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HomeMy WebLinkAboutItem No. 04 - City Manager Executive Recruitment Services Page 1 Staff Report City of San Bernardino Request for Council Action Date: March 18, 2020 To: Honorable Mayor and City Council Members From: Rebekah Kramer, Assistant City Manager Subject: City Manager Executive Recruitment Services Recommendation Adopt Resolution No. 2020-50 of the Mayor and City Council of the City of San Bernardino, California, approving the award of a Professional Services Agreement with Bob Hall & Associates, Inc., for executive recruitment services for the position o f City Manager. Background With the contract period for the current City Manager scheduled to conclude on December 31, 2020, the Mayor and City Council gave direction to initiate a request for proposal (RFP) to select a qualified executive recruitment fi rm to lead the search for a new City Manager. In keeping with the City’s standard purchasing procedures, on January 8, 2020, staff issued a Request for Proposal (RFP #F-20-21) for executive recruitment services for a City Manager. Using the City’s procurement system, Planet Bids, executive firms were invited to submit proposals by February 10, 2020. Discussion Following the release of RFP #F-20-21, seven (7) proposals were received. A review committee consisting of executive management staff in the Off ice of the City Manager, Human Resources and Finance Departments completed a detailed analysis of each proposal, including an evaluation of cost, firm qualifications, staffing, understanding of the community/position and references (summarized below). Fol lowing this analysis the three highest scoring firms were selected as finalists for consideration by the Mayor and City Council. All three of the top firms have demonstrated the qualifications and ability to conduct a search for a new City Manager, having conducted similar recruitments for municipalities in Southern California. Unfortunately, due to timing and staffing constraints, Ralph Andersen & Associates (ranked #2) notified us late last week that they would like to be withdrawn from consideration. As the top scoring firm on the list, Bob Hall & Associates is recommended by staff to lead this executive recruitment. Rank Firm Firm Location Cost Composite Score Average Score 1 Bob Hall & Huntington Beach, CA $19,500 Flat Fee 1765 588 6651 Page 2 Associates 2 Ralph Andersen & Associates Withdrew from consideration Rocklin, California $27,900 Flat Fee 1750 583 3 Avery & Associates Los Gatos, California $28,400 ($20,900 Professional Services and $7,500 Expenses) 1742.5 581 4 K & A Recruiting Berkley, California $25,000 Flat Fee 1464.5 488 5 Strategic Government Resources (SGR) Keller, Texas $26,500 ($18,500 Professional Services Fee and $8,000 Expenses) 1385 462 6 Sunshine Enterprise USA LLC Maitland, Florida $53,600 Flat Fee ($20% of the City Manager's Base Salary) 922.5 308 7 Total Employee Sourcing, LLC Chapin, South Carolina Not Responsive 2020-2025 Key Strategic Targets and Goals The selection of an executive recruitment firm to manage the City’s search for a new City Manager aligns with Key Target No. 2: Focused, aligned leadership and unified community, by selecting a City Manager that will build a culture that attracts, retains, and motivates the highest quality talent. Fiscal Impact The fiscal impact associated with entering into a professi onal services agreement for executive recruitment services will vary depending upon the selected firm. If the Mayor and City Council elects to move forward approving the award of a Professional Services Agreement with Bob Hall & Associates, the cost to the City will be $19,500. Salary savings in the Office of the City Manager will be transferred to professional services under 001-100-0149-5502 to fund the cost associated with the executive recruitment. Sufficient funding is available in the adopted FY 2 019/20 Budget to support the award of a Professional Services Agreement for executive recruitment services. Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-50, approving the award of a Professional Services Agreement with Bob Hall & Associates, Inc., for executive recruitment services for the position of City Manager. Attachments Attachment 1 Resolution No. 2020-50; Exhibit “A” Professional Services Agreement, Bob Hall & Associates, Inc. 6651 Page 3 Attachment 2 Professional Services Agreement - William Avery & Associates, Inc. Attachment 3 RFP #F-20-21 Attachment 4 Executive Recruitment Services Proposals Ward: All Synopsis of Previous Council Actions: July 17, 2019 Mayor and City Council adopted Resolution No. 2019-184 appointing Teri Ledoux as the City Manager through December 31, 2020. Resolution No. 2020-50 RESOLUTION NO. 2020-50 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, APPROVING THE AWARD OF A PROFESSIONAL SERVICES AGREEMENT WITH BOB HALL & ASSOCIATES, INC., FOR EXECUTIVE RECRUITMENT SERVICES FOR THE POSITION OF CITY MANAGER WHEREAS, the term of the current City Manager’s employment agreement adopted by Council Resolution No. 2019-184 will end on December 31, 2020; and WHEREAS, Article IV, Section 400 of the City Charter states that the Mayor and City Council shall appoint a City Manager; and WHEREAS, Article II, Section 304(b) of the City Charter states that the appointment of the City Manager shall be approved by at least five affirmative votes of the Mayor and members of the City Council; and WHEREAS, the Mayor and City Council wish to engage an executive recruitment firm to conduct the search for a new City Manager; and WHEREAS, on January 8, 2020, staff issued a Request for Proposal (RFP) for executive recruitment services for the position of City Manager; and WHEREAS, a selection committee comprised executive staff from the Office of the City Manager, Human Resources and Finance Departments conducted an evaluation of the seven proposals received. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The City Manager or designee is hereby authorized and directed to award a Professional Services Agreement with Bob Hall & Associates, Inc., for executive recruitment services for the position of City Manager, attached hereto and incorporated herein as Exhibit “A.” SECTION 3. The City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Resolution No. 2020-50 SECTION 4. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 5. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the Acting City Clerk this 18 day of March 2020. John Valdivia, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, Acting City Clerk Approved as to form: Sonia Carvalho, City Attorney Resolution No. 2020-50 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Resolution No. 2020-___, adopted at a regular meeting held on the 18 day of March 2020, by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ NICKEL _____ _____ _______ _______ RICHARD _____ _____ _______ _______ MULVIHILL _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2020. Genoveva Rocha, CMC, Acting City Clerk 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND BOB HALL & ASSOCIATES This Agreement is made and entered into as of March 18, 2020, by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and Bob Hall & Associates], a California Corporation with its principal place of business at 2105 Pacific City Cir. Suite 5123, Huntington Beach, CA 92648 (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: Executive recruitment for the position of City Manager (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement. 4. Compensation. a.Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $19,500. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices EXHIBIT "A" 2 to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty- five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 6. Term. This Agreement shall commence on the Effective Date and continue through the completion of services as set forth in Exhibit “A,” unless the Agreement is previously terminated as provided for herein (“Term”). 7. Maintenance of Records; Audits. a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term. 9. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 3 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from e mploying independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured 4 The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. c. Automobile Liability 5 (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every emplo yer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: 6 Combined Single Limit Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. g. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25- S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. h. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. 7 (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the Ci ty under other provisions of the Agreement or law. i. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. j. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. 8 (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. k. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or will ful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all consequential damages, expert witness fees and attorneys’ fees and other related costs and expenses. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to Claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. b. Additional Indemnity Obligations. Consultant shall defend, with counsel of City’s choosing and at Consultant’s own cost, expense and risk, any and all Claims covered by this section that may be brought or instituted against the City, its elected and appointed officials, employees, agents, or authorized volunteers. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against the City, its elected and appointed officials, employees, agents, or authorized volunteers as part of any such claim, suit, action or other proceeding. Consultant shall also reimburse City for the cost of any settlement paid by the City, its elected and appointed officials, employees, agents, or authorized volunteers as part of any such claim, suit, action or other proceeding. Such reimbursement shall include payment for the City’s attorney's fees and costs, including expert witness fees. Consultant shall reimburse the City, its elected and appointed officials, employees, agents, or authorized volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant’s obligation to indemnify shall not be restricted to 9 insurance proceeds, if any, received by the City, its elected and appointed officials, employees, agents, or authorized volunteers. 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages, employment of apprentices, hours of labor and debarment of contractors and subcontractors. If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California. 21. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs 10 other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole sati sfaction of the City and to participate in any meeting required with regard to the correction. 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 27. Organization. Consultant shall assign Bob Hall as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: 11 CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Manager With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney CONSULTANT: Bob Hall & Associates 21050 Pacific City Cir. Suite 5123 Huntington Beach, CA 92684 Attn: Bob Hall 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This is an integrated Agreement. 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The 12 waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement. 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. [SIGNATURES ON FOLLOWING PAGE] 13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND BOB HALL & ASSOCIATES IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO Approved By: Teri Ledoux City Manager Approved as to Form: Sonia Carvalho City Attorney Attested By: Genoveva Rocha, CMC Acting City Clerk CONSULTANT Signature Name Title 14 EXHIBIT A 21050 Pacific City Cir Suite 5123 Huntington Beach, CA 92648 (714) 309-9104 bob@bobhallandassociates.com www.bobhallandassociates.com February 4, 2020, Dear Mayor Valdiva and City Council Members: Bob Hall & Associates is pleased to submit this proposal to conduct a search for the position of City Manager for the City of San Bernardino. If selected, Bob Hall will be the point of contact and lead project director for this search. As former City Manager of Laguna Niguel, Stanton, and Fountain Valley, Bob Hall’s substantial knowledge and experiences will help the City of San Bernardino find a candidate that fits the ideal criteria for the position. No one has a better pulse on the challenge Southern California cities face than Bob as a former City Manager. Recent recruitments by Bob Hall include the City of Laguna Niguel, City of Costa Mesa, City of Seal Beach, City of Santa Ana, Laguna Woods Village and the City of Stanton. While not a large firm, Bob Hall & Associates’ network encompasses a strong talent pool and will add the personal, individualized attention that each search requires. Attached is a summary of the search process and the services that the Bob Hall & Associates team is willing and able to offer the City of San Bernardino. For more information or clarification, do not hesitate to contact Bob Hall at (714) 309-9104 or by email at bob@bobhallandassociates.com. We appreciate the opportunity to be considered to aid in the City Manager position search. Should you select our team, we are prepared to proceed immediately. Sincerely, Bob Hall Executive Summary The City of San Bernardino has requested our proposal to assist in the identification and recruitment for the position of City Manager. The Bob Hall & Associates team is well connected throughout California with a keen knowledge of talent and is prepared to offer a strong pool of top candidates. At Bob Hall & Associates, we pride ourselves in adding a personal, individualized touch to each recruiting search. We begin the process by meeting with organization leaders to obtain a complete indication of the qualities of the ideal candidate. This emphasizes the importance in establishing a criterion for the position specific to the needs of the organization. Our focus is putting both the City and the candidate in the best environment and situation to succeed. Our advertisement, outreach, and overall recruitment strategy will be tailored to the City’s desires. Bob Hall brings over 30 years of experience in municipal government and leadership. Most recently, Hall has served as interim City Manager for Laguna Niguel and Stanton. During these stints, he ran the recruiting search for the City Manager position in both cities. Prior to the interim positions, Bob Hall was the City Manager for the City of Fountain Valley where he oversaw the $80 million budget, 225 employees, and led their Fiscal Sustainability Plan which will provided the necessary funds to cover their long-term financial needs. He also served as Assistant City Manager for the City of Huntington Beach where he oversaw the day to day operations of the departments of Human Resources, Finance, IT, Community Services, Community Development and Public Works. Before assuming the leadership role in Orange County, he worked in many departments, including General Services Director for the City of Riverside where he lived and worked for 46 years. Bob Hall holds a Bachelor’s and a Master’s degree in Public Administration from California State University, San Bernardino. Hall is a member of ICMA, former Board Member of Cal ICMA and has been an invited guest lecturer at Cal-State Northridge, Cal-State Fullerton and Long Beach State University. Testimonials Bob Hall & Associates is happy to offer references if desired by the City. Below are testimonials of the efforts of Bob Hall & Associates team in recent City Manager searches. “Bob is very conscientious and works hard to match the candidates to the desires of the organization. He kept me well informed throughout the process to ensure a clear understanding of the process.”– Tamara Letourneau, Laguna Niguel City Manager “Bob Hall was very professional and did a great job of communicating throughout the recruitment process. He was able to give me a run down on the needs of the organization as well as the dynamics of the City Council to ensure I was a proper match for the organization.”– Jarad Hildenbrand, Stanton City Manager Recruiting Process Task #1: Create Position Profile Bob Hall will meet with the City to discuss the strategy for the search as well as communication preferences and project timeline. Bob Hall will be in touch with the City throughout the process keeping them up to date. In the meeting, the search criteria will be determined to help aid the Bob Hall & Associates team in narrowing the search to appropriate candidates based on the specific goals and qualities of the organization. Task #2: Outreach and Recruiting Outreach Outreach begins with the creation of a job announcement that will be advertised for the public to see on other online platforms such as Public CEO, California City News, GovernmentJobs.com and in Western Cities magazine. Candidate Identification Following the creation of the job announcement and advertisement of the position, the Bob Hall & Associates team will actively seek out qualified candidates tapping into the network of talented prospects both local to Orange County and across the State of California. Unlike other firms, Bob Hall & Associates focuses on adding a personal touch to the identification process by tailoring the recruiting process to the needs and desires of the organization. Both advertisement and active recruiting will result in a collection of applications and resumes from potential candidates leading to a deeper evaluation of each individual. Task #3: Candidate Assessment Screening Every application will be carefully examined and those that most closely fit the criteria indicated by the organization will be subject to a more thorough evaluation. Such evaluation will focus on aspects such as professional experience, size and complexity of current organization as compared to the advertised position. Initial Research and Interviews Research will be conducted on top candidates in the form of Internet searches and other public profiles to ensure prospects’ values, experiences, and history match the criteria established by the organization. Following research, preliminary interviews will be conducted via phone, video-conferencing, or face-to-face, depending on candidates’ location. Task #4: Selection and Presentation of Top Candidates Bob Hall & Associates will manage the selected finalist candidates. Top candidates will be presented to the City for consideration to determine which candidates will be interviewed. City will be provided with detailed description of work history and other important information about each candidate prior to selection and scheduling of interviews. Bob Hall & Associates will then schedule interviews with candidates and provide books containing detailed descriptions of each candidate to each member of the interview panel. Task #6: Negotiations The Bob Hall & Associates team is willing and able to support the City in the negotiation process of the selected candidate’s compensation package. Task #7: Close Out After the organization has successfully chosen a candidate, the search will be closed out. This includes informing finalist candidates of the status of the search via telephone. Project Costs The recruitment for a new City Manager will be a complete and comprehensive search in an effort to present the City with the most capable, talented candidates available. The fee to perform this search will be $19,500. Th at fee includes creating the brochure, advertising, printing, and background checks. Top candidates will subject to education verifications, DMV, civil and criminal background, and credit checks. Fees will be collected in three installments as follows: 1. Upon execution of the Agreement - $6,000 2. Following Presentation of Candidates - $6,000 3. Upon Acceptance of Offer - $7,500 Project Timeline A typical search will be conducted in a 90 to 120-day period from start to finish. Following the final selection, negotiations can take up to two weeks. An exact schedule will be provided once a firm start date has been provided by the city. Bob Hall & Associates’ Guarantee The Bob Hall & Associates team guarantees industry -standard services. If within one year following appointment, selected candidate resigns or is terminated for cause, our team will conduct another search free of professional services charges. However, the organization is expected to pay for incurred costs. Month 1 •Week 1: Bob Hall & Associates Selected as Search Firm •Week 2: Bob Hall & Associates meets with the City to establish postition criteria •Week 3 & 4: Active Recruting and Screening Month 2 •Week 1 & 2: Active Recruting and Screening Continued •Week 3 & 4: Consultant Interviews, Preliminary Reference Checks, Finalists Selected and Submitted to City Month 3 •Week 1: Candidate-City Interviews •Week 2: Candidate Selected and Negotiations •Week 3: Selection Made References City Manager Lori Ann Farrell-Harrison City of Costa Mesa loriann.farrellharrison@costamesaca.gov City Manager Kristine Ridge City of Santa Ana kridge@santa-ana.org City Manager Jarad Hildenbrand City of Stanton jhildenbrand@ci.stanton.ca.us City Manager Tamara Letourneau City of Laguna Niguel tletourneau@cityoflagunaniguel.org Assistant City Manager Travis Hopkins City of Huntington Beach thopkins@surfcity -hb.org Mayor Cheryl Brothers City of Fountain Valley cheryl.brothers@fountainvalley.org Mayor John Mark Jennings City of Laguna Niguel jjennings@cityoflagunaniguel.org Mayor Pro Tem Rigoberto Ramirez City of Stanton rramirez22@ci.stanton.ca.us The Bob Hall & Associates team is well connected throughout California with a keen knowledge of talent in Orange County and is prepared to offer a strong pool of top candidates. At Bob Hall & Associates, we pride ourselves in adding a personal, individualized touch to each recruiting search. We begin the process by meeting with organization leaders to obtain a complete indication of the qualities of the ideal candidate. This emphasizes the importance in establishing a criterion for the position specific to the needs of the organization. Our focus is putting both the City and the candidate in the best environment and situation to succeed. Our advertisement, outreach, and overall recruitment strategy will be tailored to the City’s desires. Bob Hall brings over 30 years of experience in municipal government and leadership. Most recently, Hall has served as Interim City Manager for Laguna Niguel and Stanton. During these assignments, he ran the recruiting search for the City Manager position in both cities. Prior to the interim positions, Bob Hall was the City Manager for the City of Fountain Valley where he managed the $80 million budget, 225 employees, and led their Fiscal Sustainability Plan which will provide the necessary funds to cover their long-term financial needs. He also served as Assistant City Manager for the City of Huntington Beach where he oversaw the day to day operations of the departments of Human Resources, Finance, IT, Community Services, Community Development and Public Works. Before assuming a leadership role, he worked in many departments, including General Services Director and Interim Human Resources Director for the City of Riverside. Bob Hall holds a Master’s degree in Public Administration from California State University, San Bernardino. Hall is a member of ICMA, former Board Member of Cal ICMA and has been an invited guest lecturer at Cal- State Northridge, Cal-State Fullerton and Long Beach State University. Our Mission: Who We Are: • City Manager – City of Stanton • City Manager – City of Laguna Niguel • Assistant City Manager – City of Costa Mesa • Assistant City Manager – City of Santa Ana Recent Recruitments: • Director of Finance – City of Stanton • Director of Finance – City of Seal Beach • Security Director – Laguna Woods Village • Community Services Director – City of Costa Mesa 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND WILLIAM AVERY & ASSOCIATES This Agreement is made and entered into as of March 18, 2020, by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and William Avery & Associates, a California Corporation with its principal place of business at 3-1/2 N. Santa Cruz Ave., Suite A, Los Gatos, CA 95030 (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: Executive recruitment for the position of City Manager (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOL LOWS: 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement. 4. Compensation. a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $27,900. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices 2 to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty- five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 6. Term. This Agreement shall commence on the Effective Date and continue through the completion of services as set forth in Exhibit “A,” unless the Agreement is previously terminated as provided for herein (“Term”). 7. Maintenance of Records; Audits. a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term. 9. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. b. Should such circumstances occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 3 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from e mploying independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured 4 The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. c. Automobile Liability 5 (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every emplo yer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: 6 Combined Single Limit Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. g. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25- S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. h. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. 7 (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the Ci ty under other provisions of the Agreement or law. i. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. j. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. 8 (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. k. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or will ful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all consequential damages, expert witness fees and attorneys’ fees and other related costs and expenses. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to Claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. b. Additional Indemnity Obligations. Consultant shall defend, with counsel of City’s choosing and at Consultant’s own cost, expense and risk, any and all Claims covered by this section that may be brought or instituted against the City, its elected and appointed officials, employees, agents, or authorized volunteers. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against the City, its elected and appointed officials, employees, agents, or authorized volunteers as part of any such claim, suit, action or other proceeding. Consultant shall also reimburse City for the cost of any settlement paid by the City, its elected and appointed officials, employees, agents, or authorized volunteers as part of any such claim, suit, action or other proceeding. Such reimbursement shall include payment for the City’s attorney's fees and costs, including expert witness fees. Consultant shall reimburse the City, its elected and appointed officials, employees, agents, or authorized volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant’s obligation to indemnify shall not be restricted to 9 insurance proceeds, if any, received by the City, its elected and appointed officials, employees, agents, or authorized volunteers. 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages, employment of apprentices, hours of labor and debarment of contractors and subcontractors. If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California. 21. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs 10 other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole sati sfaction of the City and to participate in any meeting required with regard to the correction. 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 27. Organization. Consultant shall assign Bill Avery and/or Paul Kimura as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: 11 CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Manager With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney CONSULTANT: WILLIAM AVERY & ASSOCIATES 3 ½ N. Santa Cruz. Ave. #A Los Gatos, CA 95030 Attn: Bill Avery 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This is an integrated Agreement. 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The 12 waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement. 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. [SIGNATURES ON FOLLOWING PAGE] 13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND WILLIAM AVERY & ASSOCIATES IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO Approved By: Teri Ledoux City Manager Approved as to Form: Sonia Carvalho City Attorney Attested By: Genoveva Rocha, CMC Acting City Clerk CONSULTANT Signature Name Title 14 EXHIBIT A Los Gatos William Avery & Associates, Inc. Consultants to Management 3-1/2 N. Santa Cruz Ave., Suite A Los Gatos, CA 95030 408.399.4424 Fax: 408.399.4423 www.averyassoc.net January 28, 2020 Jim Slobojan City of San Bernardino 290 North D Street San Bernardino, CA 92401 Dear Mr. Slobojan: Thank you for the opportunity to submit our recruitment proposal for the position of City Manager for the City of San Bernardino. We feel well suited to fulfill your executive search requirements based on our track record of successful recruitments, our service approach, and overall recruitment expertise. Avery Associates is an executive recruitment firm that conducts searches for senior level personnel in the areas of municipal, county and special district management. Our collective background includes executive experience in the public sector and extensive experience in municipal recruitment. We understand the scope and nature of the project and services required by the RFQ and are confident of our ability to successfully meet the recruitment needs for the City of San Bernardino. Contacts and authorized representatives of Avery Associates are: Bill Avery Paul Kimura, Principal 3 ½ N. Santa Cruz Ave. #A 3 ½ N. Santa Cruz Ave. #A Los Gatos, CA 95030 Los Gatos, CA 95030 (office) 408 399-4424 (office) 408 399-4424 (cell) 408 472-7873 (cell) 408 472-7936 (email) bill@averyassoc.net (email) paulk@averyassoc.net (fax) 408 399-4423 (fax) 408 399-4423 Federal ID: 95-4001710 We believe our knowledge and background in municipal recruitment and our expertise in executive recruitment methodology will provide the basis for your positive consideration of our firm. In addition, we are very familiar with the City having recently placed your prior Public Works Director, Patricia Rhay and your current Finance Director, Paul Espinoza. Finally we appreciate the opportunity to present our credentials. If you have any questions regarding our services or this proposal, please do not hesitate to call Paul Kimura or myself at 408-399-4424. Sincerely, William Avery William H. Avery WHA:jmc 1 PROPOSAL FOR THE CITY OF SAN BERNARDINO RECRUITMENT FOR CITY MANAGER RECRUITMENT William Avery & Associates, Inc. – Qualifications a. Key Personnel The firm currently includes two Principals and several key consultants. Bill Avery, the founder of Avery Associates, heads and manages the firm. He oversees the Labor Relations practice and is heavily involved in the search business including leading key searches. Paul Kimura focuses on and manages the Executive Search and Recruitment practice. Key staff members include Cris Piasecki, Bill Lopez and Sam Avery, who support the search practice and the firm’s administrative staff includes Tomi Ewing, Jackie Collins and Michelle Ross. Temporary staff as needed augments the team. An organizational chart of responsibilities is attached. Principal: Client Meetings Development of candidate profile and advertising copy Development of search strategy Candidate Outreach Interviewing and assessment of candidates Project management Contract Admin: Contract Administration Accounts payable/receivable Consultant: Candidate Outreach References - Initial & Final Coordinator: Candidate Outreach References - Initial 2 Admin. Associate: Graphic layout Web posting Scheduling Typing Bill Avery will serve as the Principal in charge of these projects and will be assisted by Paul Kimura and Bill Lopez. Below are their profiles. Mr. Avery will be personally involved in the initial client meetings, development of the ideal candidate profile and search strategy, interview and assessment of candidates, referencing and presentation of candidates, attendance at final interviews, and will be available throughout the search process to provide other related consulting services. Avery Profile William Avery William Avery founded his successful management consulting firm in 1981. He has directed William Avery & Associates in service as a Labor Relations and Executive Search consultancy, serving personally as a chief negotiator, trainer, and representative in grievance and disciplinary matters. A specialist and widely recognized expert in employer-employee relations, he has served as a City Manager (Los Gatos) and Assistant City Manager. While City Manager, he was President of the Santa Clara County City Manager’s Association and Chair of the County Employee Relations Service. Bill has lectured at De Anza College, San Jose State University, and Stanford University, and regularly makes presentations for the League of California Cities, CALPELRA, and other public sector organizations. Building on his personal track record of success, he expanded the firm’s focus to include increased emphasis on public and private sector search. He added proven industry professionals with expertise in these areas. The result has been to create an exceptionally strong management consulting firm, now known as Avery Associates, with the expertise to provide the full range of services required for successful public or private sector executive search. A key measure of the firm’s success has been the many long-term relationships that he and his staff have established with clients. Bill holds B.A. in Political Science and an MPA from San Jose State University, where he was graduated with highest honors. 3 Avery Profile Paul Kimura Paul Kimura brings a unique combination of recruitment and business experience to Avery clients. Paul is involved in leading Avery’s public sector professional searches. He has been both a corporate recruitment director and HR director for a number of high technology companies, ranging from Fortune 500 firms such as Novell and National Semiconductor to a Silicon Valley start-up. His proven recruitment and HR generalist skills help him bring forward the best available candidates and properly assess their skills and “fit” with client organizations. Indeed, many of the recruitment strategies and tactics incorporated into the Avery search process are a direct result of Paul’s extensive recruitment experience in the high technology industry. Paul has been a successful HR consultant, guiding clients through all aspects of Human Resources functions — compensation & benefits, employee and management training, performance management, and termination issues. He is skilled in areas such as strategic planning, executive coaching, separation negotiation, and organizational assessment and design. It’s another service that Avery Associates is able to offer its clients because of the unique background of its principals — and Paul’s extended skill set in Human Resources underscores the fact that Avery professionals “have been there” and understand your needs from a personal perspective. Paul holds a B.S. degree in Business Administration from San Jose State University. He is active in professional HR organizations and in the community, where he has worked with a number of education, youth service, civic, business, and cultural organizations. “Just as Avery looks to form long-lasting relationships with its clients, I believe in making the same commitments within my community.” 4 b. Experience We feel well suited to support your city on this search. Currently, we are conducting City Manager recruitments for the cities of Hawthorne, Simi Valley and Port Hueneme; and recently completed City Manager searches for the cities of Whittier, Stockton, Pinole, Tulare and Sand City. Within the past 18 months we've also completed City Manager searches for the cities of Anaheim, Fremont, Vallejo, Hermosa Beach, Martinez, Half Moon Bay, and Visalia. Additionally, we've completed City Manager searches for the cities of Fullerton (06/2017), Redding (06/2017), South El Monte (06/2017), Monte Sereno (05/2017), Benicia (03/2017) and Beaumont (09/2016). Overall, during the past three years our firm has completed 26 city manager assignments. We feel the contacts made from these assignments would be beneficial to your recruitment needs. Also, as requested below is a list of completed recruitments conducted within the last three years. Organization Position Filled City of Simi Valley City Manager 1/2020 City of Stockton City Manager 1/2020 City of Anaheim Deputy HR Director 1/2020 City of Soledad Public Works Director 1/2020 San Mateo County Director of Human Services 12/2019 City of Pinole City Manager 12/2019 WCCIWMA Executive Director 11/2019 Monterey County Chief of Facilities 11/2019 Contra Costa County Director of Risk Management 11/2019 San Diego Water Auth General Manager 11/2019 City of Whittier City Manager 11/2019 City of Port Hueneme HR Manager 11/2019 City of Pinole Planning Manager 11/2019 City of Sand City City Manager 11/2019 City of Merced City Engineer 10/2019 Port Hueneme Deputy CM 10/2019 City of Long Beach Financial & H/R 9/2019 Solano County DD H&SS E&E 9/2019 City of Cupertino Asst CM 9/2019 Altadena Library District Director 9/2019 Trabuco Canyon Dist General Manager 8/2019 City of Lafayette City Manager 8/2019 City of Santa Rosa Chief Asst City Attorney 8/2019 Alameda Housing Auth Finance Director 7/2019 City of Long Beach Bureau Mgr BIS 7/2019 City of Long Beach Bureau Mgr Customer Srv 7/2019 5 Organization Position Filled City of Fairfield Chief Building Official 7/2019 Monterey County Social Services Director 7/2019 Solano County Asst Dir of Health & Social Services 7/2019 Monterey County Asst Audit Controller 6/2019 Monterey County Library Director 6/2019 City of American Canyon Dep PW Director 6/2019 City of Tulare City Manager 6/2019 City of San Bernardino Finance Director 6/2019 City of Milpitas Finance Director 5/2019 City of Los Altos Eng Serv Dir 5/2019 City of Fairfield Housing Prog Mgr 5/2019 Monterey County Chief of Parks 5/2019 Monterey County Asst Ag Commissioner 4/2019 City of Pinole PW Manager 3/2019 Rodeo-Hercules Fire District Fire Chief 3/2019 City of Gilroy DDPW/O&M 3/2019 Contra Costa County Asst Fire Chief/Marshall 3/2019 City of Martinez City Manager 3/2019 City of Antioch City Attorney 3/2019 City of Pinole City Clerk 3/2019 Contra Costa County Facilities Maint Manager 2/2019 Orange County Internal Audit Dir 2/2019 City of Oakland City Planner 1/2019 Monterey County Emergency Comm Dir 1/2019 City of Riverside Econ Dev Dir 1/2019 City of San Leandro Asst City Manager 12/2018 City of Monte Sereno City Engineer 11/2018 City of Newport Beach Fire Marshall 11/2018 West Cnty Wastewater Dist General Manager 11/2018 City of Vallejo Chief Asst City Attorney 11/2018 City of Sunnyvale Deputy City Manager 10/2018 City of Los Angeles Director of Auditing 10/2018 City of Merced City Attorney 10/2018 City of Half Moon Bay City Manager 10/2018 Marin County Asst PWD 9/2018 City of Coronado Police Chief 9/2018 City of Petaluma DDPW&Utilities 9/2018 City of Hermosa Beach City Manager 9/2018 Carpenteria-Summerland FD Fire Chief 9/2018 City of Newport Beach Deputy PWD 9/2018 Monterey County Chief of PW 8/2018 6 Organization Position Filled City of Pleasanton Utilities Supervisor 8/2018 Contra Costa County Chief of Plant Ops 8/2018 City of Fremont City Manager 8/2018 City of Rancho Santa Margarita PWD 7/2018 City of Gilroy PWDD 6/2018 City of Santa Rosa CFO 6/2018 Housing Auth Cnty Monterey Exec Director 6/2018 Marin County Chief Strat Officer 6/2018 City of Antioch EDD 6/2018 City of Antioch PWD 5/2018 Delta Diablo Eng Services Director 5/2018 City of Sunnyvale HRD 5/2018 City of Sunnyvale Env Services Director 5/2018 City of El Segundo Library Services Dir 4/2018 County of Humboldt Library Director 4/2018 City of Paso Robles Fire Chief 3/2018 County of Monterey Ag Comm/Sealer of Wgt&Mea 3/2018 City of Anaheim City Attorney 3/2018 City of Pinole Battalion Chief 2/2018 City of Martinez Finance Director 2/2018 City of San Bernardino DDPW 1/2018 City of Encinitas PWD 1/2018 City of Port Hueneme Dep City Manager 1/2018 Contra Costa County PWD 1/2018 Solano County IT Ops Mgr 1/2018 Monterey County WC Manager 1/2018 City of Vallejo City Manager 12/2017 City of Visalia City Manager 12/2017 City of San Bernardino Public Works Director 11/2017 City of Oxnard Downtown Revit Manager 11/2017 Siskiyou County Deputy Dir of Planning 11/2017 City of Oakland Fire Chief 10/2017 City of Encinitas City Engineer 10/2017 City of Encinitas Development Serv Director 9/2017 City of Encinitas City Planner 9/2017 City of Pinole Fire Chief 9/2017 City of Tracy City Attorney 8/2017 City of Pacific Grove Finance Director 8/2017 Housing Auth Monterey Cnty Finance Director 8/2017 City of Long Beach Library Services Manager 8/2017 7 Organization Position Filled City of Long Beach TeleComm Officer 8/2017 Humboldt County HRD 7/2017 City of Vallejo PWD 7/2017 City of Dixon Fire Chief 7/2017 City of Elk Grove Planning Manager 6/2017 City of Fullerton City Manager 6/2017 City of Vallejo Asst City Attorney 6/2017 City of El Segundo Police Chief 6/2017 City of Gilroy Chief of Police 6/2017 City of Redding City Manager 6/2017 City of South El Monte City Manager 6/2017 City of San Ramon Human Resources Manager 6/2017 City of Monte Sereno City Manager 5/2017 Delta Diablo General Manager 5/2017 City of Long Beach Business Info Sys 5/2017 City of Santa Rosa Human Resources Director 5/2017 City of El Segundo Public Works Director 5/2017 City of Hermosa Beach City Manager 4/2017 City of Palo Alto Transportation Program Mgr 4/2017 City of Long Beach Cyber Security Officer 4/2017 City of Port Hueneme Police Chief 4/2017 City of Vallejo Water Utilities Director 4/2017 City of Selma City Manager 4/2017 City of Benicia City Manager 3/2017 City of Lodi Deputy City Manager 3/2017 Oakland Housing HR Director 3/2017 City of Pinole City Clerk 3/2017 City of Petaluma Human Resources Director 2/2017 City of Benicia Library Director 2/2017 EBMUD Mgr of Emp Relations 2/2017 City of Port Hueneme Public Works Director 2/2017 City of Dixon Police Chief 1/2017 City of Pinole City Clerk 1/2017 City of Port Hueneme Finance Director 1/2017 City of El Segundo Human Resources Director 1/2017 8 Work Plan I. Position Profile and Organizational Assessment The initial assessment phase is a critical component of the search process. Mr. Avery will individually meet with members of the City Council and as appropriate, members of the City's leadership team to discuss the organizational needs and position requirements and to formalize the job description. Our goal for this aspect of the recruitment process is to: Our goal for this aspect of the recruitment process is to: • Understand the City priorities for the position. • Develop a clear understanding and consensus on the expertise, experience, education, performance attributes and operational style of the ideal candidate. • Discuss the goals, objectives, deliverables, and challenges related to the position. • Gain insight of the various organizational dynamics and departmental issues that exist within the organization. • Identify the compelling aspects to the opportunity. The subsequent ideal candidate profile would be developed from the above discussions and incorporated into the formal position announcement. The candidate profile is also utilized in various other means as a marketing tool, for advertising copy, postings, and for other announcements. II. Development of the Search Strategy Our search strategy will be developed in conjunction with the organizational assessment. The final approach is based on your input and considerations during the assessment activity. We would incorporate the following elements into this search: • Original research, which consists of identification and contact of current incumbents or other candidates who meet the profile, but are not actively seeking other employment. • Development of a targeted candidate list based on our extensive database of key executive contacts, referrals and recommendations from key sources, and other current and former City Management personnel who have extensive contacts and networks in this area. 9 • Public information sources that include various membership listings such as the League of California Cities, ICMA and the various municipal organizations within the U.S. • An extensive mailing campaign to current city managers and select assistant managers throughout the U.S. • Print advertising in ICMA Newsletter, Jobs Available and any other print publications deemed appropriate by the City. • Internet job postings on national public sector employment bulletin boards, City Management and Municipal association-based web sites, and our company website. III. Candidate Assessment Our assessment process involves several “tiers” of evaluation. All candidates responding to this position will initially be evaluated based on their resume and if appropriate, an extensive phone “screening” by a member of the project team. Candidates who pass the initial “qualifying” criteria are then scheduled for a formal interview with Mr. Avery or Mr. Kimura. These extended personal interviews typically take one hour and a thorough discussion of their experience, accomplishments, management philosophy and interpersonal style takes place. In interviewing candidates, we utilize a methodology based on “behavioral” interview techniques. Fundamentally, this approach explores a candidate’s past accomplishments and experiences that relate to the position being considered. The philosophy here is that the best indicator of future performance is to evaluate past behavior. This methodology allows the firm to “project” how a candidate would approach and address the key challenges in the new position. Those individuals who best fit the position requirements will have a Candidate Assessment Report developed by the Principal who conducted the interview. Additionally, two initial reference interviews are performed on these candidates. The reference interviews provide our clients with additional insights on the candidate’s “behavior” and style. IV. Candidate Presentation Upon completion of formal interviews, a selection of candidates for presentation is made. We feel our extensive qualification, interview, and reference interviewing process and the knowledge gained during our initial assessment period; enable our client to proceed with fewer rather than more finalists. However, we will not restrict or limit the number of candidates recommended as this decision is related to the overall strength and depth of the candidate pool. 10 The final candidates are presented in our extensive candidate presentation “book”. Each finalist will have a file consisting of a candidate summary sheet, the submitted cover letter and resume, the Candidate Assessment Report (based on the “behavioral” interview), and two candidate reference interviews. This extensive profile on each recommended candidate continually generates positive feedback from our clients as it provides extensive detail beyond just a resume. The Candidate book also identifies other candidates who were given secondary consideration, which provides the client insight on others who were interviewed. Candidate summary sheets are created for everyone who submitted a resume would also be included. This provides the client an insight to the level and nature of response for their position. V. Selection Process Once the final candidate interview group is identified, we will assist in the structuring of the interview process and coordinate the interview scheduling activity. Our firm will also provide candidates with guidance related to travel planning, hotel accommodations, as well as other interview planning issues. Our firm will also develop potential interview questions and be in attendance during final interviews to help facilitate the process and to lead an end of day debrief and evaluation process. VI. Position Closure and Follow-Up Based on the firm’s experience in human resource management and executive search, we are able to assist our clients in formulating appropriate compensation and other employment arrangements. We will be available throughout our retention to assist in this process. As a matter of policy, Avery Associates monitors the transition and progress of any executive we place with a client. Within the first three to six months following the hired individual joining the City, we will speak with that individual to ensure the transition has effectively occurred. During the same period we will also review the individual’s status with your office. 11 Cost Proposal Avery Associate’s consulting fees are comprised of two elements, the Professional Services Fee and reimbursable recruitment expenses. The Professional Services Fee for each of these recruitments would be $20,900. We would provide our first consulting invoice in the amount of $8,900 at the outset of the search. A second invoice of $6,000 would be billed with the presentation of candidate recommendations and the final invoice of $6,000 for the retainer will be submitted at the completion of the search. The consulting fee will be inclusive of all services defined within this proposal unless otherwise stated. The “breakdown” of services is reflected in the chart below. Normal and direct out-of-pocket expenses associated with each search are charged back to the client. Expenses for each assignment would not exceed $7,500. These expenses include: advertising, clerical time, supplies, printing, telephone, postage, background checks and consultant travel for client discussions, meetings, local and out-of-area candidate interviews. All expense items are reimbursed “at cost” and will be detailed and billed on a monthly basis. The hourly rate for the team members of Avery Associates is: Principals $200.00 Senior Recruiter/Contract Recruitment Associates $100.00 Clerical $ 40.00 Task Labor Category Est. Hours Prof. Fee Expenses Position Profile and Organizational Assessment – meetings with Council and development of brochure Principal Clerical 12 3 $2,400 $120 Development of the Search Strategy and Candidate Outreach – preparation of advertising and job posting Principal Senior Recruiter Clerical 32 20 10 $6,400 $2,000 $400 Preliminary Screening Principal Clerical 14 8 $2,800 $320 Progress Reporting and Candidate Evaluation and Assessment Principal Clerical 15 8 $3,000 $320 Final Reporting and Selection Interviews Principal Clerical 12 4 $2,400 $160 Recruitment Services $19,000 Profit 1,900 Total Professional Services Fee $20,900 Expenses $ 7,500 12 Recruitment Schedule Task Scheduled Dates Search Initiation, Marketing & Advertising Development: § Initial meetings with Council and city staff to define the ideal candidate profile § Develop draft of recruitment brochure for approval by client § Recruitment strategy finalized § Determination of advertising scope and placement deadlines § Brochure designed and printed Weeks 1 - 4 Marketing, Advertisement and Outreach Period: Advertise in: § Mailing of brochures § Jobs Available § ICMA newsletter and website Preliminary candidate screening Weeks 4 - 10 Candidate Review - Screening and Finalists Selection Weeks 9-12 Development and finalization of Interview process and interview questions Weeks 13-14 Interviews with City Week 15 Final interviews and reference checks Week 16 Appointment Offer/Acceptance Week >17 Report to Work Date Week >17 Guarantees and Ethics Whenever William Avery & Associates, Inc. is retained; we make several guarantees and commitments to a client. Due to our experience, knowledge and success within the management-consulting field, we assure a client that we will only present candidates who meet a substantial majority of the ideal qualifications that you have outlined. We are also committed to continue our search efforts until a successful candidate is employed. During our placement efforts, we openly share any relationships, previous experience and knowledge for any candidate we present for consideration. Our commitment and responsibility is to our clients and their best interests. It is also our practice to replace a candidate who may voluntarily resign during the first year of his/her employment. This same commitment applies if the client finds it necessary to terminate or to request the resignation of the selected individual in the first year for any reason. In either case, we invoice a client only for out-of-pocket expenses incurred in identifying a replacement. 13 References I. City of Anaheim Chris Zapata, City Manager; 619.240.5620 Placed candidate for City Manager search II. City of Anaheim Linda Andal, Human Resources Director; 714.765.5111 Completed searches for City Manager, Deputy HR Director and City Attorney III. City of Port Hueneme Rod Butler, former City Manager; 909.730.5153 Currently conducting searches for City Manager and Water General Manager; and completed searches for Human Resources Manager, Deputy City Manager, City Manager, Police Chief, Public Works Director and Finance Director IV. City of Stockton Michael Tubbs, Mayor; 209.937.8499 Most recently (01/2020), completed a search for City Manager. Additionally, completed searches for Community Development Director, Chief Financial Officer, Deputy City Manager and Fire Chief among others. CITY OF SAN BERNARDINO REQUEST FOR PROPOSALS FOR EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER CITY OF SAN BERNARDINO 290 North D Street San Bernardino, California 92401 Telephone: (909) 384-7272 https://www.ci.san-bernardino.ca.us/ RFP # F-20-21 Released on January 8, 2020 CITY OF SAN BERNARDINO NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of San Bernardino (“City”) online via the Planet Bids web site until February 10, 2020 @ 3:00PM, PST. Proposals received after this date will be rejected by the City. Faxed or e-mailed proposals will not be accepted. The City is requesting proposals to provide: Executive Recruitment Services for City Manager. The award of this contract is subject to available budget adequate to carry out the provisions of the proposed agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City. Interested proposers may download copies of the Request for Proposals (“RFP”) by visiting the City’s web site, http://www.ci.san-bernardino.ca.us/services/request_for_bids/all_bids.asp. For more information regarding the RFP, please contact: City of San Bernardino Finance Department 909-384-5242 / Purchasing@SBCity.org CITY OF SAN BERNARDINO NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER 1. BACKGROUND The City of San Bernardino is seeking the services of a highly qualified executive search firm to assist the City Council in the recruitment and selection of a new city manager. This request for Proposal (RFP) describes the scope of work, consultant selection process, and the minimum information that must be included in the proposal. The consultant should have experience managing executive level recruitments, with a significant emphasis on city manager or city administrator, and possess the knowledge and expertise to advise the City Council on the recruitment and selection process and attract highly qualified and compatible candidates. The City of San Bernardino is a full service charter city, administered by a Council/Manager form of government, encompassing an area of 28 square miles with a population of just under 213,000. The proposed FY 2019/2020 annual City budget is approximately $167 million, with the General Fund portion of the budget totaling approximately $127 million. The City’s proposed FY 2019/2020 Capital Improvement Program (CIP) is $28,301,000. The City is located approximately 60 miles east of Los Angeles, 120 miles northeast of metropolitan San Diego, and 55 miles northwest of Palm Springs adjacent to the cities of Highland, Redlands, Loma Linda, Colton, and Rialto. The estimated median income in the City is $37,047. There are approximately 62,683 housing units in the City. The City’s demographics are predominately Hispanic (62%), White (17%), and African American (14%). 2. SCHEDULE OF EVENTS The tentative schedule is as follows: ACTION DATE Release of Request for Proposal January 8, 2020 Last Day to Submit Questions for Clarification received by the City on or before 3:00 PM January 17, 2020 Clarifications Issued by City on or before 5:00 PM January 23, 2020 Proposals are Due by 3:00 PM February 10, 2020 Approval of Contract March 2020 The above scheduled dates are tentative and City retains the sole discretion to adjust the above schedule. Nothing set forth herein shall be deemed to bind City to award a contract for the above-described Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time. 3. SCOPE OF WORK The successful consultant should, at a minimum, have experience managing executive level recruitments for state, local or federal agencies and possesses the knowledge and expertise to advise the City on the recruitment and selection process and attract highly qualified and compatible candidates. The City anticipates that the search will include four phases as follows: 1. Development of Candidate Profile and Recruitment Strategy 2. Outreach and Advertising Campaign 3. Candidate Screening 4. Candidate Selection and Background 4. PROPOSAL FORMAT GUIDELINES Proposal should be typed and should contain no more than 20 typed pages using a 12-point font size, including transmittal letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the bidder’s response: Each proposal shall include the following information: a. Qualifications - Provide resumes of the key personnel to be assigned to the project and list the executive position recruitment processes that they have coordinated within the last three years. Emphasis will be given to firms with city manager recruitment experience. b. Work Plan - Provide a brief description of the work plan proposed to carry out the tasks outlined in the Scope of Work. c. Costs - Submit a cost proposal including a detailed fee schedule itemizing the amount for each task and the overall cost to complete the entire scope of work. Proposals must include a list of proposed personnel who will work on the project, allocations of time each person will work on the project and the corresponding hourly rates. Cost proposals must include all costs that will be incurred including projected reimbursable costs for travel, supplies, and other related costs. It should be noted that if the cost is a not-to-exceed amount or flat lump sum fee. 4. Schedule - Provide a schedule outlining key milestones related to the scope of work and estimated date of completion. 5. Additional services (optional) - Include any related and recommended services not specified in this RFP which may be considered essential or beneficial by the firm. These services should be priced separately. 6. References - Provide five professional references including client name, type of recruitment, project start and end dates, and client contact infromation. California governmental agencies are preferred. 5. PROCESS FOR SUBMISSION ♦ Content of Proposal The proposal must be submitted using the format as indicated in the proposal format guidelines. ♦ Preparation of Proposal Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation. ♦ Number of Proposals On the Planet Bids web site, submit one PDF file version of your proposal in sufficient detail to allow for a thorough evaluation and comparative analysis. The address for our online procurement page is here: https://www.planetbids.com/portal/portal.cfm?CompanyID=39495 ♦ Submission of Proposals Complete written proposals must be submitted in the required notated above no later than 3:00 p.m. (P.S.T) on February 10, 2020. Proposals will not be accepted after this deadline. Faxed or e-mailed proposals will not be accepted. The City shall not be responsible for proposals that are delinquent due to any technological malfunction on Proposers equipment. ♦ Inquiries Questions about this RFP must be directed in writing, via the Planet Bids web site Q & A tab by January 17, 2020 at 3pm for response. The principal contact for the City regarding this RFP will be Jim Slobojan at Slobojan_Ji@sbcity.org. From the date that this RFP is issued until a vendor is selected and the selection is announced, firms are not allowed to communicate for any reason with any City employee other than the principal contact listed above regarding this RFP, except during the pre- proposal conference, if scheduled. Refer to the Schedule of Events of this RFP to determine if a pre-proposal conference has been scheduled. The City reserves the right to reject any proposal for violation of this provision. No questions other than those written and submitted to the appropriate city employee will be accepted, and no response other than written will be binding upon the City. All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing and directed to the City Contact for this RFP, identified above. ♦ Conditions for Proposal Acceptance This RFP does not commit the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source, or to cancel this RFP in part or in its entirety. All proposals will become the property of the City of San Bernardino, USA. If any proprietary information is contained in the proposal, it should be clearly identified. 6. EVALUATION CRITERIA The City’s consultant evaluation and selection process is based upon Qualifications Based Selection (QBS) for professional services. The City of San Bernardino may use some or all of the following criteria in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not intended to indicate their relative importance: A. Compliance with RFP requirements B. Understanding of the project C. Recent experience in conducting similar scope, complexity, and magnitude for other public agencies D. Educational background, work experience, and directly related consulting experiences E. Price F. References The City may also contact and evaluate the bidder’s and subcontractor’s references; contact any bidder to clarify any response; contact any current users of a bidder’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. The evaluation committee shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the City. After written proposals have been reviewed, discussions with prospective firms may or may not be required. If scheduled, the oral interview will be a question/answer format for the purpose of clarifying the intent of any portions of the proposal. The individual from your firm that will be directly responsible for carrying out the contract, if awarded, should be present at the oral interview. A Notification of Intent to Award may be sent to the vendor selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing vendors unless an agreement is reached. If contract negotiations cannot be concluded successfully, the City may negotiate a contract with the next highest scoring vendor or withdraw the RFP. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made. The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a Proposer, the City will endeavor to negotiate a mutually agreeable Agreement with the selected Proposer. In the event that the City is unable to reach agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the required awarding authority concerning the proposed Agreement who will have the final authority to approve or reject the Agreement. 7. STANDARD TERMS AND CONDITIONS 1. Amendments to RFP: The City reserves the right to amend the RFP and issue to all Proposers an addendum. 2. Amendments to Proposals: Unless specifically requested by the City, no amendment, addendum or modification shall be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals. 3. Non-Responsive Proposals: A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal. 4. Costs for Preparing: The City shall not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected. 5. Cancellation of RFP: City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this RFP. 6. Price Validity: Prices provided by Proposers in response to this RFP are valid for 180 days from the proposal due date. The City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete and the contract is awarded. 7. No Commitment to Award: Issuance of this RFP and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP. 8. Right to Negotiate and/or Reject Proposals: City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Proposers are encouraged to submit their best prices in their proposals, and City intends to negotiate only with the Proposer(s) whose proposal most closely meets City’s requirements at the lowest estimated cost. The Agreement, if any is awarded, shall go to the Proposer whose proposal best meets City’s requirements. 9. Non-Discrimination: The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract. 10. Confidentiality of Proposal: Pursuant to Michaelis, Montanari, & Johnson v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or City has rejected all proposals. All correspondence with the City including responses to this RFP shall become the exclusive property of the City and shall become public records under the California Public Records Act. Furthermore, the City shall have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement. If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information. Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this procurement. 11. Pre-Proposal meeting (if designated): Each Proposer may be requested to attend a pre- proposal meeting or job-walk. The date will be listed online and in the Proposal Schedule in this RFP. The meeting or job-walk will be designated as either mandatory or non-mandatory. Failure to attend a mandatory meeting will preclude a Proposer from submitting a proposal. Attendance at the pre-proposal meeting or job-walk will ensure the Proposer understands the full scope of the Services requested 12. Protest Contents: Protests based on the content of the RFP shall be submitted to the City no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest. Proposer may protest a contract award if the Proposer believes that the award was inconsistent with City policy or this RFP is not in compliance with law. A protest must be filed in writing with the City (email is not acceptable) within five (5) business days after receipt of notification of the contract award. Any protest submitted after 5 p.m. of the fifth business day after notification of the contract award will be rejected by the City as invalid and the Proposer’s failure to timely file a protest shall waive the Proposer’s right to protest the contract award. The Proposer’s protest must include supporting documentation, legal authorities in support of the grounds for the protest and the name, address and telephone number of the person representing the Proposer for purposes of the protest. Any matters not set forth in the protest shall be deemed waived. The City will review and evaluate the basis of the protest, provided that the protest is filed in strict conformity with the foregoing. The City shall provide the Proposer submitting the protest with a written statement concurring with or denying the protest. Action by the City relative to the protest will be final and not subject to appeal or reconsideration. The procedure and time limits set forth in this section are mandatory and are the Proposer’s sole and exclusive remedy in the event of protest. Failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings. 13. Contract Discussions: Prior to award, the apparent successful firm may be required to enter into discussions with the City to resolve any contractual differences. These discussions are to be finalized and all exceptions resolved within one (1) week from notification. If no resolution is reached, the proposal may be rejected and discussions will be initiated with the second highest scoring firm. See Exhibit B for a sample agreement. 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND [***INSERT NAME***] This Agreement is made and entered into as of [***INSERT MONTH***] [***INSERT DATE***], 2019 by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and [***INSERT NAME***], a [***INSERT TYPE OF ENTITY AND STATE - CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER LEGAL ENTITY***] with its principal place of business at [***INSERT ADDRESS***] (hereinafter referred to as “Consultant”). City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “Parties.” RECITALS A. City is a public agency of the State of California and is in need of professional services for the following project: [***INSERT DESCRIPTION***] (hereinafter referred to as “the Project”). B. Consultant is duly licensed and has the necessary qualifications to provide such services. C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein. AGREEMENT NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference. 2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.” 3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement. 4. Compensation. a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” [***Alternatively, the compensation schedule may be described here***] 2 b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $[***INSERT NOT TO EXCEED AMOUNT***]. This amount is to cover all related costs, and the City will not pay any additional fees for printing expenses. Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices. 5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement. 6. Term. This Agreement shall commence on the Effective Date and continue through the completion of services as set forth in Exhibit “A,” unless the Agreement is previously terminated as provided for herein (“Term”). [***Alternatively, the term can be spelled out in this section without reference to the Exhibit***] 7. Maintenance of Records; Audits. a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date. b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City. 8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term. 9. Delays in Performance. a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint. 3 b. Should such circumstances occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 10. Compliance with Law. a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies. c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement. 11. Standard of Care. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. 12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of interest with the City. 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business. 14. Assignment and Subconsultant. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subconsultants as Consultant may deem appropriate to assist in the performance of services hereunder. 15. Independent Consultant. Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. 16. Insurance. Consultant shall not commence work for the City until it has provided 4 evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured The City of San Bernardino, its officials, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following: Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following: (1) Bodily Injury and Property Damage (2) Personal Injury/Advertising Injury (3) Premises/Operations Liability (4) Products/Completed Operations Liability (5) Aggregate Limits that Apply per Project (6) Explosion, Collapse and Underground (UCX) exclusion deleted (7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage (9) Independent Consultants Coverage (iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement. (v) The policy shall give City, its elected and appointed officials, officers, employees, agents, and City-designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or 5 provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. c. Automobile Liability (i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto). (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability (i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement. (ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Liability (Errors and Omissions) At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's 6 duty to defend. f. Minimum Policy Limits Required (i) The following insurance limits are required for the Agreement: Combined Single Limit Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage Automobile Liability $1,000,000 per occurrence for bodily injury and property damage Employer’s Liability $1,000,000 per occurrence Professional Liability $1,000,000 per claim and aggregate (errors and omissions) (ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. g. Evidence Required Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25- S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. h. Policy Provisions Required (i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. 7 (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. (v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. i. Qualifying Insurers (i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements: (1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law. j. Additional Insurance Provisions (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is 8 canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. k. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants. 17. Indemnification. a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims”) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all consequential damages, expert witness fees and attorneys’ fees and other related costs and expenses. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to Claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. b. Additional Indemnity Obligations. Consultant shall defend, with counsel of City’s choosing and at Consultant’s own cost, expense and risk, any and all Claims covered by this section that may be brought or instituted against the City, its elected and appointed officials, employees, agents, or authorized volunteers. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against the City, its elected and appointed officials, employees, agents, or authorized volunteers as part of any such claim, suit, action or other proceeding. Consultant shall also reimburse City for the cost of any settlement paid by the City, its elected and appointed officials, employees, agents, or authorized volunteers as part of any 9 such claim, suit, action or other proceeding. Such reimbursement shall include payment for the City’s attorney's fees and costs, including expert witness fees. Consultant shall reimburse the City, its elected and appointed officials, employees, agents, or authorized volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its elected and appointed officials, employees, agents, or authorized volunteers. 18. California Labor Code Requirements. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages, employment of apprentices, hours of labor and debarment of contractors and subcontractors. [***IF CITY IS AWARE THAT THE CONSULTANT WILL PERFORM WORK SUBJECT TO PREVAILING WAGE LAW, PLEASE CONTACT LEGAL COUNSEL TO OBTAIN GUIDANCE REGARDING REVISING THE FOLLOWING PROVISION***]If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. 19. Verification of Employment Eligibility. By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same. 20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California. 21. Termination or Abandonment a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings 10 and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work. b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant. 22. Attorneys’ Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement. 23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s professional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole satisfaction of the City and to participate in any meeting required with regard to the correction. 24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect. 25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. 27. Organization. Consultant shall assign [***INSERT NAME***] as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City. 11 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above. 29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof: CITY: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: [***INSERT DEPARTMENT HEAD TITLE OR “City Manager”***] With Copy To: City of San Bernardino Vanir Tower, 290 North D Street San Bernardino, CA 92401 Attn: City Attorney CONSULTANT: [***INSERT NAME, ADDRESS & CONTACT PERSON***] 30. Third Party Rights. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant. 31. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 32. Entire Agreement. This Agreement, including Exhibit “A,” represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises, or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This is an integrated Agreement. 33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect. 34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to 12 this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void. 35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 36. Time of Essence. Time is of the essence for each and every provision of this Agreement. 37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement. 39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects. 40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement. 42. Authority. The persons executing this Agreement on behalf of the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement. [SIGNATURES ON FOLLOWING PAGE] 13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND [***INSERT NAME***] IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above. CITY OF SAN BERNARDINO Approved By: Teri Ledoux City Manager Approved as to Form: Gary D. Saenz City Attorney Attested By: Georgeann Hanna, MMC City Clerk CONSULTANT Signature Name Title 14 EXHIBIT A [***ATTACH OR INSERT: Scope of Services / Schedule of Charges and Payments / Activity Schedule***] 21050 Pacific City Cir Suite 5123 Huntington Beach, CA 92648 (714) 309-9104 bob@bobhallandassociates.com www.bobhallandassociates.com February 4, 2020, Dear Mayor Valdiva and City Council Members: Bob Hall & Associates is pleased to submit this proposal to conduct a search for the position of City Manager for the City of San Bernardino. If selected, Bob Hall will be the point of contact and lead project director for this search. As former City Manager of Laguna Niguel, Stanton, and Fountain Valley, Bob Hall’s substantial knowledge and experiences will help the City of San Bernardino find a candidate that fits the ideal criteria for the position. No one has a better pulse on the challenge Southern California cities face than Bob as a former City Manager. Recent recruitments by Bob Hall include the City of Laguna Niguel, City of Costa Mesa, City of Seal Beach, City of Santa Ana, Laguna Woods Village and the City of Stanton. While not a large firm, Bob Hall & Associates’ network encompasses a strong talent pool and will add the personal, individualized attention that each search requires. Attached is a summary of the search process and the services that the Bob Hall & Associates team is willing and able to offer the City of San Bernardino. For more information or clarification, do not hesitate to contact Bob Hall at (714) 309-9104 or by email at bob@bobhallandassociates.com. We appreciate the opportunity to be considered to aid in the City Manager position search. Should you select our team, we are prepared to proceed immediately. Sincerely, Bob Hall Executive Summary The City of San Bernardino has requested our proposal to assist in the identification and recruitment for the position of City Manager. The Bob Hall & Associates team is well connected throughout California with a keen knowledge of talent and is prepared to offer a strong pool of top candidates. At Bob Hall & Associates, we pride ourselves in adding a personal, individualized touch to each recruiting search. We begin the process by meeting with organization leaders to obtain a complete indication of the qualities of the ideal candidate. This emphasizes the importance in establishing a criterion for the position specific to the needs of the organization. Our focus is putting both the City and the candidate in the best environment and situation to succeed. Our advertisement, outreach, and overall recruitment strategy will be tailored to the City’s desires. Bob Hall brings over 30 years of experience in municipal government and leadership. Most recently, Hall has served as interim City Manager for Laguna Niguel and Stanton. During these stints, he ran the recruiting search for the City Manager position in both cities. Prior to the interim positions, Bob Hall was the City Manager for the City of Fountain Valley where he oversaw the $80 million budget, 225 employees, and led their Fiscal Sustainability Plan which will provided the necessary funds to cover their long-term financial needs. He also served as Assistant City Manager for the City of Huntington Beach where he oversaw the day to day operations of the departments of Human Resources, Finance, IT, Community Services, Community Development and Public Works. Before assuming the leadership role in Orange County, he worked in many departments, including General Services Director for the City of Riverside where he lived and worked for 46 years. Bob Hall holds a Bachelor’s and a Master’s degree in Public Administration from California State University, San Bernardino. Hall is a member of ICMA, former Board Member of Cal ICMA and has been an invited guest lecturer at Cal-State Northridge, Cal-State Fullerton and Long Beach State University. Testimonials Bob Hall & Associates is happy to offer references if desired by the City. Below are testimonials of the efforts of Bob Hall & Associates team in recent City Manager searches. “Bob is very conscientious and works hard to match the candidates to the desires of the organization. He kept me well informed throughout the process to ensure a clear understanding of the process.”– Tamara Letourneau, Laguna Niguel City Manager “Bob Hall was very professional and did a great job of communicating throughout the recruitment process. He was able to give me a run down on the needs of the organization as well as the dynamics of the City Council to ensure I was a proper match for the organization.”– Jarad Hildenbrand, Stanton City Manager Recruiting Process Task #1: Create Position Profile Bob Hall will meet with the City to discuss the strategy for the search as well as communication preferences and project timeline. Bob Hall will be in touch with the City throughout the process keeping them up to date. In the meeting, the search criteria will be determined to help aid the Bob Hall & Associates team in narrowing the search to appropriate candidates based on the specific goals and qualities of the organization. Task #2: Outreach and Recruiting Outreach Outreach begins with the creation of a job announcement that will be advertised for the public to see on other online platforms such as Public CEO, California City News, GovernmentJobs.com and in Western Cities magazine. Candidate Identification Following the creation of the job announcement and advertisement of the position, the Bob Hall & Associates team will actively seek out qualified candidates tapping into the network of talented prospects both local to Orange County and across the State of California. Unlike other firms, Bob Hall & Associates focuses on adding a personal touch to the identification process by tailoring the recruiting process to the needs and desires of the organization. Both advertisement and active recruiting will result in a collection of applications and resumes from potential candidates leading to a deeper evaluation of each individual. Task #3: Candidate Assessment Screening Every application will be carefully examined and those that most closely fit the criteria indicated by the organization will be subject to a more thorough evaluation. Such evaluation will focus on aspects such as professional experience, size and complexity of current organization as compared to the advertised position. Initial Research and Interviews Research will be conducted on top candidates in the form of Internet searches and other public profiles to ensure prospects’ values, experiences, and history match the criteria established by the organization. Following research, preliminary interviews will be conducted via phone, video-conferencing, or face-to-face, depending on candidates’ location. Task #4: Selection and Presentation of Top Candidates Bob Hall & Associates will manage the selected finalist candidates. Top candidates will be presented to the City for consideration to determine which candidates will be interviewed. City will be provided with detailed description of work history and other important information about each candidate prior to selection and scheduling of interviews. Bob Hall & Associates will then schedule interviews with candidates and provide books containing detailed descriptions of each candidate to each member of the interview panel. Task #6: Negotiations The Bob Hall & Associates team is willing and able to support the City in the negotiation process of the selected candidate’s compensation package. Task #7: Close Out After the organization has successfully chosen a candidate, the search will be closed out. This includes informing finalist candidates of the status of the search via telephone. Project Costs The recruitment for a new City Manager will be a complete and comprehensive search in an effort to present the City with the most capable, talented candidates available. The fee to perform this search will be $19,500. Th at fee includes creating the brochure, advertising, printing, and background checks. Top candidates will subject to education verifications, DMV, civil and criminal background, and credit checks. Fees will be collected in three installments as follows: 1. Upon execution of the Agreement - $6,000 2. Following Presentation of Candidates - $6,000 3. Upon Acceptance of Offer - $7,500 Project Timeline A typical search will be conducted in a 90 to 120-day period from start to finish. Following the final selection, negotiations can take up to two weeks. An exact schedule will be provided once a firm start date has been provided by the city. Bob Hall & Associates’ Guarantee The Bob Hall & Associates team guarantees industry -standard services. If within one year following appointment, selected candidate resigns or is terminated for cause, our team will conduct another search free of professional services charges. However, the organization is expected to pay for incurred costs. Month 1 •Week 1: Bob Hall & Associates Selected as Search Firm •Week 2: Bob Hall & Associates meets with the City to establish postition criteria •Week 3 & 4: Active Recruting and Screening Month 2 •Week 1 & 2: Active Recruting and Screening Continued •Week 3 & 4: Consultant Interviews, Preliminary Reference Checks, Finalists Selected and Submitted to City Month 3 •Week 1: Candidate-City Interviews •Week 2: Candidate Selected and Negotiations •Week 3: Selection Made References City Manager Lori Ann Farrell-Harrison City of Costa Mesa loriann.farrellharrison@costamesaca.gov City Manager Kristine Ridge City of Santa Ana kridge@santa-ana.org City Manager Jarad Hildenbrand City of Stanton jhildenbrand@ci.stanton.ca.us City Manager Tamara Letourneau City of Laguna Niguel tletourneau@cityoflagunaniguel.org Assistant City Manager Travis Hopkins City of Huntington Beach thopkins@surfcity -hb.org Mayor Cheryl Brothers City of Fountain Valley cheryl.brothers@fountainvalley.org Mayor John Mark Jennings City of Laguna Niguel jjennings@cityoflagunaniguel.org Mayor Pro Tem Rigoberto Ramirez City of Stanton rramirez22@ci.stanton.ca.us The Bob Hall & Associates team is well connected throughout California with a keen knowledge of talent in Orange County and is prepared to offer a strong pool of top candidates. At Bob Hall & Associates, we pride ourselves in adding a personal, individualized touch to each recruiting search. We begin the process by meeting with organization leaders to obtain a complete indication of the qualities of the ideal candidate. This emphasizes the importance in establishing a criterion for the position specific to the needs of the organization. Our focus is putting both the City and the candidate in the best environment and situation to succeed. Our advertisement, outreach, and overall recruitment strategy will be tailored to the City’s desires. Bob Hall brings over 30 years of experience in municipal government and leadership. Most recently, Hall has served as Interim City Manager for Laguna Niguel and Stanton. During these assignments, he ran the recruiting search for the City Manager position in both cities. Prior to the interim positions, Bob Hall was the City Manager for the City of Fountain Valley where he managed the $80 million budget, 225 employees, and led their Fiscal Sustainability Plan which will provide the necessary funds to cover their long-term financial needs. He also served as Assistant City Manager for the City of Huntington Beach where he oversaw the day to day operations of the departments of Human Resources, Finance, IT, Community Services, Community Development and Public Works. Before assuming a leadership role, he worked in many departments, including General Services Director and Interim Human Resources Director for the City of Riverside. Bob Hall holds a Master’s degree in Public Administration from California State University, San Bernardino. Hall is a member of ICMA, former Board Member of Cal ICMA and has been an invited guest lecturer at Cal- State Northridge, Cal-State Fullerton and Long Beach State University. Our Mission: Who We Are: • City Manager – City of Stanton • City Manager – City of Laguna Niguel • Assistant City Manager – City of Costa Mesa • Assistant City Manager – City of Santa Ana Recent Recruitments: • Director of Finance – City of Stanton • Director of Finance – City of Seal Beach • Security Director – Laguna Woods Village • Community Services Director – City of Costa Mesa 5800 Stanford Ranch Road Suite 410 Rocklin, California 95765 916.630.4900 www.ralphandersen.com February 6, 2020 Mayor John Valdivia and Members of the City Council City of San Bernardino 290 North D Street San Bernardino, California 92401 RE: City Manager Recruitment Dear Mayor Valdivia and Members of the City Council: Ralph Andersen & Associates would be honored to assist the City Council in identifying the next City Manager to lead the City of San Bernardino on your behalf. We are formally submitting a proposal to provide executive search services. The City of San Bernardino would have Mr. Fred Wilson, Senior Consultant with Ralph Andersen & Associates, as the Project Director and lead consultant on this search engagement. As a prior city manager for the City of Huntington Beach and the City of San Bernardino, Mr. Wilson brings extensive knowledge and more than 35 years of hands-on experience working with city councils and hiring top quality staff. He fully understands both the demands and expectations of the position as well as the professional demeanor required. Mr. Wilson worked for the City of San Bernardino for a total of 20 years including serving for 11 years, as the City Manager/City Administrator. He brings a deep understanding of the challenges and opportunities that the next City Manager will likely be facing including the challenges of recovering from the bankruptcy, the most recent charter changes, and other community dynamics – all important factors that a successful City Manager needs to understand at the outset. We feel strongly that our past client relationships will attest to the professionalism of our services. Additionally, we are proud of how we market and represent our clients; all of the design, graphics, and printing of our marketing material is produced in-house so that we can control the quality and production timing. We have enclosed a sample brochure for the City of Pomona City Manager recruitment for your reference. Thank you very much for your consideration of this Proposal. Mr. Wilson may be reached at (916) 630-4900 or via email (fred@ralphandersen.com). Please feel free to contact him directly or work through Ms. Christen Sanchez to schedule a conference call or in-person meeting. Mr. Wilson is local and readily available to present his qualifications to the Council. Alternatively, I can also be reached at this same office number. Respectfully Submitted, Heather Renschler President/CEO Table of Contents COVER LETTER QUALIFICATIONS ............................................................................................... 1 Ranges of Services Offered ................................................................................................. 1 Why Choose Ralph Andersen & Associates? ...................................................................... 2 Our Professional Competency in Local Government ........................................................... 3 Key Personnel Qualifications ............................................................................................... 3 Relative Recruitments .......................................................................................................... 5 WORK PLAN ..................................................................................................... 8 Our Understanding of the Assignment ................................................................................. 8 Our Approach to the Recruitment Process .......................................................................... 8 Search Work Plan ................................................................................................................ 9 PROJECT COST ............................................................................................... 13 Ralph Andersen & Associates’ Guarantee ......................................................................... 13 SCHEDULE ..................................................................................................... 15 REFERENCES .................................................................................................. 16 SAMPLE BROCHURE City of Pomona, City Manager 5800 Stanford Ranch Road Suite 410 Rocklin, California 95765 916.630.4900 www.ralphandersen.com Qualifications Executive Summary Ralph Andersen & Associates has been providing practical, responsive executive search and management consulting services to the local public sector and related industries since 1972. With each new assignment, we earn our reputation as the nation’s premier local government consulting organization. Ralph Andersen & Associates is a California Corporation and is not a subsidiary nor does it have any subsidiaries. Contact information for the Corporate Office is 5800 Stanford Ranch Road, Suite 410, Rocklin, California 95765; telephone: (916) 630-4900; fax: (916) 630-4911; website: www.ralphandersen.com; email: info@ralphandersen.com. Ralph Andersen & Associates has more than 48 years of experience conducting executive recruitments for a variety of public sector agencies. The firm currently has 21 employees. Ms. Heather Renschler, President/CEO, and Mr. Robert Burg, Executive Vice President, are both stockholders in the firm and, as such, are able to bind the firm. Ralph Andersen & Associates serves a nationwide clientele through its Corporate Office in the area of Sacramento (Rocklin), California. Through its network of professionals associated with the firm, Ralph Andersen & Associates also provides services to municipal clients throughout the United States. Range of Services Offered Ralph Andersen & Associates specializes in the following primary service areas: executive search, management consulting, and human resources consulting. • Executive Search – At Ralph Andersen & Associates, there’s always an entire team behind every recruitment assignment that we undertake. Our multi-disciplinary approach takes the best ideas in executive recruiting and creates innovative ways to get the right candidates for clients. When you retain Ralph Andersen & Associates, you get our team’s collective support and expertise working together to achieve your organization’s objectives. The firm has conducted executive searches for large and small organizations throughout the nation. In addition to conducting searches for city manager and other chief executive officer positions, Ralph Andersen & Associates has successfully completed searches in every area of municipal service. Ralph Andersen & Associates believes the most important element of a successful executive search is to listen carefully to what our clients are looking for in terms of candidate experience and qualifications. Using these client- Page 2 focused guidelines, candidate identification is undertaken through marketing and personal outreach. • Management Consulting – Ralph Andersen & Associates helps organizations improve their performance potential with a range of management consulting services. The types of services provided by the firm include management and performance audits, organizational analyses, productivity improvement analyses, agency and service consolidation assessments, specialized financial management including debt restructuring and organizational problem solving. In addition to providing these services to entire organizations, the firm often conducts management consulting engagements that are focused in a specific service area such as public safety, city management, finance, public works, community development, and other major service areas. Ralph Andersen & Associates treats every management consulting engagement as unique. This approach means we will assemble a consulting team comprised of consultants with the specific talents and experiences needed to successfully achieve the client’s objectives. Our team of experienced consultants perform complex analyses and recommend solutions that are practical and most importantly, are capable of being implemented by our clients. • Human Resources Consulting – The firm provides a full range of contemporary human resources consulting including classification studies, compensation studies, benefits analysis, pay plan development, executive pay, and pay for performance. Key staff have proven success in working with labor groups and elected officials in identifying solutions and solving challenging problems. Services also include expert witness services for mediation and arbitration hearings. Our approach to consulting services is characterized by proven methods, extensive data collection, accurate analysis, and effective communication and messaging. Why Choose Ralph Andersen & Associates? We are one of the few California based search firms that also have an outstanding track record of success in the field of public sector recruitments conducted on a national scale. Our substantial background and understanding of cities and your specific needs makes us ideally suited to represent the interests of the City. Each consultant with Ralph Andersen & Associates has decades of service to the public sector. We are passionate about helping our clients staff their executive teams with top talent and understand the importance of fit. Especially in this era of enhanced public scrutiny, the proper placement of candidates is essential. Additionally, we take a multi-disciplinary approach to executive search and the entire process. This is where Ralph Andersen & Associates sets itself apart: • There’s always an entire team behind every assignment; • We take a multi-disciplinary approach to meeting our client’s needs; and • We keep commitments, performing at a level that exceeds our client’s expectations. Ralph Andersen & Associates serves a nationwide clientele through its Corporate Office in Sacramento (Rocklin), California. Our national staff of professionals and support staff include acknowledged leaders in their respective fields. Supplementing their extensive Page 3 consulting backgrounds, our senior staff all have personal, hands-on executive experience in the operation of public agencies and private businesses. Our Professional Competency in Local Government Ralph Andersen & Associates has been providing executive search and management consulting services since 1972. As such, the executive recruitment techniques used by Ralph Andersen & Associates have been developed and used successfully with hundreds of clients for more than 48 years. As a national search firm, our client list includes a wide range of municipalities including some of the largest and fastest growing cities in the country. Our firm has significant recruiting and consulting experience in California and the Western Region. As a highly qualified and experienced executive search firm, Ralph Andersen & Associates brings an extensive network of contacts in the area of local government that will prove invaluable in quickly identifying a pool of outstanding candidates for the City of San Bernardino. Key Personnel Qualifications The reputation of the search firm and personal commitment of the recruiters define the difference between the success and failure of any given recruitment. Ralph Andersen & Associates’ search professionals are acknowledged leaders in the field and possess a broad range of skills and experience in the areas of local government management, executive search, and related disciplines. Only senior members of Ralph Andersen & Associates are assigned to lead search assignments, ensuring that their broad experience and knowledge of the industry is brought to bear on our clients’ behalf. The City of San Bernardino will have Mr. Fred Wilson as the Project Director and lead consultant on this engagement, with the assistance of Ms. Christen Sanchez, Recruitment Coordinator. Ms. Sanchez will provide and coordinate support staff assistance to the Search Team on this recruitment. Mr. Fred Wilson, Project Director Mr. Wilson, Senior Consultant with Ralph Andersen & Associates, brings more than 35 years of experience as a local government executive, including 21 years serving as City Manager of Huntington Beach and San Bernardino. In his most recent position as City Manager of Huntington Beach, he was responsible for the City’s $374 million budget and staff of 1,000 employees. In San Bernardino, he served as City Manager for 11 years and was responsible for the City’s $264 million budget and 900 employees. In both cities, Mr. Wilson oversaw all aspects of city operations including City Finance, Human Resources, IT, Community Development, Police, and Fire services. Mr. Wilson has recruited and hired Department Directors in all of these key departments. His skills in identifying, recruiting, and retaining high quality employees, and talent management, coupled with succession planning have contributed significantly to the successes of those organizations. Under Mr. Wilson’s leadership, in 2018 Wallethub ranked Huntington Beach #1 in “Quality of Services” and 14th of 150 “Best-Run Cities in America.” As a long-tenured City Manager, Mr. Wilson has extensive experience in all aspects of governance including organizational development, succession planning, municipal finance, Page 4 community development, and general city management. His experience includes working in cities with different governance structures ranging from the Council/Manager form, Council/City Administrator form, Strong Mayor form, and both district and at-large elected City Council Members. Mr. Wilson is an active member of the International City Management Association, has served on various League of California Cities Policy Committees, as well as on the advisory board in the School of Public Administration at California State University, San Bernardino. He is past president of the Orange County City Managers’ Association and has been active on various advisory boards throughout his career. Mr. Wilson holds a Bachelor of Science degree in Urban Planning from Cal Poly Pomona, and a Master’s Degree in Public Administration from California State University, Northridge. Mr. Wilson has been the Project Director or a member of the Search Team on the following recruitments: • Buellton, California  City Manager* • Fullerton, California  Director of Administrative Services • La Palma, California  City Manager • Laguna Beach, California  Director of Community Development • Pomona, California  City Manager • San Bernardino, California  Director of Public Works *Project Team Member Ms. Christen Sanchez, Recruitment Coordinator Ms. Christen Sanchez joined Ralph Andersen & Associates as a Recruitment Coordinator and provides administrative support services to the Executive Search team. Prior to joining Ralph Andersen & Associates, Ms. Sanchez provided administrative services as a Scheduling Coordinator for applied behavioral analysis services provided to children with developmental disabilities across the Central Valley and the Greater Sacramento area. Ms. Sanchez holds a Bachelor of Arts degree in English from California State University, Stanislaus. Paraprofessional and Support Staff Other paraprofessional, graphics, and support staff will provide administrative support to the search team on recruitment assignments. These may include: Ms. Diana Haussmann, Ms. Page 5 Hannah Jones, Ms. Blanche Velazquez, Ms. Teresa Heple, Ms. Karen AllGood, Ms. Tina Keller, and Ms. Katrina Wilson. Relative Recruitments The following recent city manager related recruitments have been conducted by Ralph Andersen & Associates (2015 to Present): • Allen, TX – City Manager (2019) • Apple Valley, CA – Town Manager (2018) • Auburn, CA – City Manager (2017) • Austin, TX  Assistant City Manager for Economic Opportunity & Affordability (2018)  Assistant City Manager for Health & Environment / Culture & Lifelong Learning (2018)  Assistant City Manager for Mobility (2019)  Assistant City Manager for Safety (2019)  Deputy City Manager (2019) • Belvedere, CA – City Manager (2017) • Beverly Hills, CA  City Manager (2015)  Deputy City Manager (2019) • Bishop, CA – City Administrator (2018 & 2020) • Brownsville, TX – City Manager (2018) • Buellton, CA – City Manager (2019) • Calabasas, CA – City Manager (2018) • Carmel-by-the-Sea, CA  Assistant City Administrator (2017)  City Administrator (Backgrounds) (2016) • Charlotte, NC – City Manager (2016) • Colma, CA – City Manager (2017) • Corona, CA – City Manager (2019) • Costa Mesa, CA – City Manager (2019) • Cupertino, CA – City Manager (2019) • Delray Beach, FL – City Manager (2019) • Denton, TX – Assistant City Manager (2019) • Fountain Valley, CA – City Manager (2017) Page 6 • Goleta, CA – Deputy City Manager (2017 & 2019) • Henderson, NV – City Manager (2015) • Irvine, CA  Assistant City Manager (2016)  City Manager (2018) • La Palma, CA – City Manager (Current Search) • La Quinta, CA – City Manager (2019) • Laguna Niguel, CA – City Manager (2017) • Lake Forest, CA – City Manager (2017) • Lawrence, KS – City Manager (2016 & 2019) • Loomis, CA – Town Manager (2017) • Los Banos, CA – City Manager (2016) • McKinney, TX  Assistant City Manager (2017)  City Manager (2016) • Modesto, CA – Deputy City Managers (2018) • Monterey, CA – City Manager (2018) • Moorpark, CA – City Manager (2018) • Morro Bay, CA – City Manager (2017) • Norfolk, VA – City Manager (2017) • Ocean Reef Community Association, FL – President (2019) • Pacific Grove, CA – City Manager (2016) • Palm Desert, CA  Assistant City Manager (2019)  City Manager (2016) • Paso Robles, CA – Assistant City Manager (2019) • Pomona, CA – City Manager (2019) – Brochure Attached • Powell, OH – City Manager (Current Search) • Redlands, CA – City Manager (2019) • Reno, NV – City Manager (2017) • Rialto, CA – City Administrator (2019) • Riverside, CA – City Manager (2015) • Sacramento, CA  Assistant City Manager (Backgrounds) (2016) Page 7  Assistant City Manager – Public Safety (2018)  Assistant City Manager – Municipal Services (2019)  City Manager (2017) • San Bruno, CA – City Manager (2018) • San Juan Capistrano, CA – City Manager (2015) • Sanger, CA – City Manager (2015) • Santa Barbara, CA  City Administrator (2015)  Assistant City Administrator (2015) • Santa Rosa, CA – Deputy City Manager (2015) • Solana Beach, CA – City Manager (2015) • South Jordan, UT – Assistant City Manager (2016) • South Padre Island, TX – City Manager (2016 & 2019) • Sugar Land, TX – City Manager (2019) • Suisun City, CA – City Manager (2019) • Sun City West, AZ – General Manager (2019) • The Woodlands Township, TX – President and General Manager (Current Search) • Tiburon, CA – Town Manager (2015) • Upper Arlington, OH – City Manager (2019) • Watsonville, CA – City Manager (2015) • Waxhaw, NC – Town Manager (2015 & 2017) • Westlake Village, CA – City Manager (2019) Page 8 Work Plan Our Understanding of the Assignment The City Council desires assistance in the identification and recruitment of a highly qualified group of candidates for the position of City Manager. In particular, the City Council will want a firm with the professional experience to clearly assess the City’s needs and formulate a strategy to deliver quality results. At Ralph Andersen & Associates we believe that gaining a complete understanding of our client’s specific objectives and priorities is essential prior to launching any search assignment. This process includes the identification and incorporation of a variety of important details such as the candidate’s desired skills and experience as well as the critical soft skills related to temperament, personality, management philosophy, and other factors that will ultimately determine the candidate’s fit with the organization. We begin each search by working closely with the City Council, staff, and, when appropriate, the community to ensure a complete picture of the desired candidate pool is developed. Our team-oriented approach matched with this 360-degree perspective means we ensure that a complete understanding of the organization’s mission and culture translates into those specific traits and characteristics necessary to ensure the selected candidate is successful in the position. We anticipate that the City Council will expect aggressive, personalized outreach to identify a diverse and highly qualified applicant pool and a selection process that includes comprehensive candidate reports based on thorough reference and background checks. We will begin with fully detailed profiles of the desired candidate’s characteristics and build a recruitment strategy that is tailored to meet the City’s specific needs. The resulting outreach and advertising campaign will incorporate the extensive use of personal outreach to recruit a diverse and highly qualified group of candidates. Our Approach to the Recruitment Process The successful search process relies heavily on person-to-person contact to identify outstanding potential candidates and, in the evaluation phase, to gain a complete understanding of the background, experience, and management style of the top candidates. Our approach includes: • Extensive personal outreach, in-person and via telephone, to qualified candidates within California, the Western Region, and the nation. • A marketing strategy that uses selected advertising to supplement the extensive candidate identification process using the Internet and using the firm’s vast network of professional contacts. • A screening process that narrows the field of candidates to those who most closely match the needs of the City and is based on preliminary research and telephone interviews with the top candidates. Page 9 • Delivering a product in the form of a search report that recommends the top group of candidates and provides the City Council with detailed information about their backgrounds and experiences. • Assistance during the final interview and the selection process that will be held in closed session. • Being available as needed to assist with the negotiation and development of an employment agreement during the final stages of the process. Search Work Plan We approach every search with a sense of excitement and urgency and we always “hit the ground running.” That means that when the City gives us notice to proceed, we kickoff the process immediately – working closely with the City Council, and others as requested, to identify the key characteristics and professional experience desired in the candidate pool. We believe strongly in providing timely client communications and, while we will deliver regular status reports at each stage of the search, our consultants pride themselves in being highly accessible and responsive to all client requests and inquiries. Task 1 – Review Project Management Approach Mr. Wilson, Project Director, will meet with the Mayor and City Council and others, as appropriate, to discuss the project management for the search. The discussion will include a review of the work plan, confirmation of timing, and communication methods. Task 2 – Develop Position Profile The position profile for the City Manager is the guide for the entire search process. Please refer to the attached sample brochure for the City of Pomona City Manager recruitment submitted with this Proposal. The development of the profile includes the collection of technical information and recruitment criteria. Technical Information Mr. Wilson will meet with the Mayor and City Council and others, as appropriate, to gain an understanding of the experience and professional background requirements desired in the City Manager. Oftentimes, key staff, community leaders, and other stakeholders are interviewed to help create a broader understanding of the unique aspects of the position. These meetings will also help the Project Director gain an understanding of the work environment and the issues facing the City of San Bernardino. Recruitment Criteria The recruitment criteria are those personal and professional characteristics and experiences desired in the City Manager. The criteria should reflect the goals and priorities of the Mayor and City Council. Mr. Wilson will meet with key staff in the City and others, as appropriate, to facilitate the identification and articulation of that criteria. Optional Services – The City Council may desire obtaining input from the Community on the qualities they would like to see in the new City Manager. To facilitate Community input, the Project Director can conduct a public meeting as well as offer the ability to submit comments through an on-line survey instrument. Page 10 Additionally, our process can allow for email comments to Ralph Andersen & Associates relative to the desired qualities in the next City Manager. See Project Cost Section for more details on pricing. Subsequent to the development and adoption of the candidate profile, the technical information and recruitment criteria will be documented in an information brochure prepared by the Project Director. The brochure will be reviewed by the City in draft format, revised as appropriate, and published for use throughout the search. Task 3 – Outreach and Recruiting This task is among the most important of the entire search. It is the focus of the activities of the Project Director and includes specific outreach and recruiting activities briefly described below. Outreach An accelerated outreach and advertising campaign will be developed. It will include the placement of ads in publications such as the National League of Cities, Western City, International City/County Management Association (ICMA), and other professional resources. Specific Internet sites related to government will be used as a method of extending the specific outreach in a short period of time. Additionally, the advertisement and the full text of the position profile (the recruitment brochure) will be placed on Ralph Andersen & Associates’ website, which is accessed by a large number of qualified candidates. This method of outreach to potential applicants provides a confidential source that is monitored by many key level executives on an on-going basis. Candidate Identification Ralph Andersen & Associates will use their extensive contacts to focus the recruiting effort. In making these contacts, the Project Director will target those individuals who meet the criteria set by the City. Each of the candidates identified through the recruiting efforts will be sent an information brochure. Candidates will also be contacted directly to discuss the position and to solicit their interest in being considered. Both the outreach and recruiting activities will result in applications and resumes from interested candidates. As they are received, resumes will be acknowledged and candidates will be advised of the general timing of the search process. The following tasks involve the actual selection process, once all resumes have been received. Task 4 – Candidate Evaluation This task will be conducted following the application closing date. It includes the following specific activities: Screening All of the applications will be carefully reviewed. Those that meet the recruitment criteria and minimum qualifications will be identified and subject to a more detailed evaluation. This evaluation will include consideration of such factors as professional experience and size and complexity of the candidate’s current organization as compared to the candidate profile. Page 11 Preliminary Research and Internet Review The research staff of Ralph Andersen & Associates, under the direction of the Project Director, will conduct preliminary research and internet review for those candidates identified as the most qualified as a result of the screening process. This level of research will be done on a limited number of candidates to learn more about each candidate’s public profile and related information that is available on the internet. Preliminary Interviews The Project Director will conduct preliminary interviews with the top group of candidates identified through the screening and preliminary research and Internet review processes. The interviews are extensive and designed to gain additional information about the candidates’ experience, management style, and “fit” with the recruitment criteria. Interviews will be conducted using video technology or via telephone. No consultant travel for preliminary in-person interviews has been included in this proposal. The screening portion of the candidate evaluation process typically reduces a field of applicants to approximately five to ten individuals. Those individuals will be reviewed with the Mayor and City Council prior to proceeding with the individual interviews. Task 5 – Search Report After completing Task 4, Mr. Wilson will meet with the Mayor and City Council, or others as appropriate, to review the search report on the top candidates. The report divides all of the candidates into four groups including 1) the top group of candidates that are recommended to be interviewed in-person by the City; 2) a backup group to the first group; 3) no further consideration group; and 4) lacks minimum qualifications. The search report will include candidate resumes. The results of preliminary research and Internet reviews and interviews will be reviewed with the Mayor and City Council. The results of the Search Report will be a confirmed group of finalist candidates (typically 4 to 5) that the Mayor and City Council will interview in-person. Task 6 – Selection The final selection process will vary depending upon the desires of the Mayor and City Council. Typical services provided by Ralph Andersen & Associates in the selection process are described briefly below: • Mr. Wilson will coordinate the selection process for the finalist group of candidates. This includes handling the logistical matters with candidates and with the Mayor and City Council. • Ralph Andersen & Associates will prepare an interview booklet that includes the resumes and candidate report (with interview comments, preliminary research, and other relevant information about the candidates). In addition, the booklet will contain suggested questions and areas for discussion based upon the recruitment criteria. Copies of the interview booklet will be provided in advance of the candidate interviews. Page 12 • Mr. Wilson will attend the interviews to assist the Mayor and City Council through the selection process. This assistance will include an initial orientation, candidate introductions, and facilitation of discussion of candidates after all interviews have been completed. • Additionally, verifications will be made on the top two candidates and will include education verifications, Department of Motor Vehicle check, and credit check. Due to legislation, effective January 2018, criminal checks (“Ban the Box”) are only permissible when a contingent offer of employment is made. The results of these verifications will be discussed with the City at the appropriate time. • Reference checks will only be conducted on the top two candidates. For each top candidate, former co-workers and supervisors will be identified and contacted. The results of these reference checks will be discussed with the City at the appropriate time. Should the City require additional reference checks on more than the top two candidates, an additional fee will be added. • As needed, Mr. Wilson is available to provide assistance to the Mayor and City Council in the final selection as may be desired. This assistance may include providing or obtaining any additional information desired to assist in making the final selection decision. Task 7 – Negotiation Mr. Wilson is available to assist the Mayor and City Council in negotiating a compensation package with the selected candidate. This may include recommendations on setting compensation levels. Additionally, Ralph Andersen & Associates will prepare a draft employment agreement and work with the Mayor and City Council on the finalization of this document. As required by the Brown Act, the employment agreement for the new City Manager will be required to be approved and voted on in a public meeting at a regularly scheduled City Council meeting. Task 8 – Close Out After the Mayor and City Council has reached agreement with the individual selected for the position, the Project Director will close out the search. These activities will include advising all of the finalist candidates of the status of the search by telephone. Page 13 Project Cost The recruitment effort for a new City Manager will be a comprehensive search process, giving the City the ability to select from a broad field of qualified candidates. The fee to perform this search will be a fixed fee of $27,900 for professional services and all related expenses. Expenses included in this fixed fee include such items as advertising, consultant travel (unlimited due to location), clerical, graphics, research, printing and binding, postage and delivery, and long-distance telephone charges. On top candidates, Internet and Lexis/Nexis searches will be conducted. Additionally, education verifications, DMV check, wants and warrants, civil and criminal litigation search, and credit check will be conducted on the top two candidates. Reference checks will be conducted on the top two candidates. Should the City require additional reference checks on more than the top two candidates, a background fee of $1,500 per candidate will be billed in additional to the above stated fees. Brochure – A full color brochure similar to the submitted sample will be developed for the City of San Bernardino. All pictures will be the responsibility of the City. Invoicing for Services – Ralph Andersen & Associates will bill the City in four installments as follows: • Following Kick-off Activities and Brochure Development (Invoice #1 of #4) – $8,370 • Following Closing Date (Invoice #2 of #4) – $8,370 • Following Presentation of Finalist Candidates (Invoice #3 of #4) – $8,370 • Upon Acceptance of Offer (Invoice #4 of #4) – $2,790 Progress payments will be due upon receipt. Optional Services (Community Meeting/Forum) – Should the City choose to conduct community meetings or a public forum to solicit additional information about the “ideal candidate,” a daily rate of $2,800 will be charged plus incurred travel and related expenses. All announcements, advertisements, and publication of community meetings/forums would be at the City’s expense. Optional Services (Community Survey) – Should the City choose to conduct an internet survey with summarized results, this would be conducted for an additional $1,250. Exclusions – The City will be responsible for all costs associated with candidate travel to and from the finalist on-site interviews; and, if desired, for consultant travel for in-person screening interviews for selected finalist candidates as well as site visits or speaking, in person, to references or other relevant individuals. Ralph Andersen & Associates’ Guarantee Ralph Andersen & Associates offers the industry-standard guarantee on our full search services. If within a one-year period after appointment the City Manager resigns or is dismissed for cause, we will conduct another search free of all charges for professional services. The City of San Bernardino would be expected to pay for the reimbursement of all incurred expenses. Page 14 If a placement is not made in the first outreach effort, the Consultant will conduct a second outreach effort with no charge for Professional Services. The City would be expected to pay for all incurred expenses. Page 15 Schedule Ralph Andersen & Associates will complete the search within 75 days from the execution of the agreement to the presentation of candidates. A brief overview of a typical recruitment schedule is presented on the following page (schedule does not include transition time by Selected Candidate to join the City). Month 1 Month 2 Month 3 Month 4 Week Week Week Week 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 Search firm selected Consultant evaluates organization; position criteria established Candidates identified and screened Consultant interviews and conducts preliminary research Consultant recommends candidates; client selects finalists for interview Client-candidate interviews Preferred candidate selected; negotiations City Manager hired New City Manager begins Page 16 References At Ralph Andersen & Associates, we feel strongly that our past client relationships will attest to the professionalism of our services. We would be pleased to provide additional references upon the City’s request. • City of Pomona Tim Sandoval, Mayor (909) 620-2053 Recruitment: City Manager Project Start/End Dates: September 2019 to December 2019 Staffing: Fred Wilson • City of La Palma Peter Kim, Mayor (714) 690-3334 Recruitment: City Manager Project Start/End Dates: Current Search Staffing: Fred Wilson • City of Buellton Holly Sierra, Mayor (805) 688-5177 Recruitment: City Manager Project Start/End Dates: March 2019 to May 2019 Staffing: Fred Wilson and Heather Renschler • City of Laguna Beach Sue Kempf, Council Member (949) 439-3001 Recruitment: Director of Community Development Project Start/End Dates: August 2019 to December 2019 Staffing: Fred Wilson • City of San Bernardino Teri Ledoux, City Manager (909) 384-5122 Recruitment: Director of Public Works Project Start/End Dates: August 2019 to November 2019 Staffing: Fred Wilson ◊aa record as a City Manager in a comparable city, with exposure to a full slate of city services, is preferred. The Council wishes to continue the City’s tradition of stability and is hopeful that the candidate selected will make a long-term commitment to the community and the organization. Compensation The successful candidate will receive a highly competitive compensation package that considers the candidate’s qualifications and track record of career success. The City Council will negotiate a mutually beneficial employment agreement with the selected candidate. Executive level benefits will be appropriately matched with the level of responsibilities and duties outlined. Public Employees’ Retirement System (CALPERS), 2% @ 60 for classic members and 2% at 62 for new members is offered. The City does not participate in Social Security. The Recruitment Process This is a confidential recruitment and will be handled accordingly throughout the various stages of the process. Candidates should be aware that references will not be contacted until mutual interest has been established. Candidates are encouraged to apply immediately. The review of resumes by Ralph Andersen & Associates will begin following the closing date. Electronic submittals are strongly preferred. Please submit all application materials to apply@ralphandersen.com. A complete application packet will include a compelling cover letter, comprehensive resume, and five professional references. Confidential inquiries welcomed to Mr. Fred Wilson at (916) 630-4900. ◊Assisting in the implementation of a strategy to address local homelessness challenges, which complements the City’s overall housing policies, that are currently being refined and supported with appropriate ordinances; ◊Addressing challenges related to increased pension costs and developing options to reduce the City’s unfunded pension liability; ◊Creating an Economic Development Plan to help drive business retention and attraction including the creation of business improvement districts and opportunity zones; and ◊Embracing technology upgrades and help develop a vision for a smart city development. The Ideal Candidate The successful candidate must be a professional with integrity, outstanding judgment, and proven management skills. The City Manager will be comfortable with a variety of municipal functions. The key focus of this position will be continuing to build the financial strength of the City through careful financial management and promotion of economic development as a way to enhance revenues. The ideal candidate will also need to be energetic, self- confident, and have an open, approachable personal style. He or she must be able to provide leadership that will inspire, motivate, and empower staff and department heads to achieve the Mayor’s and City Council’s goals for the City. This position requires an individual who is politically astute, yet apolitical in carrying out his/her duties, consistently helping all Council to achieve their goals, and having a comfort with, and a strong desire for, interacting with active elected officials, local and regional government entities, business leaders, residents, and diverse stakeholders. Education and Experience Minimum qualifications for the position of City Manager include: Education: A Bachelor’s degree in Public Administration, Business Administration, or related field from an accredited university. A Master’s degree is preferred. Experience: Ten years of progressively responsible experience in city management. A successful track The City of Pomona is an Equal Opportunity Employer RECRUITMENT SERVICES PROVIDED BY RALPH ANDERSEN & ASSOCIATES City Manager City of Pomona Outstanding Opportunity The City of Pomona is conducting a nationwide search for a dynamic and experienced City Manager. The recruitment follows the announced retirement of Linda Lowry who has served 12 years in the role. Offering many unique and exciting opportunities and challenges, the City of Pomona is seeking a high-level professional with excellent leadership skills. The ideal candidate will be a skilled public administrator, eager to contribute his/ her creative and insightful leadership to help shape the future of a city with outstanding opportunities. The Community The City of Pomona was founded in 1887, incorporated in 1888 and became a charter city in 1911. It is a highly diverse and multi-cultural community of approximately 150,000 residents. Pomona has the seventh largest population in Los Angeles County and spans approximately 23 square miles. Pomona is located at the eastern edge of LA County near the 10, 57, and 60 freeways. This centralized location to Los Angeles, Orange, San Bernardino, and Riverside Counties gives Pomona excellent access to qualified labor, jobs, and cultural activities. With a reputation as a well-run city, the community boasts many amenities that provide a high quality of life for its residents and visitors. The City has 26 neighborhood and community parks including sports fields, basketball courts, playgrounds, skateboard park, nine Community Centers, and two swimming pools. Pomona is the home of Fairplex, which hosts the annual Los Angeles County Fair as well as NHRA Auto Club Raceway which hosts Winternationals drag racing competition and numerous other events. Top employers are Pomona Valley Hospital Medical Center (3,230), Pomona Unified School District (3,034), California State Polytechnic University, Pomona (2,440), Fairplex (1,071), and Casa Colina Rehabilitation Center (1,021). Pomona is currently considering several exciting projects that will further define the City including partnering with Fuller Theological Seminary on the development of a new downtown campus, the redevelopment of Holt Avenue, a public-private partnership with California State Polytechnic University on an innovative 287 acre vibrant mixed-use development and in partnership with Fairplex, creating a plan for the long-term development of the County Fairgrounds and adjacent areas. Coupled with the City’s desire to preserve its historic character and rich history through preservation of the many historic buildings, it is little wonder that Pomona’s vision of achieving economic prosperity while promoting harmonious diversity and a high quality of life for its residents will be achieved. City Government Pomona is a Charter City that operates under a council- manager form of government. The elective officers of the City consist of six City Council members elected by district and a Mayor who is elected city-wide. All elected officials serve 4-year staggered terms. The City Council serves as the City’s primary policy- making and legislative body of the City. The City Council adopts the City’s annual operating budget and capital improvement program. The City has a total budget of $241.4 million with 564 full-time employees. The major City Departments consist of: Police; Fire (under contract with LA County); Library; Public Works; Water Resources; Finance; Human Resources/Risk Management; Information Technology; Development Services; Neighborhood Services, which includes Community Services, Housing Services, Housing Authority; and City Clerk. Additional information about the City of Pomona, including the City’s budget, organizational chart, and staffing levels, is available on Ralph Andersen & Associates’ website at www.ralphandersen.com. City Council Priorities and Goals Priority 1: Fiscal and Operational Responsibility Take actions to ensure the fiscal sustainability of the City and make operational decisions that align with the City’s core values and priorities. Priority 2: Economic Development Foster economic prosperity through strategic and thoughtful commercial and residential development that aligns with the long-term vision of the City and encourages investment by other public and private entities. Priority 3: Safe and Clean Community Invest in public safety, community programming, and maintenance of properties and infrastructure to ensure residents, businesses, visitors, and employees feel safe, neighborhoods reflect the beauty of Pomona, and the community feels a sense of pride and ownership of the City. Priority 4: Infrastructure Invest resources in streets, sidewalks, parks, landscaping, water systems, and public facilities to enhance the economic development, public safety, accessibility, and beauty of the City. The Position The City of Pomona is looking for an experienced City Manager to be responsible for the efficient administration of all affairs of the City. The at-will position is appointed by the City Council and serves as Chief Executive Officer of the City. The ideal candidate will be a responsive and service-minded individual with strong interpersonal and communication skills, and a proven track record of consensus building. The City will benefit from a candidate with a proven, successful history and background in planning, economic development, and experience dealing with culturally, ethnically, and economically diverse communities. Strong interpersonal skills and unquestioned integrity will be highly valued. Additionally, the City Manager will be a forward-thinking person, able to develop and promote strategic initiatives for the Council’s discussion and consideration, while also incorporating best practices in local government. An individual capable of handling economic and commercial development while ensuring the long-term financial stability of the City is desirable. www.ci.pomona.ca.us Mission, Vision, and Values Mission Statement: The City of Pomona improves the quality of life for our diverse community. Vision Statement: Pomona will be recognized as a vibrant, safe, and beautiful community that is a fun and exciting destination and the home of arts and artists, students and scholars, business and industry. ◊ Cultural diversity ◊ Fiscal responsibility ◊ Focusing on the Future ◊ Excellent Customer Service Opportunities and Challenges Pomona is a unique, and diverse community. The City Manager will play a key role in continuously improving and evolving the organization to improve efficiencies. Key areas of experience required for this role are excellent financial planning skills and budget management skills. In addition to day-to-day operations, other major issues and challenges include: ◊ Continuing to build the financial strength of City. A recently passed sales tax increase has significantly improved the City’s financial outlook. The next City Manager will lead the effort to develop a fiscal sustainability plan that balances the need to address critical funding needs with the ability to plan for the City’s future in a responsible and fiscally prudent manner so the citizens recognize the value of their decision to support the measure. ◊ Working with regional agencies on the extension of the Gold Line to Pomona and opportunities for high quality transit-oriented development adjacent to the station; Core Values: ◊ Leadership ◊ Quality of life ◊ Clear and Open Communication Outstanding Opportunity The City of Pomona is conducting a nationwide search for a dynamic and experienced City Manager. The recruitment follows the announced retirement of Linda Lowry who has served 12 years in the role. Offering many unique and exciting opportunities and challenges, the City of Pomona is seeking a high-level professional with excellent leadership skills. The ideal candidate will be a skilled public administrator, eager to contribute his/ her creative and insightful leadership to help shape the future of a city with outstanding opportunities. The Community The City of Pomona was founded in 1887, incorporated in 1888 and became a charter city in 1911. It is a highly diverse and multi-cultural community of approximately 150,000 residents. Pomona has the seventh largest population in Los Angeles County and spans approximately 23 square miles. Pomona is located at the eastern edge of LA County near the 10, 57, and 60 freeways. This centralized location to Los Angeles, Orange, San Bernardino, and Riverside Counties gives Pomona excellent access to qualified labor, jobs, and cultural activities. With a reputation as a well-run city, the community boasts many amenities that provide a high quality of life for its residents and visitors. The City has 26 neighborhood and community parks including sports fields, basketball courts, playgrounds, skateboard park, nine Community Centers, and two swimming pools. Pomona is the home of Fairplex, which hosts the annual Los Angeles County Fair as well as NHRA Auto Club Raceway which hosts Winternationals drag racing competition and numerous other events. Top employers are Pomona Valley Hospital Medical Center (3,230), Pomona Unified School District (3,034), California State Polytechnic University, Pomona (2,440), Fairplex (1,071), and Casa Colina Rehabilitation Center (1,021). Pomona is currently considering several exciting projects that will further define the City including partnering with Fuller Theological Seminary on the development of a new downtown campus, the redevelopment of Holt Avenue, a public-private partnership with California State Polytechnic University on an innovative 287 acre vibrant mixed-use development and in partnership with Fairplex, creating a plan for the long-term development of the County Fairgrounds and adjacent areas. Coupled with the City’s desire to preserve its historic character and rich history through preservation of the many historic buildings, it is little wonder that Pomona’s vision of achieving economic prosperity while promoting harmonious diversity and a high quality of life for its residents will be achieved. City Government Pomona is a Charter City that operates under a council- manager form of government. The elective officers of the City consist of six City Council members elected by district and a Mayor who is elected city-wide. All elected officials serve 4-year staggered terms. The City Council serves as the City’s primary policy- making and legislative body of the City. The City Council adopts the City’s annual operating budget and capital improvement program. The City has a total budget of $241.4 million with 564 full-time employees. The major City Departments consist of: Police; Fire (under contract with LA County); Library; Public Works; Water Resources; Finance; Human Resources/Risk Management; Information Technology; Development Services; Neighborhood Services, which includes Community Services, Housing Services, Housing Authority; and City Clerk. Additional information about the City of Pomona, including the City’s budget, organizational chart, and staffing levels, is available on Ralph Andersen & Associates’ website at www.ralphandersen.com. City Council Priorities and Goals Priority 1: Fiscal and Operational Responsibility Take actions to ensure the fiscal sustainability of the City and make operational decisions that align with the City’s core values and priorities. Priority 2: Economic Development Foster economic prosperity through strategic and thoughtful commercial and residential development that aligns with the long-term vision of the City and encourages investment by other public and private entities. Priority 3: Safe and Clean Community Invest in public safety, community programming, and maintenance of properties and infrastructure to ensure residents, businesses, visitors, and employees feel safe, neighborhoods reflect the beauty of Pomona, and the community feels a sense of pride and ownership of the City. Priority 4: Infrastructure Invest resources in streets, sidewalks, parks, landscaping, water systems, and public facilities to enhance the economic development, public safety, accessibility, and beauty of the City. The Position The City of Pomona is looking for an experienced City Manager to be responsible for the efficient administration of all affairs of the City. The at-will position is appointed by the City Council and serves as Chief Executive Officer of the City. The ideal candidate will be a responsive and service-minded individual with strong interpersonal and communication skills, and a proven track record of consensus building. The City will benefit from a candidate with a proven, successful history and background in planning, economic development, and experience dealing with culturally, ethnically, and economically diverse communities. Strong interpersonal skills and unquestioned integrity will be highly valued. Additionally, the City Manager will be a forward-thinking person, able to develop and promote strategic initiatives for the Council’s discussion and consideration, while also incorporating best practices in local government. An individual capable of handling economic and commercial development while ensuring the long-term financial stability of the City is desirable. www.ci.pomona.ca.us Mission, Vision, and Values Mission Statement: The City of Pomona improves the quality of life for our diverse community. Vision Statement: Pomona will be recognized as a vibrant, safe, and beautiful community that is a fun and exciting destination and the home of arts and artists, students and scholars, business and industry. ◊ Cultural diversity ◊ Fiscal responsibility ◊ Focusing on the Future ◊ Excellent Customer Service Opportunities and Challenges Pomona is a unique, and diverse community. The City Manager will play a key role in continuously improving and evolving the organization to improve efficiencies. Key areas of experience required for this role are excellent financial planning skills and budget management skills. In addition to day-to-day operations, other major issues and challenges include: ◊ Continuing to build the financial strength of City. A recently passed sales tax increase has significantly improved the City’s financial outlook. The next City Manager will lead the effort to develop a fiscal sustainability plan that balances the need to address critical funding needs with the ability to plan for the City’s future in a responsible and fiscally prudent manner so the citizens recognize the value of their decision to support the measure. ◊ Working with regional agencies on the extension of the Gold Line to Pomona and opportunities for high quality transit-oriented development adjacent to the station; Core Values: ◊ Leadership ◊ Quality of life ◊ Clear and Open Communication ◊aa record as a City Manager in a comparable city, with exposure to a full slate of city services, is preferred. The Council wishes to continue the City’s tradition of stability and is hopeful that the candidate selected will make a long-term commitment to the community and the organization. Compensation The successful candidate will receive a highly competitive compensation package that considers the candidate’s qualifications and track record of career success. The City Council will negotiate a mutually beneficial employment agreement with the selected candidate. Executive level benefits will be appropriately matched with the level of responsibilities and duties outlined. Public Employees’ Retirement System (CALPERS), 2% @ 60 for classic members and 2% at 62 for new members is offered. The City does not participate in Social Security. The Recruitment Process This is a confidential recruitment and will be handled accordingly throughout the various stages of the process. Candidates should be aware that references will not be contacted until mutual interest has been established. Candidates are encouraged to apply immediately. The review of resumes by Ralph Andersen & Associates will begin following the closing date. Electronic submittals are strongly preferred. Please submit all application materials to apply@ralphandersen.com. A complete application packet will include a compelling cover letter, comprehensive resume, and five professional references. Confidential inquiries welcomed to Mr. Fred Wilson at (916) 630-4900. ◊Assisting in the implementation of a strategy to address local homelessness challenges, which complements the City’s overall housing policies, that are currently being refined and supported with appropriate ordinances; ◊Addressing challenges related to increased pension costs and developing options to reduce the City’s unfunded pension liability; ◊Creating an Economic Development Plan to help drive business retention and attraction including the creation of business improvement districts and opportunity zones; and ◊Embracing technology upgrades and help develop a vision for a smart city development. The Ideal Candidate The successful candidate must be a professional with integrity, outstanding judgment, and proven management skills. The City Manager will be comfortable with a variety of municipal functions. The key focus of this position will be continuing to build the financial strength of the City through careful financial management and promotion of economic development as a way to enhance revenues. The ideal candidate will also need to be energetic, self- confident, and have an open, approachable personal style. He or she must be able to provide leadership that will inspire, motivate, and empower staff and department heads to achieve the Mayor’s and City Council’s goals for the City. This position requires an individual who is politically astute, yet apolitical in carrying out his/her duties, consistently helping all Council to achieve their goals, and having a comfort with, and a strong desire for, interacting with active elected officials, local and regional government entities, business leaders, residents, and diverse stakeholders. Education and Experience Minimum qualifications for the position of City Manager include: Education: A Bachelor’s degree in Public Administration, Business Administration, or related field from an accredited university. A Master’s degree is preferred. Experience: Ten years of progressively responsible experience in city management. A successful track The City of Pomona is an Equal Opportunity Employer RECRUITMENT SERVICES PROVIDED BY RALPH ANDERSEN & ASSOCIATES City Manager City of Pomona Los Gatos William Avery & Associates, Inc. Consultants to Management 3-1/2 N. Santa Cruz Ave., Suite A Los Gatos, CA 95030 408.399.4424 Fax: 408.399.4423 www.averyassoc.net January 28, 2020 Jim Slobojan City of San Bernardino 290 North D Street San Bernardino, CA 92401 Dear Mr. Slobojan: Thank you for the opportunity to submit our recruitment proposal for the position of City Manager for the City of San Bernardino. We feel well suited to fulfill your executive search requirements based on our track record of successful recruitments, our service approach, and overall recruitment expertise. Avery Associates is an executive recruitment firm that conducts searches for senior level personnel in the areas of municipal, county and special district management. Our collective background includes executive experience in the public sector and extensive experience in municipal recruitment. We understand the scope and nature of the project and services required by the RFQ and are confident of our ability to successfully meet the recruitment needs for the City of San Bernardino. Contacts and authorized representatives of Avery Associates are: Bill Avery Paul Kimura, Principal 3 ½ N. Santa Cruz Ave. #A 3 ½ N. Santa Cruz Ave. #A Los Gatos, CA 95030 Los Gatos, CA 95030 (office) 408 399-4424 (office) 408 399-4424 (cell) 408 472-7873 (cell) 408 472-7936 (email) bill@averyassoc.net (email) paulk@averyassoc.net (fax) 408 399-4423 (fax) 408 399-4423 Federal ID: 95-4001710 We believe our knowledge and background in municipal recruitment and our expertise in executive recruitment methodology will provide the basis for your positive consideration of our firm. In addition, we are very familiar with the City having recently placed your prior Public Works Director, Patricia Rhay and your current Finance Director, Paul Espinoza. Finally we appreciate the opportunity to present our credentials. If you have any questions regarding our services or this proposal, please do not hesitate to call Paul Kimura or myself at 408-399-4424. Sincerely, William Avery William H. Avery WHA:jmc 1 PROPOSAL FOR THE CITY OF SAN BERNARDINO RECRUITMENT FOR CITY MANAGER RECRUITMENT William Avery & Associates, Inc. – Qualifications a. Key Personnel The firm currently includes two Principals and several key consultants. Bill Avery, the founder of Avery Associates, heads and manages the firm. He oversees the Labor Relations practice and is heavily involved in the search business including leading key searches. Paul Kimura focuses on and manages the Executive Search and Recruitment practice. Key staff members include Cris Piasecki, Bill Lopez and Sam Avery, who support the search practice and the firm’s administrative staff includes Tomi Ewing, Jackie Collins and Michelle Ross. Temporary staff as needed augments the team. An organizational chart of responsibilities is attached. Principal: Client Meetings Development of candidate profile and advertising copy Development of search strategy Candidate Outreach Interviewing and assessment of candidates Project management Contract Admin: Contract Administration Accounts payable/receivable Consultant: Candidate Outreach References - Initial & Final Coordinator: Candidate Outreach References - Initial 2 Admin. Associate: Graphic layout Web posting Scheduling Typing Bill Avery will serve as the Principal in charge of these projects and will be assisted by Paul Kimura and Bill Lopez. Below are their profiles. Mr. Avery will be personally involved in the initial client meetings, development of the ideal candidate profile and search strategy, interview and assessment of candidates, referencing and presentation of candidates, attendance at final interviews, and will be available throughout the search process to provide other related consulting services. Avery Profile William Avery William Avery founded his successful management consulting firm in 1981. He has directed William Avery & Associates in service as a Labor Relations and Executive Search consultancy, serving personally as a chief negotiator, trainer, and representative in grievance and disciplinary matters. A specialist and widely recognized expert in employer-employee relations, he has served as a City Manager (Los Gatos) and Assistant City Manager. While City Manager, he was President of the Santa Clara County City Manager’s Association and Chair of the County Employee Relations Service. Bill has lectured at De Anza College, San Jose State University, and Stanford University, and regularly makes presentations for the League of California Cities, CALPELRA, and other public sector organizations. Building on his personal track record of success, he expanded the firm’s focus to include increased emphasis on public and private sector search. He added proven industry professionals with expertise in these areas. The result has been to create an exceptionally strong management consulting firm, now known as Avery Associates, with the expertise to provide the full range of services required for successful public or private sector executive search. A key measure of the firm’s success has been the many long-term relationships that he and his staff have established with clients. Bill holds B.A. in Political Science and an MPA from San Jose State University, where he was graduated with highest honors. 3 Avery Profile Paul Kimura Paul Kimura brings a unique combination of recruitment and business experience to Avery clients. Paul is involved in leading Avery’s public sector professional searches. He has been both a corporate recruitment director and HR director for a number of high technology companies, ranging from Fortune 500 firms such as Novell and National Semiconductor to a Silicon Valley start-up. His proven recruitment and HR generalist skills help him bring forward the best available candidates and properly assess their skills and “fit” with client organizations. Indeed, many of the recruitment strategies and tactics incorporated into the Avery search process are a direct result of Paul’s extensive recruitment experience in the high technology industry. Paul has been a successful HR consultant, guiding clients through all aspects of Human Resources functions — compensation & benefits, employee and management training, performance management, and termination issues. He is skilled in areas such as strategic planning, executive coaching, separation negotiation, and organizational assessment and design. It’s another service that Avery Associates is able to offer its clients because of the unique background of its principals — and Paul’s extended skill set in Human Resources underscores the fact that Avery professionals “have been there” and understand your needs from a personal perspective. Paul holds a B.S. degree in Business Administration from San Jose State University. He is active in professional HR organizations and in the community, where he has worked with a number of education, youth service, civic, business, and cultural organizations. “Just as Avery looks to form long-lasting relationships with its clients, I believe in making the same commitments within my community.” 4 b. Experience We feel well suited to support your city on this search. Currently, we are conducting City Manager recruitments for the cities of Hawthorne, Simi Valley and Port Hueneme; and recently completed City Manager searches for the cities of Whittier, Stockton, Pinole, Tulare and Sand City. Within the past 18 months we've also completed City Manager searches for the cities of Anaheim, Fremont, Vallejo, Hermosa Beach, Martinez, Half Moon Bay, and Visalia. Additionally, we've completed City Manager searches for the cities of Fullerton (06/2017), Redding (06/2017), South El Monte (06/2017), Monte Sereno (05/2017), Benicia (03/2017) and Beaumont (09/2016). Overall, during the past three years our firm has completed 26 city manager assignments. We feel the contacts made from these assignments would be beneficial to your recruitment needs. Also, as requested below is a list of completed recruitments conducted within the last three years. Organization Position Filled City of Simi Valley City Manager 1/2020 City of Stockton City Manager 1/2020 City of Anaheim Deputy HR Director 1/2020 City of Soledad Public Works Director 1/2020 San Mateo County Director of Human Services 12/2019 City of Pinole City Manager 12/2019 WCCIWMA Executive Director 11/2019 Monterey County Chief of Facilities 11/2019 Contra Costa County Director of Risk Management 11/2019 San Diego Water Auth General Manager 11/2019 City of Whittier City Manager 11/2019 City of Port Hueneme HR Manager 11/2019 City of Pinole Planning Manager 11/2019 City of Sand City City Manager 11/2019 City of Merced City Engineer 10/2019 Port Hueneme Deputy CM 10/2019 City of Long Beach Financial & H/R 9/2019 Solano County DD H&SS E&E 9/2019 City of Cupertino Asst CM 9/2019 Altadena Library District Director 9/2019 Trabuco Canyon Dist General Manager 8/2019 City of Lafayette City Manager 8/2019 City of Santa Rosa Chief Asst City Attorney 8/2019 Alameda Housing Auth Finance Director 7/2019 City of Long Beach Bureau Mgr BIS 7/2019 City of Long Beach Bureau Mgr Customer Srv 7/2019 5 Organization Position Filled City of Fairfield Chief Building Official 7/2019 Monterey County Social Services Director 7/2019 Solano County Asst Dir of Health & Social Services 7/2019 Monterey County Asst Audit Controller 6/2019 Monterey County Library Director 6/2019 City of American Canyon Dep PW Director 6/2019 City of Tulare City Manager 6/2019 City of San Bernardino Finance Director 6/2019 City of Milpitas Finance Director 5/2019 City of Los Altos Eng Serv Dir 5/2019 City of Fairfield Housing Prog Mgr 5/2019 Monterey County Chief of Parks 5/2019 Monterey County Asst Ag Commissioner 4/2019 City of Pinole PW Manager 3/2019 Rodeo-Hercules Fire District Fire Chief 3/2019 City of Gilroy DDPW/O&M 3/2019 Contra Costa County Asst Fire Chief/Marshall 3/2019 City of Martinez City Manager 3/2019 City of Antioch City Attorney 3/2019 City of Pinole City Clerk 3/2019 Contra Costa County Facilities Maint Manager 2/2019 Orange County Internal Audit Dir 2/2019 City of Oakland City Planner 1/2019 Monterey County Emergency Comm Dir 1/2019 City of Riverside Econ Dev Dir 1/2019 City of San Leandro Asst City Manager 12/2018 City of Monte Sereno City Engineer 11/2018 City of Newport Beach Fire Marshall 11/2018 West Cnty Wastewater Dist General Manager 11/2018 City of Vallejo Chief Asst City Attorney 11/2018 City of Sunnyvale Deputy City Manager 10/2018 City of Los Angeles Director of Auditing 10/2018 City of Merced City Attorney 10/2018 City of Half Moon Bay City Manager 10/2018 Marin County Asst PWD 9/2018 City of Coronado Police Chief 9/2018 City of Petaluma DDPW&Utilities 9/2018 City of Hermosa Beach City Manager 9/2018 Carpenteria-Summerland FD Fire Chief 9/2018 City of Newport Beach Deputy PWD 9/2018 Monterey County Chief of PW 8/2018 6 Organization Position Filled City of Pleasanton Utilities Supervisor 8/2018 Contra Costa County Chief of Plant Ops 8/2018 City of Fremont City Manager 8/2018 City of Rancho Santa Margarita PWD 7/2018 City of Gilroy PWDD 6/2018 City of Santa Rosa CFO 6/2018 Housing Auth Cnty Monterey Exec Director 6/2018 Marin County Chief Strat Officer 6/2018 City of Antioch EDD 6/2018 City of Antioch PWD 5/2018 Delta Diablo Eng Services Director 5/2018 City of Sunnyvale HRD 5/2018 City of Sunnyvale Env Services Director 5/2018 City of El Segundo Library Services Dir 4/2018 County of Humboldt Library Director 4/2018 City of Paso Robles Fire Chief 3/2018 County of Monterey Ag Comm/Sealer of Wgt&Mea 3/2018 City of Anaheim City Attorney 3/2018 City of Pinole Battalion Chief 2/2018 City of Martinez Finance Director 2/2018 City of San Bernardino DDPW 1/2018 City of Encinitas PWD 1/2018 City of Port Hueneme Dep City Manager 1/2018 Contra Costa County PWD 1/2018 Solano County IT Ops Mgr 1/2018 Monterey County WC Manager 1/2018 City of Vallejo City Manager 12/2017 City of Visalia City Manager 12/2017 City of San Bernardino Public Works Director 11/2017 City of Oxnard Downtown Revit Manager 11/2017 Siskiyou County Deputy Dir of Planning 11/2017 City of Oakland Fire Chief 10/2017 City of Encinitas City Engineer 10/2017 City of Encinitas Development Serv Director 9/2017 City of Encinitas City Planner 9/2017 City of Pinole Fire Chief 9/2017 City of Tracy City Attorney 8/2017 City of Pacific Grove Finance Director 8/2017 Housing Auth Monterey Cnty Finance Director 8/2017 City of Long Beach Library Services Manager 8/2017 7 Organization Position Filled City of Long Beach TeleComm Officer 8/2017 Humboldt County HRD 7/2017 City of Vallejo PWD 7/2017 City of Dixon Fire Chief 7/2017 City of Elk Grove Planning Manager 6/2017 City of Fullerton City Manager 6/2017 City of Vallejo Asst City Attorney 6/2017 City of El Segundo Police Chief 6/2017 City of Gilroy Chief of Police 6/2017 City of Redding City Manager 6/2017 City of South El Monte City Manager 6/2017 City of San Ramon Human Resources Manager 6/2017 City of Monte Sereno City Manager 5/2017 Delta Diablo General Manager 5/2017 City of Long Beach Business Info Sys 5/2017 City of Santa Rosa Human Resources Director 5/2017 City of El Segundo Public Works Director 5/2017 City of Hermosa Beach City Manager 4/2017 City of Palo Alto Transportation Program Mgr 4/2017 City of Long Beach Cyber Security Officer 4/2017 City of Port Hueneme Police Chief 4/2017 City of Vallejo Water Utilities Director 4/2017 City of Selma City Manager 4/2017 City of Benicia City Manager 3/2017 City of Lodi Deputy City Manager 3/2017 Oakland Housing HR Director 3/2017 City of Pinole City Clerk 3/2017 City of Petaluma Human Resources Director 2/2017 City of Benicia Library Director 2/2017 EBMUD Mgr of Emp Relations 2/2017 City of Port Hueneme Public Works Director 2/2017 City of Dixon Police Chief 1/2017 City of Pinole City Clerk 1/2017 City of Port Hueneme Finance Director 1/2017 City of El Segundo Human Resources Director 1/2017 8 Work Plan I. Position Profile and Organizational Assessment The initial assessment phase is a critical component of the search process. Mr. Avery will individually meet with members of the City Council and as appropriate, members of the City's leadership team to discuss the organizational needs and position requirements and to formalize the job description. Our goal for this aspect of the recruitment process is to: Our goal for this aspect of the recruitment process is to: • Understand the City priorities for the position. • Develop a clear understanding and consensus on the expertise, experience, education, performance attributes and operational style of the ideal candidate. • Discuss the goals, objectives, deliverables, and challenges related to the position. • Gain insight of the various organizational dynamics and departmental issues that exist within the organization. • Identify the compelling aspects to the opportunity. The subsequent ideal candidate profile would be developed from the above discussions and incorporated into the formal position announcement. The candidate profile is also utilized in various other means as a marketing tool, for advertising copy, postings, and for other announcements. II. Development of the Search Strategy Our search strategy will be developed in conjunction with the organizational assessment. The final approach is based on your input and considerations during the assessment activity. We would incorporate the following elements into this search: • Original research, which consists of identification and contact of current incumbents or other candidates who meet the profile, but are not actively seeking other employment. • Development of a targeted candidate list based on our extensive database of key executive contacts, referrals and recommendations from key sources, and other current and former City Management personnel who have extensive contacts and networks in this area. 9 • Public information sources that include various membership listings such as the League of California Cities, ICMA and the various municipal organizations within the U.S. • An extensive mailing campaign to current city managers and select assistant managers throughout the U.S. • Print advertising in ICMA Newsletter, Jobs Available and any other print publications deemed appropriate by the City. • Internet job postings on national public sector employment bulletin boards, City Management and Municipal association-based web sites, and our company website. III. Candidate Assessment Our assessment process involves several “tiers” of evaluation. All candidates responding to this position will initially be evaluated based on their resume and if appropriate, an extensive phone “screening” by a member of the project team. Candidates who pass the initial “qualifying” criteria are then scheduled for a formal interview with Mr. Avery or Mr. Kimura. These extended personal interviews typically take one hour and a thorough discussion of their experience, accomplishments, management philosophy and interpersonal style takes place. In interviewing candidates, we utilize a methodology based on “behavioral” interview techniques. Fundamentally, this approach explores a candidate’s past accomplishments and experiences that relate to the position being considered. The philosophy here is that the best indicator of future performance is to evaluate past behavior. This methodology allows the firm to “project” how a candidate would approach and address the key challenges in the new position. Those individuals who best fit the position requirements will have a Candidate Assessment Report developed by the Principal who conducted the interview. Additionally, two initial reference interviews are performed on these candidates. The reference interviews provide our clients with additional insights on the candidate’s “behavior” and style. IV. Candidate Presentation Upon completion of formal interviews, a selection of candidates for presentation is made. We feel our extensive qualification, interview, and reference interviewing process and the knowledge gained during our initial assessment period; enable our client to proceed with fewer rather than more finalists. However, we will not restrict or limit the number of candidates recommended as this decision is related to the overall strength and depth of the candidate pool. 10 The final candidates are presented in our extensive candidate presentation “book”. Each finalist will have a file consisting of a candidate summary sheet, the submitted cover letter and resume, the Candidate Assessment Report (based on the “behavioral” interview), and two candidate reference interviews. This extensive profile on each recommended candidate continually generates positive feedback from our clients as it provides extensive detail beyond just a resume. The Candidate book also identifies other candidates who were given secondary consideration, which provides the client insight on others who were interviewed. Candidate summary sheets are created for everyone who submitted a resume would also be included. This provides the client an insight to the level and nature of response for their position. V. Selection Process Once the final candidate interview group is identified, we will assist in the structuring of the interview process and coordinate the interview scheduling activity. Our firm will also provide candidates with guidance related to travel planning, hotel accommodations, as well as other interview planning issues. Our firm will also develop potential interview questions and be in attendance during final interviews to help facilitate the process and to lead an end of day debrief and evaluation process. VI. Position Closure and Follow-Up Based on the firm’s experience in human resource management and executive search, we are able to assist our clients in formulating appropriate compensation and other employment arrangements. We will be available throughout our retention to assist in this process. As a matter of policy, Avery Associates monitors the transition and progress of any executive we place with a client. Within the first three to six months following the hired individual joining the City, we will speak with that individual to ensure the transition has effectively occurred. During the same period we will also review the individual’s status with your office. 11 Cost Proposal Avery Associate’s consulting fees are comprised of two elements, the Professional Services Fee and reimbursable recruitment expenses. The Professional Services Fee for each of these recruitments would be $20,900. We would provide our first consulting invoice in the amount of $8,900 at the outset of the search. A second invoice of $6,000 would be billed with the presentation of candidate recommendations and the final invoice of $6,000 for the retainer will be submitted at the completion of the search. The consulting fee will be inclusive of all services defined within this proposal unless otherwise stated. The “breakdown” of services is reflected in the chart below. Normal and direct out-of-pocket expenses associated with each search are charged back to the client. Expenses for each assignment would not exceed $7,500. These expenses include: advertising, clerical time, supplies, printing, telephone, postage, background checks and consultant travel for client discussions, meetings, local and out-of-area candidate interviews. All expense items are reimbursed “at cost” and will be detailed and billed on a monthly basis. The hourly rate for the team members of Avery Associates is: Principals $200.00 Senior Recruiter/Contract Recruitment Associates $100.00 Clerical $ 40.00 Task Labor Category Est. Hours Prof. Fee Expenses Position Profile and Organizational Assessment – meetings with Council and development of brochure Principal Clerical 12 3 $2,400 $120 Development of the Search Strategy and Candidate Outreach – preparation of advertising and job posting Principal Senior Recruiter Clerical 32 20 10 $6,400 $2,000 $400 Preliminary Screening Principal Clerical 14 8 $2,800 $320 Progress Reporting and Candidate Evaluation and Assessment Principal Clerical 15 8 $3,000 $320 Final Reporting and Selection Interviews Principal Clerical 12 4 $2,400 $160 Recruitment Services $19,000 Profit 1,900 Total Professional Services Fee $20,900 Expenses $ 7,500 12 Recruitment Schedule Task Scheduled Dates Search Initiation, Marketing & Advertising Development: § Initial meetings with Council and city staff to define the ideal candidate profile § Develop draft of recruitment brochure for approval by client § Recruitment strategy finalized § Determination of advertising scope and placement deadlines § Brochure designed and printed Weeks 1 - 4 Marketing, Advertisement and Outreach Period: Advertise in: § Mailing of brochures § Jobs Available § ICMA newsletter and website Preliminary candidate screening Weeks 4 - 10 Candidate Review - Screening and Finalists Selection Weeks 9-12 Development and finalization of Interview process and interview questions Weeks 13-14 Interviews with City Week 15 Final interviews and reference checks Week 16 Appointment Offer/Acceptance Week >17 Report to Work Date Week >17 Guarantees and Ethics Whenever William Avery & Associates, Inc. is retained; we make several guarantees and commitments to a client. Due to our experience, knowledge and success within the management-consulting field, we assure a client that we will only present candidates who meet a substantial majority of the ideal qualifications that you have outlined. We are also committed to continue our search efforts until a successful candidate is employed. During our placement efforts, we openly share any relationships, previous experience and knowledge for any candidate we present for consideration. Our commitment and responsibility is to our clients and their best interests. It is also our practice to replace a candidate who may voluntarily resign during the first year of his/her employment. This same commitment applies if the client finds it necessary to terminate or to request the resignation of the selected individual in the first year for any reason. In either case, we invoice a client only for out-of-pocket expenses incurred in identifying a replacement. 13 References I. City of Anaheim Chris Zapata, City Manager; 619.240.5620 Placed candidate for City Manager search II. City of Anaheim Linda Andal, Human Resources Director; 714.765.5111 Completed searches for City Manager, Deputy HR Director and City Attorney III. City of Port Hueneme Rod Butler, former City Manager; 909.730.5153 Currently conducting searches for City Manager and Water General Manager; and completed searches for Human Resources Manager, Deputy City Manager, City Manager, Police Chief, Public Works Director and Finance Director IV. City of Stockton Michael Tubbs, Mayor; 209.937.8499 Most recently (01/2020), completed a search for City Manager. Additionally, completed searches for Community Development Director, Chief Financial Officer, Deputy City Manager and Fire Chief among others. City of San Bernardino Executive Recruitment Services for City Manager RFP # F-20-21 K&A Recruiting is brightening the California market with a focus on innovation and diverse candidate pools, integrating a forward-thinking recruiting philosophy with traditional public- sector values. Richard O’Donnell Recruitment Manager rodonnell@koffassociates.com 510-679-3983 Celebrating 35 Years1984 2019 K&A Recruiting Table of Contents 03 Cover Letter 04 Firm Contacts 05 Work Plan 08 Firm History 09 Client References 10 Project Staffing 11 Placement Guarantee 13 Proposal Cost Sheet 14 Project Budget Breakdown 15 Project Timeline Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 02 Cover Letter February 10, 2020 Jim Slobojan Deputy Director, Finance Department City of San Bernardino 290 North D Street San Bernardino, California 92401 Dear Mr. Jim Slobojan: Thank you for the opportunity to respond to your Request for Proposal, to provide you with a detailed scope of work. Koff & Associates Recruiting subdivision (“K&A Recruiting”) is most interested in assisting the City of San Bernardino with its effort in the search for a City Manager. We are always committed, regardless of the level of position, to finding and placing candidates who are dedicated to public service, and who have a desire to provide vital services and programs to the City’s constituents. Our unique selling proposition lies in K&A Recruiting’s 35-years of experience supporting clients. Through our deep understanding of characteristics of public entities and the operations, positions, and people within them, we are experts in developing reliably great candidate pools. By investing in modern recruiting technology, the service we offer is forward-thinking, and not only provides for strong candidate pools, but also allows us to tell the story of each project through easy-to-understand data. The technology we invest in also helps with collaboration and ultimately gives your team peace of mind when deciding whom to hire. Using tools to remove language bias in our advertising, and throughout our process, K&A Recruiting emphasizes diversity; to build workforces that accurately represent the communities they serve. Throughout our history, K&A Recruiting has always focused on diversity and innovation, merging a progressive recruiting style with traditional public-sector values. As Recruitment Manager of the firm, I would be Co-Project Director for all recruitment efforts together with our CEO, Georg Krammer, and K&A Recruiting’s supporting team. I am authorized to sign the Agreement with the City of San Bernardino. You can reach me at (510) 658-5633 and my email address is rodonnell@koffassociates.com. Thank you, Richard O’Donnell Recruitment Manager Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 03 Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 04 Firm Contacts 01 GEORG KRAMMER CEO & Founder Tel: 510.274.2760 Email: GKrammer@koffassociates.com Georg brings over 20 years of management-level executive recruitment experience to Koff & Associates. 02 RICHARD O'DONNELL Recruitment Manager Tel: 510.679.3983 Email: rodonnell@koffassociates.com As Co-Project Director with Georg, Richard will lead the recruitment efforts. 03 GOLBOU GHASSEMIEH Recruitment Associate Tel: 510.658.5633 Email: gghassemieh@koffassociates.com Golbou has 14 years of experience in recruitment for the public sector. Her experience includes being an HR Director with the County of Sonoma and City of Santa Rosa. 04 ANNE PFISTER Administrative Support Tel: 510.658.5633 Email: APfister@koffassociates.com Anne supports our recruiting projects through general administrative functions. The following recruiters are who we would assign to handle City of San Bernardino's Executive Recruitments, should we be selected: Work Plan Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 05 Many of our clients use our services year over year because of our forward-thinking, contemporary approach and commitment to success. Our modern philosophy ensures thorough, thoughtful and strategic sourcing, evaluation, selection, and vetting of candidates. We are responsible for ensuring compliance, adhering to and maintaining all legally mandated documentation throughout the process. Our team sends formal requests for feedback using K&A Recruiting’s Placement Evaluation Forms at the six-month and one-year anniversaries of the new hire. The various organizational needs, vision, mission, goals, strengths, challenges, opportunities, dynamics, culture, and staff of the governing body; Position competency requirements, i.e., knowledge, skills, and abilities; Personal and professional attributes required of and priorities for the new incumbent; Scope of community input and participation in the process; Required personal and professional attributes and priorities for the new incumbent; Type of working relationship senior leadership desires with the new incumbent; Concerns and issues regarding the recruitment and the position; Advertising strategies in conjunction with a national outreach; Geographic strategies; Compensation levels; and Schedule of deliverables from K&A Recruiting. At the conclusion of the meeting(s) with the hiring committee, there will be a clear consensus of the key qualifications and characteristics of the position and the process, action plan, and timetable to be utilized for the recruitment process. Step 2 – Brochure Design & Posting Following the development of the candidate profile, a professionally produced recruitment brochure will be prepared and presented to the hiring committee for review prior to posting. The brochure will highlight the strengths and challenges of the City, its organizational structure and services, its mission and goals, pertinent facts regarding the position, and necessary and desirable candidate qualifications. K&A Recruiting has built the reputation for being an expert in identifying, targeting, recruiting, and successfully placing women and minority candidates in many of our recruitments. Our firm has a vast pool of resources at our fingertips when designing a successful advertising campaign that targets women and minorities. Step 1 – Ideal Candidate Profile The development of the desired profile of the ideal job candidate for the City Manager position is crucial for a successful search process. The goal of this step of the process is to identify and/or develop: Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 06 Step 3 – 30-Day Window of Application & Sourcing K&A Recruiting uses Artificial Intelligence (AI) in our search strategies to recruit candidates from diverse backgrounds using local, regional, statewide, and national resources, as well as advanced candiate sourcing tools. To further detail this step, the effort will include a variety of activities designed to build the best available candidate pool. K&A Recruiting will: Identify prospects; Provide each potential candidate with access to the recruitment brochure; Capture interested candidates in our recruitment project database; and Provide representative data to tell the full story. Step 4 – Recommendation of Candidates Top candidates may be personally interviewed to further narrow the pool to only the most highly qualified candidates and to further establish best organizational fit of each potential finalist. This screening process is specifically designed to assess the personal and professional attributes the City has identified and will focus on each candidate’s management ability, technical competency, and fit with the City’s values, culture, and needs. Further assessment of potential candidates will consist of: K&A Recruiting will submit for review by the hiring committee, clear written recommendations and analysis. Our recommendations will include all relevant data submitted by the applicants, such as: Their experience and qualifications; Cultural fit based on our understanding of important intangibles; Clarify any issues identified in the submitted documents; Reasons for position interest will be identified; The level of commitment to the position and the organization will be determined; And other issues, including salary requirements will be discussed. Application forms; Cover letters; Résumés; and Any additional relevant information the applicants have submitted. We will prepare K&A Recruiting's user friendly Applicant Materials Binder, which will contain analysis and recommendations, pre-screen notes, and Pre-Screen Evaluation Forms that summarize our conversations and assign the respective candidates a numerical score - making our recommendations concise and easy to understand, and removing bias. Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 07 Step 5 - Interview Preparation We will advise and develop interviewing strategies and a set of key questions that will help analyze candidates’ qualifications and management/workstyle. We will facilitate all necessary communications with the panel and candidates to ensure everyone is well prepared. Interview questions will be designed to elicit informtion, not only about each candidate’s technical skillset and experience but also their leadership skills, adaptability, political astuteness, self-awareness, and other important aspects of the ideal candidate profile. Questions, evaluation tools, and additional materials will be assembled in intuitive and user-friendly on-site interview binders. Step 6 – Facilitation of Interviews Our firm will provide oversight during the panel interview process and facilitate a focused discussion among the members at the conclusion of the interviews to identify the most qualified candidates for the hiring round of interviews. The interview panel will narrow the field of candidates to two or three finalists who are then asked back for a second and final interview. The second round may include meeting City staff, touring facilities and offices, and spending time with key executives and other notable individuals. The second round can also consist of a townhall or open forum style of interview, which we are available to moderate. Step 7 - Background, References, and Offer K&A Recruiting will conduct thorough reference and background checks for the final candidate(s). We start with employment and professional references, calling each and having an in-depth discussion covering strongest business characteristics, work style, interpersonal skills, and position-specific knowledge. Our references will be documented and presented in a concise user-friendly manner. K&A Recruiting will facilitate and lead the negotiations of the final terms and conditions of employment, such as the compensation package, benefits, and other perquisites (perks). We will notify all candidates not selected as finalists for the position. Step 8 - Storage of Required Legal Documentation and Ongoing Communications We are responsible for ensuring compliance with and establishing and maintaining all legally mandated documentation throughout the process. In addition to the steps of the process leading to an offer of employment to the top candidate, we are committed to ensuring that the new incumbent’s transition into the new position will be smooth and successful. Our team sends formal requests for feedback using K&A Recruiting’s Placement Evaluation Forms at the six-month and one-year anniversaries of the new hire’s employment commencement date to document the success of the new employee. Firm History Koff & Associates (“K&A”) was a full spectrum, public-sector human resources consulting firm that was founded by Gail Koff in 1984, and has been assisting special districts, cities, counties, other public agencies, and non-profit organizations for over thirty-five (35) years. We are a private California corporation, #2785458, and our legal name is Kaneko & Krammer Corp. dba Koff & Associates, Inc. and K&A Recruiting. Our headquarters are located at 2835 Seventh Street, Berkeley, CA 94710. We are a California State- certified Small Business Enterprise; and through the County of Alameda, we are also a locally certified Local, Small Local, and Very Small Local Business Enterprise. We are familiar with the various public sector organizational structures, agency missions, operational and budgetary requirements, and staffing expectations. All recruitments were brought to completion within stipulated time limits and proposed fees. Many of our clients use our recruitment services year in, year out because of their satisfaction with our success in providing placements for the positions they seek to fill. Our long list of clients is indicative of our firm’s reputation as being a quality organization that can be relied on for producing comprehensive, sound, and cost-effective results. K&A Recruiting has a reputation for being “hands on” and responsive with the ability and expertise to identify the ideal candidate to add value to your organization. K&A Recruiting relies on its stellar reputation and 35-year network to leverage the recommendations and referrals of past clients to uncover candidates. Our work speaks for itself and our primary goal is to provide professional and technical consulting assistance with integrity, honesty and a commitment to excellence. We are very proud of the fact that we have not had any formal appeals in our history, working with hundreds of public agency clients and completing hundreds of recruitments and studies. Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 08 Client References Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 9 Recruitment & Agency Contact Sacramento, City of 2019: Public Works Director (underway) 2019: Director of Youth, Parks & Community Enrichment 2018: Director of Finance 2018: Diversity and Equity Manager 2018: Director of Human Resources Ms. Sally Ly Interim Human Resource Manager (916) 808-8907 915 “I” Street Sacramento, CA 95814 Sly@cityofsacramento.org Paradise Irrigation District 2020 Town Manager (ongoing) 2020 Director of Administration / Town Treasurer (ongoing) Ms. Georgeanna Borrayo District Secretary (530) 876-2039 6332 Clark Road Paradise, CA 95969 gborrayo@paradiseirrigation.com San José, City of 2019: Assistant Director of Finance 2018: Human Resources Director 2018: Director of Planning, Building and Code Enforcement Ms. Aracely Rodriguez Division Manager (408) 975-1411 200 E. Santa Clara St., 2nd Floor Wing San José, CA 95113-1905 Aracely.Rodriguez@sanjoseca.gov Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 10 Following are short biographies of the specific K&A Recruiting staff who will be assigned to this project: Georg Krammer, M.B.A., S.P.H.R. Chief Executive Officer Georg brings twenty (20) years of management-level human resources experience to Koff & Associates with an emphasis in organizational development; classification and compensation design; market salary studies; executive and staff recruitment; performance management; and employee relations, in the public sector, large corporations and small, minority-owned businesses. He had five (5) years in the private sector where he served as an HR Manager, and Administrative Officer, and then HR Director. After obtaining a Master of Arts in English and Russian and teaching credentials at the University of Vienna, Austria, Georg came to the United States to further his education and experience and attained his Master of Business Administration from the University of San Francisco. After starting his HR career in Wells Fargo’s college recruiting department, he moved on to HR management positions in the banking and high-tech consulting industries. With his wide-ranging and deep experience as a well-rounded senior HR generalist, his education in business and teaching, his depth and breadth of experience with public sector HR needs, programs, and functions, Georg’s contribution to K&A’s variety of projects greatly complements the Koff & Associates consulting team. He has spearheaded several hundred classification, compensation, organizational, strategic planning, etc., studies for hundreds of cities, towns, counties, and special districts throughout the State of California and has contributed to more than quadrupling the size of Koff & Associates as a result of the success of his projects and the subsequent expansion of the business through referrals from satisfied clients. Georg joined K&A in 2003 and has been the firm’s Chief Executive Officer since 2005. Georg has over fifteen (15) years of recruiting experience in the public sector and will serve as the Project Director for this project. He will coordinate all of K&A Recruiting’s efforts and will be responsible for all work products and deliverables. Richard O’Donnell, B.S. Recruitment Manager Richard has ten (10) years of experience recruiting in a wide variety of sectors and disciplines, including technical, engineering, human resources, labor and employee relations, water/wastewater, landscape architecture, building regulation, urban planning, and financial. His experience encompasses entities of all sizes, from smaller special districts to the largest cities in California. As Co-Project Director with Georg Krammer, Richard will lead the effort for all executive recruitment efforts for the City of San Bernardino should we be chosen for the City’s executive recruitment needs. He will coordinate all of K&A’s efforts with the City and our team, attend all meetings with the City, and be responsible for all work products and deliverables. Project Staffing Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 11 Golbou Ghassemieh, MBA, SPHR, SHRM-SCP, IPMA-SCP Project Manager & Senior Recruiting Associate Golbou brings over fourteen (14) years of experience in the Human Resources field, including work as a Deputy Director and Director at County and City agencies in the public sector. Her experiences include working in and/or overseeing classification and compensation, recruitment and examination, training and development, EEO, employee and labor relations, and risk management. Her experience includes both public and private sector Human Resources work for the County of Sonoma, City of Santa Rosa, Target Corporation, and Savant Consulting. She gained experience in classification and compensation, recruitment and examination, organizational development and training programs, labor relations, MOU administration, policy development and administration, ADA programs, investigations, discipline administration, recruitment and examination, presenting to Boards and Commissions, and general human resources leadership and administration. Golbou’s H.R. career began in the specialty of executive search in the private sector where she helped source and vet candidates for executive positions in biopharmaceutical firms. During her ten (10) year tenure as a Human Resources leader in the public sector, Golbou gained specialized knowledge of public sector recruitments in merit/civil service agencies ranging from entry level to department head/executive level recruitments. Her first assignment was as a Recruitment Analyst in a civil service agency where she was responsible for exam development, proctoring written and oral examinations, oral interview question development and scoring, final selection processes, as well as all other steps in public sector recruitment processes. In her third year, as a public servant, she was promoted to the Recruitment & Classification Manager position at County of Sonoma where she oversaw many process efficiencies and began performing department head/executive recruitments in house for the first time in the County’s then recent history. She oversaw and was heavily involved in the creation of the County’s new Independent Office of Law Enforcement Review and Oversight (“IOLERO”) department and successfully oversaw the selection of the County’s first IOLERO Director, a highly specialized and challenging recruitment process. She served as Human Resources Deputy Director and oversaw the Recruitment unit as part of her area of responsibilities, during which time marketing efforts were restructured to better attract applicants in a tight labor market. As a city Human Resources Director, Golbou helped her staff create new positions and conduct recruitments with an eye to creative outreach and selection processes while still adhering to merit principles. Anne Brooks Pfister Administrative Assistant Anne’s comprehensive administrative background as an executive assistant and liaison to a board of trustees at a major Bay Area scientific institute, serves to make her versatile in supporting K&A’s projects, consultants, clients, and executive team. Her can-do spirit and resourceful organizational skills enabled her to successfully orchestrate 100+ public educational/outreach events and fundraising events in the Bay Area for the nonprofit scientific organization. In addition, Anne coordinated the recruitments for the Director and Deputy Director positions during her thirteen (13) years with her former employer. She also has analytical and marketing skills gained from a biotechnology background working both “at the bench” in a lab at Fortune 500 Chiron Corporation (now Novartis) and in corporate communications for a biotech start-up. Anne has a B.S. in art history from Willamette University and a post-baccalaureate degree from Mills College in biochemistry and molecular biology. Anne works closely with the Recruitment Team to provide the administrative support needed in terms of scheduling interviews, printing materials needed for clients, background verifications, etc. Placement Guarantee Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 12 K&A PROMISE (Placement Guarantee) K&A Recruiting is committed to recommending only the most qualified candidates who not only meet all the necessary requirements and qualifications but are also a cultural fit for the City, its staff, and community. We proactively recruit for each search effort until a successful candidate is placed. We therefore promise to present a slate of candidates to the City that includes only those individuals who have passed through all of our screening processes and have been identified as potential ideal matches for the position requirements. Should the key decision-makers disapprove of all final candidates and/or should none of the final candidates pass the final interview and reference check process, we will work to find a new slate of candidates. In addition, for executive and mid-management positions, we promise to conduct a one-time additional executive search to find a replacement should the incumbent leave the position or be terminated from employment within 12 months of hire due to performance issues. In either case, as described above, we will identify a replacement and only charge through related expenses as described in the Cost Proposal. Overall, K&A Recruiting’s retention rate during the first 12 months of hire is very strong and has been at over 95% over the last 35 years. Confidential Safeguards The advantage of hiring K&A Recruiting is that the bulk of all documentation and recordkeeping will be done by us and only very specific information and documents will be shared with key stakeholders. We understand that confidentiality is one of the utmost important values when it comes to all things hiring-related. We also understand the potential sensitivity of job applicants’ information, especially when they are currently still employed and don’t want their employer to learn about their job search activities, or cases where job candidates potentially know each other. Of course, we will never share job candidate information or application documents with any third parties. We will only contact job candidates’ current employers with their express permission (although we typically require such during the final background and reference checking, at the latest when a conditional job offer has been made). Cost Proposal Sheet Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 13 Fee Project: Executive Recruitment Services for City Manager Offer: $25,000 Our fee for Executive Recruitment Services is $25,000. This is a not-to- exceed fee including advertising, brochure design, and associated travel. We would expect the following method of payment: 1. Completion of Phase 1 2. Completion of Phase 2 3. Completion of Phase 3 4. Completion of Phase 4 K&A Recruiting will obtain a City of Seaside Business License if selected for the project. We will submit and support the levels of coverage and endorse your agency with our General Liability coverage upon award of a contract for the project. Workers’ Compensation:    Commercial General Liability:    Professional Liability (Errors & Omissions):   Automobile Insurance: Our insurance broker is Ms. Elleen Hollander, Sr. Account Manager/Commercial Lines, Integro Insurance Brokers, 2300 Contra Costa Blvd., Suite 375, Pleasant Hill, CA 94523. Statutory Limits $2,000,000 per occurrence $1,000,000 per occurrence $1,000,000 per occurrence $25,000 Project Budget Breakdown Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 14 Phase 1 $5,000 Ideal Candidate Development Brochure Design Launch: Posting of Advertisement Total $5,000 Phase 2 $12,000 Sourcing, Identification, Targeting, Organizing of Candidates K&A Recruiting Pre-Screens Presentation of Recommendations Total $17,000 Phase 3 $5,000 Interview Preparation & Scheduling Facilitation of Panel Interviews Facilitation of Hiring Interviews Total $22,000 Phase 4 $3,000 Reference & Background Checks Terms of Employment & Offer Acceptance Storage of Documents & Ongoing Communications Total $25,000 Project Timeline Koff & Associates • (510) 658-5633 • rodonnell@koffassociates.com 15 We are able to begin the recruitment process immediately, upon the receipt and execution of a contract or purchase order. Following is a typical schedule for conducting recruitment efforts. Search efforts for executive and hard-to-fill recruitments generally take three to four (3 to 4) months to complete, allowing enough time for all phases of the process. Weeks 2 4 6 8 10 12 14 16 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 PROPOSAL FOR EXECUTIVE RECRUITMENT SERVICES RESPONSE TO RFP #F-20-21 SAN BERNARDINO, CA – CITY MANAGER February 10, 2020 This proposal is valid until May 10, 2020 Strategic Government Resources P.O. Box 1642, Keller, Texas 76244 Office: 817-337-8581 Jennifer Fadden, President of Executive Recruitment and Interim Management JenniferFadden@GovernmentResource.com Kristin Navarro, Director of Business Development and Recruitment KristinNavarro@GovernmentResource.com PO Box 1642, Keller, TX 76244 817-337-8581 www.GovernmentResource.com February 10, 2020 John Valdivia, Mayor City of San Bernardino, California Mayor@SBCity.org Dear Mayor Valdivia and Councilmembers: Thank you for the opportunity to submit this proposal to assist the City of San Bernardino, California, in your search for your next City Manager. SGR has the unique ability to provide a personalized and comprehensive recruitment to meet your needs. I would like to draw your attention to a few key items that distinguish SGR from other recruitment firms: • SGR recently held its flagship Servant Leadership Conference in the Pacific Northwest in Sherwood, Oregon. • SGR is intent on being a leader in executive recruitment. We found it imperative to be proactive in our mission to build a workforce that represents the communities we serve. By creating the Diversity and Partner Collaboration position, we will continue to evaluate and improve our processes by embedding an equity and inclusion lens to our recruitment practices. • SGR has over 50,000 email subscribers to our weekly “10 in 10 Update on Leadership and Innovation” e-newsletter. • SGR will send targeted emails to our proprietary database of over 58,000 local government professionals. • SGR’s job board (a separate website), where this position would also be posted, is the 2nd largest local government job board in the nation, with an average of over 15,000 unique visits each month and over 1,600 jobs listed at any given time. • SGR is the only search firm with a social media expert on staff who provides a comprehensive social media marketing campaign that includes custom-made graphics and distribution on Facebook, Twitter, Instagram, and LinkedIn. No other firm can touch our reputation for being trusted by both clients and candidates. We are excited about the prospect of working with the City of San Bernardino, and we are available to visit in person with you at your convenience. Respectfully submitted, Ron Holifield, Chief Executive Officer Strategic Government Resources Ron@GovernmentResource.com Cell: 214-676-1691 TABLE OF CONTENTS Tab 1 Qualifications Tab 2 Work Plan Tab 3 Project Cost and Service Guarantee Tab 4 Schedule Tab 5 References Tab 6 Example Profile Brochure COMPANY PROFILE Background Strategic Government Resources, Inc. (SGR) was incorporated in 1999 and is fully owned by former City Manager Ron Holifield. Ron spent two high-profile decades in city management, which included service as City Manager in several cities. He founded SGR for the express purpose of helping local governments be more successful by recruiting, assessing, and developing innovative, collaborative, authentic leaders. We specialize in executive recruitment, live training, online training, leadership development, assessments, consulting, and various other services geared to promote innovation in local governments. Mission & Core Values SGR’s mission is to facilitate innovative leadership in local government. The simple fact is that in today’s world of limited resources, local governments must innovate to survive. SGR has been, and continues to be, a leader in spurring innovation in local government. SGR’s core values are: • Customer Service • Integrity; Philanthropy • Continuous Improvement • Flexibility • The Golden Rule • Collaboration • Protecting Relationships. Office Locations SGR’s corporate headquarters is in Keller, Texas, in the Dallas/Fort Worth Metroplex. SGR also has virtual offices in: Arizona Phoenix Florida Kissimmee Lakeland Georgia Savannah Massachusetts Boston Missouri Gladstone Nevada Las Vegas North Carolina Mooresville Oklahoma Stillwater Pennsylvania Philadelphia Texas Abilene Arlington Coppell Corpus Christi Forney Texas (cont’d) Granbury Greenville Lubbock Murchison North Richland Hills Richardson Sugar Land Tyler Executive Recruitment Team • Ron Holifield, Chief Executive Officer • Jennifer Fadden, President of Executive Recruitment and Interim Services • Melissa Valentine, Managing Director of Recruitment and Human Resources • Kristin Navarro, Director of Business Development and Recruitment • Katie Babits, Diversity and Partner Collaboration Manager • Leigh Corson, Executive Search Manager • Muriel Call, Research Manager • Delena Franklin, Lead Recruitment Coordinator • Becky Welch, Recruitment Coordinator • Courtney Ware, Recruitment Coordinator • Andra Henson, Research Specialist • Doug Thomas, Senior Vice President • Bill Peterson, Senior Vice President • Bob Turner, Senior Vice President • Cory Smith, Senior Vice President • David Leininger, Senior Vice President • Gary Holland, Senior Vice President • Kurt Hodgen, Senior Vice President • Larry Bell, Senior Vice President • Larry Boyd, Senior Vice President • Larry Gilley, Senior Vice President • Lissa Barker, Senior Vice President • Margie Rose, Senior Vice President • Mike Tanner, Senior Vice President • Price Robinson, Senior Vice President • Ron Robinson, Senior Vice President • Tommy Ingram, Senior Vice President For a full list of SGR team members, please visit: https://www.governmentresource.com/about-us/meet-the-team. UNIQUE QUALIFICATIONS Marketing and Networking Our recruiters have years of experience in local government and both regional and national networks of relationships. The entire executive recruitment group works as a team to leverage their networks to assist with each recruitment. SGR team members are active on a national basis, in both local government organizations and professional associations. Many SGR team members frequently speak and write on issues of interest to local government executives. Only SGR can work all of the relevant networks as a peer and insider, re sulting in better recruitment, better investigation, better intelligence, better information, and better final decisions. How SGR reaches the most extensive and diverse pool of applicants: • SGR’s 10 in 10 Update on Leadership and Innovation e-newsletter, where all recruitments conducted by SGR are announced, reaches over 50,000 subscribers. • SGR has an opt-in subscriber database of over 3,900 city management officials. • SGR’s marketing includes custom-made graphics and targeted ad placement on LinkedIn users’ pages who are selected by LinkedIn’s algorithms to be a match for your job posting. This helps recruit passive candidates who might otherwise not be aware of the opening. • SGR has a social media expert on staff, who provides a comprehensive social media marketing campaign that includes email, Facebook, Twitter, Instagram, and LinkedIn. • SGR has formal collaborative partnerships with: o League of Women in Government (LWG) o Florida City and County Management Association (FCCMA) o Louisiana Municipal Association (LMA) o Missouri Municipal League (MML) o Oklahoma Municipal League (OML) o City Management Association of Oklahoma (CMAO) o National Public Employers Labor Relations Association (NPELRA) o Texas Fire Chiefs Association (TFCA) • SGR conducts over 320 live training classes each year on average, and we currently serve over 23,000 local government employees in our Learning Management System (LMS). • SGR has 544 local government clients in 47 states for our recruitment, training, and leadership development business lines combined. Listening to Your Unique Needs SGR devotes tremendous energy to actively listening to your organization and helping you define and articulate your needs. SGR does not just go through the motions and then provide you with a list of qualified names from a stable of regulars. We work hard to conduct a comprehensive recruitment that is unique to you. SGR devotes a tremendous amount of energy to understanding your organization’s unique culture, environment, and local issues to ensure a great “fit” from values, philosophy, and management style perspectives. Trust of Candidates SGR has a track record of remarkable confidentiality and providing wise counsel to candidates and next generation leaders; we have earned their trust. As a result, SGR is typically able to get exceptional prospects to become candidates, even if they have declined to become involved in other recruitment processes, because candidates trust SGR to assess the situation well, communicate honestly and bluntly, and maintain their confidentiality. Comprehensive Needs Assessment SGR’s executive recruiting services are unequaled. Our role is to find the candidate who is the best match for your organization. Finding qualified candidates is not difficult; the hard part is finding qualified candidates who are the right fit for your organization. A leading-edge candidate and a safe harbor candidate often look the same on paper but will have profoundly different impacts on your organization. As detailed in our Project Methodology our search process is the most comprehensive in the industry. Recorded Online Interviews with Candidates SGR’s unique online recorded interview process allows the search committee to see candidates in an interview setting prior to the finalist stage of the recruitment process, and without having to pay travel expenses. Comprehensive Media Reports One of the worst things that can happen for your organization is to be surprised by undisclosed information about a finalist. SGR produces a comprehensive media report on each candidate during the semifinalist and finalist stages which is further detailed in the Project Methodology. Accessibility Your executive recruiter is accessible at all times throughout the recruitment process and can be reached by candidates or clients, even at night and on weekends, by cell phone or email. Equal Opportunity Commitment SGR strongly believes in equal opportunity. SGR does not discriminate and believes that equal opportunity is an ethical issue. SGR quite simply will not enter into an engagement with an entity or organization that directs, or expects, that bias should, or will be, demonstrated on any basis other than those factors that have a bearing on the ability of the candidate to do the job. You can anticipate that SGR will make a serious and sincere effort to include qualified women and minority candidates in the finalist pool. Although SGR obviously cannot, and would not, guarantee the makeup of the finalist group, SGR does have relationships and contacts nationwide to encourage the meaningful participation of women and minority candidates. KEY PERSONNEL FOR THIS RECRUITMENT Lynn Barboza, Senior Vice President Lynn began her public sector career with the City of Las Vegas (NV) in November of 1990. Throughout her 27-year tenure with the City, she was promoted to increasingly responsible positions in different operational areas including: Municipal Court, the Cit y Manager’s Office as well as the City Council Office. For the last 12 years with the City, she served as a member of the leadership team for the Human Resources Department. Lynn earned her Bachelor of Science degree in Workforce Education from the Uni versity Nevada Las Vegas in 2011 and is a certified instructor for Inside Out Coaching, True Colors (Leadership Style) and is also certified as a “Technology of Participation” facilitator. As an Executive Recruiter who has also been a hiring executive, Lynn brings the client perspective to her role at SGR, along with her experience managing the Talent Acquisition function for a large and progressive public sector agency. She works closely with clients to define the necessary qualifications and desired talents in prospective candidates who will meet their unique business challenges today and most importantly, in the future. Lynn is equally committed to her candidates; passionate about learning their story and helping them find that perfect next step. Ron Holifield, CEO Ron Holifield served almost two decades in City Management, including Assistant City Manager in Plano, Texas, as well as City Manager in Garland, DeSoto, Farmersville and Sundown, and on the City Manager’s staff in Lubbock. In 1996, he left city management and purchased Government Relations Specialists, where he provided strategic marketing consultation for many of the leading corporations in America, including Space Imaging, American Express, IBM, Xerox and over 50 other Fortune 500 companies, as well as NASA. In 1999, Ron sold that company and founded Strategic Government Resources to specialize in Recruiting, Assessing and Developing Innovative, Collaborative, Authentic Leaders for local governments nationwide. Today, Ron speaks at over 50 state and national conferences and workshops each year and remains high profile in the city management profession. SGR is the third largest local government executive search firm in the nation, operates the second largest local government job board in the nation, and provides live and online leadership development to more local government executives and midlevel managers than any other company in the nation. Ron holds a Bachelor of Arts in Government from Abilene Christian University and a Master of Public Administration from Texas Tech University. PROJECT METHODOLOGY A full-service recruitment typically entails the following steps: 1. Organizational Inquiry and Analysis • Develop Project Plan and Timeline • Individual Interviews with Search Committee / Key Personnel / Community Leaders (if desired) • Development of Position Profile and Professional Production of Brochure 2. Advertising and Recruitment • Ad Placement • Social Media and Marketing of Position 3. Initial Screening and Review • Management of Applications • Evaluation of Resumes • Search Committee Briefing to Facilitate Selection of Semifinalists 4. Evaluation of Semifinalist Candidates • Written Questionnaire • Recorded Online Interviews • Media Search Stage 1 • Search Committee Briefing to Facilitate Selection of Finalists 5. Evaluation of Finalist Candidates • Comprehensive Media Search Stage 2 • Comprehensive Background Investigation Report • First Year Game Plan (if desired) 6. Interview Process • Conduct Interviews • Deliberations • Reference Checks 7. Negotiations and Hiring Process • Determine the Terms of an Offer • Negotiate Terms and Conditions of Employment 8. Satisfaction Surveys Step 1: Organizational Inquiry and Analysis In the Organizational Inquiry and Analysis Stage, SGR devotes tremendous energy to understanding your organization’s unique culture, environment, and goals to ensure you get the right match for your particular needs. Outline Project Plan and Timeline SGR will meet with the client at the outset of the project to finalize the recruitment plans and timeline. At this time, SGR will also request that the client provide additional information about the community, organization, and position. Information reque sted will include general information and available resources about the community, school district, economic vitality, political leadership, organization, strategic plan, governing body goals and objectives, budget information, major projects, job description, salary range, benefits package, etc. Individual Interviews with Search Committee and Key Personnel (if desired) Fully understanding your organizational needs is the most critical part of conducting a successful executive recruitment. SGR conducts individual interviews with the Search Committee, key staff, and/or direct reports to find out more about the position, special considerations, and the political environment. These interviews last approximately 30 minutes to one hour each and identify individu al issues that may affect the dynamics of the recruitment, as well as develop a composite understanding of the organization’s preferences. This process helps with organizational buy-in and will assist us in developing the Position Profile as we look for any significant staff issues or major disconnects that may not otherwise be apparent. Development of Position Profile Brochure Following the individual interviews and internal analysis, SGR will develop a draft Position Profile Brochure that is reviewed and revised in partnership with your organization until everyone agrees it accurately reflects the sought-after leadership and management characteristics. A sample brochure is included with this proposal document. Step 2: Advertising and Recruitment The Advertising and Recruitment stage includes ad placements, email distribution of the Position Profile, responding to inquiries about the position, and ongoing communication with applicants and prospects. Ad Placement / Social Media and Marketing of Position The Executive Recruiter and client work together to determine the best ways to advertise and recruit for the position. Ads are typically placed in various state and national publications, targeting the most effective venues for reaching qualified candidate s for that particular position. SGR’s preferred strategy is to rely on email distribution of the Position Profile Brochure to key opinion leaders and potential prospects across the country. The position will be announced in our “10 in 10” e-newsletter, which reaches over 50,000 local government professionals, in addition to a targeted email announcement to specific professional categories and/or areas of the country. By utilizing an email distribution strategy, these brochures tend to “get legs” of their own, resulting in a very high penetration rate at minimal cost. SGR will utilize Facebook, Twitter, personal phone calls, personal emails, LinkedIn , Instagram, and Pinterest to promote the position. This communication is both to solicit high potential candidates and to encourage key local government professionals to share information within their professional circles. Ongoing Communication with Applicants and Prospects SGR communicates with all applicants on a frequent and ongoing basis to ensure applicants stay enthusiastic about the opportunity. Outstanding prospects often will not submit a resume until they have done considerable homework on the available position. A significant number of inquiries will be made, and it is essential that the executive search firm be prepared to answer those questions with fast, accurate, and complete informat ion, and in a warm and personal manner. This is one of the first places a prospective candidate will develop an impression about organization, and it is an area in which SGR excels. SGR also utilizes Google Alerts for each client organization and provides updates to our Executive Recruiters and applicants of any references made regarding the client organization in various media outlets. Step 3: Initial Screening and Review This stage of the executive recruitment involves managing the flow of resumes, and screening and evaluating resumes. Management of Applications Handling the flow of resumes is an ongoing and significant process. On the front end, it involves tracking resumes and promptly acknowledging their receipt. It also involves timely and personal responses to any questions or inquiries. Evaluation and Triage of Resumes SGR uses a triage process to identify high-probability, medium-probability, and low-probability candidates. The triage ranking is focused on overall assessment based on interaction with the applicant, qualifications, any known issues regarding previous work experience, and evaluation of cultural fit with the organization. In contrast with the triage process described above, which focuses on subjective assessment of the resumes and how the candidates present themselves, we also evaluate each candidate to make sure that the minimum requirements of the position are met, and which of the pre ferred requirements are met. This sifting process assesses how well candidates’ applications fulfill the recruitment criteria outlined in the Position Profile. Search Committee Briefing / Selection of Semifinalist Candidates At this briefing, SGR will provide a comprehensive progress report via PowerPoint presentation and will facilitate the selection of up to 12 semifinalists. The presentation will include summary information on the process so far, the candidate pool overall, and any trends or issues that have arisen, as well as a briefing on each candidate and their credentials. No other firm offers this level of reporting detail and transparency. Step 4: Evaluation of Semifinalist Candidates Reviewing resumes is an important and valuable step in the executive recruitment process. However, the simple fact is that resumes can be misleading. They tell you nothing about the individual’s personal qualities or his/her ability to get along with other people. Resumes can also exaggerate or inflate accomplishments or experience. SGR’s responsibility is to go more in- depth than the resume to ensure that those candidates who continue in the process are truly outstanding. Personal Interaction with Semifinalist Candidates SGR’s goal is to have a clear understanding of the person behind the resume and what makes him/her an outstanding prospect for you. The evaluation of semifinalist candidates includes follow-up when appropriate to ask any questions about underlying issues. Written Questionnaire SGR will ask semifinalist candidates to complete a comprehensive written exercise designed to provide greater insight into candidate thought processes and communication styles. SGR’s written instrument is custom-designed around the priorities identified by the Search Committee and usually includes questions focusing on key areas of particular interest to the client. This written instrument will be included in the semifinalist briefing book along with the cover letters and resumes. Recorded Online Interviews SGR will ask semifinalist candidates to complete recorded online interviews. Videos of the candidates answering pre-recorded questions are sent to the Search Committee for review. This provides a very insightful, efficient and cost-effective way to gain additional insights to utilize in selecting finalists you want to come in for live interviews. The online interviews allow the Search Committee to evaluate technological competence, demeanor, verbal communication skills, and on-camera presence. Online interviews also convey to candidates that the organization is using leading edge technology in its business processes and provide an opportunity for the Search Committee to ask candidates questions on specific topics of special interest. Online interviews are emailed to the Search Committee for viewing prior to selection of finalist candidates. Media Search Stage 1 Stage 1 of our media search involves a comprehensive review of all newspaper articles on the candidate in major news outlets within the previous two years. These media reports at the semifinalist stage have proven helpful by uncovering issues that were not previously disclosed by prospective candidates. The Executive Recruiter will communicate any “red flags” to the Search Committee immediately upon discovery. Search Committee Briefing / Selection of Finalist Candidates Prior to this briefing, SGR will provide each member of the Search Committee with a briefing book on the semifinalist candidates. The briefing book will include written questionnaires, online interviews, and any additional information obtained about the candidate. The purpose of this briefing is to facilitate narrowing the list to 4-6 finalists who will be invited for personal interviews. Step 5: Evaluation of Finalist Candidates Comprehensive Media Search Stage 2 These Stage 2 Media Reports are compiled by utilizing our proprietary media search process including variations of the candidates’ names and states/cities in which they have lived or worked, and searches of local papers where the candidates have lived or worked. We also search social media sites. The Media Reports typically range from 20 -300 pages per candidate and may include news articles, links to video interviews, blog posts by residents, etc. The Media Reports are put into an easy-to-read format and recorded onto flash drives for the Search Committee. The candidate’s name is highlighted each time it appears. These media reports have proven helpful to Search Committees by uncovering issues that were not previously disclosed by candidates and that would likely not have been discovered through an automated search or Google search, typically used by other recruitment firms. The Media Reports also give the Search Committee an overview of the type and extent of press coverage that a candidate has experienced over the course of his/her career. A sample media report can be viewed at the following link: www.governmentresource.com/Sample_Media_Search_Redacted.pdf. Comprehensive Background Investigation Reports Through SGR’s partnership with FirstCheck, a licensed private investigations company, we are able to provide our clients with comprehensive background screening reports that include detailed information such as: • Social Security number trace • Address history • Driving history/motor vehicle records • Credit report • Federal criminal search • National criminal search • County wants and warrants for previous 10 years • Global homeland security search • Sex offender registry search • State criminal search (for current and previous states of residence) • County criminal search (for every county in which candidate has lived or worked) for previous 10 years • County civil search (for every county in which the candidate has lived or worked) for previous 10 years • Education verification • Employment verification (if desired) • Military verification (if desired) First Year Game Plan (if desired) The “First Year Game Plan” is a process where finalist candidates are provided with the contact information for elected officials, key staff, and community leaders, and candidates are given free rein to make contact with all of them in advance and use those insights to develop a “first year game plan” based on what they know so far. Feedback is received from the key contacts on their impressions of the finalist candidates from the interactions with the candidates prior to the interviews. This exercise provides the opportunity to evaluate candidates’ written and interpersonal communication skills, as well as critical analysis skills. • Interviewing community leaders at the outset of the recruitment; • Holding a public forum for citizen engagement at the outset of the recruitment; • Facilitating a Q&A series in the local newspaper with finalist candidates. This would run a week or two prior to the interviews; • Utilize a citizen committee to conduct the early stage candidate screening and then turn over a semifinalist list to the City Council (if applicable); • Community leader reception; • Meet and greet; • Search Committee and key community leader dinner meeting; • “Round Robin” forum meetings with various community groups during a multi -day interview process. Step 6: Interview Process Conduct Interviews SGR will schedule interviews at a date/time convenient to your organization. This process can be as simple, or as complex, as your organization desires. SGR will help you determine the specifics you need. SGR will prepare sample interview questions and will participate throughout the process to make it smooth and efficient. Deliberations SGR will facilitate a discussion about the finalist interviews and assist the Search Committee in making a hiring decision or on whether to bring back one or more candidates for a second interview. Reference Checks Our reference checks are the most comprehensive in the industry. We will talk to as many professional contacts as necessary for a given candidate including elected officials, direct supervisors, direct reports, internal organizational peers, professional peers in other organizations, and civic leaders. We always seek out the candidate’s greatest critics and greatest fans to ensure a complete, yet balanced, perspective and overview of each candidate. Step 7: Negotiations and Hiring Process Once the organization is ready to make an offer, SGR can provide additional assistance to the client in the following areas. Determine the Terms of an Offer Upon request, SGR will provide comparative data for sele cted organizations, appropriate employment agreement language, and other similar information to assist you in determining an appropriate offer to extend to your candidate of choice. Negotiate Terms and Conditions of Employment SGR will assist to whatever degree you deem appropriate in conducting negotiations with the chosen candidate. SGR will determine and define any special needs or concerns of the chosen candidate, including anything that could be a complicating factor. SGR is experienced and prepared to help craft win-win-solutions to negotiation “log-jams.” Step 8: Satisfaction Surveys SGR is committed to authentically following the golden rule by providing prompt, professional and excellent communication and always treating every client with honor, dignity and respect. We ask clients and candidates to complete a brief and confidential survey after the completion of their recruitment. This helps us strive to continuously improve our processes and meet the changing needs of the workforce. Supplemental Services if Desired DiSC Management Assessments SGR uses a DiSC Management assessment tool, which is among the most validated and reliable personal assessment tools available. The DiSC Management Profile analyzes and reports comprehensively on the candidate’s preferences in five vital areas: management style, directin g and delegating, motivation, development of others, and working with his/her own manager. Press Release Until you have “sealed the deal,” you need to be cautious in order to avoid the embarrassment of a premature announcement that does not work out. You also want to try to notify all senior staff and unsuccessful candidates before they read about it in the newspaper. SGR will assist with this coordination and with drafting any announcements or press releases. Stakeholder Engagement At the discretion of the Search Committee, we will work closely with your organization to engage stakeholders in the recruitment process. Our recommendation is that we design a specific stakeholder engagement process after we learn more about the organization and the community. Different approaches work best in different communities. We will collaborate with your organization to determine which option, or combination of options, will be the most effective for the unique needs of the organization. Post-Hire Team Building Analysis SGR can provide a customized team building workshop after you hire for the position. SGR utilizes I-OPT, which is a validated measurement tool that shows how a person perceives and processes information. Because people “see” different things when they asse ss a situation, they are motivated to take various courses of action, so understanding you and your colleagues’ I - OPT Profiles will enable you to work much more effectively as a team. The price is $4,000 for a half-day onsite workshop, plus travel expenses, and $150 per person for I-OPT reports. PROJECT COST This proposal is valid until May 10, 2020 All-Inclusive Maximum Price Professional Services Fee: $ 18,500 Expenses Not-to-Exceed: $ 8,000 All-Inclusive, Not-to-Exceed Maximum Price: $ 26,500* Expenses Not-to Exceed SGR does not bill the client for any expenses except for those explicitly detailed herein. Items included in the Expenses Not-to-Exceed include: • Professional production of a high-quality brochure. This brochure (typically 4 pages) is produced by SGR’s graphic designer for a flat fee of $1,500. • Marketing and Ad Placements: o Announcement in SGR’s 10 in 10 Leadership and Innovation e-newsletter o Email blast to SGR’s profession-specific opt-in subscriber list o Featured post on SGR’s website o Featured ad on SGR’s job board o Promotions on SGR’s social media pages – Facebook, Twitter, LinkedIn, Instagram o Targeted ad placements on LinkedIn users’ pages who have been selected by LinkedIn’s algorithm to be a match for your job posting. o Ad placements with one national association and one state association. These two ads are billed at actual cost, with no markup for overhead. Additional ad placements, or the organization’s choice, will be billed over and above the not-to- exceed maximum price. • Online interviews. There is a cost of $200 for each recorded online interview. SGR recommends conducting online interviews at the semifinalist stage (up to 12 semifinalists). • Comprehensive Media Reports – Stage 2. There is a cost of $500 per candidate. SGR will conduct Stage 2 media searches on the finalist candidates (up to 6 finalists). • Comprehensive Background Investigation Reports. There is a cost of $400 per candidate for comprehensive background screening reports prepared by our licensed private investigations provider. SGR will conduct comprehensive background investigations on the finalist candidates (up to 6 finalists). • Travel for the Executive Recruiter (incurred for the benefit of the client). Meals are billed at a per diem rate of $10 for breakfast, $15 for lunch, and $25 for dinner. Mileage will be reimbursed at the current IRS rate. All other travel-related expenses are billed back at actual cost, with no markup for overhead. • Up to four (4) visits/trips by the Recruiter to the Organization. Any additional visits/trips by the Recruiter to the Organization will be billed over and above the not -to-exceed maximum price. *Supplemental Services The supplemental services listed below are not included in the maximum price above. These supplemental services include: • Printing of documents and materials. The reproduction costs for briefing materials for the governing body and/or search committee up to 10 binders, which include semifinalist and finalist materials are billed at 26 cents per copy, plus the cost of binders and shipping. Flash drives are billed at $10 each. • Candidate Travel. Candidates are typically reimbursed directly by the client for travel expenses. If the client prefers a different arrangement for candidate travel, SGR will be glad to accommodate the client’s wishes. • Stakeholder Survey. SGR will conduct a Stakeholder Survey for $1,000. SGR provides recommended survey questions and sets up an online survey. Stakeholders are directed to a web page or invited to take the survey by email. Written summary of r esults is provided to the organization. • Additional Ad Placements. Additional ad placements, as approved by the organization, that are not included in the not-to-exceed expenses will be billed back at actual cost with no markup for overhead. • DiSC Assessments. There is a cost of $150 per candidate for the DiSC Management Profile. • Post-Hire Team Building Analysis. A half-day onsite workshop is $4,000, plus travel expenses, and $150 per person for I-OPT reports. • Site Visits to Communities of Finalist Candidates. If desired, the Executive Recruiter will travel to the communities of the finalist candidates to conduct onsite visits. Site visits will be charged at a day rate of $1,000 per day, plus travel expenses. • In the unexpected event the client shall request that unusual out of pocket expenses be incurred, said expenses will be reimbursed at the actual cost with no mark up for overhead. • If the client desires any supplemental services not mentioned in this section, an estimate of the cost and hours to be committed will be provided at that time, and no work shall be done without approval. Supplemental services will be billed out at $250 per hour. Billing Professional fees for the recruitment are billed in three equal installments during the course of the recruitment. The initial installment is billed after the Organizational Inquiry and Analysis is completed and the position profile has been created. The s econd installment is billed when semifinalists are selected. The final installment is billed at the conclusion of the recruitment. Expense (reimbursable) items and supplemental services will be billed with each of the three installments, as appropriate. Service Guarantee SGR guarantees that you will be satisfied with the results of the recruitment process, or we will repeat the entire process at no additional professional fee until you find a candidate that you desire. Additionally, if you select a candidate (that SGR has fully vetted) who resigns or is released within 18 months of their hire date, SGR will repeat the process at no additional professional fee to the client. If the Organization circumvents SGR’s recruitment process and selects a candidate who did not participate in the full recruitment process, the service guarantee is null and void. We also guarantee that we will not directly solicit a candidate we bring to you for another job. STANDARD TIMELINE Timeline will be adjusted at the outset of the search to meet the organization’s needs. Task Weeks • Contract Executed • Outline Project Plan, Timeline • Individual Interviews with Search Committee / Key Personnel / Community Leaders (if desired) Week 1 • Deliverable: Position Profile Brochure • Search Committee Reviews and Approves Brochure Weeks 2-3 • Ad Placements • Accept Applications • Email Distribution and Marketing of Position Profile Weeks 4-7 • Triage and Scoring of Resumes Week 8 • Search Committee Briefing (Slide Presentation) / Select Semifinalists • Candidates Complete Questionnaire and Online Interviews • Stage 1 Media Searches Week 9 • Deliverable: Semifinalist Briefing Books Week 10 • Search Committee Briefing / Select Finalist Candidates Week 11 • Comprehensive Media Search Stage 2 • Comprehensive Background Screening Report • DiSC Management Assessment (supplemental service if desired) Weeks 12-13 • Deliverable: Finalist Briefing Books Week 14 • Stakeholder Engagement (if desired) • Conduct Interviews • Deliberations • Reference Checks • Negotiations • Announcement / Press Release (if desired) Week 15 REFERENCES Town of Vail, Colorado Population: 5,000 Krista Miller, Director of Human Resources, Safety & Risk Management Email: kmiller@vailgov.com Phone: 970-477-3512 Recruitment: Town Manager, 2017 City of Paducah, Kentucky Population: 25,000 Brandi Harless, Mayor Email: bharless@paducahky.gov Phone: 270-444-8504 Recruitment: City Manager, 2018 Town of South Windsor, Connecticut Population: 26,000 Contact: Saud Anwar, Mayor Email: Saud.anwar@gmail.com Phone: 860-478-2992 Recruitment: Town Manager, 2019 City of Amarillo, Texas Population: 199,000 Mitchell Normand, Human Resources Director Email: mitchell.normand@amarillo.gov Phone: 806-378-3090 Recruitment: City Manager, 2018 Clackamas County, Oregon Population: 413,000 Contact: JJ Peters, HR Director Email: jeripet@clackamas.us Phone: 503-742-5485 Recruitment: County Manager, 2018 Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com CITY OF SAN BERNARDINO PROPOSAL FOR RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER February 10, 2020 Due Date: February 10, 2019 SUBMITTED BY: RANIA HANNA Signature: _________________________________________ PRESIDENT Sunshine Enterprise USA LLC 500 Winderley Pl., St 200, Maitland, FL 32751 C: +1 (407) 308-7989 E: Raniah@seu-usa.com Tax ID: 82-2013540 Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER Ms. Slobojan, City of San Bernardino and Purchasing Office Committee: On behalf of Sunshine Enterprise USA, we would like to thank City of San Bernardino, Purchasing Office Committee and its Management Committee, for giving us the opportunity to participate in the subject bid. Sunshine Enterprise USA specializes in workforce recruitments for a wide variety of positions including city/county managers, and directors and managers in: finance, human resources, IT, healthcare, public works, customer service, safety (utilities, oil, gas, construction, police and fire, etc.), human services, information systems, construction, utilities, and much more. We believe we are uniquely suited to design and deliver a recruitment and staffing strategies that will work well with your organization’s specific needs and goals. As a retained recruiting and staffing firm, we ascribe to ethical standards which focus on: professionalism, integrity, competence, objectivity, accuracy, avoidance of conflicts of interest, confidentiality, loyalty to the client and candidate, equal opportunity, and the public interest. We specialize in assisting public sector organizations as they seek management talent to help lead important public service organizations such as BCity of San Bernardino. Our client list shares some of our experience in recruiting leadership for the nation’s cities, counties, utilities, marine, construction, regional authorities, and other organizations. We appreciate the opportunity to submit this proposal and look forward to discussing our qualifications and approach with you with regard to your present and future needs. In the meantime, if you have any questions or require additional information, please feel free to call me. I am an authorized representative of our firm, and by submission of this proposal am committing to provide the services in accordance with all project requirements. I will also serve as the primary contact person. My direct telephone number and e-mail are listed below, and the mailing address is printed on this cover letter. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Contact Information Contact Information for Binding Official / Primary Contact Rania Hanna, President Sunshine Enterprise USA Address: 500 Winderley Pl., St 220, Maitland, FL 32751 Phone no.: 407-633-0188 Email: raniah@seu-usa.com Project Manager and Liaison Officer of this bid 24/7 Sam Faragalla, Executive Vice President Sunshine Enterprise USA Address: 500 Winderley Pl., St 220, Maitland, FL 32751 Phone no.: 407-308-7989 Email: samf@seu-usa.com Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER LETTER OF INTEREST Ms. Slobojan, City of San Bernardino and Purchasing Office Committee: Sunshine Enterprise USA LLC dba Sunshine Enterprise USA is pleased to submit herewith our letter of interest to participate in the FP NO. F-20-21 - Request for Proposal: Executive Professional Search Services for the City Manager Role. Since being invited to address this exciting opportunity, our team members have collaborated to produce a preliminary plan that we believe we are fully confident to support San Bernardino providing Executive Professional Search Services. As you know, we are a team of professionals with a proven track record in this region that has the ability to successfully transform our plan into reality. Our team is comprised of members who have worked together on numerous successful projects. They have been assembled for this project because of the enormous trust and confidence they have in one another. You can be assured that our team will manage your requests carefully, and accountability for results will never be delegated. Our crew size and staff can easily handle these jobs. Sunshine Enterprise USA is committed to making personnel available to all clients to whom we propose our services. We are continually hiring new team members to facilitate our growth. The staffing for this project will be: −Sam Faragalla, Project Manager and Liaison Officer and will work closely with The City to cover all the needs on timely manner. −Rania, Finance and Accounting and Billing −Claudia Musgrave, Recruiter −Vickey Baker, Recruiter −Helen Blondel, Recruiter −Jacklyn Lee, Recruiter −Keila Soto, Recruiter −Angela Tester, Recruiter −Margo Hanna, Admin Assistant −Philip Faragalla, IT We therefore look forward to offering our quality staffing service to The City of San Bernardino. Thank you for giving us the opportunity to participate. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com REFERENCES February 10, 2020 Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER List of verifiable references 1.Tara Bohnsack, CPPO, CPPB | Purchasing Manager – Non-Capital Program and Material Management Tampa International Airport Mailing Address: P.O. Box 22287, Tampa, FL 33622 tbohnsack@TampaAirport.com Office: (813) 870-8736 Cell: (813) 215-2645 Date of Services: Since July 2017 2.Doug Wycoff Deputy Director, ITS Engineering & Operations Tampa International Airport/Aviation Authority Office: (813) 546-8125 Cell: (813) 215-2645 DWycoff@TampaAirport.com Date of Services: Since July2017 3.Trish Collins Director of Human Resources Pinellas Suncoast Transit Authority (PSTA) St. Petersburg, Florida pcollins@psta.net O: (727) 540-1855 Date of Services: Since Dec 2017 4.Fernando Castano Parks and Recreation 1904 S. Park Rd. Plant City, FL 33563 fcastano@plantcitygov.com Office: 813-659-4200 Cell: 813-434-5263 5.Fax: 813-757-9220 Date of Services: Since June 2018 6.Maylin Connors Human Resources Manager Dura-Stress Inc. 11325 County Road 44 Leesburg, Florida 34788 mconnors@durastress.com Office: 352-787-1422 Cell: 352-396-6775 Fax: 352-460-0112 Date of Services: Since June 2018 7.Abby Iracheta Administrative Assistant City of Plant City Recreation & Parks Dept. 1904 South Park Rd, Plant City FL 33563 airacheta@plantcitygov.com Office: 813-659-4200 Ext. 4317 Fax: 813-757-9220 Date of Services: Since June 2018 Other references available upon request. Executive Search Recruited Positions Finance Finance Director Chief Financial Officer Finance Manager Assistant Director of Finance Finance Controller/Auditor/Comptroller Senior Accountant Budget Officer Public Works/Utilities/ Engineering City Engineer Assistant City Engineer Director of Public Services Public Works Director Public Works Assistant Director Water District Executive Director Water District General Manager Planning & Engineering Director Director of Projects & Engineering Engineering Project Manager City Planner Chief Plant Operator Assistant Utilities Director Director of Utilities Engineering Services Manager for Water District Assistant General Manager for Water District Construction Operation Manager Construction Project Manager Administration City Manager/City Administrator Deputy City Manager Assistant City Manager Assistant County Manager City Secretary Administrative Services/Internal Services Administrative Services Director Manager of Town Services Management Assistant Chief Performance Officer Human Resources/Civil Services Director Director of Human Resources & Risk Management Intergovernmental Services Manager Fleet Equipment Services Manager Facilities Services Manager Assistant Municipal Garage Superintendent Fixed-Base Operator Services Arts Director Development Services Community Development Director/Manager Development Services Director Deputy Director of Development Services Tourism and Community Development Director Community Services Administrator Senior Building Inspector/Building Inspector Chief Building Official Phone E-mail : +1 407 308 7989 - +1 407 633 0188 : samf@seu-usa.com Suns hine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Building Official City Inspector New Urbanist Economic Development, CVB Assistant Economic Development Director CVB Executive Director Downtown Development Director Economic Development Director/Executive Director Economic Development Corporation President/CEO Information Technology IT Director Chief Technology Officer/Chief Information Officer IT Assistant Director IT Manager IT Manager (Police Department) IT Developer GIS Manager Senior Software Developer Legal City Attorney (Individual and Firm) First Assistant City Attorney Court Administrator Public Safety/EMS/Emergency Management Emergency Management Coordinator EMS Executive Director Executive Director Director of Safety Safety Manager Phone E-mail : +1 407 308 7989 - +1 407 633 0188 : samf@seu-usa.com Suns hine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com GENERAL STATEMENT OF EXPERIENCE February 10, 2020 Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER ORGANIZATION (Qualifications and Consulting Staff) •Current Sunshine Enterprise USA staff are three. A partial listing of staff for assignment to assist the City is included under “Project Team.” ninety percent (90%) woman-owned Company. •No other firm other than Sunshine Enterprise USA is currently intended to be party to this proposal or fulfillment of the contract when approved. •Organizational Chart: President Executive Vice President Vice President and CFO FIRM QUALIFICATIONS AND EXPERIENCE (Qualifications) Sunshine Enterprise USA is well known for our strategic process, partnering methodology with our clients, thorough screening and background checking, ability to tailor our consulting and executive searches to the specific and unique needs of our clients, and to get results. We will work on a search until it is complete regardless of the time and effort required. •We specialize in recruiting leadership for cities, counties, state, education, healthcare, regional authorities, marine, utilities and nonprofit organizations. Our client list attests to our experience in assisting these organizations large and small to find the talent they need. •Working with boards, councils, search committees, executives and human resource offices in such settings, we are accustomed to the complex internal dynamics, networking, and candidate screening and evaluation processes that routinely arise in recruitments of this nature, and to the high level of constituent, political, and media interest they sometimes engender. •Sunshine Enterprise USA consultants have built long-term relationships with our Clients. We have conducted multiple searches for many of these Clients. •As previously noted, we have conducted about 690 successful executive search consulting engagements covering a broad range of positions including many positions in water utility and other public sector agencies:. • Tampa Internaitonal Airtport - IT Support Specialists, Credential Suppot Specialist, HR Operatoin Support and more as needed. Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com • Pinellas Suncoast Transit Authority (PSTA) – Recruitment and Executive Search. •Clemson University - Executive Search and Recruiting Services • The Middlesex Corporation – Construction, Marine, Asphalt and Utilities. ($350M/Year) (General, Skilled and Semi-Skilled) Laborers, Pipe Layer, CDL A/B Truck Drivers, Heavy Equipment Operators, Paver Operators, Admin staffs, Accountants, Controllers, Engineers, Foremen and Superintendents, etc. •Gainesville Police Department – Kitchen Staffing services • McAllen Independent School District Awarded Primary Contracotor. •Temporary/Day Labor Services for the City of Cape Coral. •TBARTA Executive Search for the Executive Director •LYNX -Executive Search and Recruiting Services for Central Florida Regional Transportation Authority d.b.a. LYNX •We work collaboratively with the client to generate solutions that are creative yet practical, to meet the organization “where it is” while also moving it to the next level. •Sunshine Enterprise USA offers a comprehensive range of products and services. Our systematic approach to human resource management ensures that the solutions, strategies, and methodologies we implement improve your organization. CONSULTING SERVICES ORGANIZATIONAL STRATEGY TESTING, RECRUITMENT & SELECTION •Workforce & Succession Planning •Job Analysis •Organizational Assessment, Redesign and Re-Engineering •Develop/Deliver Assessment Center Services •Performance Management •Executive Search •Employee Engagement •Test Development* •Change Management •Test Administration* •Complaint Investigations & HR Outsourcing *(for employment and licensing certification) CLASSIFICATION AND COMPENSATION TRAINING AND DEVELOPMENT •Classification •Training •Compensation •Coaching •Accelerated Leader 360° Assessment™ •Leadership Development Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER EXPERIENCE AND PAST PERFORMANCE PROJECT TEAM QUALIFICATIONS AND EXPERIENCE •Our team brings to this project a combination of background and skills vital to the requirements of the City of San Bernardino. As previously noted, the overall Project Manager will be Sam Faragalla, assisted by Rania Hanna and others who will also lend support as needed and are listed with their Bios below. Sam Faragalla will be the primary on-site manager. His background and experience include over 21 years of Recruitment and executive search experience on a national and global level. •Our recruiters are all professionals, each with extensive management background as key executives in public organizations. The recruiters to be assigned to this work have significant personal experience recruiting a range of executive leadership and administrative roles for a broad range of clients. We assure that the individuals listed represent our current team assigned to search for the City of San Bernardino and that any additional future staff assigned will be submitted to you for prior approval. We are available to immediately assist with your current needs. •Current Sunshine Enterprise USA staff are ten. A listing of staff for assignment to assist the City of San Bernardino is included under “Project Team.” •The primary Sunshine Enterprise USA contacts for City of San Bernardino will be Sam Faragalla, MA, SHRM-SCP, Vice President; Rania Hanna, President; and other staff and research associates as needed. •All of the above-mentioned staff may be involved in some phases and tasks of the search as previously outlined. On-sight representation will, however, primarily be the responsibility of Sam Faragalla and Rania Hanna. Research Staff will be responsible for advertising. •We will spend whatever time is necessary to complete all tasks and objectives in the search plan. The main project Manager (Sam Faragalla) will be available by office and cell phone on a seven day per week, 24 hours per day basis. Other staff will be available during regular business hours during the day and by cell phone in the evenings if critical issues need to be discussed. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER QUALIFICATIONS AND EXPERIENCE Sunshine Enterprise USA is well known for our strategic process, partnering methodology with our clients, thorough screening and background checking, ability to tailor our Executive Recruitment Services, consulting and executive searches to the specific and unique needs of our clients, and to get results. •Although primarily known as a leading staffing firm, Sunshine Enterprise USA also provides other general and specialty management consulting services, including management audits, organizational development, public safety, strategic planning, assessment centers, leadership development training, performance management, executive coaching, diversity training, and human resources management. •We have placed Executive direct placement i.e. Customer Services Representatives, IT, Project Engineers/Managers, Accountants, Billing Specialists, Financial Analysts, etc. for major employers such as Tampa International Airport, Pinellas Suncoast Authorities (PSTA), Clemson University, Gainesville Police Department and the Middlesex Corporation, etc. •We were able to staff The City of Plant City with all temp laborers requests to Utilities Maintenance Department & Parks & Recreation Department. •We were able to staff The City of Cape Coral with all Day Labor, Clerks and temp staffs. •We were able to staff and recruit average of 690 staffs in FY 2016/2017 for The Middlesex Corporaiton on various construction Heavy Civil Highways, Roadways and Asphalt projects throughout the Central FL since 2014 till present. •We specialize in staffing and recruiting for cities, counties, state, education, healthcare, regional authorities, construction, asphalt, paving, marine, utilities and nonprofit organizations. Our client list attests to our experience in assisting these organizations large and small to find the talent they need. •Sunshine Enterprise USA consultants have built long-term relationships with our Clients. We have conducted multiple searches for many of these Clients. •Also, we have conducted about 275 successful executive search consulting engagements Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com covering a broad range of positions including many positions in water utility and other public sector agencies. •Tampa International Airport - IT Support Specialists, Credential Support Specialist, HR Operations Support and more as needed. • Pinellas Suncoast Transit Authority (PSTA) – Recruitment and Executive Search. • Clemson University - Executive Search and Recruiting Services • The Middlesex Corporation – Construction, Marine, Asphalt and Utilities. ($350M/Year) (General, Skilled and Semi-Skilled) Laborers, Pipe Layer, CDL A/B Truck Drivers, Heavy Equipment Operators, Paver Operators, Admin staffs, Accountants, Controllers, Engineers, Foremen and Superintendents, etc. •Gainesville Police Department – Kitchen Staffing services • McAllen Independent School District Awarded Primary Contractor. • Temporary/Day Labor Services for the City of Cape Coral. •TBARTA Executive Search for the Executive Director •LYNX -Executive Search and Recruiting Services for Central Florida Regional Transportation Authority d.b.a. LYNX •Dura-Stress: Temporary Laboer •The management and supervision of any and all staff providing services to the City of San Bernardino will be provided by Sam Faragalla (Executive Vice President) and Rania Hanna (President), of Sunshine Enterprise USA. TIMEKEEPING SOLUTIONS At Sunshine Enterprise USA, we implement cost-effective solutions to track our employees’ time, control labor costs and increase payroll accuracy. The City will benefit from our Time Program which features timekeeping products that are reliable, user-friendly and accurate. Quality Assurance Sam Faragalla, Vice President, leads the Quality Assurance for Sunshine Enterprise USA. Sam guides the staff in responding to project issues, challenges and responsibilities to provide quality on every project. To assure quality on a project Sam may work on any and or all of the following phases of the project as listed below: Interviews, hires and conducts orientation sessions for new hires Assistance Problem Solving for all Challenges on the Project Timely responses to project issues and complexities Amenable Solutions to meet the Clients quality requirements and Budget Constraints Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Timeline (Standard Search) Task Weeks •Contract Executed Week 1 •Outline Project Plan, Timeline •Individual Interviews with Search Committee/ Key Personnel/ Community Leaders (if desired) Final recruitment Brochure released Week 2 •Development of Position Profile Brochure •Search Committee Reviews and Approves Brochure Open recruitment Weeks 3-7 •Ad Placements •Accept Applications •Screen Applications (paper review and phone interview) •Triage and Scoring of Resumes •Search Committee Briefing (Slide Presentation)/Select Semifinalists Close recruitment Week 8 QAI Weeks 8-10 •Candidates Complete Questionnaire and Online Interviews •Deliverable: Semifinalist Briefing Books •Comprehensive Background Screening Report •Candidates Complete DiSC Management Assessment •Candidates Complete I-OPT Assessment Hiring Interview Weeks 11-12 •Deliverable: Finalist Briefing Books •Stakeholder Engagement (if desired) •Conduct Interviews •Reference Checks •Negotiations •Announcement/Press Release (if desired) *Each search timeline is different based on the particular needs of the organization. Sunshine Enterprise USA has completed searches in as little as 45 days, although this is not the recommended approach. We have also extended searches well beyond 15 weeks, based on the preference of the client. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER FINANCIAL CAPABILITIES, RESOURCES, CUSTOMER SERVICES AND QUALITY CONTROL Sunshine Enterprise USA "Bidder" hereby warrants that we are financially strong and stable and have the necessary resources, human and financial, bonding capacity to provide the services at the level required by the City of San Bernardino. Sunshine Enterprise the strong financial strength to do business with the City of San Bernardino. Efficiency and cost control are keys of SEU success. SEU Management Team monitors the financial strength of the business on an on-going basis. Placing increased focus on the key areas of business profitability, liquidity and solvency to have a positive impact on our financial strength and bottom line. One of our best attributes are: •Strong employee attitudes. •Excellent customer service. •Large market share. •Personal relationships with customers. •Highly efficient, low-cost operation. •High integrity. Sunshine Enterprise USA assigns, if we are the successful bidder, Sam Faragalla to be the one person designated to act as primary liaison between the Sunshine Enterprise USA and the City of San Bernardino. In addition, an alternate will be designated to act in the temporary absence of that primary liaison. We hereby confirm that we do not have any financial shortfalls including without limitation any pending bankruptcy proceedings, bankruptcies, receiverships, mergers, acquisitions, stock acquisitions or spin-offs which have occurred within the last three (4) years and/or any material pending or threatened litigation. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com OPERATIONAL PLAN FOR ACQUISITION AND RETENTION February 10, 2020 Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER WORK PLAN/TECHNICAL APPROACH/PROJECT MANAGEMENT Work Plan – (Scope of Services) As the successful contractor, we will provide you with the quality services and expertise our clients have come to expect. We have a strong history of recruiting diversifed workforce as it is the policy of the Company to prohibit discrimination and harassment of any type and to afford equal employment opportunities to all applicants and team members “The Company provides equal opportunity in all of its recruitment practices, including selection, hiring, promotion, transfer, and compensation, to all qualified applicants and team members without regard to race, religion, color, sex, sexual orientation, gender identity, national origin, ancestry, citizenship status, uniform service member status, marital status, domestic partner status, pregnancy, age, medical condition, disability, genetic information or any other protected status in accordance with the requirements of all federal, state and local laws”. Our Management Services Feature: •Designing a customized recruitment strategy to match your history and leadership patterns, current issues and future challenges; •A calendar that starts immediately upon authorization to proceed, includes regular progress reports, and usually concludes within 10 to 20 days. We can expedite the search if desired, and will work with the Project Manager and Board of Directors’ meeting schedules as needed; •An extensive, narrative-written job profile including your organization’s history and leadership patterns, current issues, and future challenges of the job; •A recruitment process and approach that includes advertising, but also relies more upon aggressive networking than passive advertising; •A large pool of applicants who meet the minimum qualifications and a targeted, diverse pool of qualified, proven candidates for interview; •Comprehensive reference and background checking; •Ongoing quality review of project deliverables, time and service benchmarks, weekly status reports, candidate reports, and coordination/communication between Sunshine Enterprise USA and the the City of San Bernardino; •Personal guidance and assistance to the City of San Bernardino, Board, Selection Committee, Human Resources, Departmental representatives, and other staff that facilitates interviews, candidate travel, evaluation of candidates, decision-making, relocation, negotiations, and employment agreement assistance with the candidate selected. Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Task Summary – General Approach: We have a straightforward, structured search process. We adapt it to your requirements, and then ask you to join us as partners in its implementation. We will work closely with the City of San Bernardino Selection Committee, management and staff to establish agreed upon strategy, tools, critical path items and decision points of note in the search process. Please see “Project Team and Resumes” for our firm’s work team assignments. At each stage, we provide written materials, training, and explanations as needed. Although we follow a clear strategic work plan and closely monitor agreed upon tasks and goals, we also believe that, in the long term, results are most important. The following Tasks and Outcomes address the general approach and services provided: -Community Resources. •Scope of Services The scope of services will consist of recruitment/market strategy, recruitment including advertisements, mailings, networking, cold calling and development of a position profile/brochure; candidate contacts/evaluation, screening, including review and the development of a written Progress and Final Report of leading candidates and finalists; performing reference and background checks; regular verbal and written status reports; assisting in the interview process, candidate negotiation, and holding periodic meetings with the Board, the Selection Committee and appropriate designated the City of San Bernardino’s staff. •Key Meetings We will also meet with The Selection Committee, designated staff, community/public representatives, and other key stakeholders at the beginning of the contract to identify major issues the future hires will face; determine the critical qualifications for the position(s) as identified by you; establish specific timelines; and collect information to develop the search criteria and develop a search profile. We would also anticipate at least two later meetings to discuss/review the written Progress Report (Leading Candidates), and participate in final interviews (Final Report). •Advertising Appropriate advertising will be used. This includes hard-copy publications and electronic media and other organizations and publications specific to the type of position including to the job type as well as Industry web-site, local media, etc. Please note, however, that in our experience, the best candidates often come from networking rather than advertisement. We therefore focus a great deal of time on the networking and personal contacts. Our recruiters use a variety of sourcing methods which include both technology-based resources as well as more traditional sources, such as networking and employee referrals. Local Sourcing Our search begins in the local community where our candidates live and work. -Veterans Events and Resources -Employee Referrals -Passive Job Seekers -Local newspaper, radio stations and TVs -Billboards -LinkedIn Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com -CFMA -CSMFO -NFBPA -Governmentjobs.com -International Hispanic Network -USAjobs.com -Universities -Community Colleges Niche Sourcing Our focused sourcing allows us to become experts in terminology, nuances and regulations of each industry. -Diversity Resources -Professional Organizations -Targeted Advertising and Job Fairs Internet Sourcing We use state of the art recruiting systems, industry job boards and social networking sites to reach job seekers online. -Industry Job Boards -Advanced Search Techniques By focusing our recruiting efforts on Local, Niche and Internet sourcing, we can ensure that you receive the only best qualified candidates. The Advertising and Recruitment stage includes ad placement, email distribution of the Position Profile, responding to inquiries about the position, and ongoing communication with applicants and prospects. Ad Placement/ Social Media and Marketing of Position The Executive Recruiter and client work together, to determine the best ways to advertise and recruit for the position. Ads are typically placed in various state and national publications, targeting the most effective venues for reaching qualified candidates for that particular position. Ongoing Communication with Applicants and Prospects Sunshine Enterprise USA communicates with all applicants on a frequent and ongoing basis to ensure applicants stay enthusiastic about the opportunity. Outstanding prospects often will not submit a resume until they have done considerable homework on the available position. A significant number of inquiries will be made, and it is essential that the executive search firm be prepared to answer those questions with fast, accurate, and complete information, and in a warm and personal manner. This is one of the first places a prospective candidate will develop an impression about organization, and it is an area in which Sunshine Enterprise USA excels. Sunshine Enterprise USA also utilizes Google Alerts for each client organization and provide updates to our Executive Recruiters and applicants of any references made regarding the client organization in various media outlets. •Initial Candidate Screening We sort candidates based on the criteria established, profile, comments from peers and colleagues, training & education, resume/bio review, communication ability and experience, accomplishments, references, background checks, telephone and personal meetings, review of appropriate writing and work samples, the degree of their expressed interest/commitment to Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com consider the specific position, and many other methodologies. The written Progress Report and Progress Meeting that is provided to you is also key to assuring that we are on track and to narrow the field from leading candidates to finalists for interview and reduce (with your input) to a list of screened finalists. Success Profile The desired skills, experience and temperament critical to successful performance are all factors of the Success Profile. Phone Screen An initial telephone screen verifies a candidate's overall availability and fit as a contract employee. We address ability to perform the position and establish availability for the duration of the position. If we feel the employee is a good match, we will set up an appointment for a personal interview. •Interview Process In addition to our telephone interview/screening/assessment of candidates, and face-to-face or video conferences with potential finalists, we will assist with the interview process as well as provide negotiation support. In-Depth Personal Interview Every candidate will be personally interviewed in our office to ensure he/she possesses the qualifications, experience and temperament required for the position. The recruiter evaluates the candidate's ability to perform the position, establishes availability for the start date and duration of the assignment, and verifies the candidate's previous salary history and current salary requirements. Follow-Up Interview The candidate is interviewed a second time, either over the phone or in person. The purpose of this interview is to review the position and its requirements and assure again that the candidate is capable and willing to meet job expectations of Sunshine Enterprise USA and the City of San Bernardino. Assessments (DiSC and I-OPT) It is critical for you to know as much as you can about your new employees, managers, executives before hiring him/her. Historically, employers have depended upon resumes, references, and interviews as sources of information for making hiring decisions. In practice, these sources have often proved inadequate for consistently selecting successful employees. The use of assessments has become essential for employers who want to place the right people in the right positions. Sunshine Enterprise USA uses a DiSC Management assessment tool, which is among the most validated and reliable personal assessment tools available. The DiSC Management Profile analyzes and reports comprehensively on the candidate’s preferences in five vital areas: management style, directing and delegating, motivation, development of others, and working with his/her own manager. The I-OPT Assessment is a tool that measure how a person perceives and processes information. How someone perceives and processes information has a profound impact on Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com what motivates a person, how a person sees an issue, and how that person interacts with others on team projects. Understanding one’s own I-OPT Profile makes it possible to be more self-aware. Understanding another’s I-OPT Profile helps predict how he or she will approach any given situation. • Candidate ScreeningTogether with the designated staff/contacts, we will reduce the pool of candidates to a list of no more than 15 semi-finalists and from there to approximately five or six (5-6) screened candidates for interview. Summary information will be provided on the leading candidates to include – background, achievements & strengths, etc. We also conduct initial reference and social media checks on the top candidates invited for interviews. A complete background and reference check will be conducted on the final candidate. •Reference & Background Screening Applicant information is verified via discussion with the applicant, peers, colleagues, subordinates, bosses, news media, review of reports & documents, writing samples, background screening and references, education & employment verification, telephone, video conference and/or face-to-face meetings/interviews, and other means including occasional psychological testing and assessment centers. DMV, Criminal, Credit and other background checks are also completed. Employment and Reference Verification A minimum of five reference checks will be performed for each candidate before he/she is placed on a contract. The references we obtain are recent, relevant to the position and from a direct supervisor. We verify dates of employment, job description and assess overall ability through contact with each reference and employers. •Selection Process Selection is made using all of the above plus an interview(s) between the candidate(s) and you. We also involve the candidate’s family and significant others in the process as appropriate. During the interview and screening process, we will consult and assist you with screening including rating and other tools. •Offer Negotiations We work closely with the final candidate(s) and you to help negotiate an offer, acceptance, employment agreement/contract, starting date, etc. This often includes assistance drafting offer letters, compensation/benefit research, contract/agreement review, discussion with legal counsel when appropriate, and individual negotiation. We make it a point to be available to help both the final candidate and you to reach an amiable conclusion that ends with confidence and enthusiasm on both sides. •The City of San Bernardino, Selection Committee, Human Resources & Appointing Authority As noted earlier in this proposal, we have worked with hundreds of public sector and private sector clients including cities, counties, states, the federal government, and numerous utilities, transportation, educational institutions and other public service organizations. As such we have also worked with the Boards, Councils, Advisory Boards, Stakeholder Groups, Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com and Committees, Selection Committees, Public & Citizen’s groups, State, Local and Federally legislated and mandated advisory boards, commissions, as well as elected local, state, and national representatives. The City, Appointing Authority, Selection Committee and other Executives (and their delegates) are critical to the search process from assistance in providing initial information regarding goals and objectives of The City, criteria relevant to the duties and responsibilities of the position being recruited including input and approval of the overall recruitment process and recruitment profile/challenge statement/ brochure, interview and selection of the final candidate, approval of the final employment agreement, etc. Our role is to assist in the process and to consult with and help you to make a well- informed decision. We believe the final choice is yours to make. We will help you make a well-informed choice by framing what we have together learned about the candidates in the context of the job and specific requirements. Our role is to help make that decision easier. •Search Closure/Sign-offs At the end of the search, all applicants will be appropriately notified of the result in a professional manner that reflects well on the client. •Quality Control/Assurance All work done as part of any and all search or consulting work for The City of San Bernardino will be subject to quality assurance, quality monitoring, quality improvement, task review and/or confirmation, and standards review as part of current Sunshine Enterprise USA’s Policy and Operating standards. Overall supervision is provided by the President of the company with support from the Executive Vice President and Vice President/General Counsel as needed. We will establish benchmarks in conjunction with The City as required or appropriate. •End-to-End Requisition Lifecycle Vacancy Management • Notificaiotion of open vacancies • Monitor requisition process through the applicant tracking system for approval • Manage internal applicants if necessary • Develop external postings with hiring manager • Post vacancy to Governement websites, career page, jobs boards selected through program agreement • Manage and update all candidate flow and vacancy status for open vacancies using the applicant tracking system • Close vacancy and remove from external posting upon start date Canddiate Sourcing • Create branding messages that address WHY, WHO, Objestins and FAQ’s • Work collaboratively with CalOptima to provide clear buiness requirements and recommendations to improce the candidate expereince and careeer site • Enage in ongoing pipeline/buislding networks for reeable skill-sets • Leverage national job boards, niche job board sites, relationship with professional associations • Provde bes-in-class supplemtnal position recommnedations • Use of social media channels to build andd manage employment brand Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com • Hos job fairs, colleges & Univerisities career fairs and coomunity events as necessary. Candidate screening/Disposition • Perform phone screens to identify most qualified candidates • Screen candidates utilizing tools and/or recruiters cosistent with agreed upon hiring criteria • Send disposition communication to all canddiates that are not qualified Candidate presentation/Submittals & Certifications • Provide shortlist of candidates for consideration to hiring manager • Manage communication with hiring manager to provide eal-time requisition updates • Provide research and date to hiring manager that supports recruitoing acitivity Interview Logistics • Schedule all phone, video and in-person interviews with hiring team • Manage all travel requests and logisitics for in-person interviews References/ Drug Testing/ Background Screening/Badges/ Clearance Processing • Perform reference checks using agreed upon process • Initiate drug testing and backgroind check screening per the policy • Facilitate clearance checks, if required Offer Management • Develop employemtn offer terms with hiring manger to include but not limited to compensation, education and health benefits • Extend verbal offer to selected candidate • Compose offer letter and facilitate hiring manager review and approval process • Deliver offer letter to applicant • Manage all offer negotiatoin communication between applicant and hiring manager Onboarding • Send onboarding forms and start date, logisitics, instuctions alognw ith the company policy to the new hires. • Collect forms desginated as required prior to and on start date • Help to coordinate first day experince Perfromance Management • Provide real time reporting and metrics • 14 & 45 days review with new hires then shared with hiring manager • Monthly and quarterly partnership reviews to include: SLA performance, candiaate and requisition data, key messaging and highlights, and recoomendations for program enhancement Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Key Personnel for this Project Rania Hanna President Rania Hanna is an expert in the Recruitment, Payroll, Accounting and Staffing Industry After living abroad for a few years, Rania developed a passion for Staffing and Finance business. She joined a large company in 2002 and had the opportunity to work all over the world with individuals and Corporations. In 2016, she formed Sunshine Enterprise USA with the initial intention of working with just Recruitment, Staffing, and Payroll Services. She started servicing clients in response to the varied work climate that accompanied the construction, utilities, environmental and civil engineering industries. The constant disparities in workloads, varying contract locations, seasonal requirements and periodic need for specialists or professionals with unique skills makes it difficult to maintain proper staffing levels in these sectors. Understanding these recurring niche industry problems, Rania was chartered to serve the staffing needs of industries with strict regulatory guidelines and cyclic/seasonal trends. Rania is results orientated professional, offering over 15 years of progressive responsibility in recruiting. Consistently recognized as strategic and a change agent with the proven ability to design, build and re-organize recruitment teams to meet or exceed corporate talent objectives. Resourceful decision maker who combines integrity, exemplary leadership and proven operational skill to lead complex projects from conception through completion. Motivated by quality and the customer experience, looks for out-of-the-box solutions in delivering best practice results. Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Sam Faragalla, MA, SHRM-SCP Vice President, Marketing and Business Development Project manager and liaison officer for this bid Sam Faragalla, MA, SHRM-SCP is an expert in the Staffing and Recruitment industry. He is Human Resources Executive with over 15 years of comprehensive human resources experience including staffing, recruitment and retention, conflict resolution, change management, labor relations and benefits administration. Proven experience collaborating with senior management to conduct Human Resources strategic planning in order to support and further corporate goals. Possess broad knowledge of human resources in a variety of sectors including union and non-union environments and Fortune 500 companies with a large number of exempt/non-exempt employees. Demonstrated experience initiating cost containment strategies resulting in significant savings. Excellent ability to address and implement strategic plans for talent acquisition, retention and succession planning. Proven skills in labor and employment law including complaint investigation to thwart legal action. Expertise in Operations Management Compensation/Benefits Design Training & Development Harassment/EEO Compliance Employee Relations Policy Design & Administration He has been involved with his current and previous employers in a variety of projects. These projects include both public and private sector work, as either a prime or subcontractor. Public projects were large bid projects. These projects range from less than $100M to in excess of $600 million, individually. Also, as part of his background, he has worked overseas in Oil & Gas then locally in Heavy Civil Construction industries. Regardless of titles, all the roles he has filled has been "Hands- On" with day-to-day involvement in routine tasks, as well as managing the Business and Projects. He has a strong expertise in: •Executive Recruitment Industries (Utilities, Infrastructure, Environmental, Marine, Construction, Oil & Gas, Manufacturing and Industrial) •Recruitment and retention •Employee relations and mediation •Handbooks, policies and procedures •Total Rewards and Benefits management •Morale and communications •Mentoring and counsel of staff and management •Employment law & Legal compliance issues •Performance management •Diversity and Inclusion •Corporate Social Responsibility Sam maintains SHRM- Senior Certified Professional HR certifications that is along with his Master and Bachelor Degree. Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com PRICING February 10, 2020 Suns hine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Proposal Costs Sheet and Rates Sunshine Enterprise USA hereby acknowledges and agrees, if we are the successful bidder, that: 1.Sunshine Enterprise USA agrees to honor the fixed price structure as bid. 2.Sunshine Enterprise USA agrees to honor the set maximum 20 percentage (20%) First Year Salary charge that the City of San Bernardino can be invoiced per each professional position that is filled. (i.e., City Manager, base salary $268,000 x 20% = $53,600. They City will be invoiced for the amount of $53,600). 3.Sunshine Enterprise USA agrees that the cost must be all inclusive to include agency travels, up to two trips to the City, lodging, and other expenses. Cost is to include criminal background checks, credential checks including educational credentials, and credit/financial checks on selected candidates to be interviewed by The City of San Bernardino. 4.Sunshine Enterprise USA agrees that the cost incurred by actual candidates interviewed by the City of San Bernardino Staff will be paid separately to Sunshine Enterprise USA and according to the City guidelines. (Ex: airline tickets, lodging, meals, car rentals, lodging, meeting rooms for interviews and catering services. This list is not all inclusive, The City may request additional services to be provided for the interviewees as needed. Sunshine Enterprise USA will invoice The City for the candidate’s expenses without any mark-up fees. The City of San Bernardino will pay Sunshine Enterprise USA for all approved expenses. 5.Sunshine Enterprise USA agrees to be responsible for all out of pocket expenses such as: clerical, administrative support, travels including up to two (2) visits to The City of San Bernardino if required, all advertising expenses, lodging, meals, rentals cars, and any other soft cost expenses necessary to complete the search. 6.If for any reason, a candidate hired by The City of San Bernardino does not occupy the position for the first 90-days – for whatever reason – Sunshine Enterprise USA will re-do the search at no additional cost to The City. 7.All of the advertising fees are to be included in the 20% markup fee based on the salary of the open position. Suns hine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com *Supplemental Services The supplemental services listed below are not included in the maximum price above. These include Item Description Cost Candidate Travel Candidates are typically reimbursed directly by the client for travel expenses. If the client prefers a different arrangement for candidate travel, Sunshine Enterprise USA will be glad to accommodate the client’s wishes. Recruitment video Sunshine Enterprise USA offers the option of a customized recruitment video $3,000 Post-Hire Team Building Analysis A half-day onsite workshop is $4,000, plus travel expenses, and $150 per person for I-OPT reports (if reports were not previously completed as part of the search process), which include Individual Analysis Report, Emotional Impact Management Report, Change Management Report, and Team Management Report. Two-Person Reports can be ordered for an additional fee of $50 per report. Half day: $5,000 Travel Expenses: $250 $75 per report Unexpected event In the unexpected event the client shall request that unusual out of pocket expenses be incurred, said expenses will be reimbursed at the actual cost with no mark up for overhead. If the client desires any supplemental services not mentioned in this section, an estimate of the cost and hours to be committed will be provided at that time, and no work shall be done without approval. Supplemental services will be billed out at $250 per hour. Billing Professional fees for the search are billed in three equal installments during the course of the search. The initial installment is billed after the Organizational Inquiry and Analysis is completed and the position profile has been created. The second installment is billed when semifinalists are selected. The final installment is billed at the conclusion of the search. Expense (reimbursable) items and supplemental services will be billed with each of the three installments, as appropriate. We also do not, like some firms, believe that once the expenses cap is set that we have a right to bill out 100% of the figure set. We will invoice only for actual expenses and will provide documentation. Unlike most firms, it is not uncommon for us to leave some expense savings on the table at the end of the search that can be returned to your budget. As an example, we saved over 25% of original projected expenses for one recent client and over 30% for another. Suns hine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Consolidated Invoicing We can provide a consolidated invoice that shows all services compiled on one master invoice. This minimizes the time required to manage separate invoices. Electronic Invoicing Sunshine Enterprise USA has the capability to offer Electronic Funds Transfer (EFT), Electronic Data Interchange (EDI), purchase cards and credit card processing. The convenience of these options saves time, money and energy usually spent on the approval and printing of manual check payments. Zero-Defect Invoicing Our corporate office generates invoices and ensures that our invoices are accurate and conform to contract standards. Invoices are generated on the Monday following the workweek. Sunshine Enterprise USA’ s corporate associates match the timecards to the invoices, audit the invoices for accuracy and send the invoices to the designated location. 90 Days Guarantee •The City employment is terminated within three (3) months of employee’s hire date – no fee will be charged to the City. •The City employment is terminated within four to six (4-6) months of employee’s hire date, the City will receive a discount of fifty percent (50%) off the original fee for this search. •The City employment is terminated within six to twelve (6-12) months of the employee’s hire date, the City will receive a discount of twenty-five percent (25%) off the original fee for this search. Conclusion It is our hope that the information presented in this proposal has provided you with a clear understanding of how Sunshine Enterprise USA can help you meet your staffing needs. We would like to thank you for considering us as a staffing vendor. As a leader in the staffing industry, we pledge to work harder for you by providing the quality people you need who fit perfectly into your workforce. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Suns hine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER Service Guarantee POLICY REGARDING POSSIBLE OUTCOMES GUARANTEES We, Sunshine Enterprise USA hereby agrees, if we are the successful bidder, herby confirms that in the event the employee’s employment with the City is terminated for any reason (voluntary or involuntary) within one year of hire, the Sunshine Enterprise USA will, at the County’s request, initiate a new search at a discounted fee, according to the following schedule: •City employment is terminated within three (3) months of employee’s hire date – no fee will be charged to the City. •City employment is terminated within four to six (4-6) months of employee’s hire date, the City will receive a discount of fifty percent (50%) off the original fee for this search. •City employment is terminated within six to twelve (6-12) months of the employee’s hire date, the City will receive a discount of twenty-five percent (25%) off the original fee for this search. Five Way Guarantee Sunshine Enterprise USA provides the strongest guarantee in the industry. 1.Our price is our price. You will never be charged an additional fee because we need to come to another meeting or spend extra time. 2.You always have 24/7 cell phone and email access to the executive recruiter and President. 3.If you do not find the right candidate, we will start the process over with no additional professional fees. 4.If we place a candidate who stays less than 90 days, we will conduct the search again at for no additional professional fees. 5.If we place a candidate with you, we will not directly solicit them for another job. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER ACCEPTANCE OF BID SCOPE OF WORK, SPECIFICATIONS, PERFORMANCE REQUIREMENTS, RESPONSIBILITIES, CONDITIONS AND CONTRACT TERMS We, Sunshine Enterprise USA hereby agrees, if we are the successful bidder, herby confirms our acceptance of contract form in all general and specific terms, conditions (”T&C”), schedule, budget for the project and articles without any exceptions and/or reservations. We, Sunshine Enterprise USA hereby agrees, if we are the successful bidder, herby confirms that we DO NOT charge fees to an applicant for our services. We, Sunshine Enterprise USA hereby agrees, if we are the successful bidder, herby confirms our ability to recruit and staff all types of positions including but not limited the ones listed in the bid. We, Sunshine Enterprise USA hereby set various parameters and tools to measure clients’ satisfaction. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER ASSIGNMENT OF INTEREST Sunshine Enterprise USA hereby acknowledges and agrees, if we are the successful bidder, that we shall not assign nor transfer any interest in this contract to a third party. We hereby agree and confirm on hiring MWBE subcontractor(s) and all services provided is totally under the supervision of Sunshine Enterprise USA. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER ALTERNATE PROPOSAL NO ALTERNATE PROPOSAL(S) UNDER OUR SUBMISSION HEREWITH, HEREIN AND/OR HEREINAFTER TECHNICALLY AND/OR COMMERCIALLY. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER CONFIDENTIALITY AND CONFIRMATION We hereby agree to accept with the bid document and related correspondences as well as all data results obtained in the course of Staffing and Recruitment Services as strictly confidential information and cannot be reproduced or used for other purposes than preparation of bid through our channels unless strictly authorized by The City of San Bernardino. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER Certifications and Licenses Sunshine Enterprise USA agrees, if we are the successful bidder, that is/to be certified/licensed for the types of services specified and proposed and provide copies of all applicable certifications or licenses. Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com February 10, 2020 City of San Bernardino Vanir Tower, 290 North D Street, San Bernardino, CA 92401 NOTICE INVITING PROPOSALS, RFP NO. F-20-21 EXECUTIVE RECRUITMENT SERVICES FOR CITY MANAGER BIDDER’S FACILITIES & SUPPLY BASE Sunshine Enterprise USA, have the following facilities: Purpose of Facility Location Description of major equipment •Head Office /Administration 500 Winderley Pl., St 220, Maitland, FL 32751 Technical Supply & Office Signature: _________________________________________ Authorized Name: Rania G Hanna Position: President On behalf of: Sunshine Enterprise USA Phone : +1 407 308 7989 - +1 407 633 0188 E-mail : samf@seu-usa.com Sunshine Enterprise USA (Head Office) 500 Winderley Pl., St 220, Maitland, FL 32751 Tel: 407 308 7989 Email: samf@seu-usa.com Web Site: www.seu-usa.com ADDITIONAL DOCUEMNTS February 10, 2020 11/27/2019 South Pointe Services, LLC 16637 Fishhawk Blvd Ste 104 Lithia FL 33547 Jessica Johnson (813) 661-0382 jessica@spisfla.com Sunshine Enterprise USA LLC 2759 Meadow Sage Ct Oviedo FL 32765 Everest Indemnity Ins Co 10851 19.20 Mater Certificate A Y 91MLN00144-191 06/01/2019 06/01/2020 1,000,000 200,000 10,000 1,000,000 2,000,000 2,000,000 Abuse and Molestation 1,000,000 A 91MLN00144-191 06/01/2019 06/01/2020 1,000,000 A Professional Liability E & O 91MLN00144-191 06/01/2019 06/01/2020 Each Occurence $1,000,000 Aggregate $2,000,000 Certificate Holder is listed as additional insured with respect to the General Liability Policy, primary and noncontributory as per written contract. County of Volusia Purchasing & Contracts Division Attn: Rebecca Bishop 123 W Indiana Ave,Room 302 Deland FL 32720 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY FFlorida Unified Certification Program DISADVANTAGED BUSINESS ENTERPRISE (DBE) CERTIFICATE OF ELIGIBILITY SUNSHINE ENTERPRISE USA LLCMEETS THE REQUIREMENTS OF 49 CFR, PART 26APPROVED NAICS CODES:541612, 561311, 561312Samuel Febres (Sammy)DBE & Small Business Development ManagerFlorida Department of Transportation          )K:-<1BU(=R4OA-S8C>.:U#LJDQU U$U %/M6EU,F-2U *P:-?1GU&;HN93/U   U +7I@5!UU U '0T"UU U $6/#&2== = <ry‹AGj[G‹8GjjG‹ BƒjyWYjN‹3j{NrnrYyN‹DB. ‹;;0‹ " $‹<NGLm†‹BGUN‹0mƒr€‹ ?…YNLm ‹5;‹"! ‹ +./2+6< !/-&.=84+.&44=.6'202+4&= !=&26+(+$"6+/.= ;0+2"6+/.="6&=$6/#&2== = 1NGr‹<ry‹9GjjG&‹ CXN‹BgGdd‹/ƒyZjNyy‹1N…NdmngNj{‹2NnGw{gNj{‹mP‹{XN‹7sNG{Nr‹?rdGjLm‹.…YG{[mj‹.ƒ{WmrY{ˆ‹.ƒ{Wmr\{ˆ‹[y‹neNGyNL‹{m‹ GjjmƒjKN‹{XG{‹ˆmƒs‹PYsg ‹8.4*+.&=.6&202+4&===WGy‹INNj‹KNr{YPYNL‹Gy‹G‹+./2+6< !/-'.=84+.&44= .6&202+4'=!=ƒjLNs‹{XN‹.ƒ{WmrY{ˆy‹=Yjmr\{ˆmgNj‹/ƒyYjNyy‹4j{NrnsYyN‹@md[Kˆ‹  !=$&26+(+$"6+/.=+4=./6='18+9",&.6=".%=4*/8,%=./6=#'=$/.4628'%="4=$&3+(+$"6+/.=8.%'2=6*'=86*/2+6<4= +4"%9".6")'%=84+.'44=.6&202+4&==/2=+20/27=/.$&44+/.4=+4"%9".6")&%=84+.'44=.6'202+4&= =/,+$+'4=02/-8,)"6&%=08248".6=6/=6*&=&0"27-&.6=/(=2".40/26"6+/.4=2&)8,"6+/.4=/2=6*'= 86*/2+6<5=/$",=&9&,/0+.)=84+.&44==-",,=84+.&44=.6&202+5&==/2= &6&2".=85+.&45= .6'202+4&= =/,+$+&4 =  !=KNv{[PYKG{[mj‹\y‹>?C‹G‹UƒGrGj{NN‹mP‹†mrc ‹Iƒ{‹NjGIdNy‹{WN‹PYrg‹{m‹KmgnN{N‹Pmr ‹GjL‹nNrPmsg ‹Kmj{rGK{‹†mrc‹ mj‹Gee‹.ƒ{Wmr\{ˆ‹nrmbNK|y‹Gy‹Gj‹ !=Kmj{sGK{mr ‹yƒIKmj{rGK{mr ‹Kmjyƒd{Gj{ ‹yƒIKmjyƒd{Gj{‹ms‹gG{Nr[Ge‹yƒnneYNr‹ Emƒs‹KmgnGjˆy‹ !=KNs{YPYKG{\mj‹†Y{W‹{WN‹.ƒ{Wmr\{ˆ‹†Zed‹IN‹NTNK{Y…N‹{WrmƒUW‹$6/#'2==  =5ms‹sNŠ KNs{\PYKG{[mj‹G{‹{WN‹NjL‹mP‹{WYy‹nNrYmL‹ˆmƒ‹gƒy{‹rNGnndˆ‹Pmr‹=/3‹KNxYPYKG{\mj‹Emƒr‹2'.':",="00,+$"6+/.=yWmƒdL‹ JO‹z„Jh]}}OM‹k^lO}‰‹%‹MH‰z‹nt]mu‹~m‹N‡n]uH~_mj‹mQ‹ˆmƒs‹KƒrrNj‹KNr`R`KGamj‹Fmƒ‹gGˆ‹KmgnfN€N‹ˆmƒr‹sNjN†Gf‹ GnndYKG{Zmj‹mj‹eYjN‹G{‹Xoy'VmGGLZ…NryY‚Kmipd\GjKNKmi‹"+,82&=6/=48#-+6=</82=2&.':",="00,+$"6+/.=.+.&6<=  %"<5=+.="%9".$&=/(=</82=';0+2"6+/.=-"<=2&48,6=+.="=,"04&=+.=</82=$&26+(+$"6+/. :P‹{WNsN‹Yy‹G‹gG{Nr\Ge‹KXGjUN‹\j‹{WN‹PYsg ‹YjKeƒL[jU ‹Iƒ{‹jm{‹eYg[{NL‹{m'‹m†jNryWYn ‹mPP[KNry ‹LYsNK{mry‹yKmnN‹mP‹†mrc‹ IN\jU‹nNrPmsgNL ‹LGYdˆ‹mnNrG{Zmjy ‹GPSYe[G{Ymjy‹†Y{X‹m{WNr‹IƒyYjNyyNy‹mv‹YjLY…YLƒGdy‹ms‹nWˆy\KGd‹dmKG{Ymj‹mP‹{WN‹P\sg‹ nrYms‹{m‹ˆmƒr‹rNjN†Gd‹LG{N‹ˆmƒ‹gƒy{‹nsmgn{dˆ‹jm{YPˆ‹{XYy‹mPSYKN‹Yj‹†sY{YjU‹>m{[P[KG{Ymj‹yWmƒdL‹[jKeƒLN‹yƒnnmr{\jU‹ LmKƒgNj{G{Ymj‹ mƒs‹ !=KNs{ZPYKG{Ymjy‹@dNGyN‹Kmj{GK{‹mƒs‹mPPYKN‹G{‹"# "‹ ()*+6,-‹YP‹ˆmƒ‹WG…N‹Gjˆ‹qƒNy{Ymjy‹mr‹YP‹†N‹KGj‹IN‹mP‹Gjˆ‹GyyYy{GjKN Form W-9 (Rev. November 2017) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification a Go to www.irs.gov/FormW9 for instructions and the latest information. Give Form to the requester. Do not send to the IRS.Print or type. See Specific Instructions on page 3.2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes. Individual/sole proprietor or single-member LLC C Corporation S Corporation Partnership Trust/estate Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) a Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner. Other (see instructions) a 4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) (Applies to accounts maintained outside the U.S.) Requester’s name and address (optional) 7 List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. Social security number –– or Employer identification number – Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later. Sign Here Signature of U.S. person a Date a General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid) • Form 1099-DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 11-2017) 1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. Sunshine Enterprise USA ✔ 5 Address (number, street, and apt. or suite no.) See instructions. .FBEPX4BHF$PVSU 6 City, state, and ZIP code 0WJFEP '- 82 2013540  5DQLD*+DQQD ✔ 6WDWH RI )ORULGD 'HSDUWPHQW RI 6WDWH , FHUWLI\ IURP WKH UHFRUGV RI WKLV RIILFH WKDW 6816+,1( (17(535,6( 86$ //& LV D OLPLWHG OLDELOLW\ FRPSDQ\ RUJDQL]HG XQGHU WKH ODZV RI WKH 6WDWH RI )ORULGD ILOHG RQ -XQH   HIIHFWLYH -XO\   7KH GRFXPHQW QXPEHU RI WKLV OLPLWHG OLDELOLW\ FRPSDQ\ LV / , IXUWKHU FHUWLI\ WKDW VDLG OLPLWHG OLDELOLW\ FRPSDQ\ KDV SDLG DOO IHHV GXH WKLV RIILFH WKURXJK 'HFHPEHU   WKDW LWV PRVW UHFHQW DQQXDO UHSRUW ZDV ILOHG RQ -DQXDU\   DQG WKDW LWV VWDWXV LV DFWLYH *LYHQ XQGHU P\ KDQG DQG WKH *UHDW 6HDO RI WKH 6WDWH RI )ORULGD DW 7DOODKDVVHH WKH &DSLWDO WKLV WKH 7KLUWHHQWK GD\ RI -DQXDU\  7UDFNLQJ 1XPEHU && 7R DXWKHQWLFDWH WKLV FHUWLILFDWHYLVLW WKH IROORZLQJ VLWHHQWHU WKLV QXPEHU DQG WKHQ IROORZ WKH LQVWUXFWLRQV GLVSOD\HG KWWSVVHUYLFHVVXQEL]RUJ)LOLQJV&HUWLILFDWH2I6WDWXV&HUWLILFDWH$XWKHQWLFDWLRQ Total Employee Sourcing Human Resources & Staffing Consultants 1 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com Total Employee Sourcing, LLC Request for Quotation # 2F-20-21 / Executive Recruitment Services Executive Level Search Client: (City of San Bernardino) Total Employee Sourcing Qualifications Proposal 656 Village Market Drive Chapin SC 29036 Proposal prepared and presented by: Will Riley, authorized contact for Total Employee Sourcing (803) 609-7871 fax (803) 753-9056 williamriley@totalemployeesourcing.com Proposal Contact Proposal presented on: 07th February 2020 Proposal presented to: Mr. Jim Slobojan (City Contact) Total Employee Sourcing Human Resources & Staffing Consultants 2 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com Proposal Statement: On behalf of Total Employee Sourcing, we are submitting this proposal for our Executive Recruiting Services. The services offered to you will cover all professional services and material. About Total Employee Sourcing Total Employee Sourcing, LLC was established in 2016 to provide professional Human Resources, Training, Recruiting and Safety consulting services to organizations of all sizes. We provide services, resources, and expertise in support of your Company's unique needs. Our staff has over 30 years of experience in the specified field. Administrative Requirements Total Employee Sourcing 656 Village Market Drive Chapin SC 29036 Proposal prepared and presented by: Will Riley Owner, Total Employee Sourcing www.totaltemployeesourcing.com 10 employees located in SC Total Employee Souring is a limited Liability Company located in South Carolina. The Company has been in business since June 2015 Total Employee Sourcing LLC can act on your behalf as your Human Resources, Safety, or Search Engine in achieving the services requested by your company. Or we can provide support and expertise to complement your existing staff. We take the time to develop a strong working relationship with you by understanding your needs, your business and your corporate culture. With that understanding, we recommend solutions in line with your business needs and then work with you to implement them. Our research effectiveness, consulting, innovation, flexibility and professionalism make us a powerful and effective resource for your organization. Total Employee Sourcing Human Resources & Staffing Consultants 3 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com Our experience spans many subject areas and many industries, and we have established strategic alliances with an active network of consultants who share the same value and beliefs in support of our client needs. This network of professionals provides the competence of a large organization while remaining responsive by size. About Our Consultants: Andrela Riley Andrela Riley, MS, MBA, CPC-I, has worked in education for more than 15 years. Mrs. Riley has a passion for working with adult learners and assisting them in inning valid career choices as well as assisting them in seeking employment upon completion of their program. Mrs. Riley has worked with individuals of all ability levels and interests and understands the dynamics of making decisions. She is committed to the belief that each individual has a unique set of talents, abilities and interests that can be enriched and developed with the proper guidance. Andrela takes these unique talents, abilities, and engages the adult learner while ensuring the millennial is not left behind. The thought process is to intertwine various learning styles while still delivering the lessons in an effective manner. By doing this, she is able to incorporate soft skills techniques which is used to aide in the process of interviewing. Andrela is a firm believer that anyone can learn and demonstrates this on a daily basis. With a background in candidate searches, training, academic advising, wellness, technology, and communications, Mrs. Riley focuses her energies on educating students, staff, and clients while captivating audiences. Committed to professional development, Mrs. Riley regularly reads about the latest issues in higher education and attends conferences, seminars and webinars to keep current on the trends and expectations in career development. She is a member of AAPC and is on various collegiate advisory boards. EDUCATIONAL BACKGROUND: Master of Science in Human Services - Liberty University, Lynchburg, VA. Master of Business Administration - University of Phoenix, Columbia, SC William Riley-SHRM-CP Total Employee Sourcing Human Resources & Staffing Consultants 4 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com William is a Human Resources and Recruiting Executive with 15 years of experience. His passion is providing HR and consulting solutions for his clients by helping them build their HR infrastructure through technology, compliance and people. Will also enjoys consulting with early stage ventures and non-profit organizations. Prior to launching TES, Will held several corporate HR and Safety leadership positions in manufacturing, IT, Telecom and professional services organizations. Will holds a Bachelor of Arts degree from Southern Wesleyan University, Central South Carolina. A Masters in Theology from Liberty University, Lynchburg Virginia. And a Master of Human Resources from Southern New Hampshire University Manchester New Hampshire. He is also certified as a Senior Human Resources Manager and certified professional (SHRM-CP), and Safety (OSHA 10, OSHA 30 OSHA and OSHA 510.Will is an active member of many prominent HR and Safety organizations including the Society for Human Resource Management (SHRM) and the National Safety Council, both on the national and local level. Will is also an active member of the Richland County Community Relations Council where he serves as a board member. Statement of Work While any many government organizations feel the pinch when valued employees are unable to perform their regular work, perhaps none feels it more than state agencies, the education sector, and healthcare. TES’s personnel have the skills to come in and do the job with minimal supervision. Our professionals are highly trained and experienced when it comes to taking care of your needs. We have prepared HR programs for companies in the past, installed safety programs and provided recommendations, oversaw recruiting, and written policies and procedures that have led to companies taking a step toward their overall success. We have also presented conference and presentation materials for thousands of listeners, focusing on material that was beneficial to success and learning. AVAILABLE RESOURCES • Building - small office for consulting, meetings, and preparing information based on the contract needs. Total Employee Sourcing Human Resources & Staffing Consultants 5 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com • Consultants (6) (100%) — Each consultant is currently on the staff, and prepared to start work on the contract immediately. Core Capabilities Our Human Resources, Safety and business expert professionals analyze research, design and implement solutions in the areas of: • Consulting • Training • Executive Search • Project Planning • Recruiting- application review- job advertising-interviews-selection and placement • Evaluations • Peer reviews • Managed Services • Human Resources • Educational • Medical • Writing and Proofreading • New hire on boarding and training • Policies and Procedures • Safety inspections and training • Assessments and evaluations Federal Certification • SDVSB • SDB Contract Vehicles • GSA • SAM • SFAA • State of North Carolina • State of South Carolina Total Employee Sourcing Human Resources & Staffing Consultants 6 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com Sample – Major Clients Commercial Government Accenture Department of Consumer & Regulatory Affairs, DC Mekra Lang US State Fiscal Accountability Authority 541 Midlands Technical College Infinity One Healthcare York County Technical College WATA • North American Industry Classification System (NAICS) • 541519 – Other Computer Related Services • 541611 – Administrative Management and General Management Consulting Services • 488510 – Shipping • 561410 – Document Prep • 541612 – Human Resources Consulting Services • 541618 – Other Management Consulting Services • 561311 – Employment Placement Agencies • 561312 – Executive Search Services • 541614- Logistics Consulting Services • 611699 – Education Services • 611430 - Continuing Education, Training • 541690 – Safety Consulting • Registered Company Name: Total Employee Sourcing LLC • Year Incorporated: June 15, 2016 • State of Incorporation: South Carolina • Corporation Type: LLC • D-U-N-S Number: 079287746 • CAGE Code: 7YCJ6 Total Employee Sourcing Human Resources & Staffing Consultants 7 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com Total Employee Sourcing Scope of Work • Develop a recruitment brochure • In addition to the major duties/responsibilities included in the position classification and departmental organizational structure, TES will develop a candidate profile which reflects critical and pertinent issues. The process shall include input from key internal departmental stakeholders • Develop a recruitment strategy including recommending appropriate advertisement to the Park and Recreation department • Carry out recruitment process • Screen all applications and create a recommended candidate list • Assist with the interview process • Perform appropriate background and reference checks • Outline a proposed schedule for profiling, advertising & recruitment, background screening, applicant selection and recommendation for interviewing and target time period for candidate interviews. Total Employee Sourcing Executive Search Objectives The objective of this proposal is to provide a systematic approach to recruiting qualified candidates, and partner with The City of San Bernardino to: • Provide Consultants committed to your mission and success. • Provide a team possessing deep expertise and leadership in the association of executive searches. • Provide access to the desired candidates across the nation who understand The City of San Bernardino’s mission. • Provide an approach that is well thought-out, structured, yet flexible and responsive to your needs. • Provide a high-touch and personalized attention on candidates that will fit the Commission’s needs. • Provide the support and resources of a preeminent firm with a true national network. Total Employee Sourcing Human Resources & Staffing Consultants 8 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com • Use our diversity efforts which reflect TES’s commitment to inclusion and ensure that the Commission is able to maintain an active network of contacts in key communities. • Provide the Commission with the highest name recognition in the marketplace, key to attracting top candidates to the position. • Conduct a proprietary leadership assessment tool (described in more detail below) providing insights no other firm can offer. • Provide a customized and structured process that ensures regular communication, timeliness, and incredible due diligence. PROPOSAL We propose a thorough search process and multipronged approach to identifying a talented pool of candidates for your consideration. You’ll find that through TES and our team, we will bring several differentiators, and we’ve highlighted our features, benefits and uniqueness below: Goals and Objectives The goal of TES while overseeing this project is to understand and make recommendations based on The City of San Bernardino needs. We will then review and provide recommendations to The City of San Bernardino Executive officer and provide guidance and oversee implementations as needed. Also, while conducting reviews, we will inspect current practices, recruiting parameters, and current staff needs. SEARCH PROCESS AND TIMELINE Total Employee Sourcing is uniquely positioned, well-equipped and committed to providing all aspects of executive search to assist The City of San Bernardino in identifying talented individuals for their position. As described below, we will be dedicated to deepening our understanding of The City of San Bernardino vision for the association. Total Employee Sourcing’s search process includes: Stakeholders (internal and external) which are identified and engaged early in the process; Alignment of the search committee on mission critical leadership characteristics, candidate profile, and search strategy; Development of and consensus around the position specification; A communications plan designed to inform key stakeholders throughout the process, while preserving confidentiality of the candidates; An established calendar of key milestone meetings to ensure consistent participation by all search Total Employee Sourcing Human Resources & Staffing Consultants 9 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com committee members throughout the process; Rigorous evaluation of candidates beyond interviewing, including candidate assessment tools to evaluate leadership style, thinking style, emotional competencies and values fit with The City of San Bernardino mission; Meaningful interviews for the search committee and top candidates to ensure all dimensions of each individual are explored; Deep referencing and background checks of the finalists; Assistance with offer negotiations; and an On-boarding strategy. These steps are described below in further detail: a) Develop an Understanding of the Position Requirements – Objective 1. The insight gained during our initial meeting is helpful in providing a basic understanding of your needs. However, to better facilitate the recruitment process and to accurately represent you in the marketplace, it is important that we complete as much due diligence on the role and your organization as possible. This would include meetings with key stakeholders associated with the role including the Working Group 1, Board, senior staff plus any others that The City of San Bernardino designates as a key stakeholder, to further understand the history, culture, operating structure, and vision. b) Discuss and Develop the Position Specification – Objective 2. In partnership with The City of San Bernardino, we will develop a position specification using our TES model. This involves utilizing position descriptions you have provided, and position descriptions we have used in the past. We will also use information gleaned from our meetings with stakeholders and any additional materials (annual report, website, brochures, etc.). The Position Specification serves as an information piece provided to candidates and describes the key success factors and priorities of the position, as well as candidate specifications including competencies, experience, and personal qualities being sought. This is not only a way of summarizing our understanding, but is the key marketing tool, along with appropriate materials, that we will use in attracting prospective candidates to this opportunity. This document will be sent to you for your approval prior to our sharing it with potential candidates. Total Employee Sourcing Human Resources & Staffing Consultants 10 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com c) Discuss and Develop Compensation – Objective 3. We will consult with our colleagues at TES to advise on different compensation models for the board to consider, and Inclusion compensation. d) Identification of Qualified Candidates – Objective 3. As discussed above, upon approval of the Position Specification we will begin to search for suitable candidates utilizing the following activities: I. Review of Internally Generated Candidates: We would ask that any candidates generated through your own sources or individuals in your organization should be included in the overall mix of candidates, as if they were generated directly by TES. This process furthers the overall partnership approach to the search. Each candidate will then be assessed on his/her own merits presented accordingly and may be evaluated comparatively to the entire candidate pool. II. Targeted Research: We will determine a robust search strategy and search criteria that will lead us to identify, with the aid of our Knowledge Management function, a list of target organizations where we believe appropriate candidates may be found. Selected individuals will be approached to determine their potential fit with the position requirements and their interest in the position. III. Database and Information Sources Review: Our technology capabilities and related research systems, as well as our office information network, are among the largest and most sophisticated in executive recruiting today. In addition, a wide range of library and proprietary sources of information is continually updated to help us identify and evaluate qualified candidates for client assignments. IV. Direct Sourcing: TES will contact individuals identified in appropriate sectors to discuss the search and to obtain their referral to individuals who could be candidates for the assignment. V. Advertising: As you may have to publicize this position for governance reasons, we would suggest using advertising in the relevant media as a complement to our direct search approach. We would be happy to offer our support in developing the advertisement with you should you decide to do so. Total Employee Sourcing Human Resources & Staffing Consultants 11 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com VI. TES and Website Postings: We will post the opening on our widely visited website www.totalemployeesourcing.com at no extra cost. Through TES, executives with the skills and requirements you seek will be alerted to the opportunity. As with the advertising, we will screen and assess the validity of these applicants as well. e) Presentation of Long List. Qualified candidates, screened for technical and functional skills and any Leadership Characteristics that have been identified, will be put through a comprehensive and thorough interview. Based on information provided by the candidates and gathered from other sources, a comprehensive Long List of candidates will be presented to The City of San Bernardino that we recommend for an interview with the Search Committee. Additionally, information such as candidates’ availability, strengths, weaknesses, motivation and fit will also be provided. Leading up to this milestone, we will schedule periodic update calls to discuss search progress. f) Search Committee Interviews. We will facilitate first round (5-6 candidates) and final round interviews (2-3 finalists) for the Search Committee. Our team will handle all logistics for these meetings. We can also host the interviews in our office which will reduce costs and ensure confidentiality for candidates. We will prepare draft interview guides for you to use during the meetings. g) Use of our Unique Assessment Methodology. As described above and as part of our search process, we offer to assist you in determining the most appropriate Leadership Competencies and Motivational Drivers for the role. We then may utilize our validated assessment methodology to help evaluate candidate fit against these desired criteria, as well as your culture. h) Conduct Reference Checks and Due Diligence on Shortlisted Candidates. Once the Search Committee has identified the Short List, we will conduct formal references. It is our practice to speak directly with individuals who are, or have recently been, in a position to evaluate the candidates for the role. We do rely, therefore, on the accuracy of the information provided in the references. Written references outlining TES’s findings will be presented to you. TES will also verify information such as university degrees. We can also conduct comprehensive background checks including negative media, credit, criminal, civil and DMV. Total Employee Sourcing Human Resources & Staffing Consultants 12 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com i) Update of our Progress throughout the Assignment. We will regularly update City of San Bernardino on our progress, challenges and key observations as the search assignment evolves. We will aim to agree on the nature of the update reporting with you at the beginning of the engagement. j) Facilitate Offer Negotiation. Once a candidate is selected by The City of San Bernardino’s leadership, we will assist, as appropriate, with preparation and advice in the construction of a competitive employment offer based on market data and your compensation parameters. If needed, we will present and explain an offer to the candidate, and act as an intermediary if changes or adjustments in the initial employment offer are necessary to gain their acceptance. Throughout this stage of the process, we will continue to act as an agent of The City of San Bernardino and represent the organization according to its directions. k) Follow-up. We will remain engaged with the candidate as s/he transitions into the organization and are able to offer services such as onboarding and coaching to further facilitate assimilation to your organization and culture. From our experience it is essential that the candidate has a clear understanding of your expectations as to their goals and objectives, and resources available to ensure their success. Customer Satisfaction Survey. At the end of the assignment we will ask The City of San Bernardino to participate in our independent Customer Satisfaction Survey. As an organization we have a philosophy of continuous improvement and your feedback regarding the recruitment process is vital for us to further enhance our services. All information that you impart is treated as confidential to TES. Total Employee Sourcing has built a world-leading, sophisticated and credible tool for evaluating talent. Our Four-Dimensional Executive Assessment, statistically validate candidates’ leadership, thinking style and cultural fit to the role and your organizational culture. • This research-based and academically verified tool provides you with insight into candidates’ key behavioral competencies and values. • The Assessment enhances the ability to find the right degree of fit. Total Employee Sourcing Human Resources & Staffing Consultants 13 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com • Assessment reports provide quantitative comparison of individual candidates against target leadership competencies. • Candidates are also benchmarked against “best-in-class” success profiles by function/industry. The underpinning of TES's unrivaled talent data: more than 2.5 million assessments that include the very top executive levels, and profiles of 8.5 million additional candidates. Our success profiles are forged by rigorous statistical analysis. • The Assessment significantly improves the likelihood of a final candidate’s success. It is user- friendly, business oriented and statistically valid. Timeline EXAMPLE OF A POTENTIAL PROJECT TIMELINE *This timeline is intended to provide an illustration of a typical search process. The final project timeline will be customized for The City of San Bernardino. STAGE OF PROCESS January 2020 – May 2020 Define Needs: Working Group 1 • Gather intelligence from meetings with stakeholders to gain a thorough understanding of The City of San Bernardino’s needs. • Develop job specification • Develop search strategy and begin mapping all relevant markets January 2020 – February 2020 Develop Compensation Philosophy: Working Group 2 • Establish compensation parameters for finalist candidate February 2020-March 2020 Build Candidate Pool: Working Group 1 Total Employee Sourcing Human Resources & Staffing Consultants 14 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com • TES starts recruiting and interviewing viable candidates • Regular updates to the Task Force • Review of candidates for selection of candidates for first round interviews March 2020-April 2020 Interviews: Working Group 3 and Board • First Round interviews conducted (TES to facilitate and may host in one of our offices - April 2020). • 4D Leadership Assessment provided • Presentation of top 3 candidates for approval by Executive Committee • Finalist Round interviews conducted (May 2020) April 2020-May 2020 Selection & Appointment • Full reference reports are submitted for finalist candidate • TES acts as advisor in any negotiations around contract, supplying data regarding current market rates if needed • Announcement and Onboarding strategy determined APPROACH TO DIVERSITY Diversity & Inclusion The best global organizations recognize that their leadership must reflect the world’s diverse population. To fulfill our dedicated commitment to diversity, and to serve our clients’ needs, we strive in every engagement to recruit the most outstanding candidates, celebrating race, gender, nationality, ethnicity and our nation’s veterans. Our practice possesses an outstanding track record for preparing diverse slates. Total Employee Sourcing Human Resources & Staffing Consultants 15 656 Village Market Drive, Chapin, SC 29036|803609.7871|www.totalemployeesourcing.com Market Knowledge/Intelligence: Our global diversity efforts reflect TES’s commitment to inclusion and ensure that we are able to maintain an active network of contacts in key worldwide communities. Our reach is further enhanced by the location of diversity expertise specialists in critical markets. Commitment: At TES, we work hard to bring forward candidates of exceptional qualifications and abilities of all backgrounds. We strongly believe that a global organization achieves excellence when its workplace embraces all individuals. A dedicated Diversity Specialty Team was established in 2016 in the US, broadening our offices around the globe. This taskforce ensures we are addressing diversity issues in the most effective ways and are up to speed on the current diversity topics. We maintain access to diversity talent networks through personal memberships and key contacts. TES has produced a number of diversity publications and launched two best practice guides to give clients and consultants tips to ensure a more inclusive search process, interview techniques and guidance around diversity candidate attraction and retention. We can assist with on-boarding and assimilation to ensure retention of diverse talent. TES also is committed to our military and veteran communities. We collaborate with military and veteran organizations to support the leadership and development of veterans, who have left, or are leaving, military service to pursue civilian careers. Meanwhile, should you have any questions, please feel free to contact Andrela Riley, our Director of Consulting, at (803) 609-7871 or andrela@totalemployeesourcing.com. Sincerely, Will Riley Owner