CM-2016-1268 - 12/19/2016 CITY OF ROUND ROCK AGREEMENT
FOR CONSULTING SERVICES FOR
OUTREACH AND COMMUNICATION SERVICES
RELATED TO THE IMPLEMENTATION OF
ECONOMIC DEVELOPMENT PROJECTS
WITH
GROUP SOLUTIONS RJW
THIS AGREEMENT is made and entered into on this the A—eclay of December,
2016, by and between the City of Round Rock, a Texas home-rule municipal corporation, whose
offices are located at 221 East Main Street, Round Rock, Texas 78664-5299 (hereinafter referred
to as the "City"), and Group Solutions RJW, whose offices are located at 8401 Shoal Creek
Boulevard, Austin, Texas 78757 (hereinafter referred to as the "Consultant").
RECITALS:
WHEREAS, City desires to contract for Consultant's services to provide outreach
communication services related to the implementation of certain economic development projects;
and
WHEREAS, City has determined that there is a need for the delineated services; and
WHEREAS, City desires to contract for such services; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties and obligations hereunder;
NOW, THEREFORE,WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.01 EFFECTIVE DATE, DURATION,AND TERM
This Agreement shall be effective on the date it has been signed by every party hereto,
and shall remain in full force and effect unless and until it expires by operation of the term
indicated herein, or is terminated or extended as provided herein.
The term of this Agreement shall be for ten (10) months commencing December 1,
2016 and terminating September 30, 2017.
2.01 CONTRACT AMOUNT,PAYMENT FOR CONSULTING SERVICES
:`Tri` consideration for the services to be performed by Consultant, City agrees to pay
Consultant an amount not-to-exceed Forty-Two Thousand and no/100 Dollars ($42,000.00), in
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payment for services described in,the Scope of Services, attached as Exhibit "A" hereto and
incorporated herein.
Not-to-exceed total. The total costs to be paid to Consultant shall not exceed Forty-
Two Thousand and no/100 Dollars ($42,000.00).
Reimbursable Expenses. No reimbursable expenses are authorized.
3.01 SCOPE OF SERVICES
Consultant shall satisfactorily provide all services described herein and as set forth in
Exhibit"A."
Consultant's undertaking shall be limited to performing services for City and/or advising
City concerning those matters on which Consultant has been specifically engaged. Consultant
shall perform services in accordance with this Agreement, in accordance with the appended
Scope of Services and in accordance with due care and prevailing consulting industry standards
for comparable services.
4.01 LIMITATION TO SCOPE OF SERVICES
Consultant and City agree that the Scope of Services described in Exhibit "A," and may
not be changed without the express written agreement of the parties.
5.01 REQUIRED DRAFT REPORTS AND FINAL REPORT
Consultant agrees to provide City with any draft reports and a detailed final written
report, together with all information gathered and materials developed during the course of work,.
if requested by City and in a format requested by City.
6.0 INVOICE REQUIREMENTS; TERMS OF PAYMENT
Invoices: To receive payment, Consultant shall prepare and submit detailed invoices to
the City, in accordance with the delineation contained herein, for services rendered. Such
invoices for professional services shall track the referenced Scope of Work, and shall detail the
services performed, along with documentation for each service performed. Payment to
Consultant shall be made on the basis of the invoices submitted by Consultant and approved by
the City. Such invoices shall conform to the schedule of services and costs in connection
therewith.
Should additional backup material be requested by the City relative to service
deliverables, Consultant shall comply promptly. In this regard, should the City determine it
necessary, Consultant shall make all records and books relating to this Agreement available to
the City for inspection and auditing purposes.
Payment of Invoices: The City reserves the right to correct any error that may be
discovered in any invoice that may have been paid to Consultant and to adjust same to meet the
requirements of this Agreement. Following approval of an invoice, the City shall endeavor to pay
Consultant promptly, but no later than the time period required under the Texas Prompt Payment
Act described in Section 8.01 herein. Under no circumstances shall Consultant be entitled to
receive interest on payments which are late because of a good faith dispute between Consultant
and the City or because of amounts which the City has a right to withhold under this Agreement
or state law. The City shall be responsible for any sales, gross receipts or similar taxes
applicable to the services, but not for taxes based upon Consultant's net income.
7.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251,V.T.C.A., Texas Government Code, any payment to be
made by the City to Consultant will be made within thirty (30) days of the date the City receives
goods under this Agreement, the date the performance of the services under this Agreement are
completed, or the date the City receives a correct invoice for the goods or services, whichever is
later. Consultant may charge interest on an overdue payment at the"rate in effect"on September
1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to
payments made by the City in the event:
(a) There is a bona fide dispute between the City and Consultant, a contractor,
subcontractor, or supplier about the goods delivered or the service performed
that cause the payment to be late; or
(b) There is a bona fide dispute between Consultant and a subcontractor or
between a subcontractor and its supplier about the goods delivered or the
service performed that causes the payment to be late; or
(c) The terms of a federal contract, grant, regulation, or statute prevent the City
from making a timely payment with federal funds; or
(d) The invoice is not mailed to the City in strict accordance with any instruction
on the purchase order relating to the payment.
8.0 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of the City's current revenues only. It is understood and
agreed that the City shall have the right to terminate this Agreement at the end of any City fiscal
year if the governing body of the City does not appropriate funds sufficient to purchase the
services as determined by the City's budget for the fiscal year in question. The City may effect
such termination by giving Consultant a written notice of termination at the end of its then-
current fiscal year.
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9.0 SUPPLEMENTAL AGREEMENT
The terms of this Agreement may be modified by written Supplemental Agreement
hereto, duly authorized by City Council or by the City Manager, if the City determines that there
has been a significant change in (1) the scope, complexity, or character of the services to be
performed; or (2) the duration of the work. Any such Supplemental Agreement must be
executed by both parties within the period specified as the term of this Agreement. Consultant
shall not perform any work or incur any additional costs prior to the execution, by both parties,
of such Supplemental Agreement. Consultant shall make no claim for extra work done or
materials furnished unless and until there is full execution of any Supplemental Agreement, and
the City shall not be responsible for actions by Consultant nor for any costs incurred by
Consultant relating to additional work not directly authorized by Supplemental Agreement.
10.0 TERMINATION; DEFAULT
Termination: It is agreed and understood by Consultant that the City may terminate this
Agreement for the convenience by written notice any time after three (3) months of the term has
been completed. Immediately upon receipt of said notice all work being performed under this
Agreement shall cease. Consultant shall invoice the City for work satisfactorily completed and
shall be compensated in accordance with the terms hereof for work accomplished prior to the
receipt of said notice of termination. Consultant shall not be entitled to any lost or anticipated
profits for work terminated under this Agreement. Unless otherwise specified in this Agreement,
all data, information, and work product related to this project shall become the property of the
City upon termination of this Agreement, and shall be promptly delivered to the City in a
reasonably organized form without restriction on future use. Should the City subsequently
contract with a new consultant for continuation of service on the project, Consultant shall
cooperate in providing information.
Termination of this Agreement shall extinguish all rights, duties, and obligations of the
City and the terminated party to fulfill contractual obligations, including the required monthly
retainer fee for the remaining months of the Term. Termination under this section shall not
relieve the terminated party of any obligations or liabilities which occurred prior to termination.
Nothing contained in this section shall require the City to pay for any work which_it
deems unsatisfactory or which is not performed in compliance with the terms of this Agreement.
Default: Either party may terminate this Agreement, in whole or in part, for default if
the Party provides the other .Party with written notice of such default and the other fails to
satisfactorily cure such default within ten (10) business days of receipt of such notice (or a
greater time if agreed upon between the Parties).
If default results in termination of this Agreement, then the City shall give consideration
to the actual costs incurred by Consultant in performing the work to the date of default. The cost
of the work that is useable to the City,the cost to the City of employing another firm to complete
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the useable work, and other factors will affect the value to the City of the work performed at the
time of default. Neither party shall be entitled to any lost or anticipated profits for work
terminated for default hereunder.
The termination of this Agreement for default shall extinguish all rights, duties, and
obligations of the terminating Party and the terminated Party to fulfill contractual obligations.
Termination under this section shall not relieve the terminated party of any obligations or
liabilities which occurred prior to termination.
Nothing contained in this section shall require the City to pay for any work which it
deems unsatisfactory, or which is not performed in compliance with the terms of this Agreement.
11.0 NON-SOLICITATION
Except as may be otherwise agreed in writing, during the term of this Agreement and for
twelve (12) months thereafter, neither the City nor Consultant shall offer employment to or shall
employ any person employed then or within the preceding twelve (12) months by the other or
any affiliate of the other if such person was involved, directly or indirectly, in the performance of
this Agreement. This provision shall not prohibit the hiring of any person who was solicited
solely through a newspaper advertisement or other general solicitation.
12.0 CITY'S RESPONSIBILITIES
Full information: The City shall provide full information regarding project
requirements. The City shall have the responsibility of providing Consultant with such
documentation and information as is reasonably required to enable Consultant to provide the
services called for. The City shall require its employees and any third parties who are otherwise
assisting, advising or representing the City to cooperate on a timely basis with Consultant in the
provision of its services. Consultant may rely upon written information provided by the City and
its employees and agents as accurate and complete. Consultant may rely upon any written
directives provided by the City or its designated representative concerning provision of services
as accurate and complete.
Required materials: Consultant's performance requires receipt of all requested
information reasonably necessary to provision of services. Consultant agrees, in a timely
manner,.to provide City with a comprehensive anddetailed information request list, if any.
13.0 INDEPENDENT CONTRACTOR STATUS
Consultant is an independent contractor, and is not the City's employee. Consultant's
employees or subcontractors are not the City's employees. This Agreement does not create a
partnership, employer-employee, or joint venture relationship. No party has authority to enter
into contracts as agent for the other party. Consultant and the City agree to the following rights
consistent with an independent contractor relationship:
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(1) Consultant has the right to perform services for others during the term hereof.
(2) Consultant has the sole right to control and direct the means,manner and method
by which it performs its services required by this Agreement. .
(3) Consultant has the right to hire assistants as subcontractors, or to use employees
to provide the services required by this Agreement.
(4) Consultant or its employees or subcontractors shall perform services required
hereunder, and the City shall not hire, supervise, or pay assistants to help
Consultant.
(5) Neither Consultant nor its employees or subcontractors shall receive training from
the City in skills necessary to perform services required by this Agreement.
(6) City shall not require Consultant or its employees or subcontractors to devote full
time to performing the services required by this Agreement.
(7) Neither Consultant nor its employees or subcontractors are eligible to participate
in any employee pension, health, vacation pay, sick pay, or other fringe benefit
plan of the City.
14.0 CONFIDENTIALITY; MATERIALS OWNERSHIP
Any and all programs, data, or other materials furnished by the City for use by Consultant
in connection with services to be performed under this Agreement, and any and all data and
information gathered by Consultant, shall be held in confidence by Consultant as set forth
hereunder. Each parry agrees to take reasonable measures to preserve the confidentiality of any
proprietary or confidential information relative to this Agreement, and to not make any use
thereof other than for the performance of this Agreement, provided that no claim may be made
for any failure to protect information that occurs more than three (3) years after the end of this
Agreement.
The parties recognize and understand that the City is subject to the Texas Public
Information Act and its duties run in accordance therewith.
All data relating specifically to the City's business and any other information which
reasonably should be understood to be confidential to City is confidential information of City.
Consultant's proprietary software, tools, methodologies, techniques, ideas, discoveries,
inventions, know-how, and any other information which reasonably should be understood to be
confidential to Consultant is confidential information of Consultant. The City's confidential
information and Consultant's confidential information is collectively referred to as "Confidential
Information." Each party shall use Confidential Information of the other party only in
furtherance of the purposes of this Agreement and shall not disclose such Confidential
Information to any third party without the other party's prior written consent, which consent
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shall not be unreasonably withheld. Each party agrees to take reasonable measures to protect the
confidentiality of the other party's Confidential Information and to advise their employees of the
confidential nature of the Confidential Information and of the prohibitions herein.
Notwithstanding anything to the contrary contained herein, neither party shall be
obligated to treat as confidential any information disclosed by the other party (the "Disclosing
Party") which: (1) is rightfully known to the recipient prior to its disclosure by the Disclosing
Party; (2) is released by the Disclosing Party to any other person or entity (including
governmental agencies) without restriction; (3) is independently developed by the recipient
without any reliance on Confidential Information; or (4) is or later becomes publicly available
without violation of this Agreement or may be lawfully obtained by a party from any non-party.
Notwithstanding the foregoing, either party will be entitled to disclose Confidential Information
of the other to a third party as may be required by law, statute, rule or regulation, including
subpoena or othersimilar form of process, provided that (without breaching any legal or
regulatory requirement) the party to whom the request is made provides the other with prompt
written notice and allows the other party to seek a restraining order or other appropriate relief.
Subject to Consultant's confidentiality obligations under this Agreement, nothing herein shall
preclude or limit Consultant from providing similar services for other clients.
Notwithstanding the foregoing, either party will be entitled to disclose Confidential
Information of the other to a third party as may be required by law, statute, rule or regulation,
including subpoena or other similar form of process, provided that (without breaching any legal
or regulatory requirement) the party to whom the request is made provides the other with prompt
written notice and allows the other party to seek a restraining order or other appropriate relief.
Subject to Consultant's confidentiality obligations under this Agreement, nothing herein shall
preclude or limit Consultant from providing similar services for other clients.
Neither the City nor Consultant will be liable to the other for inadvertent or accidental
disclosure of Confidential Information if the disclosure occurs notwithstanding the party's
exercise of the same level of protection and care that such party customarily uses in safeguarding
its own proprietary and confidential information.
Notwithstanding anything to the contrary in this Agreement, the City will own as its sole
property all written materials created, developed, gathered, or originally prepared expressly for
the City and delivered to the City under the terms of this Agreement (the "Deliverables"); and
Consultant shall own any general skills, know-how, expertise, ideas, concepts, methods,
techniques, processes, software, or other similar information which may have been discovered,
created, developed or derived by Consultant either prior to or as a result of its provision of
services under this Agreement (other than Deliverables). Consultant's working papers and
Consultant's Confidential Information (as described herein) shall belong exclusively to the
Consultant. City shall have a non-exclusive, non-transferable license to use Consultant's
Confidential Information for City's own internal use and only for the purposes for which they are
delivered to the extent that they form part of the Deliverables.
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15.0 WARRANTIES
Consultant represents that all services performed hereunder shall be performed consistent
with generally prevailing professional or industry standards, and shall be performed in a
professional and workmanlike manner. Consultant shall re-perform any work no in compliance
with this representation.
16.0 LIMITATION OF LIABILITY
Should any of Consultant's services not conform to the requirements of the City or of this
Agreement, then and in that event the City shall give written notification to Consultant;
thereafter, (a) Consultant shall either promptly re-perform such services to the City's satisfaction
at no additional charge, or (b) if such deficient services cannot be cured within the cure period
set forth herein, then this Agreement may be terminated for default.
In no event will Consultant be liable for any loss, damage, cost or expense attributable to
negligence, willful misconduct or misrepresentations by the City, its directors, employees or
agents.
17.0 INDEMNIFICATION
Consultant shall save and hold harmless City and its officers and employees from all
claims and liabilities due to activities of his/her/itself and his/her/its agents or employees,
performed under this Agreement, which are caused by or which result from the negligent error,
omission, or negligent act of Consultant or of any person employed by Consultant or under
Consultant's direction or control.'
Consultant shall also save and hold City harmless from any and all expenses, including
but not limited to reasonable attorneys' fees which may be incurred by City in litigation or
otherwise defending claims or liabilities which may be imposed on City as a result of such
negligent activities by Consultant, its agents, or employees.
18.0 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither partymay
assign any rights or delegate any duties under this Agreement without the other party's prior
written approval, which approval shall not be unreasonably withheld.
19.0 LOCAL STATE AND FEDERAL TAXES
Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes)
incurred while performing services under this Agreement. The City will not do the following:
(1) Withhold FICA from Consultant's payments or make FICA payments on its
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behalf;-
(2) Make state and/or federal unemployment compensation contributions on
Consultant's behalf; or
(3) Withhold state or federal income tax from any of Consultant's payments.
If requested, the City shall provide Consultant with a certificate from the Texas State
Comptroller indicating that the City is a non-profit corporation and not subject to State of Texas
Sales and Use Tax.
20.0 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Consultant, its consultants, agents,employees and subcontractors shall use best efforts to
comply with all applicable federal and state laws, the Charter and Ordinances of the City of
Round Rock, as amended, and with all applicable rules and regulations promulgated by local,
state and national boards, bureaus and agencies. Consultant shall further obtain all permits,
licenses, trademarks, or copyrights required in the performance of the services contracted for
herein, and same shall belong solely to the City at the expiration of the term of this Agreement.
21.0 FINANCIAL INTEREST PROHIBITED
Consultant covenants and represents that Consultant, its officers, employees, agents,
consultants and subcontractors will have no financial interest, direct or indirect, in the purchase
or sale of any product,materials or equipment that will be recommended or required hereunder.
22.0 DESIGNATION OF REPRESENTATIVES
The City hereby designates the following representative authorized to act on its behalf
with regard to this Agreement:
Will Hampton
Communications Director
City of Round Rock
221 East Main Street
Round Rock, TX 78664
23.0 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
(1) When delivered personally to recipient's address as.stated herein; or
(2) Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
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Notice to Consultant:
Group Solutions RJW
8401 Shoal Creek Boulevard
Austin, TX 78757
Notice to City:
City Manager, City of Round Rock
221 East Main Street
Round Rock, TX 78664 _
AND TO:
Stephan L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained in this section shall be construed to restrict the transmission of routine
communications between representatives of the City and Consultant.
24.0 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either parry with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall
be governed by and construed in accordance with the laws and court decisions of Texas.
25.0 EXCLUSIVE AGREEMENT
The terms and conditions of this Agreement, including exhibits, constitute the entire
agreement between the parties and supersede all previous communications, representations, and
agreements, either written or oral, with respect to the subject matter hereof. The parties
expressly agree that, in the event of any conflict between the terms of this Agreement and any
other writing, this Agreement shall prevail. No modifications of this Agreement will be binding
on any of the parties unless acknowledged in writing by the duly authorized governing body or
representative for each party.
26.0 DISPUTE RESOLUTION
The parties agree to attempt to resolve any dispute or claim arising out of this Agreement
by mediation prior to filing a lawsuit. Either party may commence the mediation process by
providing written notice to the other party. Within ten (10) days after receipt of the notice, the
parties shall attempt to mutually select a mediator. If no agreement can be reached within ten(10)
days of receipt of the notice, the City shall select one (1) mediator and Consultant shall
select one (1) mediator and those two (2) mediators shall agree upon a third mediator to
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conduct the mediation. Any costs and fees, other than attorney fees, associated with the
mediation shall be shared equally by the parties.
The parties hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any
arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act(9 USC Section 1-14) or any applicable state arbitration statute.
27.0 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion of provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the-balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion of
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this Article shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
28.0 STANDARD OF CARE
Consultant represents that it is specially trained, experienced and competent to perform
all of the services, responsibilities and duties specified herein and that such services,
responsibilities and duties shall be performed, whether by Consultant or designated
subconsultants, in a manner acceptable to the City and according to generally accepted business
practices.
29.0 GRATUITIES AND BRIBES
City, may by-'written notice to Consultant, cancel this Agreement without incurring any
liability to Consultant if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Consultant or its agents or
representatives to any City Officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Consultant may be subject to penalties stated in
Title 8 of the Texas Penal Code.
30.0 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
parry's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made,then and in that event the demanding party may
treat such failure an anticipatory repudiation of this Agreement.
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31.0 INSURANCE
Consultant shall meet all City.of Round Rock Insurance Requirements set forth at
insurance requirements as required by the City's Purchasing Department as set forth at:
http://www.roundrocktexas.gov/ -content/u loads/2014/12/corr insurance 07.20112. df
32.0 MISCELLANEOUS PROVISIONS
Time is of the Essence. Consultant agrees that time is of the essence and that any failure
of Consultant to complete the services for each Phase of this Agreement within the agreed
project schedule may constitute a material breach of the Agreement.
Consultant shall be fully responsible for its delays or for failures to use reasonable efforts
in accordance with the terms of this Agreement. Where damage is caused to City due to
Consultant's failure to perform in these circumstances, City may withhold, to the extent of such
damage, Consultant's payments hereunder without a waiver of any of City's additional legal
rights or remedies. City shall render decisions pertaining to Consultant's work promptly to avoid
unreasonable delays in the orderly progress of Consultant's work.
Force Majeure. Notwithstanding any other provisions hereof to the contrary, no failure,
delay or default in performance of any obligation hereunder shall constitute an event of default
or breach of this Agreement, only to the extent that such failure to perform, delay or default
arises out of causes beyond control and without the fault or negligence of the party otherwise
chargeable with failure, delay or default; including but not limited to acts of God, acts of public
enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters
or other casualties, strikes or other labor troubles, which in any way restrict the performance
under this Agreement by the parties.
Section Numbers. The section numbers and headings contained herein are provided for
convenience only and shall have no substantive effect on construction of this Agreement.
Waiver. No delay or omission by either party in exercising any right or power shall
impair such right or power or be construed to be a waiver. A waiver by either party of any of the
covenants to be performed by the other or any breach thereof shall not be construed to be a
waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid
unless in writing and signed by an authorized representative of the party against whom such
waiver or discharge is sought to be enforced.
Multiple Counterparts. This Agreement may be executed in multiple counterparts,
which taken together shall be considered one original. The City agrees to provide Consultant
with one fully executed original.
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IN WITNESS WHEREOF, the parties have executed this Agreement on the dates
indicated.
GROUP SOLUTIONS RJW
By: bbena U Sackoil
Printed Name: Robena Jackson
Title: President
Date Signed: -
CITY ROUND RO K,TEXAS
By: (�
Laurie Hadle , City Managqr
FOR CITY,ATTEST:
By: gvc-��
Sara L. White, City Clerk
FORCITY,A OVED AS TO F RM:
By: !U
Stephan . Sheets, City Attorney
G®PR
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Proposal to'Provide Public Outreach and Communication Services
to the
City of Round Rock, Texas
(November 16,2016)
Group Solutions RJW proposes to provide outreach and communication services to the City of
Round Rock. Group Solutions is an experienced, full service public involvement and
communication firm. We focus on infrastructure projects in the public domain (i.e., water,
wastewater, transportation, planning and public works). We routinely handle projects requiring
easements and right of entries, work on projects in environmentally sensitive areas, and handle
large, complex projects involving a variety of publics. Our consultants are experienced facilitators
and communicators. Most have been trained by Hans Bleiker in the Systematic Development of
Informed Consent.
Proposed Work Program
Group Solutions understands the City of Round Rock's needs are dynamic and changing. We
propose the following work program, while being open to refocusing efforts and revising our
approach based on the City's needs. We offer to:
a. Serve as a set of neutral eyes and ears for the City.
b. Meet with City representatives to discuss stakeholders, issues, communication objectives
and potential citizen participation techniques.
c. Formalize with the City a program to provide information to potentially affected
stakeholders and interested audiences, respond to questions and issues, and solicit public
support.
d. Assist the City in preparing for stakeholder events (e.g., open houses, public meetings,
neighborhood events, etc.), preparing information for.the benefit of stakeholders and/or
responding to stakeholder needs.
e. Communicate with stakeholders using appropriate citizen participation tools. Provide
regular updates, offer information and respond to concerns. Serve as a point of contact for
citizens. Listen actively and work with the City to address legitimate issues raised by
potentially affected stakeholders.
f. Document activities and input,as requested by the City.
In summary, our approach is influenced by our core belief in the importance of transparency and.
engaging potentially affected stakeholders in meaningful ways so they have a stake in final
decisions and outcomes.
Exhibit "A"
11/29/16 - 1 -
Company Experience
Group Solutions has 24 years of experience on projects that require the ability to obtain input and
consent from people, many times under stressful conditions. We have been called on to handle
projects that stood in the spotlight of public or regulatory scrutiny, and to handle large projects,
projects that have lasted up to eight years. We have led communication and public input efforts on
projects in excess of$400 million. We are experienced and able to anticipate problems and issues
before they occur, make appropriate adjustments, and complete projects as agreed. The Group
Solutions.team brings decades of"boots on the ground" experience to projects to complete them
on time, on budget, and in a manner that inspires confidence.
Examples of our project experience include:
Brushy Creek Regional Water Supply Project
City of Austin Water Treatment Plant 4
Trans-Texas Corridor Interstate 69 Project
Dallas Area Rapid Transit Downtown Dallas Transit Study
183A Toll Project and 183A Toll Expansion
Manor Expressway(290 Toll)Project
City of Austin Comprehensive Plan(Imagine Austin)
183 South Toll Project
Qualifications of Key Personnel
Robena Jackson(Account Principal)
Robena Jackson has 25 years of public involvement and strategic communication experience.
Robena specializes in project management, community outreach strategy, informed consent
techniques and large group facilitation. She has participated in several Bleiker Institute trainings,
including the Systematic Development of Informed Consent. Robena holds a Master of Arts in
Sociology from the University of Texas and is a past fellow of the University of Texas' Center for
Public Policy Dispute Resolution.
Crispin Ruiz(Account Manager)
Crispin Ruiz has over 25 years of public involvement and public relations experience. She
specializes in project implementation, stakeholder relations, writing and reporting and event
planning. She has participated in several Bleiker Institute workshops to further her training in
stakeholder communication. Crispin holds a Bachelor of Journalism degree from the University of
Texas and is working to complete a Master's Degree in Communication Management from
Syracuse University.
Tracy Schell(Account Manager)
She brings more than 15 years of communication and community outreach experience.A graduate
of the University of Texas, Tracy has worked on and/or managed communication projects for the
Texas Beef Council, American Cancer Society, City of Austin Parks and Recreation Department
and others.
Exhibit "A"
11/29/16 - 2 -
Cost Proposal
Group Solutions proposes a contract extending from December 1, 2016 through September 30,
2017,with a contract value not to exceed$42,000. Services will be billed at the rate of$180.00 for
the Account Principal and $140.00 for Account Managers. It is understood that the City may
terminate services at any time without further obligation.
11/29/16 Exhibit "A"
City of Round Rock
ROUND ROCK
TEXAS Agenda Item Summary
Agenda Number:
Title: Consider executing a Consulting Services Agreement with Group
Solutions RJW for outreach and communication services related to the
implementation of certain economic development projects.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 12/16/2016
Dept Director: Will Hampton
Cost: $42,000.00
Indexes:
Attachments: RJW Agreement, LAF-RJW
Department: Communications and Marketing Department
/Text of Legislative File CM-2016-1268
Consider executing a Consulting Services Agreement with Group Solutions RJW for outreach
and communication services related to the implementation of certain economic development
projects.
The agreement for Consulting Services with RJW Group Solutions involves Outreach, Public
Relations, and Communication Services Related to the Kalahari project. Group Solutions
specializes in communications and public involvement with success in community engagement
and infrastructure projects. This agreement has a not-to-exceed amount of$42,000 and funds
will be taken from City Manager Contingency Account.
Staff recommends approval.
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