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2011-086 RES EXECUTION OF EXECUTIVE SEARCH AGREEMENT WITH STRATEGIC GOVERNMENT RESOURCES INCRESOLUTION N0. 2011-086 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS; APPROVING AND AUTHORIZING THE EXECUTION OF AN EXECUTIVE SEARCH AGREEMENT WITH STRATEGIC GOVERNMENT RESOURCES, INC (SGR), TO CONDUCT A SEARCH FOR A NEW CITY MANAGER; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, on October 10, 2011, the City Council of the City of Paris directed City Staff to provide information for an Executive Search firm to assist in the selection of a City Manager; and, WHEREAS, City Staff recommends the selection of Strategic Government Resources, Inc. (SGR) to conduct a search for a new City Manager; and, WHEREAS, the proposed Letter of Understanding attached hereto as Exhibit "A", sets out the terms and conditions for the City Manager search; and, WHEREAS, the City Council has reviewed the proposed Agreement and determined that it should be approved; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, THAT: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the Letter of Understanding between Strategic Government Resources, Inc. (SGR) attached hereto as Exhibit "A", is in all things approved and the Mayor be, and he is hereby authorized and directed to execute on behalf of the City of Paris said Letter of Understanding with Strategic Government Resources, Inc. (SGR) in a form similar to the form attached hereto as Exhibit "A". Section 3. This resolution shall be effective immediately upon passage. DULY PASSED AND APPROVED this 28th ATTEST: ~ ~ anice Ellis, CityClerk APPROVED AS TO FORM: W. Kent McII ty Attorney PROPOSED Letter of Understanding By and Between Strategic Government Resources, Inc. (SGR) and City of Paris (City) October 12, 2011 Gene Anderson Interim City Manager City of Paris 135 SE 1 Sc St. Paris, TX 75460 Dear Mr. Anderson: This letter of understanding has been submitted to articulate and define the terms and conditions under which Strategic Government Resources, Inc. would provide assistance to the City in your search for a City Manager. The services to be provided to the City which are described in this contract document are for summary purposes only, and in no way shall limit SGR's obligation to provide all services included in the original proposal submitted to the City, even though not every detail in that extensive document is articulated in this letter of understanding. These terms and conditions are as follows. Strategic Government Resources shall provide the following core services for this position: • Contact key opinion leaders across the nation in the city management profession to advise them of the opening and seek recommendations for outstanding candidates. • Identify high probability prospects and conduct follow up with those prospects to evaluate their viability as a candidate, and encourage those who appear to be a good match to engage in the process. This follow up will likely be by phone and email for those out of the region, as well as in person within the region. • Receive, track and maintain all inquiries and applications. • Conduct a"triage" level review of all resumes, identifying those who appear to have a high potential of being a good match and conducting initial phone/email conversations with the high potential candidates to narrow the list. • Conduct preliminary phone or personal interviews with 10-12 candidates. • Recommend 4 to 6 finalists. • Conduct Assessment of Behavioral Characteristics and Management Profiler Assessment on each of the top group of candidates as agreed to by you. • Provide periodic updates to you, regarding the progress of the search, as frequently as desired, including detailed discussion of the candidates received. • Present you with a short list of 3-6 candidates recommended for interviews, along with a verbal briefing on relevant issues related to each. • Assist in preparation of recommended interview questions and or development of the interview process. • Conduct comprehensive background checks consisting of criminal, sex offender, civil, and credit checks conducted by an outside investigative entity on a contract basis. These are typically only conducted on the 1-3 finalist candidates. • Conduct a comprehensive online media background search for 1-3 finalist candidates. I~ ~ 1 EXHIBIT • In addition, full character checks with standard references, as well as expanded non-provided reference checks, will be conducted. Participate in the interviews with the candidates. • Conduct any follow up investigation or discussion regarding any issues of concern that may have arisen during the interview process that needs further clarification before moving forward with a candidate. • Assist in negotiating terms of employment. The City shall: • Provide all legal opinions regarding when and if any information must be released in accordance with open records requests. Compensation: SGR shall be compensated by the City for a fixed professional fee of $12,000 plus expenses not to exceed $4500 for a total of $16,500 plus any supplemental services approved below. • Said fixed professional fee of $12,000 is alf inclusive and no additional overhead costs or other out of pocket expenses will be billed. • Said "not to exceed" expenses of $4500 covers the following: o Mileage for attending meetings at the City shall be billed out at the current IRS standard mileage rate for business. o Hotel stays -$150 per diem. o Meals shall be billed out at $10 for breakfast, $15 for lunch, and $20 for dinner, unless SGR is purchasing meals for candidates or for City representatives, in which case meals shall be billed out at actual cost. o Any travel expenses must be approved in advance. o Reproduction costs -$0.19 per printed page plus binding costs. o Brochure development -$300 per page. Brochures are typically four pages. o Ad placement - reimbursed to SGR at actual cost of ad placement. o Comprehensive media search -$350 per report. Typically produced on 1-3 finalists. o Comprehensive background check -$300 per report. Typically produced on 1-3 finalists. o Psychometric assessments -$150 per assessment per candidate. Typically two assessments are given to each candidate. • Supplemental Fees: o Candidate Travel. Candidates are typically reimbursed directly by the client for travel expenses. If the client prefers a different arrangement for candidate travel, SGR will be glad to accommodate the client's wishes. o Optional Online In Basket Assessments -$750 per candidate for online in basket assessments conducted by Management Personnel Systems. o Optional Full Service Assessment Center -$3,500 for first day and $2,500 for each additional day. o In the unexpected event the City shall request out of town travel or that other unusual out of pocket expenses be incurred, said expenses will be reimbursed at the actual cost with no mark up for overhead. o Optional Supplemental Services -$250 per hour. If the City desires any additional supplemental services, 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: • All services detailed herein will be provided personally by Ron Holifield. • It is estimated that this search will require approximately 90 days to conduct. • The City will be billed in three increments for the search based upon progress: o the first will be approximately 30 days o the second will be approximately 60 days into the process when we have selected finalists o the third will be at the conclusion of the process • The City reserves the right to terminate this agreement at any time upon giving SGR 30 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 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 a finalist is determined, all information related to the finalist 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. Approved and Agreed to, this the 28th day of November, 2011 by and between Gene Anderson Interim City Manager Ron Holifield Strategic Government Resources