HomeMy WebLinkAboutGP Strategies Corporation; 2021-08-23; HR2204HR2204
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AGREEMENT FOR ENGAGEMENT SURVEY AND CONSULTING SERVICES GP STRATEGIES CORPORATION
THIS AGREEMENT is made and entered into as of the ______________ day of _________________________, 20___, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and GP Strategies Corporation, ("Contractor") for engagement survey and consulting services. RECITALS A. City requires the professional services of a company that is experienced in understanding and surveying employee engagement, analyzing and reporting survey results and providing consulting services to management and executives to help increase employee engagement based on the results and best practices.
B. Contractor has the necessary experience in providing professional services and advice related to measuring and increasing employee engagement. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement’s terms and conditions. 2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of five (5) years from the date first above written provided the City Council appropriates sufficient funds for each subsequent agreement year following the initial agreement year. If the City Council does not appropriate sufficient funds for subsequent agreement years, City shall terminate the agreement.
4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total fee payable for the Services to be performed may not exceed thirty-five thousand dollars ($35,000) per Agreement year. No other compensation for the Services will be allowed except for
items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City’s self-administered workers’ compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor’s
agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus
line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating
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in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
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10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Lori Shonley Name Lisa Fagan-Joseph
Title Human Resources Manager Title Vice President
Department Human Resources Address 200 Clocktower Drive
City of Carlsbad Hamilton NJ 08690
Address 1635 Faraday Avenue Phone No. 813-817-8050
Carlsbad, CA 92008 Email lfaganjoseph@gpstrategies.com
Phone No. 442-303-2971
Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories.
Yes No 17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
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under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTION AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties.
/// ///
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26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California
By: By:
(sign here) Judy von Kalinowski, Human Resources Director
Lisa Fagan-Joseph, Vice President
(print name/title)
ATTEST:
By:
(sign here) FAVIOLA MEDINA
Mike Dugan, Chief Financial Officer City Clerk Services Manager
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups. Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: _____________________________ Assistant City Attorney
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EXHIBIT “A”
SCOPE OF SERVICES
DEFINITIONS
• 5-point Likert scale item – a question that provides respondents 5 options to choose from
ranging from strongly agree to strongly disagree.
• Standard Items – one of the researched based and statistically valid 27 questions GP Strategies
provides in their standard engagement survey. These include our 22 standard 5-point Likert
scale items and 5 multiple choice questions.
• Open Ended Item – a question that allows respondents to write-in free-form text responses for
up to three (3) topics per question.
• Benchmark – normative data by industry used as comparator for City survey results.
• High Level Engagement Report (HER) – company roll-up report that captures Engagement
levels, item favorability, detailed item breakdown, satisfaction and contribution drivers, flight
risk and other Engagement drivers.
• Organizational Summary Presentation – presentation of results that includes organization-level
data, an agreed-upon benchmark, period over period data (if applicable), and 1 key
demographic data cut (e.g., Department). Additional data cuts will be added by GP Strategies as
the story emerges through data analysis.
• Snapshot Analysis Report (SAR) – GP Strategies’ standard report format that will be delivered to
all eligible managers of workgroups that have 6 or more respondents.
• Stoplight Report – A report available in Excel and PDF that provides a comparative view across a
single demographic (e.g., department) using color-coding to visually indicate trends in the data.
• Stoplight Drilldown Report – a type of stoplight report that is available for any leader who has
managers reporting into them. This report provides rolled up data of any workgroup that rolls
into that leader based on the organizational hierarchy.
• Town Hall template – PowerPoint document containing the survey items, overall organization
results and benchmark data that can be populated by City for manager teams.
• Engagement Portal – a web based, online tool for managers to access their reports and to
complete their action plans based on team engagement results meetings.
• Demographics – the characteristics of the survey population, such as department, location,
manager, leadership level, tenure, ethnicity, gender, age or other identified characteristics. The
information within the demographics file is used to shape and generate reporting.
DESCRIPTION OF SERVICES
Upon the City’s request, GP Strategies will conduct an employee engagement survey for City that will be
launched at a date to be determined by the City/Contractor project team. Upon the City’s request, this
survey may be repeated during the contract term. Also upon the City’s request, GP Strategies will
provide training solutions and consulting for the City.
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SURVEY
The survey process includes the following phases:
Project Management Services
• GP Strategies shall assign a project manager to lead the planning and implementation of the
project through project completion as indicated by the project plan. They will act as the key
contact for GP Strategies throughout the implementation.
• The assigned project manager shall be available to City on an as needed basis during GP
Strategies’ operating hours, Monday – Friday, 9:00 am - 8:00 pm ET (excluding holidays
observed by GP Strategies).
• City will assign a project manager/key contact.
• Should the assigned project manager not be available to City, a backup project manager shall be
provided by GP Strategies.
• GP Strategies’ project manager shall lead a project kick-off meeting/conference call to review a
detailed project plan, including timing and milestone deliverables. Conference calls shall
continue throughout the project to ensure milestones are met and City questions are answered.
• City and GP Strategies shall mutually agree to the project plan and implementation timeline for
the survey, communications, report delivery, and presentation to City’s Senior Leadership Team.
Phase 1 Engagement Survey
Phase 1.1 Set-Up: Survey Creation
GP Strategies shall perform the following services to create a new survey for City:
• Provide a project plan detailing deliverable due dates.
• Conduct Kick-off Call with City and GP Strategies Project Manager.
• Provide a standard survey template and a list of custom items to be considered by City for
inclusion in the new survey.
• Analyze City’s past survey data for applicability in the creation of the new survey (if available).
• Provide consulting to help develop the overall survey and custom items based upon GP
Strategies’ recommended best practices.
• GP Strategies shall create the survey and present a final copy of the survey site to City to review
and approve.
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• Internet surveys will be distributed via email. GP Strategies shall individually email a unique
survey link to all City employees as specified in the original demographic file.
• Should some participants not have email access a kiosk approach can also be leveraged for no
additional charge. For this approach, GP Strategies will provide a City-specific generic link that
can be leveraged at kiosk locations set up by City. Participants will be required to enter two
unique identifiers to access the survey (e.g., employee ID and last name).
• Translations of the survey are available and must be agreed upon prior to signing of contracts.
Fees are applicable.
Communications
• GP Strategies will provide templates to City for all communications. GP Strategies will work
directly with City on all communications to provide feedback and best practices.
• City to provide a company logo for co-branding of survey site and reports.
• City shall be responsible for:
1. Briefing of senior management team
2. Communication to all participants by senior leaders or core team members to position
the initiative and encourage participation.
3. Communication to all managers ahead of the main distribution to position the initiative
and provide answers to questions managers will likely receive.
4. Communication to all employees on the outcome of the survey and next steps.
• GP Strategies shall be responsible for:
1. Main distribution of the survey.
2. Reminders to complete ahead of the close of the survey (as defined below in Phase 1.2
Survey and Analysis).
3. Confirmation that the survey is completed.
Items
• Standard survey construct is as follows:
• Definitions to clearly guide the respondent as to the intended meaning of “Manager”
and “Senior Leaders” (fully customizable by City).
• Core 22: 5-point Likert-scale items (comprised of the following indices that constitute
the GP Strategies IME Model): 8 (I) Individual, 9 (M) Manager, and 5 (E) Executive items.
Wording can be altered, but construct must remain intact for benchmarking and
comparative purposes.
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• 5 Pick list items that examine the following topics: top factor influencing satisfaction,
contribution, flight risk, thoughts about staying, and possible causes of leaving the
organization.
• Additionally, City can elect to add up to 20 additional 5-point Likert-scale items that are
developed by City and the GP Strategies Project Manager.
Demographics
• GP Strategies and City determine the demographics that will be captured and any groupings
required for manager-specific reporting.
• City provides GP Strategies with a list of all employees who will be invited to participate in the
survey including detailed demographic information required for reporting purposes. City will
provide, at a minimum, a listing of employees (first and last name), email addresses, employee
ID, and direct manager so that responses can be tracked, duplicates eliminated, response
reminders sent to those not yet completed, and workgroup reports created and distributed.
• Should City require changes to the original demographic file after final submission to GP
Strategies and up until 5 days before the closing of the survey, City shall provide a new
demographic file to be loaded and GP Strategies shall make such change at no additional cost to
City. No new users shall be added to the survey while the survey is live (GP Strategies requires
all users to be confirmed in the demographics file 5 days prior to launch). Should City require
changes to original demographic file after closing of the survey, there will be a flat fee of $3,000
to reload and test the demographics file and re-generate all reports. Deliverable dates per the
implementation plan may be impacted.
• GP Strategies will provide an initial response rate report that will show the potential
respondents by agreed-upon demographic for City approval.
Phase 1.2 Survey and Analysis
• GP Strategies sends out a unique survey link to all City employees in the original demographic
file or City employees can access via centralized kiosk computer with a generic link and 2
security identifiers (e.g., employee ID and last name).
• Employees complete the survey via computer or mobile device.
• GP Strategies will send out reminder emails to those employees who have not yet completed
the survey as appropriate, in a format and frequency agreed upon by City per the project plan
(typically up to 4 reminders per survey live period).
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• GP Strategies will provide (via email in Excel format) response rates to City by mutually agreed
upon demographics prior to launch of survey and at frequency agreed to between City and GP
Strategies Project Managers.
• GP Strategies analyses the data for demographic categories (Note: data for demographic
categories of less than 6 respondents will not be included in reports to protect employee
anonymity).
Data Storage and Delivery
• All data transmitted between the respondent’s computer and GP Strategies’ servers shall be
encrypted with SSL (Secured Socket Layer).
• GP Strategies shall store all data in a Microsoft SQL Server database, hosted in a secure
environment with access provided on a need to have basis for managing the production process.
• GP Strategies shall provide data to City via two different systems:
a. Online manager’s portal secured via SSL, if applicable.
b. SharePoint extranet site, secured with SSL. Access to SharePoint site is limited to designated
City representatives responsible for high-level report delivery.
• Aggregate survey data may be included in GP Strategies’ benchmarks with no reference to City
and will not be included in any other GP Strategies reports or research.
Phase 1.3 Report Creation and Presentations
• Upon completion of the survey by City’s employees, GP Strategies shall aggregate the data
according to the demographic file provided by City. (Note: data for demographic categories of
less than 6 respondents will not be included in reports to protect employee anonymity).
• GP Strategies shall compare City’s overall company results against an agreed-upon benchmark in
the HER (High Level Engagement Report PDF) and include the results in GP Strategies’
Organizational Summary presentation to City (can be either in-person or virtual depending on
City needs). Should the City change the agreed-upon external benchmark after reports have
been run, additional fees will apply.
• GP Strategies shall produce a comprehensive narrative (Organizational Summary) presentation
inclusive of key demographic data highlighting key findings and insights as well as a detailed
breakdown of the data (1 key demographic only).
• GP Strategies will conduct 3 presentations to the agreed-upon audiences.
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• GP Strategies will provide City a “Town Hall Template” (PowerPoint) based on Organizational
Summary Report Presentation structure – this contains the survey items, overall organization
results and benchmark data. This template helps to facilitate cascading communications of
survey findings. This does not include specific workgroup data.
• GP Strategies produces all available Snapshot Analysis Reports (SARs), captured in demographics
file to be used by managers determined by City. This report contains two data points based on
survey findings (workgroup and company overall data) and links to online resources for
interpreting the report and taking action. The Snapshot Analysis Reports will be available 2 to 3
weeks from the closing of the survey and distributed in PDF file format.
• GP Strategies produces all available Stoplight Reports captured in demographics file to be used
by HR and/or senior level leaders to analyze data across demographics. They compare results
across each demographic (e.g., the department Stoplight will show data generated for each
department).
• GP Strategies produces all available Stoplight Drilldown Reports on named hierarchy only (direct
report or other demographic cuts are not included), captured in demographics file to be used by
senior and mid-level leaders to analyze data across those groups that roll into them based on
organizational hierarchy. Stoplight Drilldown Reports will be delivered to City via SharePoint for
them to deliver, as appropriate, to leaders.
• If City chooses to select a write-in item (Open Ended Item), GP Strategies utilizes a category
approach. GP Strategies project managers will consult with City to confirm the Open Ended Item
as well as up to 15 topics (categories) that respondents can select from when responding to the
question. The write-in functionality will allow respondents to select and respond to up to three
(3) topics related to the Open Ended Item. This category approach allows GP Strategies to
provide verbatim comments to City by theme at both the company level as well as by larger
demographic groupings such as Business Unit, Division, etc. (to be agreed upon with City). GP
Strategies can provide a standard (non-categorized) write-in item if the City chooses instead of
category. Write-in comments have a 2,000 character limit per response.
Phase 1.4 Report Creation and Presentations – Optional Components
• If the minimum respondent size of 6 is required to change per City request, a fee of $3,000 will
be charged to City for the technical coding adjustments and additional QC process.
• Should City request for GP Strategies to provide customizations to the Snapshot Analysis Report,
GP Strategies shall develop the customized SAR at a rate of $350 per hour.
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• Custom report requests that were not provided to GP Strategies in the initial demographic file
will be handled differently depending on the type of data. If the custom request is based on
demographics (e.g., Location by Tenure or a certain Leader by Location), this request is able to
be completed by the administrator (self-service) within the platform and assigned to the
appropriate manager. Custom report requests based on employee ID will need to be completed
by the GP Strategies technical team. Requests for up to 20 of these groupings are included in
your platform license. Any requests about 20 will be billed at $350 per custom report request by
employee ID. City will work with Project Manager to submit the request in writing via email. For
all custom reports, there is a standard turn-around time of two (2) weeks.
• City may request to add a comparative data point such as department to all manager reports for
a fee of $2,000. Only one comparator can be added.
• City may request SAR’s to include prior period comparative results for verbatim demographic
matches (this includes mapping across all demographics supplied to GP Strategies by City). Prior
period mapping for non-verbatim matches will be presented to the City to re-map the
discrepancies, if appropriate.
• GP Strategies can also populate Town Hall templates for a workgroup for an additional fee of
$1,000 per presentation created.
• GP Strategies can include more than 1 key demographic in the Organizational Summary
presentation. If this is required by City, a fee of $350 per hour will be charged to complete.
Phase 2 – The Engagement Portal
• GP Strategies provides access to the Engagement Portal to allow City managers to download
their reports, plan team meetings, log action planning agreements, and for administrators to
monitor manager activity.
• GP Strategies tailors content to reflect City executive message, expectations of managers, and
implementation details. If the customization exceeds the typical tailoring scope, the Project
Manager will notify City that additional fees may apply ($350 per hour based on City
requirements).
• Maintenance, which includes inviting users to access the portal and loading reports for
managers once the initial portal launch has been completed, is included for a period of 6 months
from the launch of the portal. Any additional invitations after the initial launch schedule will be
batched monthly for GP Strategies to set up and send. If maintenance is required after the initial
6 month term, there will be an additional fee of $2,000 to extend the term for an additional 6
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months. If City requires bi-monthly portal access updates, fee is $2,000. The Engagement Portal
shall remain available for City’s reference and use for a period of twelve (12) months following
the launch of the survey.
• GP Strategies shall invite managers and load reports to the portal, as identified by City in the
demographics file. The Engagement Portal is a self-administered site that, once accessed,
provides users with online instructions for using the site.
• All engagement content (intellectual property, models, reports, analysis) provided to City via the
Portal or throughout the engagement must be maintained on a secure site (e.g., on a secured
intranet site only accessible by employees). City agrees not to make any engagement content
accessible via an unsecured public website.
Phase 3 - Engagement Portal Training
• 1 (one) 90-minute WebEx training session on the Engagement Portal for up to 25 people. During
this session we will cover site functionality (data access) and tools/resources available on this
site.
Pricing for Survey
Phase Description Fixed Fee
1 Engagement Survey $22,000
1.1 • Project Plan and Kickoff Call
• Survey Set up and Creation
Survey population up to 2,000 conducted electronically via email
address in English and Spanish
Standard questions - 22 5-point Likert scale items (construct of the core
22 cannot be changed/altered) and 5 pick list statements
Customizations include:
• up to 20 additional 5-point Likert scale items
• Edits to the multiple choice statements
• Up to 2 Open Ended Items (category or standard)
Included
$1,000 for
Spanish
Translation
1.2 Survey and Analysis
• Survey Launch (Links Distributed) and up to 4 reminder emails.
• Help desk support for survey respondents
Included
1.3 Report Creation & Presentations
• One High Level Engagement Report Presentation with project team
and executive sponsor via Webex.
• One Organizational Summary Report presentation to Senior
Leadership Team (onsite or virtual).
• One Organizational Summary Report presentation to Town Council
(onsite or virtual).
Included
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• Snapshot Analysis Reports (SAR) generated from electronic
demographics delivered in PDF file format via SharePoint site. All auto
generated SAR reports based on supplied demographics will be
provided at no additional charge.
• Stoplight Reports generated from electronic demographics are
delivered in Excel and/or PDF file format via SharePoint site. All auto
generated Stoplight reports based on supplied demographics will be
provided at no additional charge.
• Stoplight Drilldown Reports (based on City approved manager
hierarchy) generated from electronic demographics are delivered in
Excel file format via SharePoint site. All auto generated Stoplight
Drilldown Reports will be provided at no additional charge.
• Town Hall Template based on Organizational Summary Report
Presentation structure included – this contains the survey items,
overall organization results and benchmark data. This does not include
specific workgroup data.
1.4 Optional – Report Creation & Presentations Components
• Changing minimum number or respondents from 6 will be charged at a
flat fee of $3,000
• Customizations to the Snapshot Analysis Report charged at a rate of
$350 per hour
• Additional custom reports that were not provided to GP Strategies in
the demographic file will be charged an additional fee of $350 per
custom report.
• Addition of comparative data point such as department to all manager
reports will be charged at a flat fee of $2,000.
• Population and creation of Town Hall Template workgroup
presentations - $1,000 per presentation
• Addition of more than 1 key demographic in the Organizational
Summary presentation. If this is required by City, a fee of $350 per
hour will be charged to complete.
2 Optional - Online access to Engagement Portal for action planning
administration.
$8,000
3 Optional - Engagement Portal Training – 1 (one) 90-minute training
session on the site for up to 25 people.
$1,500
4 Any additional custom requirements not addressed above will require an
additional Statement of Work based on Consulting of $2,000 per day.
Not Included
Total $32,500
Estimated Travel (at Cost) $2,000
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Pricing for Training/Consulting
Upon City request, GP Strategies will provide training services for City. Programs include, but
are not limited to:
o Employee Engagement Champion Certification
o Engagement programs such as: Managing Professional Growth (MPG), The Engagement
Equation, Taking Control of Your Engagement
o Leadership programs such as: Leadership Essentials, Leadership Acceleration, Distinctive
Leadership, Emotional Intelligence, Leading Out Loud, Why Should Anyone Be Led by
You
o Professional Development programs such as: Accountability, Communicate with Clarity,
Delegation, Emotional Intelligence, Facilitating Effective Meetings, Giving & Receiving
Feedback, Handling Conflict, Presentation Skills, Problem-solving & Decision Making,
Stress Management, Teamwork, Time Management
o Diversity, Equity & Inclusion programs such as: Unconscious Bias, Microaggressions,
Inclusion & Belonging, Inclusive Talent Management, Allyship & Sponsoring
o Leadership Coaching (additional fees may apply; based on City request and prior
agreement of City and GP Strategies)
Foundational Leadership Training Fees
Virtual Facilitation
*platform and producer not included Single session - up to four hours $2,150.00
Live Classroom Facilitation
**plus travel
Single session day - single day $2,500.00
Intellectual Property License**** Single one day session per participant rate $275.00
Consulting fees will be $250/hour.
PAYMENT TERMS
Invoicing for the survey project will occur per the MSA as follows:
• Payment 1 in the amount of $11,500 (50% of Phase 1) will be invoiced upon completion of
project plan and kickoff call (Phase 1.1).
• Payment 2 in the amount of $5,750 (25% of Phase 1) will be invoiced upon the Survey Link
distribution (Phase 1.2).
• Payment 3 in the amount of $5,750 (25% of Phase 1) will be invoiced after delivery to
SharePoint of the High Level Engagement Report and all Snapshot Analysis reports (Phase
1.3).
• Payments for customizations and optional services will be invoiced as incurred.
Training and consulting fees will be invoiced as incurred.
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Travel will be invoiced as incurred. All shipping and all actual, reasonable travel and living expenses
and in accordance with City’s travel policy will be billed back at 100% cost.
If City decides to change the scope of the engagement survey GP Strategies shall notify them
immediately about the cost implications. No additional fees are applicable unless a change order to
this Statement of Work is mutually executed.
Invoices will itemize costs per service to include a brief description of the service, dates of service,
and cost per service. Invoices will be emailed to jessica.donnell@carlsbadca.gov.
CANCELLATION POLICY – ENGAGEMENT SURVEY:
• If a survey is canceled more than 15 business days before the survey is scheduled to launch as
identified in the implementation plan, 50% of payment 1 shall be due and payable. If the survey
is canceled less than 15 business days before the survey is scheduled to launch as identified in
the implementation plan, 100% of payment 1 shall be due and payable.
• If a survey launch date is postponed more than 20 business days after the original launch date
identified in the implementation plan, 50% of payment 1 will be billed at the time of
postponement.
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