BCRUA_R-17-11-15-5B RESOLUTION NO. R-17-11-15-513
WHEREAS, the Brushy Creek Regional Utility Authority, Inc. {BCRUA} desires to retain
recruitment services related to the search for a General Manager; and
WHEREAS, the firm of Strategic Government Resources has submitted an engagement letter
to provide said services; and
WHEREAS, the BCRUA wishes to enter into an engagement letter with Strategic Government
Resources, Now Therefore
BE IT RESOLVED BY THE BRUSHY CREEK REGIONAL UTILITY AUTHORITY,
That the Board President is hereby authorized and directed to execute on behalf of the BCRUA
an engagement letter with Strategic Government Resources, a copy of same being attached hereto as
Exhibit "A" and incorporated herein for all purposes.
The Board hereby finds and declares that written notice of the date, hour, place and subject of
the meeting at which this Resolution was adopted was posted and that such meeting was open to the
public as required by lave at all times during which this Resolution and the subject matter hereof were
discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551,
Texas Government Code, as amended.
RESOLVED this 15th day of November, 2017.
FRANK LEFFINGWELL, President
Brushy Creek Regional Utility Authority
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November 8, 2017
Frank Leffingwell, Board President
Brushy Creek Regional Utility Authority
221 E. Main St.
Round Rock,TX 78664
Dear Mr. Leff ingwell and Board Members,
This letter of understanding has been submitted to articulate and define the terms and
conditions under which Strategic Government Resources, Inc. (SGR)will assist the BCRUA in
your search for a General Manager. It is anticipated that the search process will begin in early
January 2018.
The terms and conditions are as follows.
Strategic Government Resources shall provide all services for recruitment as described below:
• Develop a position profile and recruitment brochure for the position.
• Place ads in appropriate professional publications, as approved.
• Contact key opinion leaders nationwide seeking candidate recommendations.
• Identify high-probability prospects and follow up with those prospects.
• Receive, track, and maintain all inquiries and applications.
• Conduct a "triage" level review of all resumes and conduct initial phone/email
conversations with candidates.
• Conduct pre-recorded online interviews with up to 12 semifinalist candidates.
• Conduct Stage 1 Media Searches on up to 12 semifinalist candidates.
• Provide periodic updates regarding the progress of the search, as frequently as desired.
• Assist Organization in developing a short list of up to 6 finalist 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.
• Conduct comprehensive Stage 2 Media Searches on up to 6 finalist candidates.
• Conduct psychometric assessments on up to 6 finalist candidates.
PO Box 1642,Keller,TX 76244 - 0 www.GovernmentResource.com
• Conduct full character checks with standard references, as well as non-provided
reference checks.
• Conduct comprehensive background investigation on up to 6 finalist candidates
consisting of criminal, sex offender, civil, and credit check conducted by an outside
investigative entity on a contract basis.
The Organization shall:
• Provide photos/graphics and information necessary to develop position profile
brochure.
• Provide reproduction of hard copy brochure production, if desired.
• Provide any direct mailings desired by the Organization.
• 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.
SGR shall be compensated by the Organization as detailed below:
• Pricing
Professional Services=$18,500
o Expenses Not-to-Exceed =$9,500
o Not-to-Exceed Maximum Price=$28,000* (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.The expense items included in the not-to-
exceed amount are as follows.
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 cost. Newspaper ads
are not included in the not-to-exceed expenses.
o Printing of documents and materials are billed at 26 cents per page per copy,
plus binders/binding. Shipping/mailing documents(to one location) is included in
the not-to-exceed expenses above.Shipping is billed at actual cost. Flash drives
are billed at$10 each.
Online Interviews.There is a cost of$200 for each recorded online interview (up
to 12 semifinalist candidates included in not-to-exceed expenses above).
Page 2 of 4
o Psychometric Assessments.There is a cost of$150 per candidate for each
psychometric analysis instrument (up to 6 finalist candidates included in not-to-
exceed expenses above).
* Comprehensive Media Reports—Stage 2.There is a cost of$500 per candidate
(up to 6 finalist candidates included in not-to-exceed expenses above).
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 finalist candidates included in
not-to-exceed expenses above).
c Travel and related costs for the Recruiter are incurred for the benefit of the
client. Meals are billed back at a per diem rate of$10 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.
Up to four(4) visits/trips by the Recruiter to the Organization.Any additional
visits/trips by the Recruiter will be billed over and above the not-to-exceed
maximum price.
• 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
Organization for travel expenses. If the Organization prefers a different
arrangement for candidate travel, SGR will be glad to accommodate the
Organization's wishes.
0 Site Visits to Communities of Finalist Candidates will be charged at a day rate of
$1,000 per day, plus travel expenses.
o In the unexpected event the Organization 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.
o If the Organization 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.
Page 3 of 4
Terms and Conditions:
• SGR guarantees that the Organization will be satisfied with the results of the
recruitment process, or SGR will repeat the entire process at no additional professional
fee until the Organization selects a candidate.Additionally, if the Organization selects a
candidate (that SGR has fully vetted through our recruitment process) who resigns or is
released within 18 months of their hire date, SGR will repeat the process at no
additional professional fee to the Organization. If the Organization circumvents SGR's
recruitment process and selects a candidate that did not participate in the full
recruitment process, this service guarantee is null and void.
• The Organization 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 Organization all information obtained during the search process
through the date of termination.
• The Organization 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 Organization 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 Organization 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 Organization and all decisions regarding public disclosure shall be
determined by the Organization, except that psychometric assessments, questionnaires,
and any information produced by SGR is proprietary and shall not become the property
of the Organization or subject to disclosure.
Approved and Agreed to, this the day of 2017 by and between
v � '. \�
Cindy Hanna, Managing Director of Finance Frank Leffingwell, Board President
Strategic Government Resources Brushy Creek Regional Utility Authority
Page 4 of 4
DATE: November 13, 2017
SUBJECT: BCRUA Board Meeting—November 15, 2017
ITEM: 5B. Consider a resolution authorizing the President to execute an Engagement Letter with
Strategic Government Resources for the General Manager Search.
PRESENTER: Michael Thane, Utility Director—CORR/Bryan Williams—Asst.City Manager-CORR
BACKGROUND:
At the October 18th BCRUA Board meeting and at the October 26th City of Round Rock City Council
meeting, a Memorandum of Understanding between the BCRUA, City of Round Rock, and Tom Gallier
was approved. The purpose of the MOU was to set out the understanding of all parties to accomplish
a smooth transition period between the current part-time General Manager position to a full-time
General Manager position. Tom Gallier has stated that he will stay on with the BCRUA until a full-time
General Manager can be hired.
This resolution is to authorize the BCRUA Board President to execute an Engagement Letter from
Strategic Government Resources, Inc. (SGR) to assist the BCRUA with the hiring of a new General
Manager. We anticipate the process will start after January 1st of 2018. Also attached is a copy of the
job description for the General Manager position.
ORIGINAL EXECUTED DOCUMENT
TO FOLLOW...
SGR
0
November 8, 2017
Frank Leffingwell, Board President
Brushy Creek Regional Utility Authority
221 E. Main St.
Round Rock,TX 78664
Dear Mr. Leffingwell and Board Members,
This letter of understanding has been submitted to articulate and define the terms and
conditions under which Strategic Government Resources, Inc. (SGR) will assist the BCRUA in
your search for a General Manager. It is anticipated that the search process will begin in early
January 2018.
The terms and conditions are as follows.
Strategic Government Resources shall provide all services for recruitment as described below:
• Develop a position profile and recruitment brochure for the position.
• Place ads in appropriate professional publications, as approved.
• Contact key opinion leaders nationwide seeking candidate recommendations.
• Identify high probability prospects and follow up with those prospects.
• Receive, track, and maintain all inquiries and applications.
• Conduct a "triage" level review of all resumes and conduct initial phone/email
conversations with candidates.
• Conduct pre-recorded online interviews with up to 12 semifinalist candidates.
• Conduct Stage 1 Media Searches on up to 12 semifinalist candidates.
• Provide periodic updates regarding the progress of the search, as frequently as desired.
• Assist Organization in developing a short list of up to 6 finalist 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.
• Conduct comprehensive Stage 2 Media Searches on up to 6 finalist candidates.
• Conduct psychometric assessments on up to 6 finalist candidates.
PO Box 1642,Keller,TX 76244 817-337-8581 www.GovernmentResource.com
• Conduct full character checks with standard references, as well as non-provided
reference checks.
• Conduct comprehensive background investigation on up to 6 finalist candidates
consisting of criminal, sex offender, civil, and credit check conducted by an outside
investigative entity on a contract basis.
The Organization shall:
• Provide photos/graphics and information necessary to develop position profile
brochure.
• Provide reproduction of hard copy brochure production, if desired.
• Provide any direct mailings desired by the Organization.
• 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.
SGR shall be compensated by the Organization as detailed below:
• Pricing
o Professional Services =$18,500
o Expenses Not-to-Exceed =$9,500
o Not-to-Exceed Maximum Price=$28,000* (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.The expense items included in the not-to-
exceed amount are as follows.
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 cost. Newspaper ads
are not included in the not-to-exceed expenses.
o Printing of documents and materials are billed at 26 cents per page per copy,
plus binders/binding. Shipping/mailing documents (to one location) is included in
the not-to-exceed expenses above. Shipping is billed at actual cost. Flash drives
are billed at$10 each.
o Online Interviews.There is a cost of$200 for each recorded online interview(up
to 12 semifinalist candidates included in not-to-exceed expenses above).
Page 2 of 4
o Psychometric Assessments.There is a cost of$150 per candidate for each
psychometric analysis instrument (up to 6 finalist candidates included in not-to-
exceed expenses above).
o Comprehensive Media Reports—Stage 2.There is a cost of$500 per candidate
(up to 6 finalist 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 finalist candidates included in
not-to-exceed expenses above).
c. Travel and related costs for the Recruiter are incurred for the benefit of the
client. Meals are billed back at a per diem rate of$10 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.
.o Up to four(4) visits/trips by the Recruiter to the Organization.Any additional
visits/trips by the Recruiter will be billed over and above the not-to-exceed
maximum price.
• 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
Organization for travel expenses. if the Organization prefers a different
arrangement for candidate travel, SGR will be glad to accommodate the
Organization's wishes.
o Site Visits to Communities of Finalist Candidates will be charged at a day rate of
$1,000 per day, plus travel expenses.
o In the unexpected event the Organization 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.
o If the Organization 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.
Page 3 of 4
Terms and Conditions:
• SGR guarantees that the Organization will be satisfied with the results of the
recruitment process, or SGR will repeat the entire process at no additional professional
fee until the Organization selects a candidate.Additionally, if the Organization selects a
candidate (that SGR has fully vetted through our recruitment process)who resigns or is
released within 18 months of their hire date,SGR will repeat the process at no
additional professional fee to the Organization. If the Organization circumvents SGR's
recruitment process and selects a candidate that did not participate in the full
recruitment process, this service guarantee is null and void.
• The Organization 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 Organization all information obtained during the search process
through the date of termination.
• The Organization 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 Organization 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 Organization 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 Organization and all decisions regarding public disclosure shall be
determined by the Organization, except that psychometric assessments, questionnaires,
and any information produced by SGR is proprietary and shall not become the property
of the Organization or subject to disclosure.
Approved and Agreed to, this the day of 2017 by and between
Cindy Hanna, Managing Director of Finance Frank Leff ingwell, Board President
Strategic Government Resources Brushy Creek Regional Utility Authority
Page 4 of 4