Okaloosa County BOCC — November 4, 2012 — The Mercer Group — reading text

will apply to internal operations, recruitment and consulting activities conducted by our firm. rao The Mercer Group, Inc. for Okaloosa County, Florida Page 13 | SVRSSGSFPAPA GHFFIFHFIOIAIOIIIIIIIsdsdsd ss sd sid dsddd dd ddd D. Timeline (suggested and subject to approval or modification by the County) OKALOOSA COUNTY, FLORIDA COUNTY ADMINISTRATOR SEARCH Kickoff Meeting with Board of County Commissioners Interviews/Consultation with Board of County Commissioners and Others to Develop Characteristics and Attributes of a Successful Candidate. Develop Compensation Package and Job Descriptions. Approve Recruitment Materials and Brochure Access Data Base for Targeted Recruitment of Qualified Individuals and Place Ads Send Recruitment Brochure/Invitation Letter Follow-up Telephone Calls Acknowledge Receipt of Application Materials Cutoff Date for Receipt of Applications Screen Applications Against Selection Criteria and Based on Salary Expectations Meet with Board of County Commissioners to Review Top 15 Candidates and Assist in Selection of Finalists * Conduct Reference and Background Checks Send Interview Guide to Board of County’ Commissioners of Top 5 Candidates Board of County Commissioners Conduct Interviews of Top 5 Candidates Make Selection Negotiate Agreement Selected Candidate On-Board Notify Candidates Not Selected One week following award and execution of agreement December 19-21, 2012 January 4, 2013 January 5-8, 2013 January 5-8, 2013 | January 5 - February 15, 2013 As received February 15, 2013 February 18-19, 2013 February 22, 2013 February 25, 2013 — March 8, 2012 March 11, 2013 March 18-19, 2013 March 19, 2013 Week of March 18, 2013 On or about April 22, 2013 At close of search process nn ng i TT The Mercer Group, Inc. for Okaloosa County, Florida Page 14 HGIFIFIFGFFIIIIPGIIIIFGIDIGIIDOAIDIIIDIIAIISS E. Cost Proposal for Professional Services and Tasks in Section II The Mercer Group, Inc. proposes a total fee for the services outlined as a fixed amount of $18,250. There will be no additional costs or expenses paid to The Mercer Group, Inc. for our services. Items and their associated costs for our services in this proposal are as follows: Position AnalySis............cccccececceececceececeuceecceceetensecsesceseeess $ 2,500 Outreach Campaign............. eecnc tec e ec eececceeceecescseeeeceeeeceeaeeceess 3,500 Resume ReVICW....... 2... .ccecce eee ce eceecccceceeeeesceeceenseettenteeceeeeess 2,250 Candidate Screening....... 2... cece cece cece eee nceceeceeencesececsecenencesess 3,500 Background Investigation...............c.cccce cence cecceceecececenseaenenceeens 4,500 Interview Process................cccceccecccececccecccccscceesscesesscsccsecceees 1,500 Negotiation and Follow-up......... 2.2... cece cc ecececee ces eceeeececeneesenens 500 TOTAL FEE............ccessccceccccsscsccceccccsctsocscescescnecuse $18,250 The hourly rate for any services the County might request outside the scope of items in the RFQ is $125.00 per hour. The cost for final candidates to travel to Crestview for interviews as the County desires, is not included. Such costs are normally paid by the client on a reimbursement basis, directly to the candidates. These costs are extremely difficult to estimate because they depend on where the candidates are located. In general, out-of-state costs run about $750 to $1,000 per person. Okaloosa County Board of County Commissioners’ liability to The Mercer Group, Inc. for services rendered under this agreement will not exceed the agreed upon price unless an increase is authorized by the County in writing. We will submit regular invoices for our fees. It is our practice to bill one-third at the start of the search, one-third upon delivery of the semi-finalist application materials, and one-third upon selection of the successful candidate. 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 past 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 engagement. 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. The Mercer Group, Inc. for Okaloosa County, Florida . Page 15 F. Additional Activities that Might be Helpful to the Recruitment and Selection Process As noted above, we can provide the results of a Management Style Inventory on the finalist candidates. We can also conduct a Myers-Briggs analysis of the team with the new team member for team building purposes. (These may be extra cost items.) We will recommend background investigation criteria to the Okaloosa County Board of County Commissioners and its staff which will make the final decision on the specifics of the background check. G. Proposal Acceptance This December 10, 2012, proposal is accepted for Okaloosa County Board of County Commissioners by: SIGNATURE: NAME: TITLE: DATE: eee The Mercer Group, Inc. for Okaloosa County, Florida : Page 16 PHHFHFHFHHFIAA PID F GFIIGIFGFGFGTFIASGAAIAAIA Ss AA Ad dG Add ddd ss ., )eoevee H. Sample of a Proposed Engagement Agreement is provided as follows. However, the County’s RFQ #: 07-13 included a Sample Contract which is acceptable to The Mercer Group, Ince.: AGREEMENT This AGREEMENT, made as of this _ day of 2012, by and between THE MERCER GROUP, INC. and the Okaloosa County Board of County Commissioners, a governmental corporation. WITNESSETH: WHEREAS, Okaloosa County Board of County Commissioners (hereinafter referred to as the "County”) has made a REQUEST FOR PROPOSALS RFQ #: 07-13, to hire an executive recruiter to conduct a search for a County Administrator for the County, and WHEREAS, The Mercer Group, Inc. (hereinafter referred to as "Mercer") has submitted a proposal in response to the County's request; and. WHEREAS, the County has selected Mercer's proposal as the proposal which best meets its needs and the County desires to hire Mercer to conduct the County's search for a new County Administrator, and WHEREAS, Mercer desires to assist the County in conducting the County's search for a County Administrator. NOW THEREFORE, in consideration of the following mutual covenants and other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged by all parties hereto, Mercer and the County hereby agree as follows: 1. Mercer agrees to provide services and support to the County in the conduct of the County's search for a County Administrator. Mercer agrees to conduct the County's project in accordance with scope of services outlined in its Proposal to the County dated December 10, 2012, in response to the County's request. . Mercer's proposal is incorporated by reference and thus made a part of this Agreement. 2. The County agrees to compensate Mercer for its services in the amount of $18,250 for professional services and expenses to conduct the search. Payments to Mercer are to be made as outlined in Mercer's proposal to the County. 3. The County and Mercer both agree that this Agreement shall be governed by the laws of the State of Florida. 4. The County and Mercer both agree that in the event that any dispute arises between the parties, the complaining party shall promptly notify the other of the dispute in writing. Each party shall respond to the other party in writing within ten (10) working days of receipt of such notice. EE aE IP I A 20 A TT BT TI The Mercer Group, Inc. for Okaloosa County, Florida Page 17 SPHSSSSFSDSAIFIFISFIFIFFIFSFFFFFFFFIFIFFSSIFSIISGSIsssss Agreement, Continued: 5. The County and Mercer both agree that any amendments to this Agreement shall be made in writing, and executed by both parties. No proposed amendment which is not in writing and executed by both parties shall affect the terms of this Agreement. 6. The parties shall have the right at either party’s convenience to terminate this Agreement following ten (10) days written notice to the affected party. Should either party terminate this Agreement the County shall only be obligated to pay Mercer for | those services already provided. COUNTY OF OKALOOSA, FLORIDA BY: ATTEST: THE MERCER GROUP, INC. BY: W. D. Higginbotham, Jr. Senior Vice President The Mercer Group, Inc. for Okaloosa County, Florida Page 18 GIPIPIDAIDIAIIAIAIAIA TABATA AIDAIIsdId sd ds So4YUBS 9Y9dEdDG 4 XQ THE MERCER GROUP, INC. GUARANTEES I. The ten (10) guarantees of our search work are explained below: 1. 10. Client Organization: The client is defined as the entire entity, including all departments, divisions, sections and groups. This assures that all of our guarantees apply to the entire client organization. Two-Year Off Limits: We will not recruit candidates from a client organization for two years after completion of a search assignment without the full agreement of the client. Placement Off Limits Forever: We will never recruit a candidate whom we have placed in a client organization as long as he/she is employed by that organization without the full agreement of the client. Continue the Search: If, for any reason, the client does not feel comfortable selecting a candidate from our original recommended group of candidates, we will continue the search until the client can make a selection. The only caveat is that we may need to charge additional out-of-pocket expenses only for this additional work. J Replacement of Successful Candidate: If the candidate we place with the client leaves the client organization for any reason during the 24 month period following the date of . placement with the client, we will replace the candidate for the out-of-pocket expenses only that it costs us to make the new placement. Parallel Candidate Presentation: We will not present a candidate simultaneously to more than one client. This permits our firm to represent one client organization without any conflicts of interest. Client Conflicts: if asked, we will disclose to our clients the names of the organizations which are "Off Limits" that logically would be target organizations on the new search assignment. ‘ Deceptive/Misleading Search Techniques: We commit to our clients and to our prospective candidates that we will not use any search techniques which may be considered as deceptive or misleading. Resume Floating: We will not float resumes to organizations in the hopes that we can collect a fee if that individual is hired. Not Represent Individuals: We assure our clients and individuals who may become candidates that we will not collect a fee from candidates whom we may recommend for a position. The Mercer Group, Inc. for Okaloosa County, Florida Page 19 p POSSE GHG FIFGIIIFIFIIIFIIIFIIFFIIIFIFIIIIIIIIIS THIS PAGE INTENTIONALLY LEFT BLANK ——————— nd The Mercer Group, Inc. for Okaloosa County, Florida Page 20 yy a dé PHSSSFFIFFFFFTFIFIGGFGIFIGIIIGIGIGIIIId dd ddd ddd Id dddad A 1 of 4 , SPECIFICATIONS . INTRODUCTION Okaloosa County (hereafter “the County”) is requesting quotes from qualified firms to provide executive recruiting services to fill the position of County Administrator. . BACKGROUND The current County Administrator will be retiring in fiscal year 2012 — 2013. Therefore, the County is seeking to refill the position with a highly