R2023-039 2023-02-13RESOLUTION NO. R2023-39
A Resolution of the City Council of the City of Pearland, Texas authorizing a
consultant services contract with Strategic Government Resources, in the
estimated amount of $36,750.00, to audit the City’s tax calculation process and
make best practices recommendations.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That the City Manager or his designee is hereby authorized to execute and
the City Secretary to attest an engagement letter for consultant services to audit the City’s tax
calculation process and make best practices recommendations.
PASSED, APPROVED and ADOPTED this the 13th day of February, A.D., 2023.
J.KEVIN COLE
MAYOR
ATTEST:
FRANCES AGUILAR, TRMC, MMC
CITY SECRETARY
APPROVED AS TO FORM:
DARRIN M. COKER
CITY ATTORNEY
DocuSign Envelope ID: 3A47A33D-FC64-4827-BA0D-D75A8DF1DADC
February 14, 2023
Agreement for Tax Calculation Process Audit Services
By and Between Strategic Government Resources and the City of Pearland, Texas
Strategic Government ResourcesCityofPearland, Texas
Kevin Cole, Mayor
kcole@pearlandtx.gov
Wendle Medford, President of Interim,
Embedded and Consulting Services
WendleMedford@GovernmentResource.com
Client”) (“SGR”)
Scope of Services. This agreement is between the City of Pearland, Texas (referred to as "Client") and
Strategic Government Resources (referred to as "SGR") for SGR to perform an audit the City’s Tax Calculation
Processes and make best practice recommendations.
The process entails the following:
Phase 1 - Project Initiation & Review
A.Initial meeting to gather information, interview staff and Council if necessary. This would include
gathering documents, instructions from HCAD and BCAD, email correspondence etc. Estimated 20
hours, plus travel.
B.Review documents, follow up with questions and gather additional information as needed.
Estimated 30 hours, virtual and via zoom.
C.Follow up meetings, updates to Council contacts and additional data gathering as needed.
Estimated 25 hours, plus travel.
Phase 2 - Develop and Present Final Recommendations
A.Draft report preparation. Estimated 30 hours.
B.Draft report review with Council and/or staff. Estimated 20 hours, plus travel.
C.Report changes and finalize. Estimated 30 hours, virtual and via zoom.
D.Present final report. Estimated 20 hours, plus travel.
ProjectTimelin
Phases Estimated Time for Completion
Phase 1: Project Initiation & Review 10 days
Phase 2: Develop & Present Final
Recommendations
14 days
Total: 24 days
Client Satisfaction Survey
SGR works very hard to deliver exceptional customer service and it is important to us to get honest and
objective feedback from our clients. We may ask you to complete a client satisfaction survey and discuss
any feedback and suggestions you may have that will help us in our goal of continuous process improvement.
DocuSign Envelope ID: DDD29F6A-D9EC-41F4-ABA7-110BF67F8FB4
Cost Summary. SGR will provide Tax Calculation Process Audit Services to Client as follows:
Professional Services Fees
36,750.00
TBD
250 per hour plus expenses
150 per hour
Tax Calculation Process Audit:
Travel Expenses (3-4 total trips):
Supplemental Services Post Engagement
Additional onsite meetings
Additional virtual meetings
Supplemental Expenses not Included in Professional Fee:
Travel expenses will be billed as follows: Meals are billed at a per diem rate of $15 for
breakfast, $20 for lunch, and $30 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.
Any expenses incurred (printing, etc.) will be billed at the actual cost
If the Client desires any supplemental services not mentioned in this section, an estimate of
the cost will be provided at that time, and no work shall be done without approval by the Client.
Billing
Fifty percent (50%) of the professional fee will be billed upon launch of the project and fifty percent (50%)
will be due and payable upon the project’s completion. Expense items will be billed with each installment,
as appropriate. Invoices are due within thirty 14 days of receipt.
Provision of Service Guarantee. SGR guarantees that you will be satisfied with the employee engagement
process conducted with your organization. If at any time, the Client does not feel the level of expectation is
being met, SGR will welcome discussions and provide rectifications to the concerns expressed.
Terms and Conditions:
Termination of Contract. The Client reserves the right to terminate this agreement at any time upon giving
SGR seven (7) days advanced written notice to
WendleMedford@GovernmentResource.com or to SGR, Attn: Wendle Medford, PO Box 1642, Keller, TX
76244. 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 Client all information obtained and/or
developed during the project through the date of termination.
Modification. This agreement may be modified or amended only by a written instrument signed by the
parties.
Venue. The venue for any disputes shall reside in any Texas State Court within Brazoria County, Texas. To
the maximum extent allowed by law, the prevailing Party in any dispute hereunder shall be entitled to
recover a reasonable amount of the prevailing Party’s attorney’s fees and costs.
DocuSign Envelope ID: DDD29F6A-D9EC-41F4-ABA7-110BF67F8FB4
Applicable law. This agreement shall be governed by the laws of the State of Texas.
Confidentiality Agreement. The work required hereunder may require the Client to disclose confidential
information to SGR. Such information could include, but is not limited to, any information of any kind, nature, or
description concerning any matters affecting or relating to any obligations of SGR under this Agreement. To the
extent allowed by law, SGR agrees:
To hold any and all information received from Client in confidence unless authorized by the Client to
disclose it or unless required to disclose it by law, and SGR shall exercise a reasonable degree of care to
prevent accidental disclosure to others.
That any authorized disclosure of such information must be in writing from a Client official with actual or
apparent authority to make such authorization.
Not to reproduce the information, nor use this information commercially, or for any purpose other than
the performance of SGR’s duties for Client.
That upon request or upon termination of the relationship with Client, to deliver to Client, any drawings,
notes, documents, equipment, and materials received from Client or originating from activities for Client.
That all material or information that the Client receives from SGR shall be the sole property of and owned
solely by the Client.
Indemnification. To the maximum extent it may be permitted to do so by applicable law, Client does hereby agree
to release, defend, hold harmless, and indemnify SGR and all officers, employees, and contractors of SGR, from
any and all demands, claims, suits, actions, judgments, expenses, and attorneys' fees incurred in any legal
proceedings brought against them as a result of action taken in SGR’s official capacity for the Client to the same
extent as if SGR were employed directly by the Client rather than retained through SGR, providing the incident(s),
which is (are) the basis of any such demand, claim, suit, actions, judgments, expenses, and attorneys' fees, arose
or does arise in the future from an act or omission of the SGR acting within the course and scope of or arising out
of services or actions SGR is performing for or on behalf of the Client; excluding, however, any such demand, claim,
suit, action, judgment, expense, and attorneys' fees for those claims or any causes of action where it is determined
that SGR committed a willful or wrongful act or omission, or an act or omission constituting gross negligence.
Further, the Client’s indemnification of SGR shall only apply to the extent the same indemnification is not
otherwise fully provided by any insurance contract held either by Client or SGR. The provisions of this paragraph
shall survive the termination, expiration, or other end of this agreement.
This agreement represents the full and complete agreement between Strategic Government Resources and the
City of Pearland, Texas, and any and all prior written or verbal agreements. This agreement may be modified or
amended only by a written instrument signed by the parties.
Approved and Agreed to on______________________, by and between Strategic Government Resources and the
City of Pearland.
Kevin Cole, Mayor Wendle Medford, President
City of Pearland, Texas Interim, Embedded and Consulting Services
Strategic Government Resources
DocuSign Envelope ID: DDD29F6A-D9EC-41F4-ABA7-110BF67F8FB4
February 13, 2023