Okaloosa County BOCC — 2013 meeting #1140 (date undetermined) — Fee Schedule Matrix Design Group — reading text

Scope of Work, Task List, and Fee Schedule Okaloosa County RESTORE Act Consultant June 24, 2013 Matrix Design Group (Matrix) prepared a written proposal and provided an oral presentation to the committee charged with selecting a management consult to provide services related to RESTORE Act funding (RFP #: BCC-19-13). This proposal and a copy of the presentation were provided to the selection committee. Based on all factors (the written proposal, the formal presentation, and the question and answer period), the committee selected Matrix as the highest ranked offeror; the Okaloosa Board of County Commissioners approved the recommendation on June 18, 2013. As we move to the fee negotiation phase, this letter summarizes the proposed scope of work, provides a proposed task list, a brief milestone schedule, and summarizes with an initial fee schedule. If requested, Matrix will provide a more detailed breakdown of the task list during face-to-face discussions. Scope of Work The Matrix team will utilize our experience of the local area, the State of Florida, and throughout the country to successfully address each of the requirements outlined in the RFP. Our team will obtain public input, offer technical support, refine the information, and deliver an effective and fully-compliant program for Okaloosa County. Our familiarity and understanding of the project requirements enable an efficient, transparent process that ensures Okaloosa County optimizes available resources for economic recovery and restoration of our ecological treasures. The Matrix-led team will assist the County in the development of a Multi-Year Plan and the formulation of a comprehensive roadmap to help restore and protect our portion of the Gulf Coast region impacted by the Deepwater Horizon oil spill. We envision this effort as the first year of a multi-year relationship with the County. Specifically, the following tasks will be completed for this effort: Task 1 Meetings (internal to Okaloosa County) and Public Engagement Matrix will meet (at varying frequencies) with a number of officials and representatives from the County. This group will include the Board of County Commissioners, the County Administrator, the RESTORE Advisor, the Okaloosa County Advisory Committee (ORAC), and various members of the Okaloosa County Staff (Public Works, TDC, Growth Mgt). These meetings will be crucial in ensuring we achieve the objects of the County and critical to our facilitation process. We will obtain information relative to the effort, set project goals and timetables, review opportunities and discuss project constraints (among many other issues). We understand a working dialogue is critical to this process and must occur to obtain meaningful input from key stakeholders and partners. Our approach includes an iterative and collaborative methodology to continuously receive and process inputs from vested parties. We anticipate this project will demand a high degree of facilitation, program management, communication, and consensus building. As part of this task, Matrix will meet with and facilitate information gathering from a number of constituents (stakeholders) in Okaloosa County. Public engagement will most likely occur in conjunction with regularly scheduled ORAC meetings or similar public forums. A unique aspect of our approach is to provide a wide range of facilitation and consensus building methods that provide both active and passive opportunities for input. If the County chooses to host workshops (or gather input in a regularly scheduled setting), one preferred method of participation includes interactive sessions where participants are able to gather in small groups and work together to determine issues, ideas, and solutions. It includes the use of easy to use electronic audience response systems. These systems allow audience interaction by selecting their response on a wireless keypad that can be linked into the presentation, encouraging full participation and the display of immediate results. Task 2 Meeting / Engagement (external to Okaloosa County) Matrix will meet (at varying frequencies) with a number of officials and representatives from outside the County. Just a brief summary of these potential partners and stakeholders include surrounding counties, state-level governmental agencies (Dept of Environmental Protection, Florida Fish and Wildlife, Florida Department of Labor, etc), state-level non- or quasi-governmental agencies (Workforce Florida, Florida Forever, Florida Consortium, etc), regional and local agencies (Economic Development Council of Okaloosa County, NW Florida Water Management District, etc), and numerous federal agencies (Department of Labor, Department of Treasury, Department of Defense, etc). These meetings will be vital in ensuring we meet the objectives of the County and will help inform our process. The interface/dialogue generated by this external engagement will also be key for our project and grant submittal process. Task 3 Metric and Data Collection Development Matrix will work with the individuals and offices identified in Task 1 (BCC, County Administrator, ORAC, etc) to develop project evaluation metrics and a data collection tool. Both products will be utilized in Task 4. Task 4 Data Analysis Matrix will work with the individuals and offices identified in Task 1 (BCC, County Administrator, ORAC, etc) to analyze the data collected under Task 3. This will include feasibility analysis, cost estimating, project impact, financial modeling, and general database management. Task 5 Research As this process is still being defined, Matrix will continue to research the latest developments on the RESTORE Act, to include possible avenues of funding and limitations of the various financial sources. The information gathered during the research task will be shared with the various constituents identified in Task 1. Task 6 Deliverables Tasks 1 and 2 require a significant amount of support materials, which in general, includes: briefing slides; survey tools; and, handouts. Matrix will also assist in website currency (theme and content verses actual web-design or management), grant writing, and project submittals. Ultimately, the efforts outlined in many of the above tasks will result in a Multi- Year Implementation Plan, which Matrix will help produce in coordination with the individuals and offices identified in Task 1 (BCC, County Administrator, ORAC, etc) Additional Services Not in Contract (NIC) Any services outside of this scope of work or substantial changes to the effort based on direction from Okaloosa County will require a revision in scope and fee. Matrix has provided a Standard Fee Schedule along with this letter. Matrix will not proceed with any additional work without prior approval of the Client. All project expenses including fees incurred (outside county travel, per diem, tolls, etc) will be billed at cost without markup. Matrix proposes we use county rates for cost calculations. Proposed Project Schedule Milestones Contract Execution July 5, 2013 Meetings (internal to Okaloosa County) and Public Engagement On-going (NTP+7 days) Meeting / Engagement (external to Okaloosa County) On-going (NTP+14 days) Metrics and Data Collection Development Sep 2, 2013 Data Analysis On-going (after approval of data collection tool) Multi-Year Plan Dec 15, 2013 Research On-going (NTP+7 days) Other Deliverables Jun 30, 2014 Fee Schedule (Lump Sum) Task 1 - Meetings (internal to Okaloosa County) and Public Engagement $40,950 Task 2 - Meeting / Engagement (external to Okaloosa County) $30,600 Task 3 - Metrics and Data Collection Development S 5,250 Task 4 - Data Analysis $28,188 Task 5 — Research S 8,775 Task 6 - Deliverables (to include Multi-Year Plan) $30,673 Subtotal Fee (Lump Sum) $144,436 Project Expenses (Pass Through Expenses as Incurred) S$ 3,000 Total Fee $147,436 Billing Method Matrix will bill Okaloosa County at the end of each month for services rendered. The fee will cover all incurred expenses for the month and the remittance shall be considered progress payments towards the overall scope of work. A letter summarizing accomplishments by task, hours consumed, and percentage of progress will accompany the monthly invoice. An invoice will be submitted for every month for the duration of the contract (12 months). Option Years Matrix stands ready to support Okaloosa County as its RESTORE Act Consultant for the duration of the RESTORE program. As such, the terms laid out in this agreement shall serve as a baseline for the options years the Client elects to pursue. Matrix may request a small inflationary adjustment to our standard schedule (not to exceed 3% per year), which can be addressed during scope of work negotiations. Matrix understands the Board of County Commissioners will need to approve any extensions to this contract. As we have done in this baseline year of the contract, Matrix will work extremely hard to keep rates competitive and provide the Client the best possible value for their investment. Matrix ag DESIGN GROUP STANDARD HOURLY RATES 2013 Classification Hourly Rate Principal $230.00 Vice President $190.00 Senior Associate $150.00 Associate $130.00 Sr. Consultant $125.00 Consultant III $110.00 Consultant II $100.00 Consultant | $ 90.00 Professional Ill $ 95.00 Professional II $ 85.00 Professional | $ 75.00 Staff V $ 95.00 Staff IV $ 79.00 Staff Ill $ 70.00 Staff Il $ 60.00 Staff | $ 45.00 1- Person Survey Crew $ 100.00 2- Person Survey Crew $ 140.00 3- Person Survey Crew $ 190.00 If applicable, mileage will be charged at the Federal government allowable rate. All other direct expenses attributable to the Project will be charged to Client at cost. BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: June 18, 2013 TO: Honorable Chairman and Members of the Board FROM: Richard Brannon SUBJECT: Restore Act Consulting Firm Selection DEPARTMENT: _ Purchasing BCC DISTRICT: = All STATEMENT OF ISSUE: Proposals to provide Restore Act Consulting Services were opened on April 19, 2013. Proposals were received from ten (10) firms (see attached list). The Board Appointed Review Committee (attached) met on May 22, 2013, reviewed all proposals received and short listed three (3) firms for presentations. On June 10, 2013 the Committee met, heard presentations and ranked the firms as follows: 1. Matrix Design Group - Niceville, FL 2. CH2MuHill - Pensacola, FL 3. Tetra Tech - Destin, FL The resulting contract would provide assistance to the Board in developing a multi year plan related to Restore Act Funding and help with oversight to ensure funds spent will maximize ecological and economical benefits. It is anticipated that the cost of this contract will be reimbursed through administrative fees paid through the Restore Act. OPTIONS: Approve the Ranking or Reject. RECOMMENDATION: Staff recommendation is to approve the ranking and allow staff to negotiate fees with Matrix Design Group. Fees would be brought back to the Board for approval. VA Richard Brannon, Diréétor” j 6/12/2013 RECOMMENDED BY: