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Item B04 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: December 20, 2001 Division: Growth Management Bulk Item: Y es ~ No Department: N/ A AGENDA ITEM WORDING: Approval of a Contract with the firm Maximus to conduct a management evaluation study ofthe Growth Management Division's development permitting system. ITEM BACKGROUND: On October 18, 2001, the BOCC approved the selection of Maximus to advertising and solicitation of public and codes administration management firms to Conduct a Management Evaluation of Monroe County's Growth Management Division's Permitting System. The Growth Management Division staff was directed to enter into contract negotiations with the firm. A draft contract, budget, and scope of services have been prepared for the BOCC approval. The proposed contract amount is $39,750 for the completion of conducting the management evaluation study of the development permitting system. PREVIOUS RELEVANT BOCC ACTION: October 18, 2001: The BOCC approved the selection of the Maximus firm and directed staff to enter into contract negotiations. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval TOTAL COST: $39,750. BUDGETED: Yes ~ No COST TO COUNTY: $39.750. REVENUE PRODUCING: Yes N/A No AMOUNT PER MONTH N/A Year APPROVED BY: County Atty X OMB/Purchasing ~ Risk Management -L DIVISION DIRECTOR APPROVAL: rry, AICP DOCUMENTATION: Included X To Follow DISPOSITION: AGENDA ITEM #--J -l1--J Revised 2/27/01 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: ;V1.A. ')(, m v:s Contract # Effective Date: Expiration Date: Contract Manager: G -"'O~ \fM~ (Name) ~S"/9 ~t~ (Ext. ) II epartment/Stop #) for BOCC meeting on Agenda Deadline: CONTRACT COSTS Total Dollar Value of Contract: $ 3~ 7$'0 Current Year Portion: $ :3~7S'O Budgeted? Yes~ No D Account Codes: 11f2--.6:lYJ~/..,j,-3-~~D Grant: $ County Match: $ ADDITIONAL COSTS Estimated Ongoing Costs: $ - /yr For: A.J A- (Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.) Changes >t Date In N~ed ivision Director 12./ldl0l Y es No~ Risk Management 1-/ i Yes~oD /-~ ! hf()r I , I O.M.B./Purchasing /Z/l#{OI Yes0NoD County Attorney / L/ ~/; Yes~D CONTRACT REVIEW - C-"w-~ ~CL.cU... - frllf.p""W4.1 l..oQ.j,.L.t:;.. - ivto4l rayk $./ Date Out ,..,r;' _~. ,jrtwer - C.PI~,)a~ ~ } r . I. I ,'2'11 Or '+ OMS Form Revis 0227/01 M P # . ~ J_' r _ I'! ~Ni>\-M\J\h'\SlJr1~i10 (\C)Y) App'lDJ?1{{A.:fl J>-r1 cJCU~ ~ p~b ~ C- ~ d- c.r. fY\L. S~~ . - .-{, ~ . + ~.. C' (~ r! +" . r I 1"( -- 'l " \,'J .~",,; ,._.,...,l. (lJ".~)-L_-L-(J'1 ,- \ , ~ . J' ~ "c. I " " '.'_,1_.,', '_' , ,~-:. _...-'-'. '- - ". ,- ~ "-.J s~....:... , L'I(;'.......#ooO.........I'" 1 ,---- - I ~ ---r/~. . . ('I, 1;;,.---- ..;... '~#'.f....'!--' MONROE COUNTY MANAGEMENT EVALUATION OF PERMITTING SERVICES AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT made and entered into this day of , 2001, by and between the MONROE COUNTY BOARD OF COUNTY COMMISSIONERS, Monroe County, Florida, referred as the "CLIENT', and MAXIMUS with offices located at 1949 Commonwealth Lane, Tallahassee, Florida 32303, hereinafter referred to as the CONSULTANT. WHEREAS, the CLIENT has determined that it is necessary, expedient, and to the best interest of the CLIENT to retain a CONSULTANT to render and perform consulting and other professional services in connection with the providing technical assistance to Monroe County in the evaluation of the Growth Management Division's permitting system. WHEREAS, THE CLIENT desires to engage the CONSULTANT on a contract basis, for work assignments, as per the authorization procedures hereinafter set forth. NOW, THEREFORE, the parties hereto do mutually agree as follows: SECTION 1. EMPLOYMENT OF THE CONSULTANT The CLIENT hereby engages the CONSULTANT and the CONSULTANT agrees to perform services hereinafter described. SECTION 2. SCOPE OF SERVICES The CONSULTANT shall do, perform and carry out in a professional and proper manner certain duties as described in the Scope of Services - Exhibit "An - which is attached hereto and made a part of this agreement. SECTION 3. CLIENT'S RESPONSIBILITIES The CLIENT shall complete the following in a timely manner so as not to delay the services of the CONSULTANT: 3.1 Provide all best available data and base maps as to the CLIENT's requirements for Work Assignments. Designate in writing a person with authority to act on the CLIENT's behalf on all matters concerning the Work Assignment. 3.2 Furnish to the CONSULTANT all existing plans, studies, reports, and other available data pertinent to the work, and obtain or provide additional reports and data as required by the CONSULTANT. The CONSULTANT shall be entitled to use and rely upon such information and services provided by the CLIENT or others in performing the CONSULTANT's services. 3.3 Arrange for access to and make all provisions for the CONSULTANT to enter upon public and private property as reasonably required, and legally allowed, for the CONSULTANT to perform services hereunder. Any obstruction to such access by private property owners shall not constitute a basis for waiver of any other required entries on to public and private property, nor shall it provide a basis for termination of the contract. In the event that such access is so obstructed, CONSULTANT and CLIENT shall work together to resolve the difficulty in a timely manner. 3.4 Perform such other functions as are indicated in Exhibit "A" including but not limited to scheduling all meetings, work sessions, and hearings associated with the performance of the CONSULTANT's work, including preparation of minutes and records. SECTION 4. TIME OF COMPLETION The services to be rendered by the CONSULTANT for each individual work order request shall be commenced upon written notice from the CLIENT and the work shall be completed in accordance with the schedule mutually agreed to by the CLIENT and CONSULTANT, unless it shall be modified in a signed document, by the mutual consent of the CLIENT and CONSULTANT. Subsequent services shall be performed in accordance with schedules of performance which shall be mutually agreed to by CLIENT and CONSULTANT. SECTION 5. COMPENSATION 5.1 The maximum compensation available to the CONSULTANT under this agreement is $39,750. The CLIENT agrees to pay the CONSULTANT on a lump sum basis for the successful completion of each individual work task in accordance with the Compensation Schedule -Exhibit "8"_ which is attached hereto and made part of this agreement. Should there be any reimbursable expense request and should there be :::my disagreement on these, any disagreement regarding which items are reimbursable shall be submitted to the County Clerk for determination and whose decision shall be final. 5.2 The hourly billing rates of the CONSULTANT used in calculating the compensation due are: Position Hourly Rate Vice President/Director $ 200 Senior Manager $ 155 Senior Consultant $ 125 -3- SECTION 6. PAYMENT TO CONSULTANT 6.1 CONSULTANT shall submit monthly invoices and progress reports for services rendered on each individual work task being performed by the CONSULTANT. The CLIENT shall make payments in response to CONSULTANT's invoices within forty-five (45) days of the invoice date. 6.2 If the CLIENT fails to make any payment due to the CONSULTANT for services and expenses within forty-five (45) days after the invoice dates, the CONSULTANT may, after giving seven (7) days written notice to the CLIENT, suspend services until the CONSULTANT has been paid in full all amounts due for services. SECTION 7. AUTHORIZATION OF WORK ASSIGNMENTS 7.1 All work assignments beyond or in addition to EXHIBIT "A" shall be authorized in a signed document in accordance with the CLIENT's policy prior to any work being conducted by the CONSULTANT. 7.2 Additional authorizations may contain additional instructions or provisions specific to the authorized work for the purpose of clarifying certain aspects of this Agreement pertinent to the work to be undertaken. Such supplemental instruction or provisions shall not be construed as a modification of this Agreement. Authorizations shall be dated and serially numbered. SECTION 8. COST CONTROL 8.1 Opinions of probable construction cost, financial evaluations, and feasibility studies prepared by the CONSULTANT under the Work Assignment will be made on the basis of the CONSULTANT's best judgment as an experienced and qualified professional. It is recognized, however, that the CONSULTANT does not have control over the cost of labor, material, equipment, or services furnished by others over market conditions or contractor's methods of determining their prices, and that any utilitarian evaluation of any facility to be constructed or work to be performed on the basis of the Work Assignment must be of necessity speculative. Accordingly, the CONSULTANT does not guarantee that proposals, bids, or actual costs will not vary from opinions, evaluations, or studies submitted by the CONSULTANT to the CLIENT thereunder. -4- SECTION 9. NOTICES All notices, requests and authorizations provided for herein shall be in a signed document and shall be delivered or mailed to the addresses as follows: To the CLIENT: Monroe County Board of County Commissioners c/o Monroe County Growth Management Division 2798 Overseas Highway, Suite 410 Marathon, Florida 33050 Attention: Division Director To the CONSULTANT: Kenneth R. Murray, Director MAXIMUS, Inc. 1100 Logger Ct., Suite D-100 Raleigh, NC 27516 or addressed to either party at such other addresses as such party shall hereinafter furnish to the other party in writing. Each such notice, request, or authorization shall be deemed to have been duly given when so delivered, or, if mailed, when deposited in the mails, registered, postage paid. SECTION 10. GENERAL CONDITIONS 10.1 All documents created or prepared by CONSULTANT and which are necessary for the fulfillment of this agreement, including reproducible copies of original drawings estimates, specifications, field notes, and data are and remain in the property of the CLIENT. In the event the CLIENT uses said documents on any projects not covered in this contract, it shall indemnify and save harmless CONSULTANT from all damages, including legal fees and costs, resulting from the reuse of said documents, 10.2 This Agreement may be terminated by either party with or without cause by thirty (30) days written notice to the other party. In the event of any termination, the CONSULTANT will be paid for all services rendered and reimbursable expenses incurred to date of termination. The CLIENT will receive all work product performed, in whatever manner, as of the date of termination. 10.3 The CLIENT and CONSULTANT each is hereby bound and the partners, successors, executors, administrators, and legal representatives of the CLIENT and CONSULTANT are hereby bound to the other party of this Agreement and to the partners, successors, executors, administrators, and legal representative (and said assigns) of such other party, in respect of all covenants, agreements, and obligations of this agreement. 10.4 The CONSULTANT shall not assign, sublet or transfer any rights under or interest in (including, but without limitations, moneys that may become due or moneys that are due) this agreement or subsequent Work Assignment without the written consent of the CLIENT, except to the extent that any assignment, subletting, or transfer is mandated by law or the effect of this limitation may be restricted by law. Unless specifically stated to the contrary in any written consent to any assignment, no assignment will release or discharge the assignor from any duty or responsibility under this agreement. 10.5 Nothing under this agreement shall be construed to give any rights or benefits in this agreement to anyone other than the CLIENT and CONSULTANT, and all duties and responsibilities undertaken pursuant to this agreement will be for the sole and exclusive benefit of the CLIENT and CONSULTANT and not for the benefit of any other party. 10.6 Nothing in this agreement should be read as modifying the applicable statute of limitations. The waiver of the breach of any obligation of this agreement does not waive another breach of that or any other obligation. 10.7 No member, officer, or employee of the CLIENT during his tenure or for two years hereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof. This aforegoing statement shall be inserted in any subcontract. 10.8 The CONSULTANT warrants that it has not employed, retained or otherwise had act on its behalf any former County officer or employee subject to the prohibition of Section 2 of Ordinance No. 010-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 020-1990. For breach or violation of this provision the CLIENT may, in its discretion, terminate this agreement without liability and may also, In its discretion, deduct from the agreement or purchase price, or otherwise recover the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee. 10.9 This Agreement constitutes the entire agreement between CLIENT and CONSULTANT and supersedes all prior written or oral understandings. This agreement may only be amended, supplemented, modified, or canceled by a written instrument duly executed by the Monroe County Board of County Commissioners and the CONSULTANT, provided that the scope of services may be modified by a written agreement executed by the County Administrator or his designee and CONSULTANT, consistent with Section 10 of this agreement. 10.1 0 CONSULTANT warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the CONSULTANT to solicit or secure this agreement and that he has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for the CONSULTANT any fee, commission, percentage, gift, or any other consideration contingent upon or resuliing from the award or making of this agreement. 10.11 In the carrying out of this agreement, the CONSULTANT will not discriminate against any employee or applicant for employment because of sex, race, creed, color or national origin. In carrying out this agreement, the CONSULTANT will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their sex, race, creed, color, or national origin. Such action shall include but not be limited to, the following: Upgrading, demotion or transfer; recruitment or recruitment advertising; layoff of termination; rates of any or other forms of compensation; and selection for training, including apprenticeship. The CONSULTANT agrees to post in conspicuous places, available to employees and applicants for employment, such notices as may be provided by the CLIENT setting forth the provisions of this non-discrimination clause. 10.13 This agreement shall be governed by the Laws of the State of Florida. Venue for any litigation arising under this agreement must be in Monroe County, Florida. SECTION 11. INDEMNIFICATION The CONSULTANT does hereby consent and agree to indemnify and hold harmless the County, its Mayor, the Board of County Commissioners, appointed Boards and Commissions, Officers, and the Employees, and any other agents, individually and collectively, from all fines, suits, claims, demands, actions, costs, obligations, attorneys fees, or liability of any kind arising out of the sole negligent actions of the CONSULTANT or substantial and unnecessary delay caused by the willful nonperformance of the CONSULTANT and shall be solely responsible and answerable for any and all accidents or injuries to persons or property arising out of its performance of this contract. The amount and type of insurance coverage requirements set forth hereunder shall in no way be construed as limiting the scope of indemnity set forth in this paragraph. The CLIENT does hereby covenant and agree to indemnify and save harmless the CONSULTANT from any fines, suits, claims, demands, actions, costs obligations, attorney fees, or liability of any kind resulting from a negligent act or omission by the County, it's Mayor, the Board of County Commissioners, appointed Boards and Commissions, Officers, and Employees, individually and collectively under the provisions and up to the limits of liability as stated in section 768.28 F.S. Further the CONSULTANT agrees to defend and pay all legal costs attendant to acts attributable to the sole negligent act of the CONSULTANT. At all times and for all purposes hereunder, the CONSULTANT is an independent contractor and not an employee of the Board of County Commissioners. No statement contained in this agreement shall be construed so as to find the CONSULTANT or any of his/her employees, contractors, servants or agents to be employees of the Board of County Commissioners for Monroe County. As an independent contractor the CONSULTANT shall provide independent, professional judgment and comply with all federal, state, and local statutes, ordinances, rules and regulations applicable to the services to be provided. The CONSULTANT shall be responsible for the completeness and accuracy of its work, plan, supporting data, and other documents prepared or compiled under its obligation for this project, and shall correct at its expense all significant errors or omissions therein which may be disclosed. The cost of the work necessary to correct those errors attributable to the CONSULTANT and any damage incurred by the CLIENT as a result of additional costs caused by such errors shall be chargeable to the CONSULTANT. This provision shall not apply to any maps, official records, contracts, or other data that may be provided by the County or other public or semi-public agencies. The CONSULTANT agrees that no charges or claims for damages shall be made by it for any delays or hindrances attributable to the CLIENT during the progress of any portion of the services specified in this contract. Such delays or hindrances, if any, shall be compensated for by the County by an extension of time for a reasonable period for the CONSULTANT to complete the work schedule. Such an agreement shall be made between the parties. SECTION 12. INSURANCE POLICIES The CONSULTANT shall procure and maintain the insurance required in Exhibit "C". Exhibit "C" is attached and made a part of this agreement. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on the day of 2001. (SEAL) ATTEST DANNY L KOLHAGE, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By By Deputy Clerk Mayor/Chairman (CORPORATE SEAL) :~EJ)~;n/ ~ Senior Manager q Maximus BY~ Director EXHIBIT "A" SCOPE OF SERVICES Task 1-- Identify Key Issues and Trends Impacting the Growth Management Division. To realistically evaluate the Growth Management Division, it is important to develop an understanding of the key issues which impact and shape service requirements. To develop this perspective, Consultant will conduct a series of initial interviews with the County Administrator, Growth Management Division head, and members of boards and commissions to identify the key factors impacting the Division's operations. Specific issues receiving emphasis by the project team will include the following: · Basic service delivery goals and objectives. · Identification of key problems impacting service delivery in the County, including the distribution of the service area, special code requirements, etc. · Documenting key trends in Monroe County. These initial interviews will provide an opportunity to identify and isolate factors and constraints which impact current or near-term operations of the Growth Management Division. During the course of the project, Consultant will interview all members of the Board of County Commissioners and the County's Planning and Zoning Commission. Task 2 -- Develop a Detailed Profile of the Division's Operations. To deVf~lop detailed understanding of the Division's organization and operations, the following basic work steps will be accomplished: · Review existing land use regulations, ordinances, plans and policy documents, to gain a general understanding of the processing steps and the parties involved in each step. · Documenting board roles and activities including meeting frequency, workload and content of issues. · Interview all staff of the Division focusing on such issues as: Basic work responsibilities. Basic workload and allocation of available time by major task and work responsibility. Documenting individual's attitudes toward key strengths and weaknesses of the existing organization. This would include its ability to handle current and expected future workload. · Develop a detailed description of service demand and workload trends faced by the Division over the past five years. · Document current performance targets related to turnaround times for building applications. · Document major management systems available to support operations within the Division including: Work planning and control. Automated information systems. Word processing systems. Filing systems. · Document staffing and expenditure trends for the Division for the past several years. Once these initial data collection activities have been completed, we will prepare a profile describing the Division's operations. Task 3 -- Document User Attitudes Toward the Current Scope and Quality of Growth Management Division Service. In a study of this nature, we feel that it is critical that an attempt be made to develop an understanding of the attitudes of users towards the quality and scope of services provided by the Growth Management Division. To develop this understanding, Consultant will undertake a multi-faceted questionnaire to provide the opportunity for user input regarding the services provided by the Growth Management Division. This questionnaire would focus on such issues as the following: · The responsiveness and helpfulness of the staff in the Growth Management Division. · The completeness and accuracy of permit review accomplished by the Growth Management Division. · Whether the turnaround time for application processing is acceptable. · How practical Division staff are in applying County land use policies and procedures. · Whether Division staff are knowledgeable and make few mistakes in reviewing plans and applications. . Whether Division staff are thorough in explaining what developers, builders, and other public applicants are to do to correct problems on their plans to achieve approval. Consultant distribute this confidential questionnaire to applicants who have dealt with the Division within the last 12 months. Once questionnaires have been completed and returned, the questionnaire responses will be tallied and evaluated by Consultant to identify major response patterns and resulting issues. At the option of the County, Consultant will also conduct one focus group of selected builders and developers to review the County's permit process. Task 4 -- Benchmark Monroe County's Building Inspection Processes and Practices in a Comparative Survey and Against Industry Best Management Practices. The purpose of this fourth task is to evaluate the Monroe County development review processes in the context of performance and management practices in two ways - (1) against industry 'best practices' and (2) in comparison to agencies with similar operating constraints in Florida and elsewhere in the United States. This step will consist of the following components: · Select and refine a set of benchmark measures for use in evaluating commercial development review practices compared to other jurisdictions and agencies. These could include such measures as the following: Plan check turnaround times by size of construction or improvement. Inspection / inspection request turnaround times. Staffing compared to various indices - construction value, number of plans/applications submitted, number of inspections, etc. Costs of service compared to various indices - construction value, number of plans/applications submitted, number of inspections, etc. · Develop a proposed set of comparison jurisdictions. This may include several counties in the State of Florida (e.g., Lee County) as well as jurisdictions outside of the State (e.g., Beaufort County, South Carolina). The tie would be to compare services in other coastal communities which are growing and target high service levels. The project team would first propose a set of comparative agencies and review these with the project steering committee. · Consultant's analysis should also consist of its assessment of productivity and efficiency against "best practices" which go beyond basic comparative results and practices. · Once practices and measure have been documented, Consultant will compare them to results of Task 3 and to the extent they exist, identify major deviations between Monroe County and the benchmark universe. Once the benchmarking results have been completely analyzed, they will be summarized in the form of a detailed issue list which will highlight potential issues and improvement opportunities. Task 5 -- Evaluate Permit Application, Review and Approval Processes. Consultant will evaluate the land use application, review, and approval process to identify opportunities to streamline and more proactively manage the process. This evaluation would also assess methods of staff utilization and calendar time required to process applications. We would evaluate: · Current application processing methods, and procedures utilized by the Division including: Work assignments/job responsibilities. Structure and content of each of the major permit application, review and approval processes. This would involve those steps which comprise each process, points in the process where application review requires input or coordination with other Divisions, etc. Processing performance (elapsed time from application to decision- making) for major types of land use applications. Application forms and other documents. Case file organization and content; determine the extent to which checklists have been developed. Specific constraints in policy procedures and ordinance framework which have direct impact on the structure, requirements, and day- to-day conduct of the land use application, review, and approval process. · The extent to which scheduling systems are utilized to monitor the progress of individual applications to document "turnaround" times, length of average processing cycles, and the like. This analysis of zoning and building policies, procedures and processes needs to be conducted with some care to refiect the unique nature of the County and its character. Task 6 -- Evaluate and Identify Opportunities for Improving Operations and Services of the Growth Management Division. Consultant's approaches and methodologies to evaluate staff activities and services will also include the following: . Analysis of work planning and scheduling methods. Through interviews with Growth Management Division staff, as well as through examination of logs, daily schedules, and the like, Consultant will analyze how work is planned and scheduled. Identification of work scheduling and planning issues will complement findings identified in the earlier work tasks, and will be a key component of our analysis of staff utilization. . Identification of the efficiency with which Growth Management Division staff are utilized. To identify the utilization and productivity of Growth Management Division staff, Consultant will employ a number of techniques including "riding along" with inspectors to get a sense of the workload and work practices; utilization of logs maintained to document workload on an annual basis; employment of building inspection workload standards; as well as comparisons to other communities with similar workloads and service philosophies. . Evaluation of adequacy of major work practices will focus on the identification of opportunities to streamline Growth Management Division work practices to increase utilization levels and/or reduce staffing requirements. Through the analysis of major work practices, Consultant will seek to determine: What ways exist to reduce travel time and non-productive staff usage? Should the frequency and number of inspections be eliminated or reduced (e.g., daily inspection of large construction jobs)? Do "big" jobs require daily inspection? Can the use of part-time inspection staff for inspection of facilities be increased, and can the extent of utilization of full-time staff be reduced to reflect the seasonal nature of inspection work? The analysis would also address methods to assure the quality and consistency of inspections by part-time staff and their availability. · Evaluation of the plan checking process will address steps which could be taken to more proactively manage or streamline this process. This would include an evaluation of: Job responsibilities of staff assigned to plan checking. The structure and content of the building permit plan checking process. This would involve plan checking steps, points in the process where application review requires input or coordination with other functions, and the like. Processing performance (elapsed time from application to decision- making) for the building permit plan check process. Review of application forms and other documents. Methods utilized to assign, schedule, and monitor workload and processing time for plan checking. Case file organization and content, and the extent to which checklists have been developed. The results of this and the previous task analysis will be summarized in the final report. Task 7 -- Evaluate Opportunities to Improve Communication with the Public and Applicants. This task would focus on resolutions of two issues: (1) adequacy of communication with applicants (e.g., requirements for an application to be deemed complete); and (2) adequacy of communication within the County organization as it concerns building permit issues. In completing this task, a number of analytical techniques will be utilized including the following: · Review counter handout materials utilized by the Division to determine their usefulness and understandability. · Compare these handouts to others utilized by other municipalities to contrast the type and extent of information provided. · Document the extent of use of pre-application conferences to communicate requirements to applicants. · Analyze how plans and permit applications, once received, are circulated to other Divisions in the County for review and comment. Identify opportunities for better coordinating this process. The results of this task will be reviewed with the Growth Management Division and County Administrator and summarized in the final report. Task 8 -- Document Recommendations in a Final Report and Provide a Plan of Implementation. Once the organizational and operational evaluations required to address all identified issues have been resolved, Consultant will document the findings and recommendations in a final project report. This report will include: · A detailed evaluation of the Division including its organizational structure and levels of staffing. · Improvement opportunities in work planning and control approaches and major management systems. · Identification and evaluation of key service levels including the gaps between target and actual service levels. The analysis will include definition of the relationship between staff utilization and these service levels and explanation of enhancement opportunities. · A specific implementation plan covering all recommended improvements consisting of: Specific implementation work steps. Suggested responsibility for implementation. Timing for accomplishing each work step. Cost impact of each recommended improvement. Consultant review the draft report with the Growth Management Division and the County Administrator. Based on the results of that review, clarifications and additional analysis will be provided as appropriate. EXHIBIT "B" COMPENSATION SCHEDULE Task Amount ($~ 1. Initial Interviews $3,750.00 2. Profile of Operations $7,500.00 3. Survey Applicants $4,250.00 4. Benchmark Survey $2,600.00 5. Permit Processing $5,250.00 6. Department Operations $5,750.00 7. Customer Services $5,200.00 8. Final Report $5,200.00 Project Total $39,750.00 EXHIBIT "C" RISK MANAGEMENT POLICY AND PROCEDURES CONTRACT ADMINISTRATION MANUAL General Insurance Requirements for Other Contractors and Subcontractors As a pre-requisite of the work governed, or the goods supplied under this contract (including the pre-staging of personnel and material), the Contractor shall obtain, at his/her own expense, insurance as specified in any attached schedules, which are made part of this contract. The Contractor will ensure that the insurance obtained will extend protection to all Subcontractors engaged by the Contractor. As an alternative, the Contractor may require all Subcontractors to obtain insurance consistent with the attached schedules. The Contractor will not be permitted to commence work governed by this contract (including pre-staging of personnel and material) until satisfactory evidence of the required insurance has been furnished to the County as specified below. Delays in the commencement of work, resulting from the failure of the Contractor to provide satisfactory evidence of the required insurance, shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be imposed as if the work commenced on the specified date and time, except for the Contractor's failure to provide satisfactory evidence. The Contractor shall maintain the required insurance throughout the entire term of this contract and any extensions specified in the attached schedules. Failure to comply with this provision may result in the immediate suspension of all work until the required insurance has been reinstated or replaced. Delays in the completion of work resulting from the failure of the Contractor to maintain the required insuranca shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be imposed as if the work had not been suspended, except for the Contractor's failure to maintain the required insurance. The Contractor shall provide, to the County, as satisfactory evidence of the required insurance, either: . Certificate of Insurance Or . A Certified copy of the actual insurance policy. The County, at its sole option, has the right to request a certified copy of any or all insurance policies required by this contract. All insurance policies must specify that they are not subject to cancellation, non- renewal, material change, or reduction in coverage unless a minimum of thirty (30) days prior notification is given to the County by the insurer. The acceptance and/or approval of the Contractor's insurance shall not be construed as relieving the Contractor from any liability or obligation assumed under this contract or imposed by law. The Monroe County Board of County Commissioners, its employees and officials will be included as "Additional Insured" on all policies, except for Workers' Compensation. Any deviations from this General Insurance Requirements must be requested in writing on the County prepared form entitled "Request for Waiver of Insurance Requirements" and approved by Monroe County Risk Management. 2 PROFESSIONAL LIABILITY INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND MAXIMUS, Inc. Recognizing that the work governed by this contract involves the furnishing of advice or services of a professional nature, the Contractor shall purchase and maintain, throughout the life of the contract, Professional Liability Insurance which will respond to damages resulting from any claim arising out of the performance of professional services or any error or omission of the Contractor arising out of work governed by this contract. The minimum limits of liability shall be: $250,000 per Occurrence/$$500,000 Aggregate INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND MAXIM US, Inc. Prior to the commencement of work governed by this contract, the Contractor shall obtain General Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum: . Premises Operations . Bodily Injury Liability . Expanded Definition of Property Damage The minimum limits acceptable shall be: $500,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $250,000 per Person $500,000 per Occurrence $ 50,000 Property Damage An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its provisions should include coverage for claims filed on or after the effective date of this contract. In addition, the period for which claims may be reported should dxtend for a minimum of twelve (12) months following the acceptance of work by the County. The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. VEHICLE LIABILITY INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND MAXIMUS, Inc. Recognizing that the work governed by this contract requires the use of vehicles, the Contractor, prior to the commencement of work, shall obtain Vehicle Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum, liability coverage for: . Owned, Non-Owned, and Hired Vehicles The minimum limits acceptable shall be: $300,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $100,000 per Person $300,000 per Occurrence $ 50,000 Property Damage The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. WORKERS' COMPENSATION INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND MAXIMUS, Inc. Prior to the commencement of work governed by this contract, the Contractor shall obtain Workers' Compensation Insurance with limits sufficient to respond to the applicable state statues. In addition, the Contractor shall obtain Employers' Liability Insurance with limits of not less than: $500,000 Bodily Injury by Accident $500,000 Bodily Injury by Disease, policy limits $500,000 Bodily Injury by Disease, each employee Coverage shall be maintained throughout the entire term of the contract. Coverage shall be provided by a company or companies authorized to transact business in the state of Florida. If the Contractor has been approved by the Florida's Department of Labor, as an authorized self-insurer, the County shall recognize and honor the Contractor's status. The Contractor may be required to submit a Letter of Authorization issued by the Department of Labor and a Certificate of Insurance, providing details on the Contractor's Excess Insurance Program. If the Contractor participates in a self-insurance fund, a Certificate of Insurance will be required. In addition, the Contractor may be required to submit updated financial statements from the fund upon request from the County.