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CM-2015-957 - 7/6/2015AGREEMENT For PROFESSIONAL CONSULTING SERVICES Between The City of Round Rock and PROS Consulting, Inc. THIS AGREEMENT made as of J BL6 2015 and between the City of Round Rock (hereinafter called OWNER) and PROS Consulting, Inc., an Indiana S -Corporation specializing in consulting services (hereinafter called CONSULTANT). This contract is for Professional Consulting Services for the Comprehensive Organizational Study (hereinafter called PROJECT) as described in EXHIBIT A. Employment of Consultant The OWNER agrees to retain the CONSULTANT and the CONSULTANT agrees to furnish consulting services in connection with the PROJECT as stated in Section II following, and for having rendered such services the OWNER agrees to pay to the CONSULTANT compensation as stated in Chapter V following. Character and Extent of Services The Professional Services to be rendered by Consultant shall be performed as described in EXHIBIT A. Authorization of Services No professional services of any nature shall be undertaken by the CONSULTANT under this agreement until he has received authorization from the OWNER. Period of Service This AGREEMENT shall be effective upon execution by the OWNER and the CONSULTANT and shall remain in force until terminated under the provisions hereinafter provided in Chapter VII or the CONSULTANT completes the work as provided in Chapter IX or whichever occurs first. The Consultants' Compensation For and in consideration of the services to be rendered by the CONSULTANT, the OWNER shall pay, and the CONSULTANT shall receive the compensation hereinafter set forth for the Tasks as described in Exhibit A, Scope of Services. Compensation shall be $25,000 which includes travel expenses for tasks as presented in Exhibit A, Scope of Services. CONSULTANT shall submit monthly statements for services rendered paid within 30 days, based upon hours of work completed for the major work elements identified in the Scope contained in EXHIBIT A attached to and made part of this contract. It is agreed by both the OWNER and the CONSULTANT that the fees paid under this "Agreement for Professional Consulting Services" shall not exceed $25,000 which includes travel expenses for baseline tasks, which does not include the Optional items, as presented in Exhibit A. Ownership of Documents All work performed by the CONSULTANT pursuant to this agreement shall be deemed to be owned by the City and , to the extent applicable, the CONSULTANT hereby conveys to the City all right, title, pros consuffog City of Round Rock Agreement 2015 07 02 �I,2-N 157 Page 1 of 6 and interest in and to the final work product. Work product means any and all plans, specifications, drawings, designs, models, ideas, reports, software programs and the object code, source code, reports and executables related thereto. Should this agreement be terminated, any and all work products and electronic files will be delivered to the City upon completion of payment provided in Chapter V. Termination OWNER may terminate this contract at anytime by notice, in writing, to CONSULTANT. If the contract is terminated by OWNER, as provided herein, CONSULTANT shall be compensated for actual work performed to the date of such notification. Upon delivery of such notice by the OWNER to the CONSULTANT, the CONSULTANT shall discontinue all services in connection with the performance of the AGREEMENT and shall proceed to cancel promptly all existing orders and contracts insofar as such orders or contracts are chargeable to the AGREEMENT. As soon as practicable after receipt of notice of termination, the CONSULTANT shall submit a statement, showing in detail the services performed under the AGREEMENT less such payments on account of the charges as have been previously made. Successors and Assignments OWNER and CONSULTANT each binds itself and its successors, agents, employees, and assigns to the other party of this contract and to the successors, agents, employees, and assigns of such other party in respect to all, covenants of this contract. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of any public body which may be in a party hereto. CONSULTANT shall not assign this agreement to the successors, agents, employees, and assigns without prior approval of the City. Owner Indemnified The CONSULTANT shall hold harmless, defend and indemnify the OWNER from all claims and liability but excluding consequential damages of any description due to activities of himself, his agents, or employees, performed under this contract and which results from a negligent act, error, or omission of the CONSULTANT or any person employed by the CONSULTANT. The CONSULTANT shall also save harmless the OWNER from any and all expenses, including attorney fees which might be incurred by the OWNER in litigation or otherwise resisting said claim or liabilities which might be imposed on the OWNER as the result of such activities by the CONSULTANT, his agents, or employees. Professional Liability Insurance CONSULTANT shall maintain, in force, during the period of this contract, Professional Liability Insurance (errors and omissions insurance) with limits as follows: Aggregate Limit of Liability - $300,000; Per Claim Limit of Liability - $300,000 Worker's Compensation to Statutory Limits. Simultaneously with execution of this contract, CONSULTANT shall furnish to OWNER, a certificate of insurance showing aforesaid coverage of CONSULTANT. Services by Owner OWNER shall perform the following services related to PROJECT. Make available to CONSULTANT Information and data pertinent to the assignment Including previous reports and any other data relative thereto. Provide reasonable access to and make all provisions for CONSULTANT to enter upon public property as required for CONSULTANT to perform its services under this agreement. proms; consulfing City of Round Rock Agreement 2015 07 02 Page 2 of 6 Furnish OWNER'S own legal, accounting, financial, and insurance counseling services as may be required for the PROJECT. Designate an Individual to act as OWNER'S representative with respect to the services to be performed under this agreement. Said person shall have the authority to transmit instructions, receive information, interpret and define OWNER'S policies and decisions with respect the PROJECT, and other matters pertinent to the services covered by this agreement. Miscellaneous For the purposes of this AGREEMENT, all written correspondence shall be directed to the addresses listed below: OWNER: CONSULTANT: Laurie Hadley Leon Younger City Manager President City of Round Rock PROS Consulting, Inc. 221 East Main Street 201 S. Capitol Avenue, Suite 505 Round Rock, TX 78664 Indianapolis, IN 46225 IN TESTIMONY of which this instrument is executed on behalf of the above named CONSULTANT, it has been executed on behalf of OWNER, on the day and year first above written. Signed: City of Round Rock ay:/� Printed Narrte: `-� V �� � T' (;Ill Date: pros;;: COf75Ul Lig City of Round Rock Agreement 2015 07 02 PROS CONSULTING, Inc. By. Printed Name: 1-4n Youn r Title: President Date: Page 3 of 6 Comprehensive Organizational Study P;=�JNORCC City of Round Rock Scope of Services Exhibit A Scope of Services for Organizational Study Task 1 - Kick -Off Meeting and Staff Input A. Kick-off Meeting - A kick-off meeting should be attended by the key Division staff members and PROS Team members to confirm project goats, objectives, and expectations that will help guide actions and decisions of the PROS team. Detailed steps of this task include: Confirmation and Outcome Expectations - The project goats, objectives, scope, and schedule will be confirmed. Discuss outcome expectations of the completed project. The project will be completed over two months. Communications - Confirmation on lines of communication, points of contact, level of involvement by Division and city leaders and staff, and other related project management details. Also, protocols and procedures for scheduling meetings should be agreed to. It is anticipated that PROS Consulting will be in Round Rock a minimum of 5 days on site that will include three trips. Data Collection - The PROS Team will collect, tog, and review key data and information to facilitate a thorough understanding of the organization. Data PROS would like to review include the following: Operating Budget for the last three years, Staff organizational charts and staffing levels by division, Past Citizen Surveys, Staff Classification levels and pay ranges, Park and Facility Amenity inventory, Program Brochures, Job Analysis questionnaire, and any Efficiency Study Audits conducted. • On Site Assessment - The PROS Team will conduct an on-site assessment of existing facilities that are managed by staff, review of program offerings and interviews with staff over a three-day period to start the project. B. Individual Interviews - PROS will complete up to two days of interviews with the key Park and Recreation staff in the Parks and Recreation Division and other Division's throughout the City which routinely interface with Parks and Recreation in the provision of municipal services. The focus on these meetings will be to gain insight in to how people see the services being provided, ways to operate in a more sustainable manner, tolerance for change in the way the system operates and how they feel about organizational and potential policy changes that could affect the staffing requirements. C. Focus Group Staff Meetings - The PROS Team will conduct focus group meetings with Parks and Recreation Division staff. PROS proposes one day of separate focus group sessions (6 total) with the various Divisions including Administration, Parks, and Recreation and others. The meetings will last 1 to 1.5 hours and will seek input in regards to staffing, with respect to management practices, functions, programs and services of the Department. D. Job Analysis Questionnaire - PROS will utilize our Job Analysis Questionnaire in order to determine more specific staffing and organizational structure issues. The questionnaire will be completed by all staff and submitted directly to PROS Consulting. This will provide yet another mechanism for staff input as a means for verifying information from the focus groups in individual leader interviews and provides a more anonymous communication tool. The questionnaire includes specific topic areas for employees to address, including piros:; consulting City of Round Rock Agreement 2015 07 02 Page 4 of 6 ILaoac City of Round Rock Comprehensive Organizational Study Scope of Services workload information, how employees fit into the organization structure, identification of processes needing improvement, training requirements, time allocation percentage, and assessment of internal support, such as technology and finance. E. Review of Organizational Structure and Establishment of Core/Essential Services, Important Services and Value Added Services -PROS will have a work session with key management staff on what they consider to be core essential services, important services and value added services based on observations, individual interviews, focus interviews and Job Analysis Questionnaire. The focus will be on whom a service is provided, for what purpose, for what benefit, for what costs. Organizational design recommendations will be outlined in functional organizational charts. Task 2 - Internal Operational Assessment A. Internal Operational Process Review - The PROS Team will document and analyze the internal operations of the Parks and Recreation Department. The internal operational assessment will be centered on sustainability, efficiency, and organizational alignment. This analysis will be a high level review that identifies the staffing situation of the Parks and Recreation Department. PROS will assess the various Divisions' structure and work practices to determine strengths, weaknesses, opportunities, and threats to success. This will include analyzing current operational processes and service delivery, comparing unit cost of services and level of productivity as well as organizational culture and values. In addition, "best practice" recommendations will be identified for implementation. This assessment will be performed through on-site evaluations and analysis of collected data. Specific areas to be assessed: • Organizational design and staffing levels/alignment • Existing policy and procedures management • Performance measures • Organizational Culture • Staffing utilization • Work planning • Staff training by major job functions • Service contracts used to offset fulltime and part-time or seasonal staff • Use of Activity Based Costing • Partnerships/volunteer support and management • Evaluate cost recovery by core service and core facility with options to increase cost recovery levels to maximize space • Capacity management of existing programs and facilities This assessment will aid the Department in streamlining its organizational structure and current staffing levels to ensure the highest levels of efficiencies that are critical in today's economic environment. PROS will focus on new ways to deliver parks and recreation services. PROS will pros',I eonsulf ng City of Round Rock Agreement 2015 07 02 Page 5 of 6 Comprehensive Organizational Study Js ROCK City of Round Rock Scope of Services outline the Department's capability to bring on new projects and its impact on existing operations. Task 3 - Report and Implementation A. Staffing, Organizational, Operational Plan Development - Upon consensus of the Key Findings from the Operational and Staffing Review, PROS will prepare a Functional Organizational Structure completed with supporting strategies, actions, responsibilities, and priorities/timelines. This will be reviewed with City Senior Management staff and Parks and Recreation Management staff in a half-day workshop. PROS will propose a prioritization schedule and methodology used in successful organizational plans across the United States. B. Draft and Final Report - The PROS Team will prepare the draft Comprehensive Staffing Analysis Plan with strategies taking into account all analysis performed for the staffing study. Once the draft Plan is approved, the PROS Team will prepare a final summary report and present to the City. The final plan will be prepared with a Summary Report delivered along with associated appendices (technical reports. The PROS Team will provide one (1) unbound copy and five (5) copies of the printed and bound final Organizational Staffing Analysis Plan document. Schedule PROS will complete the study in three months. Fee Fee for the Comprehensive Staffing Analysis Plan $25,000 which includes travel expenses for three trips to Round Rock. pros -.`s 60nSUIf7ng City of Round Rock Agreement 2015 07 02 Page 6 of 6 City of Round Rock JR UND ROIXves Agenda Item Summary Agenda Number: Title: Agreement with Professional Consulting Services for consulting services related to the Comprehensive Organization Study. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 7/6/2015 Dept Director: Cost: Indexes: Attachments: Department: Administration Text of Legislative File CM -2015-957 Agreement with Professional Consulting Services for consulting services related to the Comprehensive Organization Study. This study will include a comprehensive review of the Parks and Recreation Department as outlined in the exhibits of this agreement. Staff recommends approval. City orRound Rock Paged Printed on70/2R015 cd