Ordinance No. 12,755ORDINANCE NO. 12,755
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS,
AUTHORIZING AN AGREEMENT WITH STRATEGIC GOVERNMENT
RESOURCES, INC., FOR THE SEARCH AND RECRUITMENT OF A CITY
MANAGER; AUTHORIZING PAYMENT BY THE CITY OF BAYTOWN IN AN
AMOUNT NOT TO EXCEED TWENTY -SEVEN THOUSAND AND NO 1100
DOLLARS ($27,000.00); MAKING OTHER PROVISIONS RELATED THERETO;
AND PROVIDING FOR THE EFFECTIVE DATE THEREOF.
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BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS:
Section 1: That the City Council of the City of Baytown, Texas, hereby authorizes and
directs the Mayor to execute the Agreement with Strategic Government Resources, Inc., for the search
and recruitment of a City Manager. A copy of said agreement is attached hereto as Exhibit "A" and
incorporated herein for all intents and purposes.
Section 2: That the City Council of the City of Baytown authorizes payment to Strategic
Government Resources, Inc., in an amount not to exceed TWENTY -SEVEN THOUSAND AND NO.1100
DOLLARS ($27,000.00) for services in accordance with the agreement authorized in Section 1
hereinabove.
Section 3: That the City Manager is hereby granted general authority to approve a decrease
or an increase in costs by FIFTY THOUSAND AND N01100 DOLLARS ($50,000.00) or less, provided
that the amount authorized in Section 2 hereof may not be increased by more than twenty -five percent
(25%).
Section 4: This ordinance shall take effect immediately
City Council of the City of Baytown.
INTRODUCED, READ and PASSED by the affirmative
Baytown this the 8`I' day of January, 2015. ,
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APPROVED AS TO FORM:
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Exhibit "A"
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Mayor Stephen H. DonCarlos
City of Baytown
2401 Market Street
Baytown, Texas 77522
December 29, 2014
Dear Mayor DonCarlos,
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 Baytown in
your search for a City Manager.
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, subject to the
City's approval. (expense item)
• Contact key opinion leaders across the nation to seek candidate recommendations.
• Place ads in appropriate professional publications as approved by the City in writing.
(expense item)
• 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, as described in formal
proposal submitted.
• Provide periodic updates regarding the progress of the search, as frequently as desired.
PO Box 1642 Keller, Texas 76244 817- 337 -8581 www.GovernmentResource.com
• 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.
• Conduct comprehensive Stage 2 media searches on up to 6 finalists, as described in the
formal proposal submitted. (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)
• SGR shall coordinate and cooperate with the City concerning any information requested
pursuant to the Texas Public Information Act.
The City shall:
• Reimburse finalists for reasonable, pre- approved 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
• Professional Services Fee = $18,500
• Expenses (SGR) Not to Exceed = $8,500
• Not -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.
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• Ad placement in appropriate professional publications, including trade journals
and websites, to announce the position is billed at actual cost.
• 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.
Electronic Discs are billed at $5 per disc reproduced. Flash drives are billed at $10
each.
Online Interviews. There is a cost of $200 for each recorded online interview (up
to 12 candidates included in not to exceed expenses above).
D 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 $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.
• 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 (when a candidate has accepted the offer of employment from the City).
Expense (reimbursable) items and supplemental services will be billed with each
of the three installments, as appropriate, after the same have been incurred.
• Payment
o Payment will be made within thirty days of the City's receipt of the invoice or
receipt of service, whichever is later.
• Optional /Supplemental Services (not included in Not -to- Exceed Maximum Price above)
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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
$1,000 per day, plus reasonable, pre- approved 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.
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 the City's prior written approval.
Terms and Conditions:
• It is estimated that this search will require approximately 120 days.
• 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 SGR receives notice of termination
from the City. 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 of the City's information.
Approved and Agreed to, this the
Stephen DonCarlos, Mayor
City of Baytown, Texas
day of January, 2015, by and between
Cyndy Brown, Managing Director
Strategic Government Resources
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