16-127.00 Stretegic Government Resources: City Manager Recruitment 1111114
SGR
July 26, 2016
Mr.John Whitehead, Human Resources Manager
City of Spokane Valley
11707 E. Sprague Avenue, Suite 106
Spokane Valley,Washington 99206
Dear Mr. Whitehead,
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 City of
Spokane Valley in your search for a City Manager.
These terms and conditions are as follows.
Strategic Government Resources, Inc. 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. (expense item)
• Place ads in appropriate professional publications, as approved. (expense item)
• Contact key opinion leaders nationwide seeking candidate recommendations.
• 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 conduct initial phone/email
conversations with candidates.
• Conduct recorded online interviews with up to 12 semifinalist candidates. (expense
item)
• 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.
PO Box 1642 Keller, Texas 76244 817-337-8581 www.GovernmentResource.com
• Conduct comprehensive Stage 2 Media Searches on up to 6 finalist candidates. (expense
item)
• Conduct psychometric assessments on up to 6 finalist candidates. (expense item)
• 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. (expense item)
The Organization shall:
• 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.
• Provide photos/graphics and information necessary to develop position profile
brochure.
• Provide any direct mailings desired by the Organization.
• Provide reproduction of hard copy brochure production, if desired.
SGR shall be compensated by the Organization as detailed below:
• Pricing
o Professional Services Fee= $18,500
o Expenses (SGR) Not to Exceed = $8,500
o 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.
o Ad placement in appropriate professional publications, including trade journals
and websites, to announce the position is billed at actual cost.
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o 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. 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).
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 $350 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).
o Travel and related costs for the Project Manager 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.
• 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.
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• 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.
Terms and Conditions:
• This project will be personally managed by Ron Holifield.
• It is estimated that this search will require approximately 90 days, unless otherwise
agreed to by the parties.The Organization's goal is have this position filled by November
1, 2016.
• 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
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it
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, including Washington Public Records Act, chapter 42.56 RCW,
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 (not to include the marketing materials
created and produced by the Organization and/or SGR, such as the Position Profile
Brochure).
Approved and Agreed to,this the Z day of July, 2016 by and between
J• n Whitehead, Human Resources Manager Cyn Bro n, Managing Director
ity of Spokane Valley, Washington Strategic Government Resources
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