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CM-2014-638 - 9/19/2014City of Round Rock n..... 11K Agenda Item Summary Agenda Number: Title: Consider executing a Letter of Understanding with Strategic Government Resources for assistance in the search for Finance Director. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 9/19/2014 Dept Director: Laurie Hadley, Interim City Manager Cost: $27,000.00 Indexes: General Fund Attachments: SGR_Letter_of_Understanding.pdf Department: Administration Text of Legislative File CM -2014-638 CityofR—d Rock Pagel Pmteden IW010 SGR Laurie Hadley Assistant City Manager City of Round Rock, Texas IhadlevilD rou ndrocktexas.gov September 11, 2014 Dear Ms. Hadley, This letter of understanding has been submitted to articulate and define the terms and conditions under which Strategic Government Resources, Inc. will assist the City of Round Rock in your search for a Finance Director. These terms and conditions are as follows. Strategic Government Resources shall provide all services for search as described in the formal proposal submitted, described in abbreviated form as follows: • Develop a position profile and recruitment brochure for the position. (expense item) • Contact key opinion leaders across the nation to seek candidate recommendations. • Place ads in appropriate professional publications as approved. (expense Rem) • Identify high probability prospects and conduct follow up with those prospects. • Receive, track and maintain all inquiries and applications. • Conduct a "triage" level review of all resumes, and conducting initial phone/email conversations. • Conduct recorded online interviews with up to 12 semifinalist candidates. (expense item) • Conduct Stage 1 Media Searches on semifinalist candidates. • Provide periodic updates regarding the progress of the search, as frequently as desired. • Assist city in developing a short list of 4-6 candidates recommended for interviews, and present a verbal briefing on relevant issues related to each. • Assist in preparation of recommended interview questions and of the interview process. PO Box 1642 Keller. Tcx•s 76244 917-337-8581 www.G•vernmem Resource.com (�M-2o14- 1a3& •Conduct comprehensive Stage 2 media searches on up to 6 finalists. (expense Item) • Conduct psychometric assessments on up to 6 finalists. (expense item) • Conduct full character checks with standard references, as well as non -provided reference checks. • Conduct comprehensive background investigation on up to 6 finalists consisting of criminal, sex offender, civil, and credit check conducted by an outside investigative entity on a contract basis. (expense item) The City shall., • Provide legal opinions to SGR regarding when and if any information must be released in accordance with Public Information requests. • Reimburse finalists for travel related expenses to interview. • Provide photos/graphics and information necessary to develop position profile brochure. • Provide any direct mailings desired by the city. • Provide reproduction of hard copy brochure production, if desired. SGR shall be compensated by the City as detailed below., • Pricing o Professional Services Fee=$18,500 o Expenses (SGR) Not to Exceed = $8,500 o Nat -to -Exceed Maximum Price = $27,000• (Plus any optional services as described below, if desired.) • Expense Items (Included in Not -to -Exceed Price Above) - SGR considers incidentals to be covered by the professional services fee, and we do not bill the client for any expenses except for those explicitly detailed herein. o Professional production of a high quality brochure. This brochure (typically four pages) is produced by SGR's graphic designer for a flat fee of $1,500. o Ad placement in appropriate professional publications, including trade journals and websites, to announce the position is billed at actual cast. o Printing of documents and materials are billed at 23 cents per page per copy, plus binders/binding. Shipping/mailing documents (to one location) is included in the not -to -exceed expenses above. Shipping/postage billed at actual cost. Page 2 ar4 Electronic Discs are billed at $5 per disc reproduced. Flash drives are billed at $10 each. o Online Interviews. There is a cost of $200 for each recorded online interview (up to 12 candidates included in not to exceed expenses above). o Psychometric Assessments. There is a cost of $150 per Candidate for each psychometric analysis instrument (up to 6 candidates included in not to exceed expenses above). o Comprehensive Media Reports — Stage 2. There is a cost of $350 per candidate (up to 6 candidates included in not to exceed expenses above). o Comprehensive Background Investigation Reports. There is a cost of $300 per candidate for our comprehensive background screening reports prepared by our licensed private investigations provider (up to 6 candidates included in not -to - exceed expenses above). o Travel and related costs for the Project Manager incurred for the benefit of the client. Meals are billed back at a per diem rate of $30 for breakfast, $15 for lunch, and $25 for dinner. Mileage will be reimbursed at the current IRS rate. All other travel -related expenses are billed back at actual cost, with no markup for overhead. • Billing o Professional fees for the search are billed in three equal installments during the course of the search. The initial installment is billed after the Organizational Inquiry and Analysis is completed. The second installment is billed when semifinalists are selected. The final installment is billed at the conclusion of the search. Expense (reimbursable) items and supplemental services will be billed with each of the three installments, as appropriate. • Optional/Supplemental Services (not included in Not -to -Exceed Maximum Price above) o Candidate Travel. Candidates are typically reimbursed directly by the City for travel expenses. If the City prefers a different arrangement for candidate travel, SGR will be glad to accommodate the City's wishes. o Site Visits to Communities of Finalist Candidates will be charged at a day rate of SLOW per day, plus travel expenses. o In the unexpected event the City shall request that unusual out of Pocket expenses be incurred, said expenses will be reimbursed at the actual cost with no mark up for overhead. Page 3 of 4 o If the City 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. Terms and Conditions: 90 It is estimated that this search will require approximatelyXidays. • The City reserves the right to terminate this agreement at any time upon giving SGR seven days advanced written notice. In such event SGR will be compensated for all work satisfactorily completed up to and through the date of termination. In addition SGR shall provide to the City all Information obtained during the search process through the date of termination. • The City acknowledges that the nature of executive recruitment is such that SGR engages in discussions with prospects throughout the process who may or may not ultimately become a candidate, and that SGR is utilizing Its proprietary network of relationships to identify and engage prospective candidates, and that premature release of such proprietary information, including names of prospective candidates who SGR may be having conversations with as part of the recruitment process, may be damaging to the prospects and to SGR. Accordingly, the City 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 City or not, including all decisions regarding release of information, until such time that a finalist is named. At the time finalists are determined, all information related to the finalists shall become the property of the City and all decisions regarding public disclosure shall be determined by the City except that psychometric assessments, questionnaires, and any information produced by SGR is proprietary and shall not become the property of the City or subject to disclosure. bk Approved and Agreed to, this the I L day of September, 2014, by and between Laurie Hadley, Assistant CH19 Manager CyriSly Bre n, Managing Director City of Round Rock, Texas Strategic Government Resources Page 4 of 4