed. Diana suggested having the spreadsheet available to the County Council for their May 16th Retreat for them to determine whether to use the methodology. Chris Baird suggested also having on the Council Retreat agenda the 2017 year-end report. Ruth will see about adding both to the Council Retreat draft agenda for discussion with the Council Chair.

B4. Report on budget questionnaires received-Ruth reported that as of this morning, questionnaires from 22 individuals were received with another 7 expected. Some individuals have more than one budget. Two invited questionnaires were from non-county departments/offices: USU-Extension and from Moab Valley Fire Department. Ruth will send all of them out to Board Members for individual review and then again just prior to each preparer's budget presentation. Chris Baird explained that the "Budget Instructions" page of Casella Advantage is a place to store such things as budget narratives.

B5. Report on development of budget guideline document-Chris Baird suggested adding a field to Caselle Advantage as a way to give budget preparers the ability to budget for contingencies by showing variance over time. Jaylyn suggested that written guidelines would still be helpful to explain timelines, processes, etc. The board discussed County Council budget process, with one idea being to have the Budget Officer report to Council any extraordinary budgetary matters throughout the process. Another idea was to have one or two joint meetings With the County Council to review top-level items such as compensation, capital projects, and saving up for grant-funding matches. Board members agreed to allow two weeks at the end of the budget process, and prior to tentative budget adoption, to bring the Council up to speed with the state of the proposed budget.

Discussed need for budget preparers to be trained in Caselle Advantage. Diana offered to look into training options.

B6. Report on analysis of property tax revenues to the general fund-Chris Kauffman reviewed the handout he provided on "General Fund Property Tax Revenue Analysis." This includes General Property Taxes, Fee in Lieu Taxes (auto registration), Redemption Prior Years (back taxes), A&C - State Levy (assessed and collected), A&C - County Levy, Tax Penalties and Interest. His forecast for 2018 is to be ahead $81,600, similar as to 2017.

Ruth agreed to send information to Chris Baird on expected revenues from the new TR CC/car rental tax that became effective· April 1, 2018. Chris· Kauffman suggested having Department Heads project revenues.

C. Future Considerations Ruth reported that Pat provided the rough draft "Request for Proposals for a Public Finance & Budgeting­Staffing Needs Assessment Consultant". Ruth agreed to send it out to board members. The board agreed to add this as a discussion item next meeting.

Adjourn The meeting adjourned by unanicmous vote at 11 :15 a.m. on a motion made by Jaylyn, seconded by Chris Kauffman. Zach left the meeting at approximately 11 :00 a.m.

Diana Carroll Vice Chairperson

Christopher Kauffman Secretary

Grand County

REQUEST FOR PROPOSALS FOR A PUBLIC FINANCE &

BUDGETING - STAFFING NEEDS ASSESSMENT CONSULTANT

RFP # 8453232018

CLOSING DATE FOR RECEIPT OF PROPOSALS: FRIDAY MARCH 30th, 2018

TIME: 12:00 Noon (Local Time)

PLACE: Office of the County Administrator 125 East Center Street East

Moab, Grand 84532

INDEX

1.0 IN"TRODUCTION ••••••••••••••••••••••••••••••••••••••••••••.••••••••••••••.•••••••••••••••.••..••••••••••••••••••••••••• 1

1.1 Timing ............................................................................................................................ 1

1.2 Proposal Submissions ............................................................................. 1

2.0 OPPORTUN"ITY STATEMENT •••••••••••••••••••••••••••••••••••••••••••••••••••••••..•..•.••.••••••••••••••• 2

2.1 The Opportunity ........................................................................................................... ~2

2.2 The Community ........................................ ~ .................................................................... 2

3.0 STATEMENT OF WORK. ••••••••••••••••••••• ;~ •••••••••••••••••••••••••••••••••••••••••••.••••.••.•.•.••.•••.••. 3

4.0 S'UBMISSION REQ'UIR.EMENTS ••••.•••••.•• -•••••••••••••• ~ ••.•.•.••••••••••.••.•••••••••••••••••••••••••• 3

5.0 SELECTION PROCUDURES •••••••••••••••••••••••••••••••••••••••.••••••••••••••••••••••••.•.••••••••••..•. 4

6.0 CONDITIONS, DISCLAil\1ERS AND DISCLOSURES ....................................... 5

6.1 GENERAL REQUIR.EMENTS ......................... ;~ ........................................................ 5

6.2 IN'SPECTION AND ACCEPTANCE ......................................................................... 6

6.3 IN'SURAN"CE ............................................................................................................... 6

6.4 INDEPENDENT CONTRACTOR .............................................................................. 6

6.5 INDEMNIFICATION ................................................................................................. 7

6.6 PROPRIETARY INFORMATION: ............................................................................ 7

6.7 TERMIN'ATION .......................................................................................................... 7

CERTIFICATE OF NON-COLLUSION ........................................................... ATTACHMENT B

GRAND COUN"TY STANDARD TERMS AND CONDITIONS .................... EXHIBIT A

1.0 INTRODUCTION

Grand County is seeking proposals from professional firms for Public Finance Assistance as member of

our Budget Advisory Board as well as conducting a Grand County wide staffing needs assessment in

conjunction with Mike Swallow - Personnel Systems & Services who completed a salary compensation

survey for the County in the summer of 2017. It is preferable that the bidders be within Grand. All work

being performed will be under the direction of the Grand County Council.

1.1 TIMING

Written questions are due on or before Friday, March 23, 2018. The timeline for RFP submission is

Friday, March 30th, 2018 no later than 12 noon local time. RFP's received after that date and time will

be considered invalid. Facsimile copies will not be accepted.

1.2 PROPOSAL SUBMISSIONS

Interested bidders must submit one unbound hard copy and seven bound hard copies of the proposals

and supporting documentation in a sealed envelope labeled "Proposal for Public Finance and Staffing

Needs Assessment". Facsimile copies will not be accepted.

Submitted proposals should follow all instruction requirements listed in this RFP document. Grand County assumes no responsibility for the delivery of mail or courier services and is not responsible for the failure of _bids to be received by the required time. The receipt date and time are absolute. Late proposals will notbe accepted. It is neither the County's responsibility nor practice to acknowledge receipt of anyproposal a~ a result of the Request for Proposals process. It is the responder's responsibility to ensure that a proposal is received in a timely manner. The responding party agrees that Grand County may terminate this procurement procedure at any time, and Grand County shall have no liability or responsibility to the responding party for any costs or expenses incurred in connection with this RFP, or such party's response. Grand County reserves ~he right to make an award on the basis of greatest benefit to the County and not necessarily on the lowest price (or calculated cost to it). To meet the public need, the County reserves the right to acceptor reject any or all proposals submitted. The County also reserves the right to accept part or all of a specific: proposal, and reserves the right to select a single vendor or more than one vendor to provide a specific service. During the evaluation process, Grand County reserves the right, where it may serve the County's best

interests, to request additional information or clarifications from proposers, or to allow corrections of

errors or omissions. The County reserves the right to retain all proposals submitted and to retain any

ideas in a proposal regardless of whether a proposal is selected. Submission of a proposal indicates

acceptance by the firm of the conditions contained within the Request for Proposal document.

2.0 OPPORTUNITY STATEMENT

2.1 THE OPPORTUNITY

By means of this Request for Proposal (RFP), Grand County is seeking to evaluate both the Public

Finance and Budgeting Process as well as conducting a County staffing needs assessment to

determine the correct level of staffing, compared to similar Counties of similar population, size

and tourist seasonal make-up. The County invites proposals from qualified firms that have

proven experience in Public Finance and Budgeting as well as staffing needs assessment as it

relates to external benchmarking and budgets.

2.2 THE COMMUNITY

Grand County Statistics

Moab-

o Founded: 1890 o Area: 3,694 square miles o Population: 9,516 (in 2015) o County Seat: Moab

o Communities

• Moab (city) • Castle Valley (town) • Cisco (ghost town) • Spanish Valley (suburb of Moab)

• Area • Total Area: 3,694 square miles(9,568 kilometers

squared) • Land Area: 3,682 square miles (9,535 kilometers

squared) • Water Area: 13 square miles (32 kilometers squared),

0.34%

Although some m_ining was done along the Colorado River and in the La Sal Mountains, Moab's economy was basea on farming, ranching, and fruit growing until the uranium boom of the early 1950s brought in scores of prospectors, miners, workers, and speculators, increasing the population of Moab from 1,275 in 1950 to 4,682 in 1960. During the boom, the nation's second largest uranium processing mill was completed just outside Moab in 1956, employing more than two hundred workers. The uranium boom brought new motels, cafes, stores, schools, and businesses to Moab.

Uranium was extracted from near Moab as early as the first decade of the twentieth century, and in 1911 the first attempt to drill a commercial oil well between Thompson and Moab was undertaken. Oil promised to enrich the Moab economy during the 1920s, but it was not until 1957 when three oil-producing fields were opened near Moab that something of an oil boom hit the area, a boom that lasted into the 1960s.

As the demand for uranium began to decrease in the early 1960s, potash became the most recent boom industry to hit Moab. A modern potash plant was built in 1963 and a railroad spur line completed from the Denver and Rio Grande Western Railroad at Crescent Junction to the Texas Gulf Sulphur Company mill outside Moab.

Arguably Moab's largest industry, at least for the last quarter century, is the tourist industry. As

early as 1906 the Grand Valley Times began promoting the tourism possibilities of the area, and

in 1909 the Moab Commercial Club was organized to advertise the scenic attractions and

recreational advantages of the Moab region. A significant boost to tourism came with the

designation of Arches National Monument in 1929; however, the Great Depression and World

War II brought few visitors to the Moab area. After World War II the river-running craze began

slowly in the 1950s, gained momentum in the 1960s, and became a staple of the region's tourist

industry by the early 1970s. The establishment in 1964 of Canyonlands National Park, for which

Moab serves as the northern gateway, was another milepost along the way to Moab's becoming

an important tourist and recreation destination. During the 1980s Moab, with its hundreds of

miles of slick rock trails, gained worldwide fame as a mountain-biking center.

Over 1 million people visit Arches National Park and many more visitors come for the trails,

mountain biking, and rock climbing making Moab one of the most popular tourist destinations in

Grand.

3.0 SCOPE OF WORK

3.1 Introduction Introduce the Scope of Work and then provide an outline of the objectives and accomplishments

to be achieved with this project. Provide a brief background of any information that is important

to understand in order to accomplish the project goals. What is needed to know in order to

make understanding of project more complete? Overview of need and desired outcomes.

Include any constraints or issues you foresee happening. i.e.: weekly progress reports to ensure

everyone stays on task. .Define the timeline for this project and deliverables to be performed.

This Scope of Work will be issued under [name of contract and contract number].

3.2 Background Briefly describe the project and relationship to your program mission. Clear statement of why

the project was undertaken. Describe how the project 'came to be.' Proved in more detail, any

information that is important to understand in order to accomplish the project.

The purpose of this Scope of Work is to detail the tasks and responsibilities and provide an

overall understanding of the services to be provided.

Explain why your agency requires the services:

3.3 Scope of Work General description of the project. What do you hope to accomplish? What are your overall

goals and objectives (provide a bulleted tiered listing), materials needed to perform. Objective

should provide an overview of the tasks to be completed with this project. Estimate timeline to

complete each objective. Clarify where, how and under what circumstances project is applicable,

relevant and significant. Provide a clear account of its methods. Provide a detailed duration of

project: start to finish timeline of project (insert a table that outlines timeline).

3.4 Requirements Provide a section that allows for all sources and documents cited in the scope to be identified

and outlined.

Provide detailed statements of requirements needed to make the project successful. Explain

specific tasks and deliverables that must be produced at the end of the project. Clearly state the

requirements needed from both parties for each task and deliverable. Include, outline of project

meetings, payment method, permits (who is responsible to obtain or to have). Licensing, safety

concerns, etc. This section should provide for at least five (5) high level tasks (milestones): each

task should be identified by bullets - identifying the milestone, date (timeline) and how you will

determine percent {%) of completion).

3.5 Compliance Outline the means to determine that you and other party are doing jobs properly throughout the

proj'!_ct. Wha~t standards will you apply to this project? What will be your criteria for acceptance

ofpyendor, what type of procurement method do you propose?

l'O()rExample:

Pl will be required to give weekly reports of progress during the soy bean season with more

frequent reports during the height of the season.

The problem with the above example is that it does not specify what needs to be in the reports,

what "more frequent" means, and when the "height of the season" is.

Example:

Pl will be required to give weekly reports consisting of: wind pattern analysis, fungi spore

distribution, and potential risk areas. During the height of the season, May 15-Ju/y 15, the Pl may

be required to give twice-weekly reports.

3.6 Project Deliverables Describe how you will deliver the end results of the project. State the number of each deliverable

you will provide, the person or persons you will provide the deliverables to and how you will

provide the deliverables to and how you will deliver these to the intended audience.

Poor Example:

Task: Assess class needs for public health awareness.

Deliverable: Write curriculum to address needs.

The problem with the above example is that nothing is specified. The task should have

measurable in it and the deliverable must be quantifiable.

Good Example:

Task: Survey 4 classes of 20 students in asthma awareness. Each class wHI answer a 25 question

survey that assesses their general knowledge of asthma issues as they relate to public health.

One reviewer should take about 1 hour with each class to take the survey and another 2 hours

per class to assess the data.

Deliverable: A 10-hour curriculum for graduate student classes of up to 20 students that

addresses issues of deficiencies in public health awareness in asthma prevention and care.

In reviewing the deliverables, there should be no question about wtl_atis expected of the

performing party. A SOW may contain many deliverables, but each should be broken down into

tasks and end products to specify what is expected.

3.7 Project Timeline This section lays out all dates for the project. It states dates for the tasks and deliverables. It also

covers the dates for the administration portion of the SOW.

3.8 Project Budget

4.0 SUBMISSION REQUIREMENTS

Contents of Proposal

The following information must be provided for consideration:

Introduction of the proposing firm stating qualifications pertinent to this project. In addition to the Public Finance and Budgeting and Staffing Needs Assessment the firm should demonstrate experience in this business and provide background on their approach to this project.

Resumes of Project Manager and Company Principles.

List of similar recent projects with three accompanying references.

The successful firm should be readily accessible to Grand County for requires meeting attendance.

Cost of services shall be all inclusive for all staffing and expenses and be submitted as a flat fee arrangement inclusive of all associated costs.

5.0 SELECTION PROCEDURE

The County Administrator will review all submissions and remove any that are non-conforming or non­

responsive to the RFP. The Grand County Council may, at their sole discretion, limit the number of

proposers who may be offered the opportunity to present their proposals to the County. Based on

these interviews, information presented in the proposals, and any supplemental information requested,

up to three finalists whose proposals best suit the needs of the County will be presented to the Grand

County Council to make the final selection. Selections made by the Grand .county Council will be based

upon the Selection Criteria as set forth in the RFP. The Grand County Council will then enter into

negotiations regarding the number ranked proposal.

The Grand County Council reserves the rights to:

• Revise or extend this schedule at its sole option.

• Conduct pre-award discussion and/or pre-award contract negotiations with any or all responsive and responsible proposers who submit prop()sals determined to be reasonably acceptable of being selected for award; conduct personal interviews or require presentations of any or all proposers prior to selection which could be open to the public; and make investigations of the qualifications of propos~rs as it deems appropriate, including, but not limited to, a background investigation conducted by law enforcement.

• Request that proposer(s) modify its proposal to more fully meet the needs of the County or to furnish additional information as the County may reasonably require.

• In its sole discretion, expand or reduce the criteria upon which it bases its final decisions

regarding selection of a firm. The Grand County Council reserves the right to reject any or all

proposals or parts of proposals, to negotiate modifications of proposals submitted, and to

negotiate specific proposal elements with a proposer into a project of lesser or greater

magnitude than described in this RFP or the proposer's reply

• Negotiate any modifications to a proposal that it deems acceptable, waive minor

irregularities in the procedures, and reject any and all proposals.

• Process the selection of the successful Proposer without further discussion.

• Waive any irregularity in any proposal, or reject any and all proposals, should it be deemed

in its best interest of the County to do so. The County shall be the sole judge of proposers'

qualifications and reserves the right to verify all information submitted by the proposers.

The proposal selected will be that proposal which is judged to be the most beneficial to the

County.

Selection Criteria

All proposals will be evaluated by authorized representatives of the Grand County Council. The following criteria will be used by the Evaluation Committee (representatives from the Grand County Council) in creating a score for each of the proposals.

Each member of the Evaluation Committee will ordinarily rank all proposals from highest to lowest evaluation score, and the Evaluation Committee will compile the rankings of all members of the Evaluation Committee. If any proposal receives a majority of first place votes, that proposal will represent the best value for the County and will be recommended as the # 1 ranked proposal. If not, the proposal that received the lowest average ranking will be removed from selection and the rankings will be recast.

That process will be repeated until one proposal receives a majority of votes as the #1 ranking proposal. The same process will be repeated to rank the #2 and #3 ranking proposals. The Grand County Council shall award the contract to one of the top three ranked offers', or may elect to reject all proposals.

The criteria are not listed in any priority order. The Evaluation Committee and the Grand County Council will consider all criteria in performing a comprehensive evaluation of each proposal. Weights have been assigned to each of the criteria in the form of points. TOT AL POINTS POSSIBLE = 100.

A. Background and Qualifications. 40 Points. The Evaluation Committee shall evaluate the expertise and experience of the firm and the qualifications of the staff.

B. Project Approach. 40 Points. C. Cost in relation to services. 20 Points.

6.0 CONDITIONS, DISCLAIMERS AND DISCLOSURES

6.1 GENERAL REQUIREMENTS

Grand County will negotiate an agreement in reliance upon the information contained in proposals submitted in response to the RFP. Grand County will be legally bound only when and if there is a definitive signed agreement with the awarded contractor.

It is vitally important that any person who signs a proposal or agreement on behalf of a vendor's

organization certifies that he or she has the authority to so act. The successful vendor who has his/her

proposal accepted may be required to answer further questions and provide further clarification of

his/her proposal and responses.

Receiving this RFP or responding to it does not entitle any entity to participate in services or transactions resulting from or arising in connection with this RFP. Grand County shall have no liability_to any person or entity under or in connection with this RFP, unless and until Grand County and such person shall have executed and delivered a definitive written agreement.

By responding to this RFP each responding party acknowledges that neither Grand County nor any of its representatives is making or has made any representation or warranty, either express or implied, as to the accuracy or completeness of any portion of the information contained in this RFP. The responding party further agrees that neither Grand County nor any of its representatives shall have any liability to the responding party or any of its representatives a·s a result of this RFP process or the use of the information contained in your resporiseto this RFP.

Only the terms and conditions cont~.ined in an agreement when, as, and if executed, and subject to such limitations and restrictions as may be specified therein, may be relied upon by the parties in any manner as having any legal effect whatsoever.

No oral modifications or amendments to this RFP or any resulting agreement shall be effective, but such

may be modified or amended only by a written agreement signed by the parties. If it becomes necessary

to revise any part of this RFP, an adc:Jendum will be provided to all who received an RFP.

6.2 INSPECTION AND ACCEPTANCE

Grand County or its authorized representatives shall have the right to enter the premises of the vendor,

or such other places where services under an agreement with Grand County are being performed, to

inspect, audit, monitor or otherwise evaluate the services being provided and the financial records

pertaining to the agreement. The vendor must provide reasonable access to all facilities and assistance

to Grand County or its authorized representatives.

6.3 INSURANCE

The vendor agrees to carry errors and omissions insurance with a minimum limit of $2,500,000 per occurrence, or as modified by the risk manager pursuant to state statute during the term of an agreement with Grand County.

This coverage shall provide liability insurance to cover the activities of vendor including vendor's agents and employees, and for all equipment and vehicles, public or private, used in the performance of an agreement with Grand County.

The vendor shall furnish, with the proposal submission, a certificate of insurance evidencing that the vendor has insurance coverage equal to or greater than the above stated amounts.

The vendor shall be required to submit said certificate of insurance to Grand County in the minimum

amounts indicted above before beginning work under an agreement.

6.4 INDEPENDENT CONTRACTOR

Vendor states and affirms that he is acting as an independent contractor, holding himself out to the general public as an independent contractor for other work or contracts as he sees fit; that he advertises his services as he sees fit to the general public, maintains his office or place of employment separate from Grand County, and that any agreement resulting from this RFP is not exclusive of other agreements, contracts or opportunities.

The parties intend that an independent contractor relationship will be created by any agreement resulting from this RFP. Grand County is interested only in the results to be achieved, and the conduct and control of the work will lie solely with vendor.

Vendor is not to be considered an employee of Grand County for any purpose, and the employees of vendor are not entitled to any .of the benefits that Grand County provides for County's employees.

It is understood that vendor is free to contract for similar services to be performed for others while working under the provisions of any agreement with Grand County resulting from this RFP.

Both parties agree that vendor shall be deemed an independent contractor in the performance of any agreement resulting from this RFP and shall comply with all laws regarding unemployment insurance, disability insurance, and workers' compensation. As such, vendor shall have no authorization, express or implied, to bind Grand County to any agreement, settlement, liability, or understanding whatsoever, and agrees not to perform any acts as agent for Grand County.

6.5 INDEMNIFICATION

The vendor shall defend, indemnify, save and hold harmless Grand County, its officers, employees, and

agents, from and against any and all claims, demands, causes of actions, orders, decrees, judgments,

losses, damages, and liabilities (including all costs and attorney's fees incurred in defending any claim,

demand, or cause of action) occasioned by, growing out of, or arising out of the performance of an

agreement with County which is caused by any act or omission of vendor's officers, employees, agents

or volunteers. The vendor shall assume sole liability for any injuries or damages caused to a third party

as a result of fulfillment of any agreement with County.

6.6 PROPRIETARY INFORMATION

Pricing and service elements of the successful proposal will not be considered proprietary, and will be

considered the sole property of Grand County.

6.7 TERMINATION

Any agreement resulting from this RFP may be terminated, without cause, or for any reason, by Grand County upon thirty (30) days written notice to the vendor, without prejudice to any other right or remedy Grand County may have.

Failure of the vendor to adhere to any of the performance requirements of any agreement resulting from this RFP shall be cause for immediate termination.

ATTACHMENT B

CERTIFICATE OF NON-COLLUSION

STATE OF UTA, COUNTY OF GRAND)

AFFIDAVIT

Request for Proposals for:

"Public Finance & Budgeting - Staff Needs Assessment Consultant''

The undersigned of lawful age, being first duly sworn, disposes and says:

That as a condition precedent to the award of the Grand County Council project as above captioned,

(owner, partner, officer or delegate)

of ________________________________ do

(company)

solemnly swear that neither!, nor to the best of my knowledge any member or members of my firm or company have either directly or indirectly restrained free and competitive bidding on this project by entering into any agreement, participating in any collusion, or otherwise taking any

action unauthorized by Grand County, with regard to this proposal or potential agreement resulting therefrom.

Proposer's Signature

By: ___________ _

Title: ____________ _

*********************** Subscribed/sworn to before me this __ day of ____ 2018

My Commission Expires ______ _

Residing at ___________ Seal

By: ___________ _

EXHIBIT A

GRAND COUNTY STANDARD TERMS AND CONDITIONS FOR SERVICES

1. TERM The term of this AGREEMENT shall commence upon execution hereof and shall terminate upon completion of the work specified herein, or until the date specified on the signature page of this AGREEMENT. Termination of this AGREEMENT shall not terminate any warranty or other continuing obligation owed by CONTRACTOR as set forth herein.

2. EXTRA WORK a. Extra work shall be undertaken only when previously authorized in writing by Grand County, and is defined as additional work which is neither shown nor defined in this-AGREEMENT or the attached CONTRACTOR'S proposal (if any), but determined by Grand County to be necessary to the project. Extra work is also defined as that additional effort necessary by reason of changed conditions which are radical, unforeseen, and completely beyond the control of the CONTRACTOR.

b. Miscellaneous items normally associated with the major work items included in this agreement, but which may not be specifically identified, shall be furnished by the CONTRACTOR as if they had been included in the agreement, without additipnal cost to COUNTY. After prior authorization of the Grand County Council in writing, payment for authorized extra work will be made by reimbursement for all direct and substantiated costs of labor, materials, and supplies used.

3. GOVERNING LAW It is agreed that this AGREEMENT shall be governed by, construedand enforced in accordance with the laws of the State of Utah, and the ordinances of Grand County. The parties will submit to the jurisdiction of the courts of the State of Grand for any dispute arising out of this Agreement or the breach thereof. Venue shall be in Moab in the court of Grand County

4. EMPLOYMENT STATUS VERIFICATION CONTRACTOR shall register and participate in the Status Verification System and comply with Utah Code Annotated Section 63G-11-103 of the Identity Documents and Verification Act. CONTRACTOR shall by contract require its contractors, subcontractors, contract employees, staffing agencies, or any contractors regardless of their tier to register and participate in the Status Verification system and comply with Utah code Annotated Section 63G-11-103 of the Identity Documents and Verification Act.

5. AMENDMENTS No oral modifications or amendments to this AGREEMENT shall be effective, but such may be modified or amended by a written agreement signed by the parties.

6. ASSIGNMENT The parties to this AGREEMENT shall not assign said AGREEMENT, or any part thereof, without the prior written consent of the other party to the AGREEMENT. No assignment shall relieve the original parties from any liability hereunder.

7.SUCCESSORSININTEREST This AGREEMENT shall be binding upon the heirs, successors, administrators, and assigns of each of the parties thereto.

8. INDEMNIFICATION To the fullest extent permitted by law, CONTRACTOR shall defend, indemnify, save, hold harmless, and defend at CONTRACTOR's own expense COUNTY, its officers, employees, and agents, from and against any and all claims, demands, causes of action, orders, decrees, judgements, losses, damages, expenses, and liabilities (including all costs and attorney's fees incurred in defending any claim, demand, or cause

·of action) occasioned by, growing out of, or arising or resulting from (a) CONTRACTOR'S, its subcontractors, agents or employees performance of this AGREEMENT or their provision of any services required herein to be performed by CONTRACTOR or its subcontractors, agents or employees, and (b) any act or omission of CONTRACTOR, or its subcontractors, agents or employees. CONTRACTOR shall assume sole liability for any injuries or damages caused to a third party as a result of fulfillment of this AGREEMENT.

9. GOVERNMENTAL IMMUNITY COUNTY is a body corporate and politic of the State of Utah, subject to the Governmental Immunity Act of Grand (the "Act"), Utah Code Ann§§ 63G-7-101 to -904 (2011). COUNTY does not waive any procedural or substantive defense or benefit provided or to be provided by the Act or comparable legislation enactment. The parties agreethat COUNTY shall only be liable within the parameters of the Governmental Immunity Act. Nothing contained in this Agreement shall be construed in any way, to modify the limits set forth in that Act or the basis for liability as established in the Act.

10. NON-FUNDING CLAUSE COUNTY intends to request the appropriation of funds to be paid for the services provided by CONTRACTOR under this Agreement. If funds are not available beyond December 31 of any effective fiscal year of this Agreement, the COUNTY' s obligation for performance of this Agreement beyond that date shall be null and void. This Agreement shall create no obligation on the COUNTY as to succeeding fiscal years and shall terminate and become null and void on the last day of the fiscal year for which funds were budgeted and appropriated, except as to those portions of payments agreed upon for which funds were appropriated and budgeted. Said termination shall not be construed as a breach of this Agreement or any event of default under this Agreement and said termination shall be without penalty, whatsoever, and no right of action for damages or other relief shall accrue to the benefit of CONTRACTOR, its successors, or its assigns, as to this Agreement, or any portion thereof, which may terminate and become null and void.-lf funds are not appropriated for a succeeding fiscal year to fund performance by COUNTY under this Agreement, COUNTY shall promptly notify CONTRACTOR of said non-funding and the termination of this Agreement, and in no event, later than 30 (thirty) days prior to the expiration of the fiscal year for which funds were appropriated.

11. COMPLIANCE WITH LAWS Each party agrees to comply with all federal, state, and local laws, rules and regulations in the performance of its duties and obligations under this Agreement. Any violation by CONTRACTOR of applicable law shall constitute an event of default under this Agreement and CONTRACTOR shall be liable for and hold the COUNTY harmless and defend the COUNTY from and against any and all liability arising out of or connected with the violation, to include all attorney fees and costs incurred by the COUNTY as a result of the violation. CONTRACTOR is responsible, at its expense, to acquire, maintain

and renew during the term of this Agreement, all necessary permits and licenses required for its lawful performance of its duties and obligations under this Agreement.

12. CONFIDENTIALITY Contractor shall hold all information provided to it by COUNTY for the purposes of its performance of this Agreement, whether provided in written or other form, in strict confidence, shall make no use thereof other than for the performance of the Agreement, and shall not release any of said information to any third party, any member of CONTRACTOR's firm who is not involved in the performance of services under the Agreement, or to any representative of the news media without prior written consent of COUNTY. Materials, information, data, reports, plans, analyses, budgets and similar documentation provided to or prepared by CONTRACTOR in performance of this Agreement shall also be held confidential by CONTRACTOR. COUNTY shall have the sole obligation or privilege of releasing such information as required by law.

13. PAYMENT Payments are normally made within 30 days following the date the order is delivered or the date a undisputed invoice is received once the particular deliverable in the Scope of Work Section described herein is authorized by the Grand County Council, whichever is later. All paymentslo the CONTRACT will be remitted by mail unless paid by the COUNTY's Purchasing Card. CONTRACTOR shall accept payment by Purchasing Card without any additional fees.

14. TERMINATION Unless otherwise stated in the Special Terms and Conditions, this Agreement may be terminated with cause by the County, in advance of the specified termination date, upon written notice being given by the other Vendor. In the_-case of breach, the party in viol~tion will b~ given ten (10) working days after notification to correct 'ctncfcease the violation, after whiCh the Agreement may be terminated for cause. Time allowed for cure will not diminish or eliminate CONTRACTOR's liability for damages. The Agreement may be terminated without cause, in advance of the specified expiration date, by either party, upon 60 days prior written notice being given the other party. On termination of this Agreement, all accounts and payrileQts will be processed according fo the financial arrangements set forth herein for approved services rendefed to date of termination.

15. FORCE MAJEURE Neither party to this Agreement will be held liable for delay or default caused by fire, riot, acts of God and/or war whicti is beyond that party's reasonable control. The COUNTY may terminate this Agreement after determining such delay or default will reasonably prevent successful performance of the Agreement.

16. INDEPENDENT CONTRACTOR

a. CONTRACTOR states and affirms that he is acting as an independent contractor, holding himself out to the general public as an independent contractor for other work or contracts as he sees fit; that he advertises his services as he sees fit to the general public, maintains his office or place of employment separate from COUNTY, and that this AGREEMENT is not exclusive of other agreements, contracts or opportunities.

b. The parties intend that an independent contractor relationship will be created by this AGREEMENT. COUNTY is interested only in the results to be achieved, and the conduct and control of the work will lie

solely with CONTRACTOR. CONTRACTOR is not to be considered an agent or employee of COUNTY for any purpose, and the employees of CONTRACTOR are not entitled to any of the benefits that COUNTY provides for COUNTY'S employees. It is understood that COUNTY does not agree to use CONTRACTOR exclusively. It is further understood that CONTRACTOR is free to contract for similar services to be performed for others while working under the provisions of this AGREEMENT with COUNTY.

c. Both parties agree that CONTRACTOR shall be deemed an independent contractor in the performance of this AGREEMENT, and shall comply with all laws regarding unemployment insurance, disability insurance, and workers' compensation. As such, CONTRACTOR shall have no authorization, express or implied, to bind COUNTY to any agreement, settlement, liability, or understanding whatsoever, and agrees not to perform any acts as agent for COUNTY. The compensation provided for herein shall be the total compensation payable hereunder by COUNTY.

17. INTERPRETATION OF AGREEMENT

The invalidity of any portion of this AGREEMENT shall not prevent the remainder from being carried into effect. Whenever the context of any provision shall require it, the singular number shall be held to include the plural number, and vice versa, and the use of any gender shall include all genders. The paragraph and section headings in this AGREEMENT are for convenience only and dQ not constitute a part of the provisions hereof.

18. INSURANCE a. CONTRACTOR agrees to carry Commercial General Liability insurance coverage equal to or greater than $2,500,000 per occurrence. This coverage shall provide liability insurance to cover the activities of CONTRACTOR including CONTRACTOR'S agents, employees and subcontractors, and for all equipment and vehicles, public or private, used in the performance of this contract. Prior to commencement of work, CONTRACTOR shall furnish a Certificate of Insurance to COUNTY evidencing that CONTRACTOR has this insurance in place.

b. Prior tcfco_rnmencement of work, CONTRACTOR shall furnish a Certificate of Insurance to COUNTY evidendngthat CONTRACTOR has Workers Compensation Insurance for the CONTRACTOR, all subconfractors, and all employees of the CONTRACTOR and/or subcontractors.

19. LEGAL CONTRACTOR shall be responsible to provide all legal support for the project including but not limited to the preparation of contracts with subcontractors. This AGREEMENT shall be interpreted pursuant to the laws of the State of Grand.

20. NO PRESUMPTION Should any provision of this AGREEMENT require judicial interpretation, the Court interpreting or construing the same shall not apply a presumption that the terms hereof shall be more strictly construed against the party, by reason of the rule of construction that a document is to be construed more strictly against the person who himself or through his agents prepared the same, it being acknowledged that all parties have participated in the preparation hereof.

21. WARRANTY

CONTRACTOR warrants to COUNTY that all services and materials furnished under this AGREEMENT will be of highest quality, consistent with the degree of skill and care ordinarily exercised by similarly situated members of CONTRACTOR'S profession, and in conformance with the terms hereof.

22. ENTIRE AGREEMENT. This AGREEMENT shall constitute the entire agreement between the parties and any prior understanding or representation of any kind preceding the date of this AGREEMENT shall not be binding upon either party except to the extent incorporated in this AGREEMENT.

Summary:

Grand County Budget Advisory Board

General Fund Interest Earnings Revenue Analysis Chris Kauffman, County Treasurer

General fund interest income is from two sources; the Public Treasurer's Investment Fund (PTIF) and Zions

Capital Advisors (ZCA). When interest rates have decreased the budget has generally overestimated income

and underestimated income when rates are rising. A conservative forecast puts 2018 interest income over the

budgeted amount by $40,000.

Income Types:

This analysis covers the following revenue line items in the County budget:

Line Item Name Fund Code Description

Interest 10-3610-000 Interest earned from the General Fund PTIF account.

Zions Cap Investment 10-3611-000 Interest earnings from the investment with ZCA. Earnings

Interest:

The chart below shows the total budgeted and actual revenue since 2008 for PTIF interest to the general fund.

$80,000.00

General Fund PTIF lnterst Earnings $70,000.00

$60,000.00

$50,000.00

$40,000.00 • PTIF Interest Actual

• PTIF Interest Budgeted

$30,000.00

$20,000.00

$10,000.00

$-2017 2016 2015 2014 2013 2012 2011 2010 2009 2008

Interest income from the PTIF is a function of the interest rate and the average daily balance. The two graphs

below show that the interest rates and the average balance have been increasing.

Average PTIF Balance PTIF Interest Rates

2006-2018

-I

I

$4,500,000.00

$4,000,000.00

$3,500,000.00

$3,000,000.00

$2,500,000.00

$2,000,000.00

$1,500,000.00

$1,000,000.00

$500,000.00

$-

1

0 l.O " 0 0

I I

00 O'I 0 ...... 0 0 ...... ......

I I I

N (Y) ""' LI') l.O " 00 ...... ...... ...... ...... ...... ...... ...... I I I I I

'OS '07 '09 '11 '13 '15 '17 c c c c c c c c c c c c c

ro ro ro ro ro ro ro ro ro ro ~ (ti (ti ...... ...... ...... ...... ...... ...... ...... ...... ...... ...... ......

ZCA Earnings:

We invested 2 million with ZCA in February of 2016. The returns from this investment are less affected by short

term changes in interest rates but should genera lly increase as rates rise .

Forecast :

Below is a summary of the forecast for 2018 actual revenues including the rationale for each type.

2017 Actual - Forecast -2017 Budget 2017 Actual Budget 2018 Budget 2018 Forecast Budget

PTIF Interest $42,000.00 $50,485.64 $8,485.64 $45,000.00 $80,825.01 $35,245.56 ZCA Earnings $30,000.00 $22,849.31 ($7,150.69) $30,000.00 $35,825.01 $4,245.56

I Totals I s12,ooo.oo I $73,334.95 I s1,334.95 I $75,ooo.oo I s 115,010.51 I $40,010.51

Forecast Reasoning and Metrics

PTIF Int erest Based on average daily balance from 2017 multiplied by an estimate of the average interest rate for 2018. Interest rate estimate was based on the rate for Apri l 2018 (2 .17%) with a small amount of continued increase.

ZCA Earnings Based on extending the income generated in January and February 2018 out ove r 12 months with no additional increase.