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AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT FOR PROFESSIONAL SERVICES ("Agreement") is made and
entered into by and between THE CITY OF FORT WORTH, a home-rule municipal
corporation of the State of Texas ("City"), acting by and through its duly authorized Assistant
City Manager, and Strategic Government Resources, Inc. ("Consultant"), a Texas corporation
acting by and through its duly authorized President.
1. Services.
a) Consultant will, with good faith and due diligence, assist City in the
development and implementation of a revised and improved personnel evaluation
system for use by the City, provide associated operating reference materials, conduct
supervisor and citywide training on the new system, perform Six Sigma training,
assist in the development of inentoring and coaching program, and conduct supervisor
training in mentoring, coaching, and supervisory counseling. In particular,
Consultant will perform all cluties outlined and described in the Scope of Worlc,
which is attached hereto as Exhibit "A" and incorporated herein for all purposes as
though it were set forth at length. The actions and objectives contained in Exhibit
"A" are referred to herein as the "Services."
b) Consultant shall perform the Services in accordance with standards in the industry for
the same or similar services. In addition, Consultant shall perform the Services in
accordance with all applicable federal, state, and local laws, rules, and regulations.
2. Term. Services shall be provided by Consultant for a term beginning June 17, 2013 and
ending June 16, 2015, unless terminated earlier in accordance with Section 4 of this Agreement.
3. Compensation. As full and complete compensation for all Services outlined in Exhibit
A, Consultant shall be paid a fee not to exceed Three Hundred Seventeen Thousand Dollars
($317,000.00) in accordance with the payment schedule, which is attached hereto as Exhibit "A"
and incorporated herein for all purposes as though it were set forth at length.
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Professional Services Agreement with Strategic Government Resources, Inc. ��F�(ifi`�' �- Y�a��p 17
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4. Termination. Either Party may terminate this Agreement at any time, with or without
cause, by providing the other Party with thirty (30) days' written notice of termination. In the
event this Agreement is terminated prior to expiration of the Term, City shall pay Consultant
only for Services actually rendered and travel expenses actually incuri•ed as of the effective date
of termination. In the event this Agreement is terminated prior to expiration of the Term,
Consultant shall continue to provide the City with services requested by the City and in
accordance with this Agreement up to the effective date of termination
5. Independent Contractor. Consultant shall operate hereunder as an independent
contractor and not as an officer, agent, seivant, or employee of City. Consultant shall have
exclusive control of and the exclusive right to control the details of the Services performed
hereunder and all persons performing same and shall be solely responsible for the acts and
omissions of its officers, agents, servants, employees, and subcontractors. The doctrine of
i°espo�aclec�t superi.of� shall not apply as between the City and Consultant, its officers, agents,
servants, employees, or subcontractors. Nothing herein shall be construed as creating a
partnership or joint enterprise between City and Consultant. It is expressly understood and
agreed that no officer, agent, servants, employee, or subcontractor of Consultant is in the paid
service of City.
6. Liabilitv and Indemnification. CONSULTANT SHALL BE LIABLE AND
RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR
PERSONAL INJUR Y, INCL UDING DEA TH, TO ANY AND ALL PERSONS, OF ANY IfIND
OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CA USED BY THE
NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL
MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SERi�ANTS OR
EMPLOYEES.
CONSULTANT AGREES TO DEFEND, INDEMNIFY, AND HOLD THE CITY, ITS
OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES HARMLESS AGAINST ANYAND
ALL CLAIMS, LAWSUITS, ACTIONS, COSTS, AND EXPENSES OF ANY KIND,
INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR LOSS
(INCLUDING ALLEGED DAMAGE OR LOSS TO ON'NER'S BUSINESS AND ANY
RESIILTING LOST PROFITS) AND/OR PERSONAL INJURY (INCLUDING DEATH)
THAT MAYRELATE TO, ARISE OUT OF, OR BE OCCASIONED BY (1) CONSULTANT'S
BREACH OFANY OF THE TERMS OR PROVISIONS OF THIS AGREEMENT OR (11) ANY
NEGLIGENTACT OR OMISSION OR INTENTIONAL MISCONDUCT OF CONSULTANT,
Professional Services Agreement with Strategic Government Resources, Inc. Page 2 of 17
ITS OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES, CONTRACTORS (OTHER THAN
THE CITY), OR SUBCONTRACTORS RELATED TO THE PERFORMANCE OF THIS
AGREEMENT; EXCEPT THAT THE INDEMNITY PROVIDED FOR IN THIS SECTION
SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE
OF THE CITY OR ITS OFFICERS, AGENTS, EMPLOYEES, OR SEPARATE
CONTRACTORS, AND IN THE EVENT OF JOINT AND CONCURRENT NEGLIGENCE
OF BOTH CONSULTANT AND CITY, RESPONSIBILITY, IF ANY, SHALL BE
APPORTIONED COMPARATIVELY IN ACCORDANCE WITH THE LAWS OF THE
STA TE OF TEXAS. NOTHING HEREIN SHALL BE CONSTR UED AS A WAI VER OF THE
CITY'S GOVERNMENTAL IMMUNITY AS FURTHER PROVIDED BY THE LAWS OF
TEXAS.
Consultant shall requir•e all of its subcontractors to include in their subcontracts a release
and indemnity in favor of City in substantially the same form as above.
This section shall survive the expiration or termination of this Agreement.
7. Confidential and Proprietary Information. The Ciry acicnowledges that Consultant
may use products, materials, or methodologies proprietary to Consultant. The City agrees that
Consultant's provision of services under this Agreement shall not be grounds for the City to have
or obtain any rights in such proprietary products, materials, or methodologies unless the Parties
have executed a separate written agreement with respect thereto. Consultant, for itself and its
officers, agents, servants, employees, and subcontractors, further agrees that it shall treat all
information provided to it by the City as confidential and shall not disclose any such information
to any third party without the prior written approval of the City.
Notwithstanding the foregoing, Consultant understands and agrees that the City is a
public entity under the laws of the State of Texas, and as such, is subject to various public
information laws and regulations, including, but not limited to, the Texas Public Infoimation
Act, Chapter 552 of the Texas Government Code (the "Act"). Consultant acicnowledges that,
under the Act, the following information is subject to disclosure: 1) all documents and data held
by the City, including information obtained from the Consultant, and 2) information held by the
Consultant for or on behalf of City that relates to the transaction of City's business and to which
City has a right of access. If the City receives a request for any documents that may reveal any of
Consultant's proprietary information under the Act, or by any other legal process, law, rule, or
Professional Services Agreement with Strategic Government Resources, Inc. Page 3 of 17
judicial order by a court of competent jurisdiction, the City will utilize its best efforts to notify
Consultant prior to disclosure of such documents. The City shall not be liable or responsible in any
way for the disclosure of information not clearly marlced as "Proprietary / Coniidential
Information" or if disclosure is required by the Act or any other applicable law or court order. In
the event there is a request for such information, it will be the responsibility of Consultant to
submit reasons objecting to disclosure. A determination on whether such reasons are sufiicient
will not be decided by the City, but by the Ofiice of the Attorney General of the State of Texas or
by a court of competent jurisdiction.
8. Insurance. Dui-ing the term of this Agreement, Consultant shall procure and maintain at
all times, in full force and effect, a policy or policies of insurance that provide the specific
coverage set forth in this Section as well as any and all other public rislcs related to Consultant's
perfoimance of its obligations under this Agreement. Consultant shall specifically obtain the
following types of insurance at the following limits:
• Errors & Omissions (Professional Liability):
If coverage is written on a claims-macie basis, the i-etroactive date shall be coincident
with or prior to the date of the contractual agreement. The certificate of insurance
shall state that the coverage is claims-made and include the retroactive date. The
insurance shall be maintained for the duration of the contractual agreement and for
�ve (5) years following completion of the seivice provided under the contractual
agreement or for the warranty period, whichever is longer. An annual certificate of
insurance submitted to the City shall evidence coverage. Coverage shall be in the
following amounts:
(1) $1,000,000.00 per occurrence or claim
(2) $1,000,000.00 aggregate
Consultant shall promptly provide the City with certificates of insurance that verify Consultant's
compliance with the insurance requirements of this Agreement, The City's Rislc Manager shall
have the right to review and evaluate Consultant's insurance coverage and to malce reasonable
Professional Services Agreement with Strategic Government Resources, Inc. Page 4 of 17
requests or revisions pertaining to the types and limits of that coverage. Consultant shall comply
with such requests or revisions as a condition precedent to the effectiveness of this Agreement.
9. Assi�nment. Consultant may subcontract with Cooperative Personnel Services (also
lcnown as CPS HR Consulting), a California public agency, ("Permitted Subcontractor") to assist
with fuliillment of Consultant's duties under this Agreement; however, Consultant shall retain
ultimate responsibility for ensuring that all duties are fulfilled and all obligations met. With the
exception of engaging the services of the above-named Permitted Subcontractor, Consultant shall
not assign or subcontract all ar any part of its rights, privileges, or duties under this Agreement
without the prior written consent of City. Any attempted assignment of subcontract without the
City's prior written approval shall be void and constitute a breach of this Agreement.
If City grants consent to an assignment, the assignee shall execute a written agreement
with the City and the Consultant under which the assignee agrees to be bound by the duties and
obligations of Consultant under this Agreement. The Consultant and Assignee shall be jointly
liable for all obligations under this Agreement prior to the assignment. If the City grants consent
to a subcontract, the subcontractor shall execute a written agreement with the Consultant
referencing this Agreement under which the subcontractor shall agree to be bound by the duties
and obligations of the Consultant under this Agreement as such duties and obligations may
apply. The Consultant shall provide the City with a fully executed copy of any such subcontract.
10. Compliance with Law. Consultant, its officers, agents, servants, employees, and
subcontractors, shall abide by and comply with all laws, federal, state and local, including all
ordinances, rules and regulations of City. It is agreed and understood that, if City calls to the
attention of Consultant any such violation on the part of Consultant or any of its ofiicers, agents,
servants, employees, or subcontractors, then Consultant shall immediately desist from and
correct such violation.
11. Non-Discrimination. In the execution, perfoimance, or attempted performance of this
Agreement, Consultant will not discriminate against any person or persons because of disability,
age, familial status, sex, race, religion, color, national origin, or sexual orientation, nor will
Professional Services Agreement with Strategic Government Resources, Inc. Page 5 of 17
Consultant permit its officers, agents, servants, employees, or subcontractors to engage in such
discrimination.
This Agreement is made and entered into with reference specifically to Chapter 17,
Article III, Division 3, of the City Code of the City of Fort Worth ("Discrimination in
Employment Practices"), and Consultant hereby covenants and agrees that Consultant, its
of�cers, agents, employees, and subcontr•actors have fully complied with all provisions of same
and that no employee or employee-applicant has been discriminated against by either Consultant,
its officers, agents, employees, or subcontr•actors.
12. Right to Audit. Consultant agrees that the City shall, until the expiration of three (3)
years after �nal payment under this Agreement, have access to and the right to examine any
directly pertinent boolcs, documents, papeis and records of the Consultant involving transactions
relating to this Agreement. Consultant agrees that the City shall have access during normal
worlcing hours to all necessaiy Consultant facilities and shall be provided adequate and
appropriate worlcspace in order to conduct audits in compliance with the provisions of this
section. The City shall give Consultant reasonable advance notice of intended audits.
Consultant further agrees to include in all of its subcontractor agreements hereunder a
provision to the efFect that the subcontractor agrees that the City shall, until the expuation of
three (3) years after final payment under the subcontract, have access to and the right to examine
any directly pertinent boolcs, documents, papers and records of such subcontractor involving
transactions to the subcontract, and further that City shall have access during nor•mal worlcing
hours to all subcontractor facilities and shall be provided adequate and appropriate worlcspace in
order to conduct audits in compliance with the provisions of this section. City shall give
subcontractor reasonable advance notice of intended audits.
This section shall survive the expiration or termination of this Agreement.
13. Fiscal Fundin�. In the event no funds or insufficient funds are appropriated by the City
in any fiscal period for any payments hereunder, City will notify Consultant of such occurrence
Professional Services Agreement with Strategic Government Resources, Inc. Page 6 of 17
and this Agreement shall terminate on the last day of the fiscal period for which appropriations
were received without penalty or expense to City of any lcind whatsoever, except as to the
portions of the payments herein agreed upon for which funds shall have been appropriated.
14. Venue and Jurisdiction. Should any action, whether real or asserted, at law or in equity,
arise out of the execution, performance, attempted performance of this Agreement, venue for
said action shall lie in Tarrant County, Texas.
15. Notices. Notices to be provided hereunder shall be sufficient if forwarded to the other
Party by hand-delivery or via U.S. Postal Service certified mail, postage prepaid, to the address
of the other Party shown below:
Susan Alanis, Assistant City Manager Ron Holiiield, President
City of Fort Worth Strategic Government Resources, Inc.
1000 Throckmorton St. 1117 Bourland Road
Fort Worth, Texas 76102 Keller, Texas 76248
(817)392-2689 (817)337-8581
16. Solicitation of Employees. Neither the City nor Consultant shall, during the term of this
Agreement and additionally for a period of one year after its termination, solicit for employment
or employ, whether as employee or independent contractor, any person who is or has been
employed by the other during the term of this Agreement, without the prior written consent of
the person's employer.
17. Non-Waiver. The failure of either Party to insist upon the performance of any term or
provision of this Agreement or to exercise any right herein conferred shall not be construed as a
waiver or relinquishment to any extent of City's or Consultant's right to assert or rely on any
such term or right on any future occasion.
18. Disclosure of Conflicts. Consultant hereby wairants to the City that Consultant has
made full disclosure in writing of any existing or potential conflicts of interest related to
Consultant's provision of the Services. In the event that any conflicts of interest arise after the
Professional Services Agreement with Strategic Government Resources, Inc. Page 7 of 17
execution of this Agreement, Consultant hereby agrees to malce full disclosure to the City in
writing immediately upon learning of such conflict.
19. Minority and Woman Business Enterprise Participation. In accordance with City
Ordinance No. 15530, the City has goals for the participation of minority business enterprises
and woman business enterprises ("M/WBE") in City contracts. Consultant acicnowledges the
M/WBE goal established for this Agreement and its commitment to meet that goal. Any
misrepresentation of facts (other than a negligent misrepresentation) and/or the commission of
fi�aud by the Consultant may result in the termination of this Agreement and debarment fi•om
participating in City contracts for a period of time of not less than three (3) years.
20. Governmental Powers. Both Parties agree and understand that the City does not waive
or surrender any of its governmental powers by execution of this Agreement.
21. Severabilitv. If any provision of this Agreement is held to be invalid, illegal or
unenforceable, the validity, legality and enforceability of the remaining provisions shall not in
any way be affected or impaired.
22. Force Majeure. If either Party is unable, either in whole or part, to fuifill its obligations
under this Agreement due to acts of God; strilces, locicouts, or other industrial disturbances; acts
of public enemies; wars; blocicades; insurrections; riots; epidemics; public health crises;
earthqualces; fires; floods; restraints or prohibitions by any court, board, department,
commission, or agency of the United States or of any state; declaration of a state of disaster or of
emergency by the federal, state, county, or City government in accordance with applicable law;
issuance of a Level Orange oi• Level Red Alert by the United States Department of Homeland
Security; any arrests and restraints; civil disturbances; or explosions; or some other reason
beyond the Party's reasonable conti•ol (collectively, "Force Majeure Event"), the obligations so
affected by such Force Majeure Event will be suspended only during the continuance of such
event.
Professional Services Agreement with Strategic Government Resources, Ina Page 8 of 17
23. Headin�s not ControllinE. Headings and titles used in this Agreement are for reference
purposes only and shall not be deemed a part of this Agreement.
24. Review of Counsel. The Parties acicnowledge that each Party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that
any ambiguities are to be resolved against the drafting party shall not be employed in the
interpretation of this Agreement or exhibits hereto.
25. Amendment. No amendment, modification, or alteration of the tertns of this Agreement
shall be binding unless the same is in writing, dated subsequent to the date hereof, and duly
executed by the parties hereto.
26. Si�nature Authoritv. The person signing this Agreement hereby warrants that he or she
has the legal authority to execute this Agreement on behalf of his or her respective Party, and
that such binding authority has been granted by proper order, resolution, ordinance or other
authorization of the entity. The other Party is fully entitled to rely on this warranty and
representation in entering into this Agreement.
27. Entire Agreement. This written instrument (together with any attachments, exhibits,
and appendices) constitutes the entire understanding between the Parties concerning the worlc
and services to be perfoimed hereunder, and any prior or contemporaneous, oral or written
agreement that purports to vary from the terms hereof shall be void.
[SIGNATiJRES APPEAR ON FOLLOWING PAGE]
Professional Services Agreement with Strategic Government Resources, Inc. Page 9 of 17
EXECUTED in multiple originals on this, the �.�day of .' �� , 2013.
CITY OF FORT WORTH, TEXAS STRATEGIC GOVERNMENT,l2ESOURCES, INC.
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Susan- lanis
Assistant City M nager
Date Signed: U ,�= ; I �
ATTEST:
7
1'Glaty J.
City Se�
APPROVED AS TO FORM
AND LEGAcLITY:
Assistant City
M&C C-26261
OFFICIAL RECORD
CIiY SECRET'ARY
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Ronald Holifield ��
President
Date Signed: lo " ��^ i3
WITNESS:
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Professional Services Agreement with Strategic Government Resources, Ina `— Page 10 of 17
EXHIBIT A
SCOPE OI' SERVICES
Overview
Consultant will assist the City by performing the following taslcs, which are described in more
detail below.
■ Taslc 1 - Project Initiation
■ Taslc 2 — Resource Development
■ Taslc 3 — Training
■ Taslc 4— Project Evaluation and Follow-Up
Taslc 1—
Task Summarv:
Establish sh•ategy and timetables for completing all aspects of the Services.
Consultant's Duties:
Consultant will meet with assigned City staff to:
Develop overall project strategy.
Gather information regarding the current appraisal system, employee role
descriptions, and other relevant materials and information.
Establish schedule for development of new appraisal system and for user training.
Establish schedule for set-up and implementation of the Learning Management
System.
Establish schedule for set-up and implementation of the Coaching and Mentoring
Program.
Establish schedule for Six Sigma training.
Deliverable: Comprehensive schedules covering all aspects of the Services.
City Participation Required:
The City will assign personnel from the Human Resources Departinent ("HR") to assist
in gathering information and assign personnel from HR and the City Manager's Office to
provide input on project strategy and to review, revise, and finalize schedules.
Professional Services Agreement with Strategic Government Resources, Inc. Page 11 of 17
Taslc 2 — Resource Development
Taslc Summarv:
Develop new performance appraisal system, operations manual, and training curricula.
Consultant's Duties:
Consultant will:
Develop revised employee appraisal system based on evaluation of the City's
current system and needs, survey of systems used by other employers, and
industry best practices.
Develop a written, comprehensive operations manual for the revised appraisal
system to serve as a reference tool for supervisors and managers.
Create a video-based operations manual utilizing video vignettes for use (i) as an
introductory training tool for newly hired supeivisors and manageis on the
performance appraisal system; and (ii) as an on-going resource for previously
trained supervisors and managers to quicicly find answers and biush up on the
appraisal process.
Develop a 4 hour live class curriculum to teach supervisors and managers how to
use the appraisal process ("Supeivisor Curriculum"). The Supeivisor Curriculum
will emphasize accountability and the need for change in the worlcplace culture
and will include training on resources and tools supervisors and managers can use
to improve slcills in conducting performance appraisals such as coaching,
discipline, and communicating effectively.
Create a custom 10 minute motivational video to be viewed by all Fort Worth
employees to communicate Fort Worth's cultural DNA and values, including how
Fort Worth values its employees. "Leadership has listened and is initiating a
culture shift that includes training and performance appraisal process
improvement for greater accountability . . . ."
Develop a 2-hour live class curriculum that (i) communicates to all employees
how Fort Worth values its employees, (ii) reviews Fort Worth's cultural DNA and
values, and (iii) provides a"here's what's coming" oveiview of the new
performance appraisal process so eveiyone is encouraged and buys in to the
upcoming changes and improvements ("Staffwide Curriculum").
Provide access through a City- branded portal to an online Learning Management
System (LMS) that provides supervisors and managers with local-government
specific training and leadership-development courses. Consultant shall ensure
that the LMS provides integrated testing, tracicing, and comprehensive reporting
capabilities for assignments, courses, and other training events, whether online or
live. The provided LMS shall be structured so as to manage class registrations
Professional Services Agreement with Stcategic Government Resotu�ces, Inc. Page 12 of 17
and tracicing for the City's existing in-house training and for the City's future
development and storage of additional online training courses and files.
Consultant shall ensure that the LMS provides compliance couises on regulations
and policies that generally apply in a worlcplace environment, including, but not
limited to, training on regulations and policies relating to: sexual harassment,
ethics, diversity, the Red Flag rule, Drug Use (US Department of Transportation),
Alcohol Use (US Department of Transportation), Family and Medical Leave Act
(FMLA), and the Americans with Disabilities Act (ADA). In addition, the
provided LMS shall provide general-topic training including, but not limited to,
customer service, supervisory slcills, and managerial slcills.
Assist in the development of criteria regarding experience, ability, and attitude
necessary to be a successful mentor.
Provide reference tools for the Fort Worth's Emerging Leaders Steering
Committee to use in the development of a coaching and mentoring program that
will integrate fluidly with the performance appraisal process.
Assist in the development of an application process to screen potential
participants for the role of inentor and for the role of protege and to assist in
matching mentors and proteges from different work groups or different City
departments based on the needs and goals of the protege and the qualifications of
the mentor.
Provide resources for participating mentors/coaches on developing and enhancing
mentoring and coaching slcills. The mentoring materials will include reference
guides for conducting monthly mentor/protege meetings to focus on helping the
protege (i) achieve his or her goals, (ii) understand issues within the organization,
and (iii) gain a broader perspective on leadership. The coaching materials will
include reference guides for conducting monthly meetings between a
supervisor/coach and a direct subordinate to focus on specific ways the
subordinate can improve performance in his or her current position.
Deliverables: Revised Employee Appraisal System, Supervisor Curriculum,
Motivational Video, Staffwide Cun-iculum, LMS, Mentoring/Coaching Tools
Citv Participation Required:
The City will assign personnel from the City Manager's Office and HR to review and
provide feedbacic on all draft deliverables and to approve of final deliverables.
Task 3 — Training
Taslc Summar •
Conduct trainings on revised employee appraisal system, Six Sigma methodology and
tools, and coaching, mentoring, and supervisory counseling.
Professional Services Agreement with Strategic Government Resources, Inc. Page 13 of 17
Consultant's Duties:
Consultant will:
Conduct twenty (20) live class sessions of forty-five (45) students each using the
Supeivisor Curriculum to teach supervisors and managers how to conduct
effective performance appraisals and discuss the use of the operations manual.
Consultant shall ensure that each session is led by a high quality facilitator who is
an expert in his or her field, understands local government, and has exceptional
presentation slcills.
Conduct thirty-three (33) live class sessions of two hundred (200) students each
using the Staffwide Curriculum to communicate to all employees the value Fort
Worth places on employee development, to review Fort Worth's cultural DNA
and values, and to provide more information regarding the upcoming changes and
improvements to the appraisal process,
Conduct twenty (20) live class sessions of forty-iive (45) students each on
"Coaching, Mentoring and Supeivisory Counseling" for all supervisors and
managers. This class will launch the coaching and mentoring program by
providing attendees with the essential strategy for building trust with their
employees and utilizing the differing slcill sets of coaching, mentoring and
supervisory counseling. Classes will be limited to 45 participants to optimize the
ability for employees to aslc questions and malce decisions about whether they
wish to apply for the program. The sessions will be led by a high quality
facilitator who is an expert in his or her field, understands local government, and
has exceptional presentation slcills. At the end of the class, supeivisors and
managers will be given the opportunity to apply to become formal mentors.
Conduct one live two-and-a-half-day (2.5-day) Six Sigma Yellow Belt Class of up
to twenty (20) supeivisors and managers selected by the City Manager's Office.
This class shall train individuals to participate on (but not to lead) improvement
projects and shall provide an overview of the Six Sigma methodology and an
introduction to the basic tools of Six Sigma and process management. The class
shall train participants how to develop and use process maps and other basic
improvement tools to support Six Sigma projects. On completion of this class,
each participant will receive designation as a Six Sigma Yellow Belt fi�om SGR
whose h•aining materials are accredited by the International Association for Six
Sigma Certification (IASSC).
Conduct one live eight-day (8-day) Six Sigma Green Belt Class of up to twenty
(20) Yellow Belt supervisors and managers selected by the City Manager's
Office. At least five weelcs prior to the commencement of the first session of the
class, Consultant shall assign class participants with "homeworlc" assignments
lasting from two to four weelcs in preparation for the training. This class shall
train individuals to lead projects that have the improvement potential of up to
$100,000.00 and shall extend worlc done in Yellow Belt training and provide a
Professional Services Agreement with Strategic Government Resources, Inc. Page 14 of 17
deeper understanding of the Six Sigma methodology and all of its tools and
techniques. On completion of this class, each participant will receive designation
as a Six Sigma Green Belt from SGR whose training materials are accredited by
the IASSC.
CitY Participation Required:
The City will:
Provide meeting space for all classes, including an auditorium-style meeting
space capable of holding two hundred (200) or more people for the Staffwide
Curriculum classes.
Assign personnel from HR to assist in coordinating all classes.
Acting through its City Manager's Ofiice, select up to twenty (20) supervisors
and managers to participate in Six Sigma Yellow Belt Class.
Acting through its City Manager's Office, select up to twenty (20) Yellow Belt
supervisors and managers to participate in Six Sigma Green Belt Class.
Task 4— Evaluation and Follow-Up
Taslc Summarv:
Develop, administer, and analyze results from a survey of City employees before and
after implementation of the revised personnel appraisal system.
Consultant's Duties:
Consultant will:
Develop pre- and post-implementation employee surveys to be used to determine
the effectiveness of the new performance appraisal process by gauging employee
opinions before implementation and one year following implementation.
Administer the survey to at least ten percent (10%) of City employees at all levels
of the organization, including at least two individuals from every City department,
with all such employees to be selected at random.
Evaluate survey results and prepare and submit a report summarizing responses.
Deliverables: Pre-implementation Survey, Post-Implementation Suivey, Report
Summarizing Results
Cit_y Participation Required:
The City wiil assign personnel from the City Manager's Office and HR to review and
provide feedbacic on the draft surveys and to approve final versions.
Professional Services Agreement with Strategic Govermnent Resources, Inc. Page 15 of 17
EXHIBIT B
PAYMENT SCHEDULE
i. Consultant's fee will be divided into payments corresponding to project milestones as foilows:
Proiect Initiation $2,000.00
Resource Development
Revised performance appraisal system
and comprehensive operations manual
Video-based operations manual
Supeivisor Curriculum
Motivational Video
Staffwide Curriculum
Online Learning Management System
Mentoring/Coaching Materials
Trainiu�
Supervisor Curriculum Training
Staffwide Curriculum Training
Six Sigma Yellow Belt Training
Six Sigma Green Belt Training
Coaching, Mentoring, and Supervisory Counseling Training
$33,000.00
$16,500.00
$33,000.00
$15,000.00
$12,000.00
$500.00 one-time set-up fee
plus
$20.00 per user per year
(not to exceed $18,000.00
per year for nine hundred
users)
$2,000.00
$2,000.00 per class session
(not to exceed $40,000.00
for twenty classes)
$1,500,00 per class session
(not to exceed $49,500.00
forthirty-three classes)
$10,000.00 for 2.5-day class
$32,000.00 for 8-day class
$2,000.00 per class session
Professional Seivices Agreement with Strategic Government Resources, Inc. Page 16 of 17
(not to exceed $40,000.00
for twenty classes)
Project Evaluation and Follow-Up
Survey Development, Performance, and Analysis $13,500.00
TOTAL NOT TO EXCEED AMOUNT $317,000.00
ii. Following completion of each of the listed milestones, the Consultant shall provide the City
with a signed fee invoice summarizing the portion of the Services that has been completed and
requesting payment. If the City requires additional reasonable information, it shall request the same
promptly after receiving the above information, and the Consultant shall provide such additional
reasonable information to the extent the same is available. On full and final completion of the Services,
Consultant shall submit a iinal fee invoice, and City shall pay any balance due within 30 days of receipt
of such invoice.
iii. In the event of a disputed or contested billing, only the portion bein� contested will be withheld
from payment, and the undisputed portion will be paid. City will exercise reasonableness in contesting
any bill or portion thereof. No interest will accrue on any contested portion of the billing until the
contest has been mutually resolved.
iv. For contested billings, the City shall malce payment in full to Consultant within 60 days of the
date the contested matter is resolved. If City fails to malce such payment, Consultant may, after giving
7 days' written notice to City, suspend services under this Agreement until paid in full, including
interest calculated from the date the billing contest was resolved. In the event of suspension of
services, Consultant shall have no liability to City for delays or damages caused to City because of such
suspension of services.
Professional Services Agreement with Strategic Government Resources, Inc. Page 17 of 17
City of Fort Worth, Texas
Mayor and Council Communication
DATE: Tuesday, May 21, 2013 REFERENCE NO.: **C-26261
LOG NAME: 14SGR
SUBJECT:
Adopt Supplemental Appropriation Ordinance Increasing Appropriations in the Risk Management Fund in
the Amount of $317,000.00 and Decreasing the Assigned Risk Management Fund Balance by the Same
Amount, Authorize Transfer of $317,000.00 to the General Fund, Adopt Appropriation Ordinance
Increasing Appropriations in the General Fund in the Amount of $317,000.00, and Authorize Execution of a
Contract with Strategic Government Resources, Inc., for Up to $317,000.00 for the Implementation of a
City-Wide Performance Management Program (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the attached supplemental appropriation ordinance increasing the appropriations in the Risk
Management Fund in the amount of $317,000.00 and decreasing the Assigned Fund Balance by the same
amount;
2. Authorize the transfer in the amount of $317,000.00 from the Risk Management Fund to the General
Fund;
3. Adopt the attached supplemental appropriation ordinance increasing estimated receipts and
appropriations in the General Fund in the amount of $317,000.00; and
4. Authorize the execution of a contract with Strategic Government Resources, Inc., for an amount not to
exceed $317,000.00 for City-wide performance management and Lean Six Sigma training.
DISCUSSION:
In 2012, a Committee of Department Directors and Managers (Committee) was created to review the
City's current performance appraisal process and to formulate recommendations to the City Manager for
possible improvements. The Committee recommended revising the City's process and tools to encourage
managers and supervisors to provide employees with ongoing, constructive feedback with the goal of
improving productivity and accountability of all work teams across the City.
Recognizing that training and consistent application are critical to the success of any performance
appraisal system, the Committee issued a Request for Proposals (RFP) to engage a consultant to develop
and deliver appropriate training throughout the organization. The training would provide skills to
supervisors while also beginning a cultural shift for all employees regarding personal accountability. The
City received proposals from seven management consulting groups. An evaluation team composed of a
diverse group of City employees representing several departments and employee levels reviewed the
proposals and invited the top three to make presentations.
Logname: 14SGR Page 1 of 3
Strategic Government Resources, Inc. (SGR), was identified as having the strongest proposal and
providing the best value for the requested services. SGR is the largest provider of live training for local
governments in the nation and the only company in the nation that offers a comprehensive array of
supervisory and management curriculum specifically for local government. The proposed scope for this
phase is summarized as follows:
. Review proposed performance appraisal system and publish a comprehensive operations manual
. Produce a video-based manual to be used as an as-needed refresher tool for trained supervisors
. Develop and conduct a four-hour live training class for use in Fiscal Year 2014 for all supervisors
and managers to learn about the tools and the skills needed to effectively communicate, coach and
discipline employees
. Develop and conduct a survey of employees pre-and post-implementation of the new appraisal
system
. Conduct a two-hour live training session with all employees to reiterate the City's organizational
values, inform all employees about the upcoming changes and improvements to the appraisal
process and begin building a culture of high performance and accountability
. Produce a related video to reinforce this message with current and future employees
. Provide the tools to launch an ongoing coaching and mentoring program for supervisors and
managers
. Develop and conduct a more intensive four-hour live training class for all supervisors and managers
focused on Coaching, Mentoring and Supervisory Counseling
. Provide access for all supervisors and managers to the SGR Learning Management System that
includes a variety of on-line courses and webinars
The new supervisory skills training and the appraisal process are anticipated to reduce the City's liability
exposure for future employment claims by ensuring that supervisors are well-trained and effective in
overseeing the work of employees. This will include communicating to them identified areas of concern
and opportunities to continuously improve performance. Because these enhancements are expected to
reduce the City's future liability exposure, Staff is recommending the use of excess reserves in the Risk
Management Fund to fund this initiative.
In addition to the specific performance management training noted above, this appropriation and contract
support the inaugural Lean Six Sigma training course that will allow up to twenty individuals across the
organization to seek certification in process improvement. The goal is to begin providing selected
participants with tools and skills to lead continuous improvement teams that will work to improve
organizational efficiency and service levels.
Over the coming months, staff will continue to evaluate the web-based and live course offerings by SGR
to determine if additional services would support the City's efforts to restore and enhance staff
development programs. A priority of the City's Management Plan is to attract, retain, and develop a highly
skilled, diverse workforce for high quality customer service. More specifically, a key objective is to promote
continuous improvement of employee performance which demands an effective staff development
program. This ongoing initiative supports that management priority.
FISCAL INFORMATION / CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above recommendations
and adoption of the attached supplemental ordinances, funds will be available in the current operating
budget, as appropriated, of the General Fund. Upon approval, the unassigned fund balance of the Risk
Management Fund will exceed the minimum reserve, as outlined in the Financial Management Policy
Statements.
FUND CENTERS:
TO Fund/Account/Centers FROM Fund/Account/Centers
Logname: 14SGR Page 2 of 3
(3) GG01 531200 0141000 $317,000.00 (2) FE71 538040 0139010 $317,000.00
(1 i(2) FE71 538040 0139010 $317,000.00 (4) GG01 531200 0141000 $317,000.00
(2) (31 GG01 476071 0141000 $317,000.00
CERTIFICATIONS:
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
1. 13-0069 waiver.pdf (CFW Internal)
2. 14SGR FE71 A013.doc (Public)
3. 14SGR GG01 A013.doc (Public)
Susan Alanis (8180)
Karen Marshall (7783)
Richard Hodapp (7770)
Logname: 14SGR Page 3 of 3