Fort Walton Beach Council agenda — 04-11-06 Workshop — reading text

environment. To accomplish this, we will continue to work with the City until the City is satisfied with the candidates and a satisfactory candidate is selected and accepts employment. We guarantee our work and will redo the search if the position is vacated, for any reason, within two the City through our efforts. years of the employment date of a candidate selected by We will never actively recruit any candidate who we have placed nor will we actively recruit any employee from a client organization for at least two years from the completion date of an assignment. 9 BEACH, FLORIDA by Slavin Management Consultants Prepared for the CITY OF FORT WAL TON  1 FEE STRUCTURE I I 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 cost. PROJECT COSTS ASSIGNED HOURS ( Approximate) STEPS I Project Consultant Total RATE ( Hr) FEES Manager 1. Project Planning/ Develop Position Profilel 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 City/ Reduce 8 8 75 $ 600 Candidate Pool 8 8 35 $ 280 5. In- depth Candidate Evaluation ( Includes 36 35 75 $ 2, 625 on- site consultant interviews with semi- finalist candidates) 16 16 35 $ 560 4 4 75 $ 300 6. Arrange for & Schedule Final Interviews 8 8 75 $ 600 7. Prepare Final Report with Interview 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 4 4 75 $ 300 10. Negotiate Employment Agreement 11. Establish Performance Goals 6 6 No Charge $ 0 12. Follow- up 4 4 No Charge $ 0 TOTAL HOURS 156 79 234 TOTAL COSTS $ 13. 640 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 allocate costs to travel. multiple clients; and ( 2) the client pre- approves all work plans including all consultant (and candidate) 10 Prepared for the CITY OF FORT WAL TON BEACH, FLORIDA by Slavin Management Consultants Office Costs Include: Telephone ($350flatfee, 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 City prior to implementation. Expenses for the executive search project described in this proposal will not exceed 55% of the professional fee ($7, 502). Therefore, the total cost for this project will not exceed $21, 142. The cost for final candidates to travel to Fort Walton Beach for interviews is not covered by this proposal. Such costs are typically paid by the City on a reimbursement basis, directly to the candidates, and controlled through the City's prior approval of the finalist candidates. These costs vary depending on candidate location, espousal involvement, time required for candidates to be in Fort Walton Beach, 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 City'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 Finance Director accepts employment with the City. 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, the work in preserve the confidential nature of any information received from you or developed during accordance with our professional standards. We assure you that we will devote our best efforts to carrying out the engagements. The results obtained, on the our recommendations, and any written material provided by us will represent our best judgment based information available to us. Our if any, will not be greater than the amount paid to us for the services liability, 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. Consultants 11 Prepared for the CITY OF FORT WAL TON BEACH, FLORIDA by Slavin Management AGREEMENTFORSERWCES I i This proposal is presented for Slavin Management Consultants by: SIGNATURE: R~ C~ NAME: Robert E. Slavin TITLE: President DATE: March 28. 2006 This proposal is accepted for the City of Fort Walton Beach, Florida by: SIGNATURE: NAME: TITLE: DATE: 12 Prepared for the CITY OF FORT WAL TON BEACH, FLORIDA by Slavin Management Consultants  EXHIBIT I - PRO FORMA INVOICE INVOICE DATE: CLIENT: ADDRESS: CITY. STATE: Progress billing for professional services rendered in connection with our agreement: XXXX.XX Invoice _ of J --. 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  J EXHIBIT 11- SELECTED LIST OF CLIENTS I The following list of clients represent organizations for which our principal Consultants performed significant Therefore, many project work. This client list spans some twenty years of experience of SMC consultants. of these clients'project contacts have moved to other agencies or, in the case of elected officials, may not hold office today.