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Contract 2021-019ADocuSign Envelope ID: BEA03FE1-2CCC-4673-9ED1-B5A702C97B83 ##2021-019-A S GR 4W Date: April 9, 2021 Agreement for Executive Recruitment Services for City Manager between Strategic Government Resources, Inc.1"SGR"l and City of Clermont. Florida ("Organization") Scope of Services: SGR shall provide all services for recruitment as described in the formal proposal submitted and described in abbreviated form as follows: • Development recruitment plan and timeline • Production of a professional position profile brochure • Advertising and marketing • Communication with prospects and applicants • Initial screening and review of applications • Briefing with search committee to facilitate selection of semifinalists • Written questionnaires, customized to the position, for up to twelve (12) semifinalists • Recorded online interviews for up to twelve (12) semifinalists • Stage 1 Media Searches on up to twelve (12) semifinalists • Electronic delivery of semifinalist briefing books and online interviews Briefing with the search committee to facilitate selection of finalist candidates • Assistance with development of advanced exercise for finalist candidates, if desired • Comprehensive Stage 2 Media Reports for up to five (5) finalist candidates • Comprehensive background investigation reports on up to five (5) finalist candidates • Comprehensive Reference Checks for up to five (5) finalist candidates • Electronic delivery of finalist briefing books • Assistance with Interview questions and interview schedule • Assistance with stakeholder engagement, if desired • Assistance with negotiating terms and conditions of employment, if desired • Up to Two (2) in -person visits by the Recruiter to the Organization. • Periodic updates regarding the progress of the search, as frequently as desired PO Box 1642, Keller, TX 76244 817-337-8581 www.GovernmentResource.com DocuSign Envelope ID: BEA03FE1-2CCC-4673-9ED1-B5A702C97B83 The Organization agrees: • To provide photos/graphics and information necessary to develop position profile brochure • To respond to drafts of documents and reports in a timely manner; failure to do so may extend timelines and can negatively impact the outcome of the process • To refer all prospective applicants to SGR and shall not accept applications independently during the recruitment process To provide reproduction of hard copy brochure, if desired • To provide any direct mailings desired by the Organization • To provide legal opinions to SGR regarding when and if any information must be released in accordance with Public Information requests • To reimburse finalists as selected by the Organization for travel -related expenses to interview • That Organization is ultimately responsible for candidate selections and that Organization will not discriminate against any candidate on the basis of age, race, creed, color, religion, sex, sexual orientation, national origin, disability, marital status, or any other basis that is prohibited by federal, state, or local law. • To comply with the Fair Credit Reporting Act (FCRA) with regard to any pre- or post -adverse action notices and requirements If the Organization decides not to hire a candidate as a result of their credit history report SGR shall be compensated by the Organization as detailed below: Not -to -Exceed Price = $24, Not -to -exceed price includes: • Professional Service Fee - $18,500 • Expenses (will appear on Invoices until not -to -exceed price Is reached): o Position Profile Brochure & Marketing - $1,500 ■ Production of a professional position profile brochure ■ Custom -designed graphics for social media and email marketing • An announcement in SGR's 10 in 10 Leadership and Innovation e-newsletter • Two (2) email blasts to SGR's opt -in Job Alert subscribers for the relevant job category ■ Featured job placement on SGR's website ■ Featured ad on SGR's job board ■ Promotions on SGR's social media pages —Facebook, Twitter, Linkedln, and Instagram o Semifinalist Recorded Online interviews for up to twelve (12) semifinalists - $225 each o Comprehensive Media Reports for up to five (5) finalists - $500 each o Comprehensive Background Investigation Reports for up to five (5) finalists - $400 each o Comprehensive Reference Checks with individual reports for up to five (5) finalists - $225 each o Up to Two (2) onsite visits by the Recruiter to the Organization. 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 Page 2 of 6 DocuSign Envelope ID: BEA03FE1-2CCC-4673-9ED1-B5A702C97B83 actual cost, with no markup for overhead. Travel will be dependent on COVID restrictions in place at the time and take into consideration and health and safety of team members of both Parties. Supplemental Services not Included in the not -to -exceed price above): • Ad placements, as approved by the organization, will be billed back at actual cost with no markup for overhead. • There may be additional charges for changes made to the Position Profile Brochure after the brochure has been approved by the Organization and the position has been posted online. • Additional online interviews (over and above the twelve (12) included in the not -to -exceed price above) are offered for $225 per candidate. • Additional comprehensive media reports (over and above the five (5) included in the not -to - exceed price above) are offered for $500 per candidate. • Additional background investigation reports (over and above the five (5) included in the not -to - exceed price above) are offered for $400 per candidate. • Additional reference checks (over and above the five (5) included In the not -to -exceed price above) are offered for $225 per candidate. • There is a cost of $175 per candidate for the DISC Management Profile. • Semifinalist and finalist briefing materials will be provided to the search committee via an electronic link. Should the organization request printing of those materials, the reproduction and shipping of briefing materials will be outsourced and be billed back at actual cost. • Any additional in -person visits (over and above the two (2) in -person visits included in the not -to - exceed price above) by the Recruiter will be billed over and above the not -to -exceed price. 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. • Candidates will be reimbursed directly by the Organization for travel expenses. • SGR will conduct a Stakeholder Survey for $1,000. SGR provides recommended survey questions and sets up an online survey. Stakeholders are directed to a web page or invited to take the survey by email. A written summary of results is provided to the organization. • Site Visits to Communities of Finalist Candidates will be charged at a day rate of $1,000 per day, plus travel expenses. 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. • 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. Billing: The professional service fee for the recruitment is billed in three equal installments during the course of the recruitment. The initial installment is billed after the position profile brochure has been created. The second installment is billed after semifinalists are selected. The final installment is billed at the conclusion of the recruitment. Expenses and supplemental services will be billed with each of the three installments, as appropriate. Page 3 of 6 DocuSign Envelope ID: BEA03FE1-2CCC-4673-9ED1-B5A702C97B83 Organization Contact for invoicing: Name: Debra Rybarczyk Position: Executive Office Manager, City Manager's Office Email: drybarczyk@clermontfl.org Phone: 352-241-7358 Service Guarantee: SGR guarantees that you will be satisfied with the results of the full service recruitment process, or we will repeat the entire process one additional time and charge only for expenses. Additionally, if you select a candidate (that SGR has fully vetted) who resigns or is released for any reason within 18 months of their hire date, SGR will repeat the process and charge only for expenses. If the organization circumvents SGR's recruitment process and selects a candidate who did not participate in the full recruitment process, the service guarantee is null and void. We also guarantee that we will not directly solicit a candidate we bring to you for another job. In the event that SGR directly solicits a candidate It brought to the Organization without the Organization's express prior consent, SGR shall immediately refund to Organization the above -referenced not -to -exceed plus all expenses and supplemental costs paid to SGR by Organization. Expenses In the event of a repeat search shall Include: • Position Profile Brochure Edits, Custom Graphics, and SGR Marketing - $750 • Ad placements, as approved by the organization, will be billed back at actual cost with no markup for overhead. • There may be additional charges for changes made to the Position Profile Brochure after the brochure has been approved by the Organization and the position has been posted online. • Online interviews - $225 per candidate. • Comprehensive media reports - $500 per candidate. • Background investigation reports - $400 per candidate. • Reference checks - $225 per candidate. • DISC Management Profile - $175 per candidate • Should the organization request printing of semifinalist or finalist briefing materials, the reproduction and shipping of briefing materials will be outsourced and be billed back at actual cost. • Recruiter travel. 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. • Candidates are reimbursed directly by the organization for travel expenses. • Stakeholder Survey - $1,000 • Site Visits to Communities of Finalist Candidates will be charged at a day rate of $1,000 per day, plus travel expenses. 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. • 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. Page 4 of 6 DocuSign Envelope ID: BEA03FE1-2CCC-4673-9ED1-B5A702C97B83 Terms and Conditions: The Organization reserves the right to terminate this agreement at any time upon giving SGR seven days advanced written notice to SGR, Attn: Melissa Valentine, PO Box 1642, Keller, TX 76244 or by email to MelissaValentine@GovernmentResource.com. In such an 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 thatthe 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 SGR. Accordingly, the Organization 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 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. All travel will be dependent on COVID restrictions in place at the time and take Into consideration and health and safety of team members of both Parties. SGR shall provide and maintain, during the entire term of this Agreement, without cost to the Organization, insurance in the following types and limits with a company or companies authorized to do business in the State of Florida. SGR shall not commence work under the Agreement until Organization has received an acceptable certificate or certificates of insurance and endorsement evidencing the required insurance, with the following minimum limits and coverage limits fully available during the entire contract period: 1. General Liability insurance with the minimum limits and coverage of $1,000,000 per occurrence; combined single limit for Bodily Injury Liability and Property Damage Liability. 2. Automobile liability Insurance with a limit of not less than $1,000,000 combined single limit each accident; $500,000 bodily injury per person; $500,000 bodily injury per accident; $300,000 property damage. Such insurance shall cover liability arising out of any auto, including owned, hired and non -owned autos. 3. Workers' compensation insurance in accordance with Florida Statute, Chapter 440, and/or any other applicable law requiring workers' compensation (Federal, maritime, etc). To cover to the fullest extent permitted by law, SGR shall indemnify and hold harmless the Organization and its agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance by SGR hereunder, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property and (2) is caused in whole or in part by any negligent act or omission of the SGR or anyone directly or indirectly employed by SGR or anyone for whose acts SGR may be liable. SGR hereby acknowledges receipt of ten dollars and other good and valuable consideration from the Organization for the Indemnification provided herein. Page 5 of 6 DocuSign Envelope ID: BEA03FE1-2CCC4673-9ED1-B5A702C97B83 • The parties agree that the sole and exclusive venue for any cause of action arising out of this agreement shall be Lake County, Florida. • SGR shall allow public access to all documents, papers, letters, or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by SGR in conjunction with this Agreement. 20th Approved and Agreed to, this the — Docuftned by: M.t.(,iSS& V"Vj, Melissa Valentine, Managing Director of Recruitment and Human Resources Strategic Government Resources day of April Page 6 of 6 2021 by and between City of Clerm rit, Flo'H Printed Name: Tim MunN•�,,, Title: Mayors, Attest: It J r~�••�.i. �f- y`t Tracy Ackroyd Howe, City Clerk