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#17-7187 (P&M Holding Group dba Plante & Moran) FIXED FEE PROFESSIONAL SERVICE AGREEMENT #17-7187 for Mapping and Documentation of Core Business Processes THIS AGREEMENT, made and entered into on this 2?'' day of 'G ion, 20 FS , by and between P&M Holding Group LLP,d/b/a Plante&Moran,PLLC authorized to 'do business in the State of Florida, whose business address is 27400 Northwestern Hwy.,Southfield,Michigan 48034 , (the "Contractor") and Collier County, a political subdivision of the State of Florida, (the "County"): WITNESSETH: 1. The Agreement shall be for a one ( 1 ) year period, commencing n upon the date of Board approval n on and terminating on one (1 ) year(s) from that date or until all outstanding Purchase Order(s) issued prior to the expiration of the Agreement period have been completed or terminated. The County may, at its discretion and with the consent of the Contractor, renew the Agreement under all of the terms and conditions contained in this Agreement for 0 (0 ) additional 0 (0 ) year(s) periods. The County shall give the Contractor written notice of the County's intention to renew the Agreement term prior to the end of the Agreement term then in effect. The County Manager, or his designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred and eighty (180) days. The County Manager, or his designee, shall give the Contractor written notice of the County's intention to extend the Agreement term prior to the end of the Agreement term then in effect. 2. COMMENCEMENT OF SERVICES. The Contractor shall commence the work upon issuance of a n Purchase Order El Notice to Proceed. 3. STATEMENT OF WORK. The Contractor shall provide services in accordance with the terms and conditions of• Request for Proposal (RFP) n Invitation to Bid (ITB) Other ( ) # 17-7187 , including all Attachment(s), Exhibit(s) and Addenda and the Contractor's proposal referred to herein and made an integral part of this Agreement. VI The Contractor shall also provide services in accordance with Exhibit A — Scope of Services attached hereto. Page 1of15 Fixed Price Professional Service Agreement#2017-001(Ver.1) 3.1 This Agreement contains the entire understanding between the parties and any modifications to this Agreement shall be mutually agreed upon in writing by the Parties, in compliance with the County's Procurement Ordinance, as amended, and Procurement Procedures in effect at the time such services are authorized. 3.2 The execution of this Agreement shall not be a commitment to the Contractor to order any minimum or maximum amount. The County shall order items/services as required but makes no guarantee as to the quantity, number, type or distribution of items/services that will be ordered or required by this Agreement. 4. THE AGREEMENT SUM. The County shall pay the Contractor for the performance of this Agreement based on Exhibit B- Fee Schedule, attached hereto and the price methodology as defined in Section 4.1. Payment will be made upon receipt of a proper invoice and upon approval by the County's Contract Administrative Agent/Project Manager, and in compliance with Chapter 218, Fla. Stats., otherwise known as the "Local Government Prompt Payment Act". 4.1 Price Methodology (as selected below): • Lump Sum (Fixed Price): A firm fixed total price offering for a project; the risks are transferred from the County to the contractor; and, as a business practice there are no hourly or material invoices presented, rather, the contractor must perform to the satisfaction of the County's project manager before payment for the fixed price contract is authorized. (7 Time and Materials: The County agrees to pay the contractor for the amount of labor time spent by the contractor's employees and subcontractors to perform the work(number of hours times hourly rate), and for materials and equipment used in the project (cost of materials plus the contractor's markup). This methodology is generally used in projects in which it is not possible to accurately estimate the size of the project, or when it is expected that the project requirements would most likely change. As a general business practice, these contracts include back-up documentation of costs; invoices would include number of hours worked and billing rate by position (and not company (or subcontractor) timekeeping or payroll records), material or equipment invoices, and other reimbursable documentation for the project. n Unit Price: The County agrees to pay a firm total fixed price (inclusive of all costs, including labor, materials, equipment, overhead, etc.) for a repetitive product or service delivered (i.e. installation price per ton, delivery price per package or carton, etc.). The invoice must identify the unit price and the number of units received (no contractor inventory or cost verification). Page 2 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) 4.2 Any County agency may obtain services under this Agreement, provided sufficient funds are included in their budget(s). 4.3 Payments will be made for services furnished, delivered, and accepted, upon receipt and approval of invoices submitted on the date of services or within six (6) months after completion of the Agreement. Any untimely submission of invoices beyond the specified deadline period is subject to non-payment under the legal doctrine of "laches" as untimely submitted. Time shall be deemed of the essence with respect to the timely submission of invoices under this Agreement. 4.4 n Travel and Reimbursable Expenses: Travel and Reimbursable Expenses must be approved in advance in writing by the County. Travel expenses shall be reimbursed as per Section 112.061 Fla. Stats. Reimbursements shall be at the following rates: Mileage $0.44.5 per mile Breakfast $6.00 Lunch $11.00 Dinner $19.00 Airfare Actual ticket cost limited to tourist or coach class fare Rental car Actual rental cost limited to compact or standard-size vehicles Lodging Actual cost of lodging at single occupancy rate with a cap of no more than $150.00 per night Parking Actual cost of parking Taxi or Airport Limousine Actual cost of either taxi or airport limousine Reimbursable items other than travel expenses shall be limited to the following: telephone long-distance charges, fax charges, photocopying charges and postage. Reimbursable items will be paid only after Contractor has provided all receipts. Contractor shall be responsible for all other costs and expenses associated with activities and solicitations undertaken pursuant to this Agreement. 5. SALES TAX. Contractor shall pay all sales, consumer, use and other similar taxes associated with the Work or portions thereof, which are applicable during the performance of the Work. Collier County, Florida as a political subdivision of the State of Florida, is exempt from the payment of Florida sales tax to its vendors under Chapter 212, Florida Statutes, Certificate of Exemption # 85-8015966531C. Page 3of15 Fixed Price Professional Service Agreement#2017-001(Ver.1) It) 6. NOTICES. All notices from the County to the Contractor shall be deemed duly served if mailed or emailed to the Contractor at the following: Company Name: P&M Holding Group LLP Address: 27400 Northwestern Highway Southfield, Michigan 48034 Authorized Agent: E. Scott Eiler, Partner Attention Name & Title: Telephone: 248-223-3447 E-Mail(s): Scott.Eiler@plantemoran.com All Notices from the Contractor to the County shall be deemed duly served if mailed or emailed to the County to: Board of County Commissioners for Collier County, Florida Division Director: Kenneth Kovensky Division Name: GMD/Operations and Regulatory Management Address: 2800 Horseshoe Drive North Naples, FL 34104 Administrative Agent/PM: Lazaro Pomier Telephone: 239-252-8214 E-Mail(s): Lazaro.Pomier@colliercountyfl.gov The Contractor and the County may change the above mailing address at any time upon giving the other party written notification. All notices under this Agreement must be in writing. 7. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating a partnership between the County and the Contractor or to constitute the Contractor as an agent of the County. 8. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits necessary for the prosecution of the Work shall be obtained by the Contractor. The County will not be obligated to pay for any permits obtained by Subcontractors. Payment for all such permits issued by the County shall be processed internally by the County. All non-County permits necessary for the prosecution of the Work shall be procured and paid for by the Contractor. The Contractor shall also be solely responsible for payment of any and all taxes levied on the Contractor. In addition, the Contractor shall comply with all rules, regulations and laws of Collier County, the State of Florida, or the U. S. Government now in force or hereafter adopted. The Contractor agrees to comply with all laws governing the responsibility of an employer with respect to persons employed by the Contractor. Page 4 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) 9. NO IMPROPER USE. The Contractor will not use, nor suffer or permit any person to use in any manner whatsoever, County facilities for any improper, immoral or offensive purpose, or for any purpose in violation of any federal, state, county or municipal ordinance, rule, order or regulation, or of any governmental rule or regulation now in effect or hereafter enacted or adopted. In the event of such violation by the Contractor or if the County or its authorized representative shall deem any conduct on the part of the Contractor to be objectionable or improper, the County shall have the right to suspend the Agreement of the Contractor. Should the Contractor fail to correct any such violation, conduct, or practice to the satisfaction of the County within twenty-four(24) hours after receiving notice of such violation, conduct, or practice, such suspension to continue until the violation is cured. The Contractor further agrees not to commence operation during the suspension period until the violation has been corrected to the satisfaction of the County. 10. TERMINATION. Should the Contractor be found to have failed to perform his services in a manner satisfactory to the County as per this Agreement, the County may terminate said Agreement for cause; further the County may terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be the sole judge of non-performance. In the event that the County terminates this Agreement, Contractor's recovery against the County shall be limited to that portion of the Agreement Amount earned through the date of termination. The Contractor shall not be entitled to any other or further recovery against the County, including, but not limited to, any damages or any anticipated profit on portions of the services not performed. 11. NO DISCRIMINATION. The Contractor agrees that there shall be no discrimination as to race, sex, color, creed or national origin. 12. INSURANCE. The Contractor shall provide insurance as follows: A. n Commercial General Liability: Coverage shall have minimum limits of $ 1,000,000 Per Occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability. B. ISI Business Auto Liability: Coverage shall have minimum limits of $500,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This shall include: Owned Vehicles, Hired and Non- Owned Vehicles and Employee Non-Ownership. C. IRI Workers' Compensation: Insurance covering all employees meeting Statutory Limits in compliance with the applicable state and federal laws. Page 5of15 Fixed Price Professional Service Agreement#2017-001(Ver.1) The coverage must include Employers' Liability with a minimum limit of $ 100,000 for each accident. D. W] Professional Liability: Shall be maintained by the Contractor to ensure its legal liability for claims arising out of the performance of professional services under this Agreement. Contractor waives its right of recovery against County as to any claims under this insurance. Such insurance shall have limits of not less than $ 1,000,000 each claim and aggregate. E. Cyber Liability: Coverage shall have minimum limits of$ per claim. F. n : Coverage shall have minimum limits of$ per claim. Special Requirements: Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR, Collier County Government shall be listed as the Certificate Holder and included as an "Additional Insured" on the Insurance Certificate for Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Contractor's policy shall be endorsed accordingly. Current, valid insurance policies meeting the requirement herein identified shall be maintained by Contractor during the duration of this Agreement. The Contractor shall provide County with certificates of insurance meeting the required insurance provisions. Renewal certificates shall be sent to the County thirty (30) days prior to any expiration date. Coverage afforded under the policies will not be canceled or allowed to expire until the greater of: thirty (30) days prior written notice, or in accordance with policy provisions. Contractor shall also notify County, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, non-renewal or material change in coverage or limits received by Contractor from its insurer, and nothing contained herein shall relieve Contractor of this requirement to provide notice. Contractor shall ensure that all subcontractors comply with the same insurance requirements that the Contractor is required to meet. 13. INDEMNIFICATION. To the maximum extent permitted by Florida law, the Contractor shall defend, indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys'fees and paralegals'fees, whether resulting from any claimed breach of this Agreement by Contractor, any statutory or regulatory violations, or from personal injury, property damage, direct or consequential damages, or economic loss, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor or anyone employed or utilized by the Contractor in the performance of this Agreement. This Page 6 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. 13.1 The duty to defend under this Article 13 is independent and separate from the duty to indemnify, and the duty to defend exists regardless of any ultimate liability of the Contractor, County and any indemnified party. The duty to defend arises immediately upon presentation of a claim by any party and written notice of such claim being provided to Contractor. Contractor's obligation to indemnify and defend under this Article 13 will survive the expiration or earlier termination of this Agreement until it is determined by final judgment that an action against the County or an indemnified party for the matter indemnified hereunder is fully and finally barred by the applicable statute of limitations. 14. AGREEMENT ADMINISTRATION. This Agreement shall be administered on behalf of the County by the 15. CONFLICT OF INTEREST. Contractor represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance of services required hereunder. Contractor further represents that no persons having any such interest shall be employed to perform those services. 16. COMPONENT PARTS OF THIS AGREEMENT. This Agreement consists of the following component parts, all of which are as fully a part of the Agreement as if herein set out verbatim: Contractor's Proposal, Insurance Certificate(s), ■ Exhibit A Scope of Services, Exhibit B Fee Schedule, III RFP/ I ITB/n Other #17-7187 , including Exhibits, Attachments and Addenda/Addendum, n subsequent quotes, and I I Other Exhibit/Attachment: 17. APPLICABILITY. Sections corresponding to any checked box (IN) will expressly apply to the terms of this Agreement. 18. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between the parties herein that this Agreement is subject to appropriation by the Board of County Commissioners. 19. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES. No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, Collier County Ethics Ordinance No. 2004-05, as amended,,and County Administrative Procedure 5311. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the Page 7 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) C� � individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any Agreement held by the individual and/or firm for cause. 20. COMPLIANCE WITH LAWS. By executing and entering into this Agreement, the Contractor is formally acknowledging without exception or stipulation that it agrees to comply, at its own expense, with all federal, state and local laws, codes, statutes, ordinances, rules, regulations and requirements applicable to this Agreement, including but not limited to those dealing with the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended; taxation, workers' compensation, equal employment and safety including, but not limited to, the Trench Safety Act, Chapter 553, Florida Statutes, and the Florida Public Records Law Chapter 119, including specifically those contractual requirements at F.S. § 119.0701(2)(a)-(b) as stated as follows: IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: Communication and Customer Relations Division 3299 Tamiami Trail East, Suite 102 Naples, FL 34112-5746 Telephone: (239) 252-8383 The Contractor must specifically comply with the Florida Public Records Law to: 1. Keep and maintain public records required by the public agency to perform the service. 2. Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the public agency. 4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the Contractor or keep and maintain public records required by the public agency to perform the service. If the Contractor transfers all public records to the public agency upon Page 8 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency. If Contractor observes that the Contract Documents are at variance therewith, it shall promptly notify the County in writing. Failure by the Contractor to comply with the laws referenced herein shall constitute a breach of this Agreement and the County shall have the discretion to unilaterally terminate this Agreement immediately. 21. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County encourages and agrees to the successful Contractor extending the pricing, terms and conditions of this solicitation or resultant Agreement to other governmental entities at the discretion of the successful Contractor. 22. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or otherwise unenforceable, in whole or in part, the remaining portion of this Agreement shall remain in effect. 23. ADDITIONAL ITEMS/SERVICES. Additional items and/or services may be added to this Agreement in compliance with the Procurement Ordinance, as amended, and Procurement Procedures. 24. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted by this Agreement to resolve disputes between the parties, the parties shall make a good faith effort to resolve any such disputes by negotiation. The negotiation shall be attended by representatives of Contractor with full decision-making authority and by County's staff person who would make the presentation of any settlement reached during negotiations to County for approval. Failing resolution, and prior to the commencement of depositions in any litigation between the parties arising out of this Agreement, the parties shall attempt to resolve the dispute through Mediation before an agreed-upon Circuit Court Mediator certified by the State of Florida. The mediation shall be attended by representatives of Contractor with full decision-making authority and by County's staff person who would make the presentation of any settlement reached at mediation to County's board for approval. Should either party fail to submit to mediation as required hereunder, the other party may obtain a court order requiring mediation under section 44.102, Fla. Stat. 25. VENUE. Any suit or action brought by either party to this Agreement against the other party relating to or arising out of this Agreement must be brought in the appropriate federal or state courts in Collier County, Florida, which courts have sole and exclusive jurisdiction on all such matters. Page 9 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.l) 26. I I KEY PERSONNEL. The Contractor's personnel and management to be utilized for this project shall be knowledgeable in their areas of expertise. The County reserves the right to perform investigations as may be deemed necessary to ensure that competent persons will be utilized in the performance of the Agreement. The Contractor shall assign as many people as necessary to complete the services on a timely basis, and each person assigned shall be available for an amount of time adequate to meet the required service dates. The Contractor shall not change Key Personnel unless the following conditions are met: (1) Proposed replacements have substantially the same or better qualifications and/or experience. (2) that the County is notified in writing as far in advance as possible. The Contractor shall make commercially reasonable efforts to notify Collier County within seven (7) days of the change. The County retains final approval of proposed replacement personnel. III AGREEMENT STAFFING. The Contractor's personnel and management to be utilized for this Agreement shall be knowledgeable in their areas of expertise. The County reserves the right to perform investigations as may be deemed necessary to ensure that competent persons will be utilized in the performance of the Agreement. The Contractor shall assign as many people as necessary to complete required services on a timely basis, and each person assigned shall be available for an amount of time adequate to meet required services. 27. [UI ORDER OF PRECEDENCE. In the event of any conflict between or among the terms of any of the Contract Documents, the terms of solicitation the Contractor's Proposal, and/or the County's Board approved Executive Summary, the Contract Documents shall take precedence. n ORDER OF PRECEDENCE (Grant Funded). In the event of any conflict between or among the terms of any of the Contract Documents and/or the County's Board approved Executive Summary, the terms of the Agreement shall take precedence over the terms of all other Contract Documents, except the terms of any Supplemental Conditions shall take precedence over the Agreement. To the extent any conflict in the terms of the Contract Documents cannot be resolved by application of the Supplemental Conditions, if any, or the Agreement, the conflict shall be resolved by imposing the more strict or costly obligation under the Contract Documents upon the Contractor at County's discretion. 28. ASSIGNMENT. Contractor shall not assign this Agreement or any part thereof, without the prior consent in writing of the County. Any attempt to assign or otherwise transfer this Agreement, or any part herein, without the County's consent, shall be void. If Contractor does, with approval, assign this Agreement or any part thereof, it shall require that its assignee be bound to it and to assume toward Contractor all of the obligations and responsibilities that Contractor has assumed toward the County. Page 10 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) 29. SECURITY. The Contractor is required to comply with County Ordinance 2004-52, as amended. Background checks are valid for five (5) years and the Contractor shall be responsible for all associated costs. If required, Contractor shall be responsible for the costs of providing background checks by the Collier County Facilities Management Division for all employees that shall provide services to the County under this Agreement. This may include, but not be limited to, checking federal, state and local law enforcement records, including a state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related records. Contractor shall be required to maintain records on each employee and make them available to the County for at least four (4) years. All of Contractor's employees and subcontractors must wear Collier County Government Identification badges at all times while performing services on County facilities and properties. Contractor ID badges are valid for one (1) year from the date of issuance and can be renewed each year at no cost to the Contractor during the time period in which their background check is valid, as discussed below. All technicians shall have on their shirts the name of the contractor's business. The Contractor shall immediately notify the Collier County Facilities Management Division via e-mail (DL-FMOPS@colliergov.net) whenever an employee assigned to Collier County separates from their employment. This notification is critical to ensure the continued security of Collier County facilities and systems. Failure to notify within four (4) hours of separation may result in a deduction of$500 per incident. (Intentionally left blank-signature page to follow) Page 11 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) IN WITNESS WHEREOF, the parties hereto, have each, respectively, by an authorized person or agent, have executed this Agreement on the date and year first written above. ATTEST: BOARD OF 'e N COMMI : •' RS COLLIER *UN ', FLORI IP Dwi ht E. Brock, Clerk of CQurts BYE By: i , � _,a a , Chairman Dated: ' r : 1 #' 1 (S AL) Attest as tothairman's ature only. Contractor's i nesses. P&M Holding Group LLP Plante&Moran PLLC Contractor ,1W4 c By: E. - E AAHo ractor': F st Witness i Signature E. Scott Eller, Partner Kimberly Hernandez TType/print signature and titlet T pe/•rint ,itness nameT ---- • • r. r' e and Witness 1 Kim Szlachetka TType/print witness namet Approvr • as t r and L-gality: %, Alb .t... VP11-111A, County Attorney f _ Print Name Page 12 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.I) v Exhibit A Scope of Services n following this page (pages 1 through 4 ) ❑ this exhibit is not applicable Page 13 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) EXHIBIT A- SCOPE OF SERVICE -AGREEMENT #17-7187 Attachment A-Scope of Work/Services and Technical Specifications Detailed Scope of Work The Growth Management Department's Development Services core business functions encompass those divisions and sections that directly impact the movement of land development projects in Collier County from concept to occupancy. These resources reside in the following five Divisions Development Review, Building,Zoning, Code Enforcement,and Operations and Regulatory Management. The Development Review Division reviews and inspects development planning and building projects to ensure that all infrastructure development design complies with the Land Development Code, and that construction meets the approved plans and specification documents. The Building Division ensures building requirements of the State of Florida and Collier County are fully met by providing information and guidance through the permitting process. The Zoning Division is responsible for the development and implementation of the County's Growth Management Plan, spearheads Board-directed studies and updates of master plans, provides zoning assistance to the public, and reviews and processes zoning petitions and plans for conformance to the County codes. The Code Enforcement Division enforces numerous County Codes and Ordinances of Law in Collier County by addressing health,safety and welfare issues,and preventing blight in the community. The Operations and Regulatory Management Division provides permitting and planning intake services, issues licenses for State and County contractors and regulates their activities,maintains the Official Zoning Atlas maps for Collier County, provides mapping services, provides technical support for the Land Development software application, provides storage and retrieval of Collier County building and land development permits, provides training to internal and external customers,leads quality and process improvement initiatives, and handles all fiscal duties for the organization. The County's goal is to establish a business process improvement strategy that can be carried over through all of the associated Divisions. Through this process the aim is to become more effective and help measure and compare the entire organizations objectives to make sure all processes are aligned with the Departments values and capabilities. GMD's application and submittal processes have evolved over time and as a result the County maintains greater than 100 different application forms and related checklists. The existing documented workflows and Standard Operating Procedures (SOP's)to manage these processes are largely division specific. A transition from division- driven to functionally-driven process mapping and documentation is in progress,but process mapping techniques are not widely understood by front line staff resulting in delays in improvement projects. Processes also need to incorporate performance measures relevant to each workflow activity. Staff will receive training to understand and develop actionable metrics that begin at the task level and roll up to administrative strategic planning. Project Requirements 1) Business Process Documentation a) Review the macro permit process with GMD staff. i. Identify key functional staff members for training and participation in the mapping process. (1) Identify team members to participate in the mapping process. (2) Develop mapping participation schedule. b) Map the primary permitting processes by function. i. Sub-processes may be identified by mapping teams that are infrequently used or job specific. These will be reviewed by GMD staff for inclusion now or for future work. c) Review functional maps with GMD staff as completed. i. Identify and discuss potential process issues and recommend process measures. d) Present the completed project to GMD staff. i. Macro view of the functional maps. ii. Final review of maps by function. RFP 17-1787 Mapping&Documentation of Business Processes 1 iii. Written documentation of identified areas of concern and sub-processes needing further mapping. iv. Final report in hard copy and electronic format. Maps provided in Microsoft Visio. 2) Process Mapping Training a) Process mapping tools and conventions. b) Inputs,outputs,controls and resources—understanding the process. c) Techniques for validating the process map. d) Techniques for using the process maps to create job aids for training staff and driving consistency. 3) Process Metrics Training a) Understanding actionable process measures and improvement goals. b) Understanding the difference between process measures and data reports. Project Deliverables 1) Kick-Off Meeting-The kick-off meeting is the first meeting among the project stakeholders.The objective is to improve feelings of trust,and to promote mutual understanding and agreement among team members. 2) Project Management Plan - The project management plan will define how the project is executed, monitored and controlled,and closed. The plan must address the following components: • Project Baseline Schedule • Quality Management • Risk Management • Communications • Stakeholders Engagement • Change Management 3) Inception Report-The report is designed to give the Client confidence that the assignment can be carried out as planned and as agreed on in the Contract and it shall bring to the Client's attention the major problems that might affect the direction and progress of the work. This will define the level of detail of services and set the work plan for the Project. 4) Situation Statement - Present a summary of the current state of business process documentation, identification of core business processes,and documentation gap analysis. 5) As-is Process Maps - A set of process maps covering the defined core functions, identifying handoffs, parallel paths and gaps(may include process definition charts,workflows,flowcharts,others). 6) Analysis of As-is Process-The report shall contain: • Methodology used to analyze the process and validate the process maps; • Baseline benchmarks; • Problem-solving techniques employed; • Documented processes' activities(procedures,job aids,etc.) • Problem areas and gaps as the results of benchmarks 7) Recommended Process-The report shall contain: • Methodology used to identify Gaps,pain points in the`as-is'process maps; • Identify the opportunities of improvement. 8) Performance Metrics and Benchmarks-The report shall contain: • Methodology used to establish performance measures; • `To-be'performance measures; • Baseline benchmarks taken at the beginning of the project,and changes(if any); • Scorecards,dashboards,etc. 9) Improvement Implementation Plan Proposal-The plan shall contain: • Identified problems with suggestions for improvement; • Suggestions on how to carry on the improvements,indicating potential alternatives. 10) Training Plan:How to Map Business Processes-Training Plan for a workshop-type environment covering the following topics: • Techniques and tools; • How to identify different levels of processes; • How to collect the data necessary for basic mapping; • Conventions and symbols; • Practice exercise(s). 11) Training Plan: How to measure performance-Training Plan for a workshop-type environment covering the following topics: • Techniques and tools; • How to identify the critical activity to be measured; • How to establish performance goals or standards; • How to establish performance measurements • How to identify responsible party(s); • Data collection and analysis; • Compare actual performance to goal(s); • Corrective actions; • Practice exercise(s). 12) Weekly Status Reports-A report issued by the Consultant team that contains information about the status of a project or the team. 13) Monthly Progress Reports-A report issued by the Consultant team that conveys details such as what sub- goals have been accomplished,what resources have been expended,what problems have been encountered, and whether the project or process is expected to be completed on time and within budget. 14) Project Completion Report-The transfer of the completed project deliverables to the Client. a-1" ADDITIONAL NEGOTIATED SERVICES (not part of the original Scope of Services) 17-7187 Mapping and Documentation of Core Business Processes All parties agree to the additional items: • All onsite work activity will be confirmed a minimum of two weeks prior to the agreed upon travel date with the County's Administrative Agent/Project Manager. • The County's Administrative Agent will take responsibility for initiating meeting invitations with County staff to be engaged on the project in consultation with the Contractor. • All project stakeholders will be available to attend meetings and workshops per the accepted project plan. • Any changes to this Agreement, including Exhibit B, will be negotiated in advance by the County's Administrative Agent and the Contractor. The agreed changes will be processed through an Amendment and signed by all parties. • FACILITIES. The County shall provide to the Contractor the use of the following: o A training facility with a white board and projection screen and HDMI connections to Windows PC notebooks to facilitate training supporting up to 24 staff — the room will include public WIFI service for Internet access. o A workspace for up to four of its consultants for onsite work activities that also includes public WIFI service for Internet access. 4 Exhibit B Fee Schedule following this page (pages 1 through 3 ) Page 14 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.1) EXHIBIT B - FEE SCHEDULE Plante Moran Deliverables Outline Summary The table below is an estimate of activities. Deliverable Deliverable Name Deliverable Components Payment Amt Number Lump Sum PM01 Kick-Off Meeting Kick-off meeting agenda and presentation to $8,640 include: • Introductions • Plante Moran overview • Project scope • Project work plan • Project governance structure • Project timeline • Project expectations • Project deliverables PM02 Project Management Plan • Project Baseline Schedule $8,640 • Quality Management Plan • Risk Management Plan • Communications Plan • Stakeholder Engagement Plan • Change Management Plan PM03 Inception Report • Identified project risks and mitigation $8,640 strategies • Key success factors • Key stakeholders and subject matter experts • Scope statement and project scheduling dependencies PM04 Situation Statement • Identification of core business processes $34,080 • Current state of available process documentation • Summary of identified process gaps or themes PM05 As-Is Process Maps • Identification of issues (gaps) and business $72,480 process improvement opportunities that are in common to multiple division service areas • Identification of issues and business process improvement opportunities specific to a given division service area or business unit • Categorization of issues involving people, business process, and/or technology related improvements 1 Plante Moran Deliverables Outline Summary The table below is an estimate of activities. Deliverable Deliverable Name Deliverable Components Payment Amt Number " • Documentation of existing performance measures currently in use in addition to potential measures commonly adopted by leading communities in the United States PM06 Analysis of As-Is Process • An evaluation of governance practices used $64,320 to control and manage current processes with improvement opportunities • Identified inputs, triggers, dependencies, mandates, outcomes, staff process owners, and managing exceptions to processes • Process narratives accompanying each process map PM07 Recommended Process • Process maps indicating improvement $48,240 opportunities specific to technical, people, process, and data related benefits • Future state process narratives detailing improvement opportunities PM08 Performance Metrics and • Business action plan methodology, $18,240 Benchmarks presentation of existing and future state metrics of performance, key components of scorecard/dashboard benchmarks PM09 Improvement Implementation strategies including the following $24,000 Implementation Plan elements: Proposal • Maintain the focus on long-range strategic planning in conjunction with short-term focus through an alignment model designed to balance competing goals • Revisit balanced scorecard categories and measures to account for validity and usefulness • Recommendations to institute process improvement measures within the organization • Opportunities for changes to policies, rules, regulations may likely impact comparisons over time • Identify implementation risks and strategies to mitigate them Provide implementation strategies based upon a phased approach to establish a foundation 2 Plante Moran Deliverables Outline Summary The table below is an estimate of activities. Deliverable Deliverable Name Deliverable Components Payment Amt Number enabling the County to grow its approach over time. PM10 Training Plan—How to • Training outcomes designed to fulfill County $18,240 Map Business Processes business objectives • Training schedule and identified stakeholders for training • Training Outline • Training Documents to be Developed • Training Logistics PM11 Training Plan—How to • Training outcomes designed to fulfill County $18,240 Measure Performance business objectives • Training schedule and identified stakeholders for training • Training Outline • Training Documents to be Developed • Training Logistics PM12 Weekly Status Reports Maintain a project tracking log including: Non-payment • Issues&Action Items Register deliverables • Project Milestone/Deliverable Status Tracking • Parking Lot for Future Meeting Discussion Items • Perform Weekly Project Status Calls, • Perform Project Log Updates PM13 Monthly Progress Reports • Provide monthly status reports regarding the Non-payment project hours, activities, and deliverables deliverables completed the prior month by the 7th of the successive month. PM14 Project Completion Report • Turnover of developed deliverables $9,120 Totals: $332,880 3 Other Exhibit/Attachment Description: (l following this page (pages through ) n this exhibit is not applicable Page 15 of 15 Fixed Price Professional Service Agreement#2017-001(Ver.]) plantePlanta&Moran,PLLC 27400 Northwestern Highway P.O.Box 307 moran Southfield,MI 48037-0307 Tel:248 352.2500 Fax 248.352 0018 plantemomncom Certification of Signature Authority January 18, 2018 I, Gordon Krater, the individual designated as Manager of Plante&Moran, PLLC ("the Firm") on the Florida Department of State Division of Corporations website hereby certify as to the following: E. Scott Eiler, as an Equity Partner, has authority to sign on behalf of the Firm and otherwise bind the Firm to Contract#17-7187 with Collier County. IN WITNESS WHEREOF, the undersigned have executed this Certification of Signature Authority as of the date first above written. Plante& Moran, PLLC ff,rt-t404 /evV& By: Gordon E. Krater f1H Subscribed and sworn to before me this 1 u day of u ( , 20 16 OP 4Q. °:#1P61A Not. IF Public My Commission expires: Dz 16 g 12 LUCI G CASTON Notary Public,State of Michigan County of Oakland f4Commission ••.05,20 t Acting Wille County of 4' • - Praxity: „EWER ,00000 k 001MCE/3K ACORD® CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) L----- 1/17/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NMarsh&McLennan Agency LLC PHONE Amy Micaltef,CIC,CISR,LIC,AAI,AIS FAX 15415 Middlebelt Road (Alc.No.Ext):734-525-2445 IA/C,Nor 734-525-1841 Livonia MI 48154-3805 ADo ESS: amicallef@mma-mi.com INSURER(S)AFFORDING COVERAGE NAIC S INSURER A:Federal Insurance Company 20281 INSURED PMHOLDI INSURER B:Great Northern Insurance Company 20303 P&M Holding Group, LLP&Subsidiaries; Plante&Moran, PLLC INSURER C: do Bonnie Kozikowski INSURER D: 26300 Northwestern Hwy.,#120 INSURER E: Southfield MI 48076-3750 INSURER F: COVERAGES CERTIFICATE NUMBER:1225297218 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUER POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER LMM/DD/YYYYI (MM/DD/YYYYL LIMITS A X COMMERCIAL GENERAL LIABILITY Y 35756613 3/132017 3/132018 EACH OCCURRENCE _$1,000,000 CLAIMS-MADE X OCCUR DAMAGE TO RENTED PREMISES(Ea occurrence) $1,000,000 _ X $100,000 Deduct. MED EXP(Any one person) $10,000 PERSONAL 8 ADV INJURY $1,000,000 GE 'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 _ POLICY X JECOT X LOC PRODUCTS-COMP/OP AGG $2,000,000 _ OTHER: $ A AUTOMOBILE LIABILITY 73263017 3/13/2017 3/13/2018 COMBINED SINGLE LIMIT (Ea accident) $1 000 000 _ ANY AUTO BODILY INJURY(Per person) $ OWNED ----SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS _ X HIRED X NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY _ AUTOS ONLY (Per accident) _ $ A X UMBRELLA UAB X OCCUR 79833330 3/132017 3/132018 EACH OCCURRENCE $1,000,000 X EXCESS LIAB CLAIMS-MADE AGGREGATE $1,000,000 DED RETENTIONS _ $ - B WORKERS COMPENSATION 71653087 3/13/2017 3/132018 X PER OTH- - AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANYPROPRIETOR/PARTNER/EXECUTIVEN/A E.L.EACH ACCIDENT $1,000,000 OFFICER/MEMBEREXCLUDED7 (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $1.000,000 If yes,describe under DESCRIPTION OF OPERATIONS below _ _ , E.L.DISEASE-POLICY LIMIT, $1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached it more space is required) Collier County Board of County Commissioners and Collier County Government are included as additional insureds for commercial general liability coverage on a primary and non-contributory basis to the extent provided in the attached form#80-02-2367. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Collier County ACCORDANCE WITH THE POLICY PROVISIONS. Procurement Services Division Attn: Barbara Lance, Procurement Technician 3295 Tamiami Trail East AUTHORIZED REPRESENTATIVE Naples FL 34112 /L11 fit fr itek- I o ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD C H U B B° Liability Insurance Endorsement Policy Period MARCH 13,2017 TO MARCH 13,2018 Effective Date MARCH 13,2017 Policy Number 3575-66-13 MBO Insured P&M HOLDING GROUP LLP AND SUBSIDIARIES Name of Company FEDERAL INSURANCE COMPANY Date Issued MARCH 28,2017 This Endorsement applies to the following forms: GENERAL LIABILITY Under Who Is An Insured,the following provision is added_ WhoIs An Insured Additional Insured- Persons or organizations shown in the Schedule are insureds;but they are Insureds only if you are Scheduled Person obligated pursuant to a contract or agreement to provide them with such Insurance as is afforded by Or Organization this policy. However,the person or organization is an Insured only: • if and then only to the extent the person or organization is described in the Schedule; • to the extent such contract or agreement requires the person or organization to be afforded status as an insured; • for activities that did not occur,in whole or in part,before the execution of the contract or agreement;and • with respect to damages,loss,cost or expense for injury or damage to which this insurance applies. No person or organization is an insured under this provision: • that is more specifically identified under any other provision of the Who Is An Insured section(regardless of any limitation applicable thereto). • with respect to any assumption of liability(of another person or organization)by them in a contract or agreement.This limitation does not apply to the liability for damages,loss,cost or expense for injury or damage,to which this insurance applies,that the person or organization would have in the absence of such contract or agreement. Liability Insurance Additional Insured-Scheduled Person Or Organization continued Form 80.02-2387(Rev.5-07) Endorsement Page 1 CHUBB° Liability Endorsement (continued) Under Conditions,the following provision is added to the condition titled Other Insurance. Conditions Other Insurance— If you are obligated,pursuant to a contract or agreement,to provide the person or organization Primary,Noncontributory shown in the Schedule with primary insurance such as is afforded by this policy,then in such case Insurance—Scheduled this insurance is primary and we will not seek contribution from insurance available to such person Person Or Organization or organization. Schedule Persons or organizations that you are obligated,pursuant to a contract or agreement,to provide with such insurance as is afforded by this policy. All other terms and conditions remain unchanged. Authorized Representative Q---.0.,\A , Liability Insurance Additional Insured-Scheduled Person Or Organization last page Page 2 Form 80-02-2387(Rev.5-07) Endorsement Jntegro i l West Campbell Street, 4'" Roar Arlington Heights, IL. GOOO5 VERIFICATION OF INSURANCE We, the undersigned Insurance Brokers, hereby verify that Lloyd's London & Various Insurers have issued the following described Insurance which is in force as of the date thereof- PROFESSIONAL INDEMNITY INSURANCE NAME OF INSURED: Plante & Moran, PLLC and others as more fully described in the policy. POLICY NUMBER: IM1701869 PERIOD OF INSURANCE: 12:01 a.m. June 15, 2017 to 12:01 a.m. June 15, 2018 SUM INSURED: $5,000,000 Each Claim and in the aggregate including costs,charges and expenses. SUBJECT TO ALL TERMS, CONDITIONS AND LIMITATIONS OF THE POLICY This document is furnished to you as a matter of information only and is not insurance coverage. Only the formal policy and applicable endorsements offer a comprehensive review of the coverage in place. The issuance of this document does not make the person or organization to whom it is issued an additional insured, nor does it modify in any manner the contract of insurance between the Insured and the Insurer. Any amendment, change or extension of such contract can only be effected by specific endorsement attached thereto. Should the above described Policy be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. Issued at Chicago, Illinois Integro Insurance Brokers Date: June 15,2017 Per: w Ma ging Principal