Item Q5
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 19, 2005
Division:
County Administration
Bulk Item: Yes -L No
Department: County Administration
Staff Contact Person Debbie Frederick
AGENDA ITEM WORDING:
Approval of Professional Services Agreement with Carroll Consulting, Inc. for organizational and
management consulting services.
ITEM BACKGROUND:
Monroe County government has embarked on their quest to establish itself as a leader in organizational
performance excellence. Carroll Consulting, Inc. shall be responsible for the development and
implementation of the Sterling core competencies throughout all departments within the government of
Monroe County. The Sterling process is estimated to be a four year process; however, this is an
aggressive schedule and an extension to the timeframe may be necessary at a later date.
PREVIOUS RELEVANT BOCC ACTION:
At its meeting on September 21,2005, the Board approved an Agreement with Carroll Consulting for
Phase I of the process covering the period through September 30, 2005.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST: $197.975-FY 2005 BUDGETED: Yes -X.... No
($537.512 - Total cost through FY 2009)
COST TO COUNTY: $197,975-FY 2005 SOURCE OF FUNDS: Ad Valorem
($537.512 - Total cost through FY 2009)
REVENUE PRODUCING: Yes
No l AMOUNT PER MONTH_ Year
APPROVED BY: County Atty -1L- OMB/Purchasing ---X-
Risk Management ~
DIVISION DIRECTOR APPROVAL:
g~ Willi
Thomas J. Willi
DOCUMENTATION:
Included
x
Not Required_
DISPOSITION:
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Carroll Consulting, Inc. Contract # -
Effective Date: 10/01/05
Expiration Date: 09/30/06
Contract Purpose/Description:
Approval of Professional Services Agrement with Carroll Consulting, Inc.
State of Florida Vendor Agreement #973001001.
Contract Manager: Debbie Frederick 4741 Co. Admin./Stop # 1
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on ('1~~;~5 Agenda Deadline:
'.
CONTRACT COSTS
Total Dollar Value of Contract: $ 197,975 Current Year Portion: $
Budgeted? Yes~ No 0 Account Codes: 001-5100-5130-1010-05001
Grant: $ _-_-_-_-_
County Match: $ _-_-_-_-_
ADDITIONAL COSTS
Estimated Ongoing Costs: $339,537 thru For: To complete all phases of the Sterling
FY 2009. /yr process.
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
- - -
---
CONTRACT REVIEW
Changes
Date In Needed
Division Director YesD NoQ:t'
Risk Management YesD Nokd
O.JJ3./Purchasing Itll \~I ff,y esD NO~<^
./
County Attorney I YesD No[jJ/
Date Out
Comments:
OMB Form Revised 2/27/01 Mep #2
PROFESSIONAL SERVICES AGREEMENT BETWEEN
MONROE COUNTY
AND
CARROLL CONSULTING INC
Contract #
THIS AGREEMENT is made this _ day of ,2005, between Carroll
Consulting Inc., a Florida corporation, (hereinafter the "Consultant"), and Monroe
County, FLORIDA, a political subdivision of Florida, (hereinafter the "County").
WHEREAS, the Consultant and County, through mutual negotiation, have agreed
upon a scope of services, schedule and fees for fiscal year 2006 through fiscal year 2009.
WHEREAS, the County desires to engage the Consultant to perform the services
specified below.
NOW, THEREFORE, in consideration of the mutual covenants and conditions
contained herein, the Consultant and the County agree as follows.
1. Scope of ServiceslDeliverables.
1, I The Consultant shall furnish professional management consulting
services for the County as set forth in the Scope of Services for the
Project as specified in Exhibit "A" for Services attached to this
Agreement
1.2 The "Scope of Services" includes a Project Schedule for the
Project which includes a breakdown of tasks, timeline and
deliverables to the County,
2. Term/Commencement Date.
2.1 This Agreement shall be effective October 1, 2005, and shall
continue in effect through September 30, 2009, unless earlier
terminated in accordance with Paragraph 8.
2.2 Consultant agrees that time is of the essence and Consultant shall
complete each deliverable for the Project within the timeframes set
forth in the Project Schedule, unless extended by the County
Administrator.
3. Compensation and Payment.
3.1 The Consultant shall be compensated in the amount of
$537,512,00 including all travel and per diem expenses for all
Consultant staff.
3.2 The Consultant shall invoice the County quarterly on the basis of
percentage of completion of the project. The fiscal year breakdown
of the cost of services is listed below and dependent upon annual
funding appropriations by the Board of County Commissioners.
Fiscal Year
2005~2006
2006-2007
2007-2008
2008-2009
Total
Total Amount
$ 197,975.00
$ 137,600.00
$ 121,625.00
$ 80,312.00
$ 537,512.00
3.3 The County shall pay Consultant in accordance with the Florida
Prompt Payment Act.
3.4 Sufficient documentation is required to be provided with the
invoice to show that the invoiced services have been provided.
The County Administrator may direct the Clerk to withhold any
invoice amount which is disputed by the County Administrator,
and direct payment of only the undisputed portion. In the event of
a payment dispute between the County Administrator and the
Contractor, the representatives shall meet and confer and,
thereafter, the Administrator's decision as to the amount which he
disputed shall be finaL The Clerk shall follow the Florida Prompt
Payment Act and accounting and audit requirements of the County
with respect to any other payment issues
4. Sub Consultants.
4.1 The Consultant shall be responsible for all payments to any sub
consultants and shall maintain responsibility for all work related to
the Project.
4.2 Any sub consultants used on the Project must have the pnor
written approval of the County Administrator.
5. County's Responsibilities.
5.1 Furnish to Consultant, at the Consultant's written request, all
available files and other data pertinent to the services to be
provided by Consultant, in possession of the County.
5.2 Arrange for access to and make all provisions for Consultant to
enter upon real property as required for Consultant to perform
services as may be requested in writing by the Consultant.
6. Consultant's Responsibilities.
6.1 The Consultant shall exercise the same degree of care, skill and
diligence in the performance of the Project as is ordinarily
provided by a professional under similar circumstances, If at any
time during the term of this Agreement or within one year from the
completion of the Project, it is determined that the Consultant's
deliverables are incorrect, defective or fail to conform to the Scope
of Services of the Project, upon written notification from the
County Administrator, the Consultant shall at Consultants sole
expense, immediately correct the work.
7. Conflict of Interest.
7.1 To avoid any conflict of interest or any appearance thereof,
Consultant shall not, for the term of this Agreement, represent any
private sector entities (developers, corporations, real estate
investors, etc.), with regard to any adversarial planning issues in
the County. For the purposes of this section "adversarial" shall
mean any development application where staff is recommending
denial or denied the application; administrative appeal or court
action wherein the County is a party.
8. Termination.
8.1 The County Administrator may terminate this Agreement, with
cause, upon thirty (30) days written notice to the Consultant. Cause
shall be defined as failure to meet deliverables in "Exhibit A"
within (15) days of planned schedule unless changed by mutual
agreement of the Consultant and the County Administrator.
8.2 Upon receipt of the County's written notice of termination,
Consultant shall stop work on the Project unless directed otherwise
by the County Administrator.
8.3 In the event of termination by the County, the Consultant shall be
paid for all work accepted by the County Administrator up to the
date oftennination, provided that the Consultant has first complied
with the provisions of Paragraph 8.4.
8.4 The Consultant shall transfer all files and data pertaining to the
Project to the County, in a hard copy and CD format within 14
days from the date of the written notice of termination or the date
of expiration of this Agreement.
9. Insurance.
The Consultant shall secure and maintain throughout the duration of this
Agreement insurance of such type and in such amounts as required by the
County Administrator. The underwriter of such insurance shall be
qualified to do business in the State of Florida and have agents upon
whom service of process may be made in the State of Florida. Monroe
County shall be named as a co-insured on all policies other than Worker's
Compensation and Professional Liability.
9.1 Worker's Compensation and Employer's Liability Insurance. If
applicable, coverage to apply for all employees at minimum
statutory limits as required by Florida Law,
9.2 Comprehensive Automobile and Vehicle Liability Insurance.
Motor vehicle liability insurance, including applicable no-fault
coverage, with limits of liability of not less that $1,000,000,00 per
occurrence, combined single limit for Bodily Injury Liability and
Property Damage Liability. Coverage shall include all owned
vehicles, all non-owned vehicles, and all hired vehicles.
9.3 Commercial General Liability. If applicable, commercial general
liability coverage with limits of liability of not less than
$1,000,000.00 per occurrence combined single limit for Bodily
Injury Liability and Property Damage Liability.
9.4 Professional Liability. The Consultant shall furnish professional
liability errors and omissions insurance coverage in an amount not
less than $1,000,000.00.
9.5 Certificates of Insurance shall be provided to the County at the
time of execution of this Agreement and certified copies provided
if requested. Each policy certificate shall be endorsed with a
provision that not less than thirty (30) calendar days' written notice
shall be provided to the County before any policy or coverage is
cancelled or restricted.
10. Nondiscrimination.
10.1 During the term of this Agreement, County and Contractor agree
that there will be no discrimination against any person, and it is
expressly understood that upon a determination by a court of
competent jurisdiction that discrimination has occurred, this
Agreement automatically terminates without any further action on
the part of any party, effective the date of the court order. County
or Contractor agree to comply with all Federal and Florida statutes,
and all local ordinances, as applicable, relating to
nondiscrimination. These include but are not limited to: 1) Title
VI of the Civil Rights Act of 1964 (PL 88-352) which prohibits
discrimination on the basis of race, color or national origin; 2) Title
IX of the Education Amendment of 1972, as amended (20 use ss.
1681-1683, and 1685-1686), which prohibits discrimination on the
basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as
amended (20 USC s. 794), which prohibits discrimination on the
basis of handicaps; 4) The Age Discrimination Act of 1975, as
amended (42 use ss. 6101- 6 107) which prohibits discrimination
on the basis of age; 5) The Drug Abuse Office and Treatment Act
of 1972 (PL 92-255), as amended, relating to nondiscrimination on
the basis of drug abuse; 6) The Comprehensive Alcohol Abuse and
Alcoholism Prevention, Treatment and Rehabilitation Act of 1970
(PL 91-616), as amended, relating to nondiscrimination on the
basis of alcohol abuse or alcoholism; 7) The Public Health Service
Act of 1912, ss. 523 and 527 (42 use ss. 690dd-3 and 290ee-3), as
amended, relating to confidentiality of alcohol and drug abuse
patent records; 8) Title VIII of the Civil Rights Act of 1968 (42
USC s. et seq.), as amended, relating to nondiscrimination in the
sale, rental or financing of housing; 9) The Americans with
Disabilities Act of 1990 (42 use s. 1201 Note), as maybe
amended from time to time, relating to nondiscrimination on the
basis of disability; 10) Monroe County Code Ch. 13, Art. VI,
prohibiting discrimination on the bases of race, color, sex, religion,
disability, national origin, ancestry, sexual orientation, gender
identity or expression, familial status or age; and 11) any other
nondiscrimination provisions in any Federal or state statutes which
may apply to the parties to, or the subject matter of, this
Agreement.
11. Attorneys Fees and Waiver of JUry Trial.
11.1 In the event of any litigation arising out of this Agreement, the
prevailing party shall be entitled to reeover its attorneys' fees and
costs, including the fees and expenses of any paralegals, law clerks
and legal assistants, and including fees and expenses charged for
representation at both the trial and appellate levels.
11.2 In the event of any litigation arising out of this Agreement, each
party hereby knowingly, irrevocably, voluntarily and intentionally
waives its right to trial by jury.
12. Indemnification.
12.1 Consultant shall defend, indemnify, and hold harmless the County,
its officers, agents and employees, from and against any and all
demands, claims, losses, suits, liabilities, causes of action,
judgment or damages, arising out of, related to, or any way
connected with Consultant's performance or non-performance of
any provision of this Agreement including, but not limited to,
liabilities arising from contracts between the Consultant and third
parties made pursuant to this Agreement. Consultant shall
reimburse the County for all its expenses including reasonable
attorney's fees and costs incurred in and about the defense of any
such claim or investigation and for any judgment or damages
arising out ofrelated to, or in any way connected with Consultant's
performance or non- performance of this Agreement.
12.2 The provisions of this section shall survive termination of this
Agreement.
13. Notices/Authorized Representatives.
13.1 Any notices required by this Agreement shall be in writing and
shall be deemed to have been properly given if transmitted by
hand-delivery, by registered or certified mail with postage prepaid
return receipt requested, or by a private postal service, addressed to
the parties (or their successors) at the following addresses:
For the County: Tom Willi, County Administrator
Monroe County Florida
1100 Simonton Street 205
Key West, Florida 33040
For The Consultant: Georgette B. Carroll, President
Carroll Consulting Inc.
1970 South Dixie Highway, R5
West Palm Beach, FL 33401
14. Governine Law. Venue and Interpretation.
14.1 This Agreement shall be construed in accordance with and
governed by the laws of the State of Florida..
14.2 In the event that any cause of action or administrative proceeding
is instituted for the enforcement or interpretation of this
Agreement, the County and Contractor agree that venue will lie in
the appropriate court or before the appropriate administrative body
in Monroe County, Florida.
14.3 The County and Contractor agree that, in the event of conflicting
interpretations of the terms or a term of this Agreement by or
between any of them the issue shall be submitted to mediation
prior to the institution of any other administrative or legal
proceeding.
14.4 County and Contractor agree that all disputes and disagreements
shall be attempted to be resolved by meet and confer sessions
between representatives of each of the parties. If no resolution can
be agreed upon within 30 days after the first meet and confer
session, the issue or issues shall be discussed at a public meeting of
the Board of County Commissioners. If the issue or issues are still
not resolved to the satisfaction of the parties, then any party shall
have the right to seek such relief or remedy as may be provided by
this Agreement or by Florida law. In the event any administrative
or legal proceeding is instituted against either party relating to the
formation, execution, performance, or breach of this Agreement,
County and Contractor agree to participate, to the extent required
by the other party, in all proceedings, hearings, processes,
meetings, and other activities related to the substance of this
Agreement or provision of the services under this Agreement.
County and Contractor specifically agree that no party to this
Agreement shall be required to enter into any arbitration
proceedings related to this Agreement
15. Entire A2:reement/Modification/Amendment.
15.1 This writing contains the entire Agreement of the parties and
supersedes any prior oral or written representations. No
representations were made or relied upon by either party, other
than those that are expressly set forth herein.
15.2 No agent, employee, or other representative of either party is
empowered to modify or amend the terms of this Agreement,
unless executed with the same formality as this document.
15.3 The terms, covenants, conditions, and provisions of this
Agreement shall bind and inure to the benefit of the County and
Contractor and their respective legal representatives, successors,
and assigns.
16, Ownership and Access to Records and Audits.
16.1 All records, books, documents, maps, data, deliverables, papers
and financial information (the "Records") that result from the
Consultant providing services to the County under this Agreement
shall be the property of the County.
16.2 Contractor shall maintain all books, records, and documents
directly pertinent to performance under this Agreement in
accordance with generally accepted accounting principles
consistently applied, The County Administrator, Clerk or a
designee shall, during the term of this Agreement and for a period
of three (3) years from the date of termination of this Agreement,
have access to and the right to examine and audit any Records of
the Consultant involving transactions related to this Agreement. If
an auditor employed by the County or Clerk determines that
monies paid to Contractor pursuant to this Agreement were spent
for purposes not authorized by this Agreement, the Contractor shall
repay the monies together with interest calculated pursuant to Sec.
55.03, FS, running from the date the monies were paid to
Contractor.
16.3 Each party to this Agreement or their authorized representatives
shall have reasonable and timely access to such records of each
other party to this Agreement for public records purposes during
the term of the Agreement and for four years following the
termination of this Agreement. The County may cancel this
Agreement for refusal by the Consultant to allow access by the
County Administrator or his designee to any Records pertaining to
work performed under this Agreement that are subject to the
provisions of Chapter 119, Florida Statutes.
16.4 The County and Contractor shall allow and permit reasonable
access to, and inspection of, all documents, papers, letters or other
materials in its possession or under its control subject to the
provisions of Chapter 119, Florida Statutes, and made or received
by the County and Contractor in conjunction with this Agreement;
and the County shall have the right to unilaterally cancel this
Agreement upon violation of this provision by Contractor.
17. Non assh!n ability.
17.1 This Agreement shall not be assignable by Consultant unless such
assignment is first approved by the County Administrator. The
County is relying upon the apparent qualifications and personal
expertise of the Consultant, and such firm's familiarity with the
County's area, circumstances and desires.
18. Severability.
18.1 If any term or provision of this Agreement shall to any extent be
held invalid or unenforceable, the remainder of this Agreement
shall not be affected thereby, and each remaining term and
provision of this Agreement shall be valid and be enforceable to
the fullest extent permitted bylaw.
19. Independent Contractor.
19.1 The Consultant and its employees, volunteers and agents shall be
and remain independent contractor and not agents or employees of
the County with respect to all of the acts and services performed by
and under the terms of this Agreement. This Agreement shall not
in any way be construed to create a partnership, association or any
other kind of joint undertaking, enterprise or venture between the
parties.
20. Compliance with Laws.
20.1 The Consultant shall comply with all applicable laws, ordinances,
rules, regulations, and lawful orders of public authorities relating
to the Project
21. Waiver.
21.1 The failure of either party to this Agreement to object to or to take
affirmative action with respect to any conduct of the other which is
in violation of the terms of this Agreement shall not be construed
as a waiver of the violation or breach, or of any future violation,
breach or wrongful conduct.
22. Survival of Provisions.
22.1 Any terms or conditions of either this Agreement that require acts
beyond the date of the term of the Agreement, shall survive
termination of the Agreement, shall remain in full force and effect
unless and until the terms or conditions are completed and shall be
fully enforceable by either party.
23. Prohibition Of Contin!!encv Fees.
23.1 The 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 it has not paid or agreed to pay any person(s), 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
resulting from the award or making of this Agreement.
24. General Clauses.
24.1 All of the privileges and immunities from liability, exemptions
from laws, ordinances, and rules and pensions and relief, disability,
workers' compensation, and other benefits which apply to the
activity of officers, agents, or employees of any public agents or
employees of the County, when performing their respective
functions under this Agreement within the territorial limits of the
County shall apply to the same degree and extent to the
performance of such functions and duties of such officers, agents,
volunteers, or employees outside the territorial limits of the
County.
24.2 This Agreement is not intended to, nor shall it be construed as,
relieving any participating entity from any obligation or
responsibility imposed upon the entity by law except to the extent
of actual and timely performance thereof by any participating
entity, in which case the performance may be offered in
satisfaction of the obligation or responsibility. Further, this
Agreement is not intended to, nor shall it be construed as,
authorizing the delegation of the constitutional or statutory duties
of the County, except to the extent permitted by the Florida
constitution, state statute, and case law.
24.3 No person or entity shall be entitled to rely upon the terms, or any
of them, of this Agreement to enforce or attempt to enforce any
third-party claim or entitlement to or benefit of any service or
program contemplated hereunder, and the County and the
Contractor agree that neither the County nor the Contractor or any
agent, officer, or employee of either shall have the authority to
inform, counsel, or otherwise indicate that any particular individual
or group of individuals, entity or entities, have entitlements or
benefits under this Agreement separate and apart, inferior to, or
superior to the community in general or for the purposes
contemplated in this Agreement.
24.4 Contractor agrees to execute such documents as the County may
reasonably require, to include a Public Entity Crime Statement, an
Ethics Statement, and a Drug-Free Workplace Statement.
24.5 No covenant or agreement contained herein shall be deemed to be a
covenant or agreement of any member, officer, agent or employee
of Monroe County in his or her individual capacity, and no
member, officer, agent or employee of Monroe County shall be
liable personally on this Agreement or be subject to any personal
liability or accountability by reason of the execution of this
Agreement.
24.6 Section headings have been inserted in this Agreement as a matter
of convenience of reference only, and it is agreed that such section
headings are not a part of this Agreement and will not be used in
the interpretation of any provision of this Agreement.
25. Counterparts.
25.1 This Agreement may be executed in several counterparts, each of
which shall be deemed original and such counterparts shall
constitute one and the same instrument.
IN WITNESS WHEREOF, the parties execute this Agreement on the respective
dates under each signature: The County, signing by and through its County
Administrator, duly authorized to execute same and by Consultant by and through its
President, whose representative has been duly authorized to execute same.
Monroe County
By:
Dixie Spehar, Mayor
Date:
Approved by County Attorpey for form:
/// /
/C /
CONSULTANT
Date:
sst. County Attorney
p I
(o/; J/05
I /
By:
Georgette B. Carroll
Date:
Carroll Consulting, Inc. FY '06-'09 Services
Letter of Engagement- Carroll Consulting Inc
Page 1 of9
@t
CARROLLCONSULTING
{nee
Letter of Engagement
Project Sterling
Exhibit A
Introduction
Monroe County Government has embarked on their quest to establish The Florida Keys as the
leader in organizational performance excellence. The ultimate goal of Project Sterfing is to
enable the Leadership to merge the principles, values and work processes into the Sterling
Quality Criteria for Organizational Performance Excellence and cascade those approaches and
best practices throughout the County on a continual and consistent basis. This proactive
streamlined approach has been identified as critical to providing high quality and equally
accessible services to all of the 81,236 city and county residents along the 220 miles of islands.
Scope
Carroll Consulting Inc. shall be responsible for the development and implementation of the
Sterling core competencies throughout all departments within the government of Monroe
County and the Florida Keys, and shall be responsible for all the deliverables described herein.
Total hours required for each stage are based upon the number of employees and/or number of
teams developed.
Key elements of establishing the organizational performance business system include:
. Phase 11- Assessing the current processes for alignment with the 2006 Sterling criteria
to identify the gaps and prioritize changes to assist the county and citizens in maximizing
the effectiveness of operations.
· Phase III-Creating Improvement Teams through implementation of the "Knowledge
Based Leadership" Program designed to enable staff, as they develop the work systems
and strengthen internal capability, to close the gaps identified in Phase II.
· Phase IV - Applying for the Sterling Award by writing the application with the Monroe
County Core Sterling Team by 2008.
As a result, Monroe County will
. Provide positive exposure throughout the community by marking progress against a
world-class process based upon the Baldrige National Award for Quality - the basis for
the Sterling criteria.
. Become the Leader in the State of Florida by focusing on the future and creating
maximum value for citizens, employees and governmental stakeholders.
· Enhance the team-based culture focused on accountability and delivering services in an
efficient manner.
. Expand the impact on customer service as the Sterling criteria uses feedback from your
residents and businesses to achieve benchmark performance.
. Capitalize on the efficiency and effectiveness created through technology and
streamlined processes.
Letter of Engagement- Carroll Consulting lne
Page 2 of9
The Proposed Plan
Phase II
Assessment
Carroll Consulting lnc shall provide a group facilitation workshop with selected "Sterling Core
Team Members", whose purpose is to serve as the Guidance Team and subject matter experts
on each of the six criteria categories. After the initial assessment, the consulting team will
recommend team members in conjunction with the County, preferably graduates of the Certified
Public Manager Program, as those skills introduced in the CPM Program will be invaluable as
these team members progress.
Each selected team member will represent the County throughout the process as they become
capable to implement all Sterling principles of fact-based decision making in a learning
environment of continuous improvement. Team member responsibilities also include attendance
at a 3 day intensive understanding of the criteria and the award process; assistance in the
completion of the Organizational Profile; leadership of the improvement teams in Phase III, as
well as, functioning as the category lead and advisor as the 2008 Sterling Application is prepared
and submitted. This process will ensure a core staff, fully trained in the Sterling criteria, which will
expand the capability of the county to sustain and embed the principles of continuous
improvement and organizational excellence.
The Organizational Assessment will be undertaken at the lowest level of detail to fully understand
the current capability and opportunities to align the County with the criteria, and recommend
those areas of highest priority to be addressed at each stage of the journey. The assessment
shall include 1 to 1 % day meetings per category with selected staff most critical to the
understanding of the current processes related to the criteria categories. These interviews, along
with the staff survey results shall form the basis of the analysis.
The final report and recommendations shall be presented to the Sterling Advisory Board for
review and approval prior to developing improvement teams. This process will also identify key
strategic initiatives for the annual strategic planning process.
Phase III
Process Improvement Teams
As a result of the assessment, projects shall be prioritized and selected for improvement.
Teams are to be created to address each priority using the Knowledge Based Leadership @
developed by the consultants which provides a process improvement methodology in support
of fact based decision-making and continuous improvement (key components of the Sterling
criteria). Workbooks shall be provided to all team members to facilitate learning and use of the
organizational excellence tools and provide a practice field to implement the methodology while
moving the County along its journey.
The number of teams will be determined by the assessment, however, it is estimated at 10-12
teams over the course of three years, requiring approximately 80 work hours per team (40 in
team settings and 40 support and analysis time from the consultants). The estimated cost of
the team process does not include any costs associated with equipment or consulting time to
implement projects where required. Those improvements shall be presented to and approved
by the Sterling Advisory Board, prior to implementing recommended action plans.
Teams shall be facilitated by consultants and led by a member of the Core Sterling Team to
facilitate the transfer of knowledge. Each team will meet approximately once a month for 4
hours during the planning and recommendation stages. The consultant shall provide technical
and data analysis assistance as well as presentation preparation for the team,
Letter of Engagement- Carroll Consulting Inc
Page 3 of9
Phase IV
Application
The Sterling Award application shall be written in conjunction with the Core Sterling Team.
Beginning in March 2008 and completing the application by the November 2008 deadline, the
team shall meet 2 to 3 days per month to focus on each category. Updates of profile and new
processes developed since the beginning of the project will be completed throughout the
process to track cycles of improvements and trend data.
After submission of the application, the consultants shall prepare the employees for the site
visit through a series of meetings at each location as required to ensure readiness for the site
visit and deployment of processes not fully in place.
At the option of the County, subsequent surveys may be selected to determine the changes
from the baseline and identify areas in need of improvement. It is recommended and included
in this proposal that one additional survey be administered prior to the beginning of the
application building to facilitate inclusion of those issues in the annual strategic planning
process, Other surveys may be given at the end of first cycle of improvement teams, (not
included in proposed cost).
Letter of Engagement- Carroll Consulting Inc
Core Sterling
Team
Survey Data
Analysis
Category
Interviews/focus
groups
Assessment
Report
Team Selection
and Schedule
Knowledge
Based
Leadership
Team
Process
Re-assess
progress to date
Write Application
Prepare for Site
Visit
~
Page 4 of9
. Recommend and establish 6 core team members
. Train core team and create Organizational Profile
. Data collection and survey analysis
. Category interviews with subject matter experts and core team
representatives
o Leadership
o Strategic Planning
o Customer Focus
o Data and Knowledge Management
o Human Resources and Training
o Process Management
. Prepare Reports and Analysis
DELIVERABLE:
Training for Core Team - 3 day course
Monroe County Profile
Survey Report
Assessment Report by Category
Prioritized List of Improvement Teams
Report Presentations
3 hour meeting with Advisory Board
Presentation to the Monroe County Board of County
Commissioners
. Created after approval of Prioritized Improvement Teams
. Facilitators from CCI will lead teams and teach the Knowledge
Based Leadership methodology
. Establish continuous review process with Leadership Team
DELIVERABLE:
Process Team Improvement Presentations
Process Team Implementation Approvals by Advisory
Board
Process Team Implementation and Tracking
Minimum of Quarterly Advisory Board Meetings
Annual presentation to the Board of County
Commissioners
. Re-survey (optional) - 120 extra hours
· Update Category Progress from Phase II - 2 days
. Update Profile - 1 day
. Meet monthly (2 to 3 days) to build the application
(March - September)
. Meet weekly to finalize application - 10 days (October-
November)
. Prepare Monroe County for Site Visit at all locations and
departments (2 hour meetings at TBD locations)
DELIVERABLE:
Sterling Application
Staff Readiness Meetings
Minimum of Quarterly Advisory Board Meetings
Present Final Application to Board of County
Commissioners
Letter of Engagement- Carroll Consulting Inc
Page 5 of9
Financial Considerations
II - Assessment
410
$88,175.00
1/10/2006
111- Improvement
Teams
(implementation costs
i excluded)
I
,
i
! For 12 Teams
$227,200.00
12/31/2008
IV - Application
i
$3,000.00 i
$201.637.00 I
- ~
03/31/2009
Optional 2nd Survey 120
Estimated Maximum Cost with 12 process
teams im lementation excluded}
$ 22,500.00
$537,512.00 I
I
09/30/2007
Estimated Fiscal Year Cost Breakdown (includes all travel and per diem costs and excludes
any identified project implementation costs)
FY 2006 (6 teams) plus assessment $197,975.00
FY 2007 (6 Teams) and optional second survey $137,600.00
I FY 2008 $121,625.00
I FY 2009 ! $80,312.00
!
I Each additional survey, if requested> 2 $22,500.00
Carroll Consulting Inc is an approved vendor for the State of Florida, Agreement # 973001001 -
Consulting Services for Management Skills. Services related to this agreement are identified
under the Product/Service: TraininCl. Qualitv Improvement Baldriqe/Sterling Model of the State
Agreement.
. The cost of "Knowledge Based Leadership" copy righted workbooks are $75.00 per
booklet as approved by the State of Florida Agreement.
. Payment shall be in accordance with the policies and procedures as adopted by Monroe
County or as provided for by Florida Statutes.
. Carroll Consulting Inc is an approved minority vendor for the State of Florida (see
certificate below).
Letter of Engagement- Carroll Consulting Inc
Page 6 of9
Carroll Consulting Inc is designated as a certified Asian-American business, Certification is
applicable when business is conducted consistent with this specialty(s).
973-290 EDUCATION & TRAINING CONSUL TANTSERVICES 973-500 MANAGEMENT
CONSULTANT SERVICES (NOTOTHERWISE LISTED)
973-655 PLANNING & BUDGETING, GOVERNMENT SVCS
973-685 QUALITY IMPROVEMENT CONSULTING
973-900 TRAINING SERVICES, OTHER,(AGENCYIDISTRICT NEEDS) 908-500 LEADERSHIP
908-650 PLANNING 908-670 PROBLEM SOLVING 908-850 TEAM LEADERSHIP 908-890
TOOLS 908-950 TRAINING NOT OTHERWISE CLASSIFIED 908-180 TRAINING, CUSTOMER
RELATIONS, 908-660 TRAINING, PROFESSIONAL DEVELOPMENT, 908-700 TRAINING,
QUALITY IMPROVEMENT, 908-800 TRAINING, SUPERVISORY & MANAGEMENT, 908-
870 TRAINING, TEAM WORK, 906-230 CULTURAL CHANGE 906-500 LEADERSHIP 906-590
ORGANIZATIONAL STRUCTURE 906-650 PLANNING 906-670 PROBLEM SOLVING 906-850
TEAM LEADERSHIP 906-870 TEAMWORK 906-890 TOOLS 906-950 TRAINING NOT
OTHERWISE CLASSIFIED 905-230 CULTURAL CHANGE 905-500 LEADERSHIP 905-590
ORGANIZATIONAL STRUCTURE 905-650 PLANNING 905-670 PROBLEM SOLVING 905-850
TEAM LEADERSHIP 905-870 TEAMWORK 905-890 TOOLS 905-950 TRAINING NOT
OTHERWISE CLASSIFIED
Letter of Engagement- Carroll Consulting Inc
Professional Qualifications:
Page 7 of9
Supplier Performance Review
s
0..: OOlZ2:t4
..
Dan ...
D-'J-N-S I\tlJitrA%& f(lii' thi$ company: 17-1130-1319
r_"\C'{ M thE,
$C~.
IPenCifrnance
9ii
COST
How d.asely did your 11nal total OO'SfJE
~espc,"ld W your eX.pec"..;a'J:o,i"1$, at me
lJegw41ing of the trar:~,:;tiQn?
OMlER ACC\JRACY'
HO>h well 00 you thinK the proauctrseMce
~jvered mat~ YO>.JF order
$peClficatior:1i! and Quantity?
How sat!$f~ do)/oo feel ~ the
of t>re proow:;;,USef'vje;:e d:eiwer;l?
WAUTY:
How.sat"sfled ooycr.J fee! 3;..'~O<I! the quatity
of'tl1e proouClJservice prwJ:led by tl1is
company?
W~E$S REl.A7~S
'r!i:yjf eiZl$Yoo }IO'dthmk fils company is ro
jy4~ with?
How saI,,,milld 00 YOiJ fee! about t'1e
atiitl.ide, COtJrtfiY, arJ.! profess~!i$,'n of
tiv;s ~Jin!li's smffl
CUSTOMER $t)??ORT
~. $d~~ 00 you feel a;\:)O'Jt t'1e
cl.,,"lltnffier support yQlJ recerifed ft;:;m. this
~y?
RES~Sf\'ENESS;
How re!>poflSNe do 'jt)lJ thinK tivw;.
company was to lfIifoona:tion r&:j!Je'sts.
illS\M!S. or vrolY.e1'riS ITwit arc"M in t'1e
.course of the ~I:c:%!7
-s~,;stjCat~ ~p!ffi:m tM.3!:~S irrte= ~1'it the ~Lr:nt of
zo4 ~~~~l>':t~-:'1 $ m/$ f$:tefS.. ~~ ~ f7oo1 Q tc
511.: It:w1 Quimile
~'n I I I Tey
SC'
.
~~
i
no
!
UIf)
i
n
!
S!
$7
$:5
S5
~
sa
100
S!
S!
Letter of Engagement- Carroll Consulting Inc
Page 8 of9
Swpplie:r Performance Revie'w
s
lID
Dun &
Oate: OOt22i04
O-\j-N-S t"tuw~ few this COOlpan'ji': H-1lW-1819
. UnkriCWrJl1iOt 3V$'c3bjec
.. ~11 ~}E~l!C'>.!<ii!;~ Offi.-::es
. .,31liPubii;c F'4;;t'1,:ce, 7a:::&ic1'l, and W.z#ar'i
Pollei'
. ~31;,Jl;(:!,rnir:~w3!i1oti of ?,,{:Iie ",.3Ith Programs
The rrmt (~''&d:;t;;lt 00;""%1&1 Ch t:ri'S ;w:;;p4:'F ~4W flom ~i:i;m$ s-; the f;ojkmm~ ii';::};.;~"':?S.
S~ dfSUsmes$:
N0!I'DW c$. !1'.3V""fS ;::Qfi'}f~j
the p$t :$;] cla'f'$ Is e,
supplier'$ ~;~ were b:i'r~ pM.::;:;o, 5;$'t.<.:tj ~db:aa. tr<<'!i jIv.il$tC'~$i:wr~ Thi$ (;r~ j:lfcr<icteS a breaK&.-J cd the
Si.!I'Vey r~_ r_i~frem &0_ ~.. FDi' ~ qt'":~ w~ ;')Wtit_,$, the rK,.~, %It'r~q "~"'e !0'\~vi~ M 4l'C
W y~*, "'''€ G1~:z;,jd $$ 'oos;;'!r~' \':f ~ tV},'f""Arai' (5 ti:, 8), OJ 'n~'..e'\C ~c 4). ~'~O'i!Il~S cf !W!$il'!P'",,'ses
intc ~ach o;:-at~<<iWI$ ~ ~
OOALlTf
O\:'EIRALLl'EFI;F~E
REUAS1l..lnt
COST
ORDER ACCURACY
OELlVERYIT\MEUNESS
BUSINess RELATlOI'LS
PERSOWEL
Cl,,'STOMER SUPPORT
RE.SPOOS!',,'ENtsS
~: T!li$ $~e;r utings Sl?: forth ab_ r~t!he ~_ Qf, tM $<r"'~ etl$X_ <tefe:re~e:es and rM
thesiI! of Ollen ~ (111)00 &0 Bradrheet. Some reFerer_ ffi3Y not haw pr,,~ raooij$l'i:w <B/' pert_ce
~.
Ths ~ '$ under ':xmir..ctroiely' fer \!u ':Pf the ct.,$!'J).~<<:;:''1'0:i: a th~ ~f ltS ~4f~ 'rYff' th,. CL'SiiG"ner, It \$
~_" _ ~r:K~ ;Jh'WJ: ~&B do ~ OOfYifOt ~rci: ~:~ l~m~tion< t.mff:1f$ ct~jM ?'~t~ ~ ~he
has ru:'l, _ m ?-'W%I'G' &\e$ r~ ~PAitM~$ and u",S c-c not 3SS'';'~ any part of lna S:~$ ~J$ifI~S
cce r;c:/!, g,;;,:a'7anlS,e ti1:E ac::lJti?iCy. OOfI'\;;yw_s 'X ili'\';~;ir:<l'SS of ihe "rfDi'm3t~ and sh;W i'\C( be 'i3bl'i! fer iJir'1 '.inS Of
ir"Vi!)' ~.&~Jng fr::<m fll4i,ac.c:~ ':$', &d$ cut of Of cau~. in \iIi'i',,~ Cf '" part, ~i 0l!l'ffi Rat"'lts'or C\l:;,tl's ~ts or
cr4ml~s. .is:; v~:$ r~~" ~ie wr:..r~,
Contact Information
Letter of Engagement- Carroll Consulting Inc
Department's Project Liaison
Ms. Debbie Frederick
Deputy County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street
Room 2-205
Key West, FL 33040
Phone 305-292-4441
Frederick -deb b~e@ men roeceul1ty~ fI ~QOV
County Primary Contact
Ms. Teresa Aguiar
The Historic Gato Cigar Factory
1100 Simonton Street
Key West, FL 33040
Phone 305-292-4537
Aguiar ,teresa@momoecounty-f!.gov
President and Owner
Ms. Georgette B. Carroll
Carroll Consulting Inc
1970 South Dixie Highway, R5
West Palm Beach, FL 33401
Phone: 561-385-4191
Cell: 561-762-2218
georgeftecarroii@bellsouth.net
Primary Contact
Ms. Linda Long
Carroll Consulting lnc
1970 South Dixie Highway, R5
West Palm Beach, FL 33401
Phone: 561-385-4191
Cell: 561-714-8507
Period of Performance
The period of this contract is from October 1, 2005 through September 30, 2009
Page 9 of9
PUBLIC ENTITV CRIME STATEMENT
itA person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit
a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real
property to public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess
of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the
convicted vendor list. II
LOBBYING AND CONFLICT OF INTEREST CLAUSE
SWORl"l STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
Georgette B. Carroll of Carroll Consulting, Inc. warrants that helit has not employed, retained
or othervvise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or othervvise recover, the full amount of any fee,
commission, percentage, gift, or con,ideration paid to ;?jer County officer or employee.
\1 .
ff
J
/.0/11/05-
f /
Date:
STATE OF
COUNTY OF
PERSONALL Y APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/ner
signature (name of individual signing) in the space provided above on this
day of
/i
V
,20~.
NOTARY PUBLIC
My commission expires: A )
OMB - MCP FORM #4
Dot OS 05 03:57p
p _ 1
CERTIFICATE OF INSURANce
This certifIeS that 0 STATE FARM FIRE AND CASUALlY COMPANY. Bloomington, Illinois
o STATE FARM GENERAL INSURANCe COMPANY, Bloomil"lgtol'J. Illinois
o STATE FARM FIRE AND CASUALTY COMPANY, Scarborough, Ontario
181 STATE FARM FLORIDA INSURANCE COMPANY, Winter Hallen, Florida
o STATE FARM L.L.OYOS, Callas. Texas
inlilurl:'s thl:' fOllowing poliqhoWer for the coverages indicated below:
N8meof~~h~der CARROLL. GEORGETTE DBA CARROLL CONSULTING SBRVICE5
Address of policyholder 5'O~JJ. :;"!\J~nLl\:-'I;: PH (;j{l~EN^Cl(J.:C. CY I"L 3Jd€i3-Sq32
l.ocation of operations SAME
Description of operations CONSUI,TTNG
The policies listed t>elow ha...e been iaaued to the policyhold(lr for the policy periods shown. The insurance desetibe4j in these PQtiQes is
subject to aU the terms exclusions, and conditions of those policies. The limits of liability shown may have been reduced by My paid claims.
POLICY PERIOO LIMITS OF UABfLITY
POUCY NUMBER TYPE OF INSURANCe Effective Date : Explratlon Date (at beginning r>f policy poriOd)
9S-QN-l;023-:, 8 Comprehensive 05/16/05 OS/16/06 BODILY INJURY AND
Business Liability , P~OPE~iY DAMAGE
,
. ThiS. lnsu.r4i'nce irlCi~des:. . . -Cr PrOd~Cts. ~ Comple'ted 'Ope;~iiori~ "'.......... ~.oo;.. ~........~M..~ ._........~__
o Contractual Liability
o Underground Hazard Coverage Each Occurrence S 1,000. 000
o Personal Injury
o Advertising Injury General Aggregate $ 2, 000. 000
o ExplO$ion H~ard Coverage
o COllapse Haurd Coverage Products - Completed $
0 Operations Aggregate
0
POUCY,PERIOO BODILY INJURY AND PROPE~TY DAMAGE
excess LIABILITY Effoctlve Date : ExpIration Date (Combined Single Umit)
o Umbrella . Each Occurren~ $
o Othor . Aggregate $
Part 1 STATUTORY
, Part 2 BODILY INJURY
,
Workers' Compensation ,
and Employers UabiUty . Each Acci4ent $
.
, Disease Each Employee
$
, Oisease - Potiey Limit $
.
--
POLICY PERIOD LIMITS OF L1ABIUTY
POLICY NUMBER TYPE OF INSURANCE Eff6ctive Oate ; Expimion OIIta <<lit begll"ming of Policy period)
,
.
,
,
,
,
THE CERTIFICATE OF INSURANCE IS NOT A CONTRACT OF INSURANCE AND NEITHER AFFIRMA TIVEL Y NOR NEGATIVELY
AMENDS. EXTENDS OR ALTERS THE COVERAGE APPROVED BY ANY POUCY DESCRIBeO HEREIN.
If any of the described policies are canceled before
its expiration date. State Fann will try to mail a written
notice to the certificate holder :l 0 days before
cancelfation. If however, we faU to mail such notice.
no Igatlon Qr liability will l:Se imposed on State
Fa its t or repre~ntative$.
Name and Address 01 Certificate Holder
Monroe County dS a co-in:::;urQd on pql ici 0;1$ other. than Worker's
C:omp0n:ltlt t OJ) "n(1. (' ro(n:l:, t on,ll 1, i,ill Ii 1. Y
tiv&
Ti~
Agent's Cod. Stamp
1.2L2.::LOL
O&to
AFO COde F::> 'J ~
S51'l-ilQ4 .,3. 04-' ~g~ Pllnte<l ill U.SA