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Contract - BHI Management Consulting - 2014-01-06 Bill MANAGEMENT T Co_\1JLTING "Organizational Eiliciencv for Public Agencies Mr. James Ferryman, Board President January 6, 201 Costa Mesa Sanitary District 628 West 19th St. Costa Mesa, CA 92627 c/o Alan Burns, Esq. - Subject: Proposal for amendment of existing contract for Organizational Communications with additional professional services for an Organizational Culture improvement Project and continued management support consulting services Dear Mr. Ferryman, This letter outlines the approach and costs necessary for Brent Ives, BHI Management Consulting, to assist the District in working with the General Manager for improving Organizational Culture and'for providing additional management support services for the General Manager. Sco_pe Description - Mr. Ives will work with the Board of Directors, the General Manager and the District workforce to develop and implement a methodology to improve the organizational culture at the District. Mr. Ives will also provide management support consulting for the General manager within calendar year 2014. Approach — • 1.) _Organizational Culture Improvement Project-This scope of work will require that Mr. Ives work in a series of meetings and workshops to help with this project. Consultant will meet with the GM in planning and scoping of the methodology needed for organizational change. It is also anticipated that a number of meetings will be needed with the entire District workforce, both with and without the GM present. A check-up meeting at a later time(2-3 months) will also be needed to provide assurance that the changes prescribed above are working as developed. The consultant will also meet with the Board to report activities and progress. Due to the developmental nature of this project,it is necessary and prudent to allow for an additional number of consultant hours for ancillary meetings,contingencies and workforce coaching. The intention and deliverables with this project is to enhance trust and proper communications throughout the District workforce, and 2459 ver==Mine('L.Snuc 110 1 t Y _bill('©ns!!ltf±,S:Cn!2; Tra Cy, A 8 304 hone;l iK(209)'740-67,79 • BNI MANAGEMENT CONSULTING _.-.-_--_'( rrranirational El iciency for Public Ae.encies overall improved relations. The intended deliverable is for the District to be functioning at a more optimized level of productivity. (60 hours) 2.) Continued Management Support consulting-The consultant will meet directly with and/or conduct telephone meetings with the GM and or other designated employees at least monthly. The intention and deliverable for this work is improved and guided decision process and decision making towards organizational related issues within the District. The results will be that the GM grows as a manager in the process. 04 hours) Schedule— Mr. Ives began the work on December 9th with the initial meeting between the GM and himself. More meetings are scheduled in December and January to be continued throughout Spring 2014. It is anticipated that each month will progress.with more meetings and workshops as needed. The check-up meeting with the workforce is anticipated to take place in late Spring and management support to continue throughout 2014. Proposed Hours and Costs— BHI is estimating that 60 hours will be needed to accomplish the organizational culture project and an additional 14 hours be devoted to management support. Unfortunately, it would be prudent for the Board to understand that these type projects, with numerous. variables,can at times take unanticipated turns where more work is needed. Mr. Ives asks for the Board's tolerance for such eventualities. Mr. Ives' preferred client hourly rate is $225/hr. (20% reduced fee rate)..The total estimated effort fee therefore is $16,650. Additionally, it is anticipated that the Consultant will need a number of trips into the District. The budget number used for trip cost for the District are'estimated at$600/trip. In every case, trips to the District are attempted to be scheduled in conjunction with other area clients to the degree possible. Each monthly invoice will be itemized outlining hours spent on the specific two tasks above, with brief explanation, along with documentation of travel expenses. • 4c1 Suite 110 2 www.bIlicemsithing.com `!'r:oc H, ( 1 95.304 1'hrr,e x-:='t,t-1209! 740-677) BH1 MAMA GEME NT CONSULTING Or.,anva1 ona'Efficiency for Public Meneics I hope that this proposal adequately represents the scope of work and process anticipated and necessary to fulfill your requirements with this effort. Please feel free to call or email me with any questions or need for clarification. Your signature below and/or a purchase order,or other formal notice to proceed, will be required for the project to begin. Since rel y, rent . Ives, Principal ate • BHI Management Consulting • J s Ferryman, Bo.,rd President Date Co Mesa Sanitary District • 459 Venture Cr, .�.uite i!(1 �, — _ 7 ;t'St'ii'„)j7if'Gt .jl RAT,<'i' ,` c.� (: 95301 Phone/F-1:11209) 740-6779