CM-2017-1419 - 6/14/2017Contract for Component Executive Search Services
For Assistant Director, Planning & Development
Date: June 13, 2017
By and Between Strategic Government Resources and City of Round Rock, Texas
City of Round Rock, Texas Strategic Government Resources
c/o Cindy Hanna, Managing Director
CindyHanna@GovernmentResource.com
("SGR")
c/o Bryan Williams, Assistant City Manager
bwilliams@roundrocktexas.gov
("Client")
Scope of Services. SGR offers individually priced executive search components to deliver only the specific
services you need . Unless otherwise noted, all services are rendered remotely. Onsite vis its , if desired , are
considered a separate component and subject to additional professional fees and travel expenses . Each
of the individual components, and the pricing for each , is included below .
• Digital Talent Marketing Package I $2,000
• SGR agrees to : one mention in SGR 's 10 in 10 e-newsletter; one email blast to SGR 's
profession specific opt-in subscriber list; and one -time promotion v ia SGR 's social media
pages.
• Marketing and Application Management I $9,950
• The marketing portion of this package includes the following items :
o Position Profile Brochure . SGR utilizes a professional graph ic des igner and
professional writer to produce a three (3) to five (5) page brochure based on
informat ion and photos provided by the client . The brochure is reviewed and
revised i n partnership with the Client until Client agrees that it accurately reflects
the community, organization , pos ition, and desired attributes. Client shall
provide photos, graphic images, and other information (job description, budget
documents, links to web pages, etc.) needed to develop position profile
brochure.
o Marketing. The marketing spans over thirty (30) day to a maximum of forty-five
(45) days , as specified by Client. Within this specified time period , SGR agrees to :
post pos ition in upcoming edition of SGR 's 10 in 10 e-news letter on Servant
Leadership; feature position on SGR website; feature ad on SGR 's Job Board ;
email blast to SGR 's profession specific opt-in subscriber list; promotion via SGR 's
soc i al media pages; evaluation and recommendation for ad placement based on
type of position and location ; and, placements of ads (pass -through cost of ad
placements not included).
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o If the job description and position title change during the marketing period, and
there is a need to remarket based on a new position and job description,
marketing and promotion will be charged as a new position for the amount of
$4 ,500 .
o Application Management. SGR will receive resumes and cover letters on behalf
of Client through SGR 's applicant tracking system, communicate with applicants
throughout the application submittal period, evaluate and triage resumes after
the position closes , and conduct a briefing via phone or online w ith Client after
position closes . Client will specify how long position will accept applications, up
to a maximum of 45 days . Within seven (7) business days of application close
date , SGR will conduct a phone or on line briefing with Client , after position closes,
and present a triage ranking of candidates .
o Client agrees to provide SGR with a list of any candidates to be released within
two (2) weeks following the triage briefing with SGR . At that time, SGR will release
any candidates that will not continue in the process and email the remaining
candidates that the Client will be the primary contact from that point forward . If
the Client does not provide a list of candidates to be released , SGR will email all
candidates and notify them that the Client will be the primary contact from that
point forward . SGR will then consider services fulfilled.
o If Client is not satisfied with applicant pool, SGR must be notified within three (3)
weeks of triage briefing date, and SGR will then coordinate with Client to reopen
position , for a maximum of 45 days, at no additional charge to Client (with the
exception of reimbursable expenses). After the second posting of position , each
additional opening will be charged as a new position for the full amount of$9,950.
• Stakeholder Survey I $1,000
• SGR will provide recommended survey questions within three (3) business days of project
initiation . SGR will set up an online survey within one (1) day after Client has reviewed
and approved the survey questions . Stakeholders can be directed to a web page or invited
to take the survey by email. SGR and Client will agree to the open survey time period ,
typically ten (10) to thirty (30) days .
• Client shall be responsible far marketing and promoting the survey to stakeholders.
• A written summary of results is provided to Client within three (3) business days of survey
close date . Survey is not validated statistically.
• Questionnaire I $250 per candidate
• SGR develops a written exercise customized to the position. SGR distributes questionnaire
to candidates , evaluates questionnaires, and holds a phone or online briefing with Client
after questionnaires are received.
• SGR will provide a draft questionnaire to Client within three (3) business days of request.
SGR will send questionnaires to candidates within two (2) business days of Client's
approval of questionnaire . Candidates are typically given one (1) week to complete the
questionnaire . SGR will be prepared to hold briefing with Client within three (3) business
days after receiving completed questionnaires from candidates .
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• Online Interviews I $250 per candidate
• SGR provides recommended position -specific questions for Client approval, prompts
candidates to complete online interviews, and emails a link to Client to view the recorded
interviews.
• Candidates are typically given five (5) to seven (7) days to complete the interviews . SGR
will provide a link with the candidate interviews within two (2) business days after
candidates complete the recorded interviews.
• Comprehensive Media Reports I $500 per candidate
• Each Media Report is compiled from information gathered using SGR 's proprietary online
search process . This is not an automated process, and it produces far superior results than
a standard med ia or Google search . The report may include news articles, links to video
i nterviews, blog posts, social media posts , etc.
• SGR will provide media report via email or on flash drive with two (2) weeks of receiving
completed release form from candidate .
• Management Style Analysis I $150 per candidate
• SGR uses the DiSC Management psychometric assessment to provide detailed insights
regarding how a candidate would lead and manage an organization . SGR will also provide
a DiSC Management Comparison Report, which presents a side -by -side view of each
candidate's preferred management style .
• Candidates are typically given two (2) to three (3) business days to complete the
assessments . The assessment reports will be provided to Client within two (2) business
days of assessment completion by candidates .
• Background Checks I $300 per candidate
• Through SGR 's partnership with a licensed private investigations firm , we are able to
provide detailed comprehensive background reports.
• Background check reports include : SSN trace and address verification ; credit and financial
summaries and credit bureau report; personal information , address, and employment
comparisons ; county criminal and civil records search (for last three counties of
residence); state criminal records search (for last three states of residence); county wants
and warrants; Federal criminal records search; lnstaCriminal national search ; Global
homeland security search ; sex offender records search ; driving/motor vehicle records;
and education verification for highest degree obtained .
• Background reports will be delivered (password protected via email) to Client within six
(6) business days of receiving completed release forms from the candidates .
• Reference Checks/ $100 each
• Client shall provide list of references with contact information .
• Cost is $100 per completed reference check.
• SGR will provide an overview of reference checks, either verbally or in writing, depending
on Client's preference . Feedback on candidate will be summarized , but no specific
comments will be attributed to named individuals .
• Timeframe will be agreed upon between Client and SGR.
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• Team Building Workshop/ $4,000 plus travel expenses & $150 per person for I-OPT reports
• At the Client's request, SGR will provide a customized team building workshop after the
new employee is hired . SGR utilizes I-OPT, which is a validated measurement tool that
shows how a person perceives and processes information.
• Price is $4,000 for a half-day onsite workshop, plus travel expenses and $150 per person
for I-OPT team reports, which include Individual Analysis Report, Emotional Impact
Management Report, Change Management Report, and Team Management Report . Two-
Person Reports can be ordered for an additional fee of $50 per report .
• Supplemental Services I $250 per hour
• If the Client desires any supplemental services not mentioned in this section , an estimate
of the cost and hours to be committed will be provided at that time, and no work shall be
done without approval. Supplemental services will be billed out at $250 per hour.
Summary of Pricing.
Service Pricing (excludes reimbursable expenses or add-ons)
Digital Talent Marketing Package $2,000
Marketing and Application Management $9,950
Stakeholder Survey $1,000
Questionnaire $250 per candidate
Online Interviews $250 per candidate
Comprehensive Media Reports $500 per candidate
Management Style Analysis $150 per candidate
Background Checks $300 per candidate
Reference Checks $100 each
Team Building Workshop $4,000 plus travel expenses, $150 per person for I-OPT reports
Supplemental Services $250 per hour
Reimbursable Expenses.
• Ad Placement and Social Media Marketing Fees. Ad placements and social media marketing are
billed at actual cost . No ad placement or marketing costs will be incurred without prior approval
of Client .
• Reproduction and Binding Costs. Copies are billed at 26 cents per page, plus the cost of
binders/binding .
• Flash Drives. Flash drives are billed at $10 each .
• Shipping. Shipping charges are billed at actual cost.
• Travel. When traveling at the client's expense, SGR will, in all cases , seek to obtain the lowest
possible fares and rates by scheduling travel in the manner that will be the most economical.
Meals are billed at $10 for breakfast, $15 for lunch , and $25 for dinner. Mileage will be billed at
the Standard Mileage Reimbursement Rate established by the IRS . All other travel -related
expenses are billed back at actual cost, with no markup for overhead . SGR will use these
guidelines when invoicing the client for travel reimbursement unless the organization notifies
SGR of its preferred travel reimbursement procedures in writing prior to contract execution.
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Payment. SGR will invoice for each component option immed iately upon complet io n . This may result in
multiple invoices for this contract, depending on how many service options are selected by the Client.
Payment terms are th irty (30) days from date of invoice .
Terms and Conditions .
• Obligation. This contract provides enabling authority only, and no work will be initiated without
the advance authorization of Client. There is no obligation under this agreement for the Client
to utilize any of these services or any minimum volume of these services.
• Severability. The Client reserves the right to terminate this agreement at any time upon giv i ng
SGR seven (7) days advance written notice . In such event, SGR will be compensated for all work
satisfactorily completed up to and through the date of termination . From and after the effective
date of termination, neither party shall have any obl igation to the other.
• Confidentiality. The Client acknowledges that the nature of executive recruitment is such that
SGR engages in discussions with prospects who may or may not ultimately become a candidate,
and that SGR may uti lize its proprietary network of relationships to identify and engage
prospective candida tes, and that premature release of such proprietary information, including
names of appl icants and prospective applicants, may be damaging to the prospects and to SGR.
Accordingly, the Client acknowledges and, to the extent provided by law, agrees that all
information related to this search is proprietary and remains the property of and under the
exclusive control of SGR , regardless of whether such information has been shared with the Client,
including all decisions regarding release of information .
Approved and Agreed to, this the 2017 by and between
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City of Round Rock
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Title fh:.sJ-tJ-ly fJ,1,,;n,1{:e,-
Strategic Government Resources
Page 5 of 5
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider authorization for a Contract for Component Executive Search
Services for Assistant Director, Planning & Development with Strategic
Government Resources (SGR).
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 6/16/2017
Dept Director: Bryan Williams
Cost: $10 ,000 .00
Indexes: General Fund
Attachments: Planning AD
Department: City Manager's Office
Text of Legislative File CM-2017-1419
Consider authorization for a Contract for Component Executive Search Services for
Assistant Director , Planning & Development with Strategic Government Resources
(SGR).
SGR will assist with a nation-wide search for the Assistant Director position in the
Planning & Development Services department. We have utilized services from SGR for
other executive positions , such as Fire Chief and Chief Financial Officer.
(This contract was approved out-of-process .)
Cost: Total cost is estimated at $10,000 .
Source of Funds : City Manager Contingency funds
City of Round Rock Page 1 Printed on 6/15/2017