Okaloosa County BOCC — November 4, 2012 — reading text

Prepared for OKALOOSA COUNTY, FLORIDA by Slavin Management Consultants — 2012 17 Packet Pg. 444  6.1.a.f COST PROPOSAL Professional Fees Our fees are based on a rate schedule that reflects the experience of the individual assigned. We use a flat fee rate schedule. Therefore, there are no project limitations based on annual salary. For this assignment we are proposing to use only consultants who have specific experience on similar assignments for other clients. We will use senior consultants where appropriate and to reduce the overall cost. We will use staff consultants when feasible. The following tables show the level of involvement by project step and Attachment: Slavin Management Consultants 1 (1222 : Search Firm for Position of County Administrator) cost. SMC would be willing to negotiate a modified recruitment process. PROJECT COSTS ASSIGNED HOURS (Approximate) STEPS Project Consultant Total RATE (Hr) FEES Manager 1. Project Planning/Develop Position Profile/ 32 32 75 $2,400 Prepare and Place Advertising 2. Identify & Recruit Candidate/Acknowledge 30 30 75 $2,250 Resumes 35 35 35 $1,225 3. Preliminary Candidate Screening 12 12 75 $900 4 4 35 $140 4. Progress Report to the County/Reduce 8 8 75 $600 Candidate Pool 8 8 35 $280 5. In-depth Candidate Evaluation (Includes 38 38 75 $2,850 on-site consultant interviews with semi- finalist candidates) 16 16 35 $560 6. Arrange for & Schedule Final Interviews 4 4 75 $300 7. Prepare Final Report with Interview 8 8 75 $600 Questions and Selection Criteria 16 16 35 $560 8. Present Final Report and Attend 10 10 75 $750 Interviews 9. Assist in Employee Selection 2 2 75 $150 10. Negotiate Employment Agreement 4 4 75 $300 11. Establish Performance Goals 6 6 No Charge $0 12. Follow-up 4 4 No Charge $0 TOTAL HOURS 158 79 237 TOTAL PROFESSIONAL FEES $13,865 Expenses Consultant Travel Costs: The client pays direct cost for all necessary consultant travel using coach or, when available, lower air rates, corporate hotel rates at moderately priced properties (Holiday Inn or equivalent), rental cars, using the corporate discount and normal meals. Client controls these costs in the following ways: (1) when appropriate, consultants will accomplish multiple purposes when traveling and will Prepared for OKALOOSA COUNTY, FLORIDA by Slavin Management Consultants – 2012 18 Packet Pg. 445  6.1.a.f allocate costs to multiple clients and (2) the client pre-approves all work plans including all consultant (and candidate) travel. Office Costs Include: Telephone ($350 flat fee, billed in two installments), FAX, postage, messenger, copier, and clerical costs. Average Advertising Costs: Normally about $2,500. Client controls these costs because the advertising program will be approved by the County prior to implementation. Expenses for the executive search project described in this proposal will not exceed 55% of the Attachment: Slavin Management Consultants 1 (1222 : Search Firm for Position of County Administrator) professional fee ($7,625.75). Therefore, the total cost for this project will not exceed $21,490.75. The cost for final candidates to travel to Crestview for interviews is not covered by this proposal. Such costs are typically paid by the County on a reimbursement basis, directly to the candidates, and controlled through the County's prior approval of the finalist candidates. These costs vary depending on candidate location, espousal involvement, time required for candidates to be in Crestview, etc. For budgeting purposes, an average cost of between $450.00 and $650.00 per candidate would be appropriate. About five candidates are normally recommended for interviews. Should the County's needs result in additional project scope that significantly increases consultant travel and/or advertising costs, it may be necessary to increase the expense budget for the project Your liability to Slavin Management Consultants for services rendered under this agreement will not exceed the agreed upon price unless an increase is authorized by you in writing. We will submit monthly invoices for fees and expenses. It is our practice to bill 30% at the start of the searches, 30% at the end of thirty days, 30% at the end of sixty days, and the remaining 10% shortly after the time the new Executive Director accepts employment with the County. Each invoice will be payable upon receipt for professional services. Expenses will be billed in addition and shown as a separate figure. Attached is a pro-forma invoice showing the level of accounting detail we will provide. We will comply with all applicable laws, rules, and regulations of federal, State, and local government entities. Our ability to carry out the work required will be heavily dependent upon our experience in providing similar services to others, and we expect to continue such work in the future. We will, to the degree possible, preserve the confidential nature of any information received from you or developed during the work in accordance with our professional standards. We assure you that we will devote our best efforts to carrying out the engagements. The results obtained, our recommendations, and any written material provided by us will represent our best judgment based on the information available to us. Our liability, if any, will not be greater than the amount paid to us for the services rendered. This proposal constitutes the agreement between us. It cannot be modified except in writing by both parties. Our agreement will be interpreted according to the laws of the State of Florida. Prepared for OKALOOSA COUNTY, FLORIDA by Slavin Management Consultants – 2012 19 Packet Pg. 446  6.1.a.f AGREEMENT FOR SERVICES This proposal is presented for Slavin Management Consultants by: SIGNATURE: Attachment: Slavin Management Consultants 1 (1222 : Search Firm for Position of County Administrator) NAME: Robert E. Slavin TITLE: President DATE: December 11, 2012 This proposal is accepted for Okaloosa County, Florida by: SIGNATURE: NAME: TITLE: DATE: Prepared for OKALOOSA COUNTY, FLORIDA by Slavin Management Consultants – 2012 20 Packet Pg. 447  SLAVIN MANAGEMENT CONSULTANTS SMC EXHIBITS 6.1.a.g Packet Pg. 448 Attachment: Slavin Management Consultants 2 (1222 : Search Firm for Position of County Administrator)  6.1.a.g PRO FORMA INVOICE INVOICE DATE: CLIENT: Attachment: Slavin Management Consultants 2 (1222 : Search Firm for Position of County Administrator) ADDRESS: CITY, STATE: Progress billing for professional services rendered in connection with our agreement: $XXXX.XX (Invoice __ of __) Reimbursable expenses at cost: Airfare $ XXX.XX Hotel XX.XX Ground Transportation XX.XX Meals XX.XX Tips XX.XX Telephone XXX.XX Clerical Support XXX.XX FAX XX.XX Messenger Service XX.XX Copies XX.XX Postage XX.XX Misc. Direct Costs XX.XX Total Expenses $XXXX.XX TOTAL INVOICE $XXXX.XX SLAVIN MANAGEMENT CONSULTANTS Packet Pg. 449  6.1.a.g CLIENT LIST BY CATEGORY The following list of clients represent organizations for which our principal Consultants performed significant project work. This client list spans thirty years of experience of SMC consultants. Please contact SMC if you desire to speak with the individuals who were project contacts. MUNICIPALITIES Attachment: Slavin Management