HomeMy WebLinkAbout24-Human Resources
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date:
SEPTEMBER 9, 2008
Subject: RESOLUTION OF THE
MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO
AUTHORIZING THE ACTING CITY
MANAGER EXECUTE A SERVICES
AGREEMENT WITH ALLIANCE
RESOURCE CONSULTING TO
CONDUCT RECRUITMENT FOR THE
POSITION OF CITY MANAGER.
From:
LINN LIVINGSTON
Dept:
HUMAN RESOURCES
M/CC Meeting Date: Sept. 15, 2008
Synopsis of Previous Council Action:
Recommended Motion:
Adopt Resolution.
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Contact person:
Linn Livinqston
Phone:
384-5161
Supporting data attached: Yes
Ward:
FUNDING REQUIREMENTS: Amount:
$24,500
Source: (Acct. No.)
001-092-5502
(Acct. Description) General Gov1. Fund
Finance:
Council Notes:
Agenda Item No. {J L.{
HR! Agenda ltems:SR.ARC.2008
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CITY OF SAN BERNAR~INO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the Acting City
Manager to execute a Services Agreement with Alliance Resource Consulting to conduct recruitment for
the position of City Manager.
Backl!:round:
Following the announcement of Fred Wilson's resignation the Human Resources staff contacted several
exeCUl1ve search firms with experience recruiting Executive Managers, and asked them to submit
proposals if they were interested in conducting our recruitment for City Manager. Six (6) proposals were
received (see Attachment "A") from Alliance Resource Consulting, CPS, Management Partners, Peckham
& McKenney. Ralph Anderson and Roberts Consulting Group.
Following review of the six (6) proposals by the City Manager, Assistant City Manager, and the Human
Resources Director, staff is recommending the selection of Alliance Resource Consulting. Alliance
Resource Consulting is well qualified to conduct the City Manager Recruitment. Eric Middleton, the
firm's Managing Partner, has extensive expertise working with counties, cities, special districts and other
organizations and will lead this effort. His experience includes conducting recruitments for professionals
and executives in a variety of public sector fields including executive management. He has worked with
large complex cities and counties such as Long Beach and Los Angeles, CA, and was retained by the City
of San Jose in their successful search for City Manager. Human Resources staff contacted several client
references and received positive comments regarding the work done by Mr. Middleton.
Alliance Resource Consulting will manage all steps in the recruitment process, including meeting with the
Mayor and Council Members individually to develop the candidate profile, designing an advertising
campaign, recruitment brochure, screening candidates, conducting personal interviews with top
candidates and developing the final selection process. They emphasize throughout the proposal that they
will adopt an approach that fits the City's needs, and that they will work closely with the Mayor,
Common Council, and staff to facilitate a process that brings about consensus regarding the final
candIdates. Alliance Resource Consulting is based in Long Beach, which will provide us greater access to
the recruiter.
The firm is available to begin as soon as an agreement is issued. The proposed consulting fee is $17,000
plus expenses, which are estimated at $7,500. The total proposed cost is estimated at $24,500. The
proposal includes a recommended timeline that covers thirteen (13) weeks.
Based on the extenSIve experience and responsiveness of the proposal submitted by Alliance Resource
Consulting, it is recommended that the Mayor and Common Council select Alliance Resource Consulting
and direct staff to negotiate and issue an agreement with them for recruitment of the City Manager.
FINANCIAL IMPACT
The cost of these services is $24,500, which is available in the General Government Fund Account No.
001-092-5502.
Recommendation:
Adopt Resolution.
HRJ Agenda ltems:SR.ARC.2008
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Resolution No
2
3
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE ACTING CITY MANAGER TO
EXECUTE A SERVICES AGREEMENT WITH ALLIANCE RESOURCE
CONSULTING TO CONDUCT RECRUITMENT FOR THE POSITION OF CITY
MANAGER.
4
5
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
7
SECTION 1: The Acting City Manager of the City of San Bernardino is hereby
8
authorized and directed to execute on behalf of said City a Services Agreement with Alliance
9
Resource Consulting to conduct recruitment for the position of City Manager, a copy of which
10
is attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as though
11
set forth at length.
12
SECTION 2: The authorization to execute the above mentioned agreement is rescinded
13
14
if the parties to the agreement fail to execute it within sixty (60) days of the passage of this
15 resolution.
16 /II
17 1/1
18 /II
19 /II
20 /II
21 1/1
22
1/1
23
/II
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1/1 4tJ4
25
/II OQ-/5-0g
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE ACTING CITY MANAGER TO
EXECUTE A SERVICES AGREEMENT WITH ALLIANCE RESOURCE
CONSULTING TO CONDUCT RECRUITMENT FOR THE POSITION OF CITY
MANAGER.
3
4
5
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 the Common Council of the City of San Bernardino at a
meeting thereof,
, 2008, by the following vote, to wit:
AYES
NA YES
ABSTAIN ABSENT
Rachel G. Clark, City Clerk
18
The foregoing resolution IS hereby approved this
day of
19
,2008.
20
21
22
PatrickJ.Morris,Mayor
City of San Bernardino
23
Approved as to form:
24
JAMES F. PENMAN,
City Attorney
25
.f~
By:
genda Items:Reso.ARC.2008
EXHIBIT "A"
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SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 16th day of September, 2008
("Effective Date"), by and between the CITY OF SAN BERNARDINO, a charter city
("CITY"), and ALLIANCE RESOURCE CONSULTING, a Delaware limited liability company
("CONSULTANT").
A.
WITNESSETH:
WHEREAS, CITY proposes to have CONSULTANT perform the servIces
described herein below; and
B. WHEREAS, CONSULTANT represents that it has that degree of specialized
expertise contemplated within California Government Code, Section 37103, and holds all
necessary licenses to practice and perform the services herein contemplated; and
C.
WHEREAS, CITY and CONSULTANT desire to contract for professional
services as described in the Scope of Services, attached hereto as Exhibit "1"; and
D. WHEREAS, no official or employee of CITY has a financial interest, within the
provisions of California Government Code, Sections 1090-1092, in the subject matter of this
Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions
contained herein, the parties hereby agree as follows:
1.0. SERVICES PROVIDED BY CONSULTANT
1.1. Scope of Services. For the remuneration stipulated, CONSULTANT shall
provide the professional services described in the Scope of Services attached hereto as Exhibit
"I" and incorporated herein by this reference ("Services"). If a conflict arises between the
Scope of Services document and this Professional Services Agreement (hereinafter
"Agreement"), the terms ofthe Agreement shall govern.
1.2. Professional Practices. All Services to be provided by CONSULTANT pursuant
2 to this Agreement shall be provided by skilled personnel and in a manner consistent with the
3 standards of care, diligence and skill ordinarily exercised by professional consultants in similar
4 fields and circumstances in accordance with sound professional practices. CONSULTANT
5 also warrants that it is familiar with all laws that may affect its performance of this Agreement
6 and shall advise CITY of any changes in any laws that may affect CONSULTANT's
7 performance of this Agreement if the CONSULT ANT has actual knowledge of such changes.
8 CONSULTANT and the CITY each represent that no CITY employee will provide any
9 Services under this Agreement.
10 1.3. Warranty. CONSULTANT warrants that it shall perform the Services required
11 by this Agreement in compliance with all applicable Federal and California employment laws
12 including, but not limited to, those laws related to minimum hours and wages; occupational
13 health and safety; fair employment and employment practices; workers' compensation insurance
14 and safety in employment; and all other Federal, State and local laws and ordinances applicable
15 to the services required under this Agreement. CONSULTANT shall indemnify and hold
16 harmless CITY from and against all claims, demands, payments, suits, actions, proceedings, and
17 judgments of every nature and description including reasonable attorneys' fees and costs, or
18 recovered against CITY to the extent arising from CONSULTANT's violation of any such
19 applicable law.
20 1.4. Non-discrimination. In performing this Agreement, CONSULTANT shall not
21 engage Ill, nor permit its officers, employees or agents to engage in, discrimination in
22 employment of persons because of their race, religion, color, national origin, ancestry, age,
23 mental or physical disability, medical condition, marital status, sexual gender or sexual
24 orientation, except as permitted pursuant to Section 12940 of the Government Code. Violation
25 of this provision may result in the imposition of penalties referred to in Labor Code, Section
1735.
2
1.5 Non-Exclusive Agreement. CONSULTANT acknowledges that CITY may enter
2 into agreements with other consultants for services similar to the Services that are subject to this
3 Agreement or may have its own employees perform services similar to those services
4 contemplated by this Agreement.
5 1.6. Delegation and Assignment. This is a personal service contract, and the duties
6 set forth herein shall not be delegated or assigned to any person or entity without the prior
7 written consent of CITY, which consent shall not be unreasonably withheld or delayed.
8 CONSULTANT may engage a subcontractor(s) as permitted by law and may employ other
9 personnel to perform services contemplated by this Agreement at CONSULTANT's sole cost
10 and expense.
11 1.7 Duty of LoyaltylConflict of Interest. The CONSULTANT understands and
12 agrees that as the CITY's consultant, CONSULTANT shall maintain a fiduciary duty and a duty
13 of loyalty to the CITY in performing CONSULTANT's obligations under this Agreement.
14 CONSULTANT, in performing its obligations under this Agreement, is governed by
15 California's conflict of interest laws, Government Code Section 87100 et seq., and Title 2,
16 California Code of Regulations Section 18700 et seq.
17 1.8 CITY Business Certificate. CONSULTANT shall obtain and maintain during
18 the term of this Agreement, a valid CITY Business Registration Certificate pursuant to Title 5
19 of the City of San Bernardino Municipal Code and any and all other licenses, permits,
20 qualifications, insurance and approvals of whatever nature that are legally required of
21 CONSULTANT to practice its profession, skill or business.
22
23 2.0. COMPENSATION AND BILLING
24 2.1. Compensation. Except as provided herein, CONSULTANT compensation shall
25 be as set forth in Exhibit" I".
3
2.2. Additional Services. CONSULTANT shall not receive compensation for any
2 services provided outside the scope of services specified in the Exhibit "1" unless the CITY,
3 prior to CONSULT ANT performing the additional services, approves such additional services
4 in writing. It is specifically understood that oral requests and/or approvals of such additional
5 services or additional compensation shall be barred and are unenforceable.
6 2.3. Method of Billing. CONSULTANT may submit invoices to CITY for approval.
7 Said invoice shall be based on the total of all CONSULTANT's services which have been
8 performed in accordance with the terms of this Agreement during the period covered by such
9 invoice. CITY shall pay CONSULTANT's invoice within thirty (30) days from the date CITY
10 receives said invoice. The invoice shall describe in detail, the services performed and the
11 associated time for completion. Any additional services approved and performed pursuant to
12 this Agreement shall be designated as "Additional Services" and shall identify the number of the
13 authorized change order, where applicable, on all inyoices.
14 2.4. Performance Standard Guarantees. The CONSULTANT has a one-year
15 placement guarantee. Should the CITY terminate the placement, or should the placement leave
16 the organization within one year of hire, CONSULTANT will conduct another recruitment at no
17 additional professional fee.
18 2.5. Records and Audits. Records of CONSULTANT's Services directly relating to
19 this Agreement shall be maintained in accordance with generally recognized accounting
20 principles and shall be made available to CITY for inspection and/or audit at mutually
21 convenient times for a period of three (3) years from the Effective Date. Any such inspection
22 shall be conducted at the CITY's expense, during normal business hours and upon reasonable
23 prior written notice to CONSULT ANT. Such audit shall also be subject to the execution of a
24 confidentiality agreement regarding inadvertent access to confidential information not related to
25 the CITY
4
3.0. TERM AND NOTIFICATION.
2 3.1. Term. This Agreement shall commence on the Effective Date and continue until
3 the recruitment is completed unless the Agreement is previously terminated as provided for
4 herein.
5 3.2. Termination. CITY or CONSULTANT may terminate the Services provided
6 under Section 1.1 ofthis Agreement upon thirty (30) days written notice to the other party. In
7 the event of termination, CONSULTANT shall be paid the reasonable value of Services
8 rendered to the date of termination.
9 3.3. Documents. In the event of an early termination of this Agreement, all
10 documents prepared by CONSULTANT in its performance of this Agreement including, but not
11 limited to, finished or unfinished background investigations, shall be delivered to the CITY
12 within ten (10) days of delivery of termination notice to CONSULTANT, at no cost to CITY.
13 Any use of uncompleted documents without specific written authorization from
14 CONSULTANT shall be at CITY's sole risk and without liability or legal expense to
15 CONSULTANT.
16
17 4.0. INSURANCE
18 4.1. Scope and Limits of Insurance. CONSULTANT shall obtain and maintain
19 during the term ofthis Agreement all ofthe following insurance coverages:
20 (a) Commercial general liability, including premises-operations,
21 productslcompleted operations, broad form property damage, blanket
22 contractual liability, independent contractors, personal injury with a
23 policy limit of One Million Dollars ($1,000,000.00), combined single
24
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(b)
limits, per occurrence and aggregate.
Automobile liability for owned vehicles, hired, and non-owned vehicles,
with a policy limit of One Million Dollars ($1,000,000.00), combined
single limits, per occurrence and aggregate.
5
(c) Workers' compensation insurance as required by the State of California.
2 4.2. Endorsements. The commercial general liability insurance policy shall contain
3 or be endorsed, using general policy endorsements, to contain the following provisions:
4 (a) Additional insureds: "The City of San Bernardino and its elected and
5 appointed boards, officers, and employees are additional insureds with
6 respect to their vicarious liability arising out of CONSULTANT'S
7 performance of the Services hereunder."
8 (b) Other insurance: "Any other insurance maintained by the City of San
9 Bernardino shall be excess and not contributing with the insurance
to provided by this policy with respect to claims arising solely and directly
11 from CONSULT ANT's provision of the Services."
12 4.3. Certificates ofInsurance. CONSULTANT shall provide to CITY certificates of
13 insurance showing the insurance coverages and required endorsements described above, prior
14 to performing any services under this Agreement.
15 4.4. Non-limiting. Nothing in this Section shall be construed as limiting in any way,
16 the indemnification provision contained in this Agreement, or the extent to which
17 CONSULTANT may be held responsible for payments of damages to persons or property.
18 4.5. Notice of Cancellation: CONSULTANT shall provide the CITY thirty (30) days
19 prior written notice of cancellation of or a material change in any of the required coverages.
20
21 5.0. GENERAL PROVISIONS
22 5.1. Entire Agreement: This Agreement, together with the Exhibit attached hereto
23 constitutes the entire Agreement between the parties with respect to any matter referenced
24 herein and supersedes any and all other prior writings and oral negotiations. This Agreement
25 may be modified only in writing, and signed by the parties in interest at the time of such
modification. The terms of this Agreement shall prevail over any inconsistent provision in any
other contract document appurtenant hereto, including the exhibit to this Agreement.
6
5.2. Notices. Any notices, documents, correspondence or other communications
2 concerning this Agreement or the work hereunder may be provided by personal delivery,
3 deemed served or delivered: a) at the time of delivery if such communication is sent by personal
4 delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 48
5 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such
6 communication is sent through regular United States mail.
7
IF TO CONSULT ANT:
IF TO CITY:
8
Eric Middleton, Managing Partner
Alliance Resource Consulting
One World Trade Center, Suite 1155
Long Beach, CA 90831
Telephone: (562) 901-0769
Fax: (562) 901-3082
Linn Livingston,
Human Resources Director
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Telephone: (909) 384-5161
Fax: (909) 384-5397
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5.3. Attorneys' Fees: In the event that litigation is brought by any party in connection
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with this Agreement, the prevailing party shall be entitled to recover from the opposing party all
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costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the
15
exercise of any of its rights or remedies hereunder or the enforcement of any of the terms,
16
conditions, or provisions hereof. The costs, salary and expenses ofthe City Attorney and
17
members of his office in enforcing this contract on behalf ofthe CITY shall be considered as
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"attorneys' fees" for the purposes of this Agreement.
19
5.4. Governing Law. This Agreement shall be governed by and construed under the
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laws ofthe State of California without giving effect to that body oflaws pertaining to conflict of
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laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto
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agree that the sole and exclusive venue shall be a court of competent jurisdiction located in San
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Bernardino County, California.
24
5.5. Assignment: CONSULT ANT shall not voluntarily or by operation oflaw
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assign, transfer, sublet or encumber all or any part of CONSULT ANT's interest in this
7
Agreement to an unrelated third party without CITY's prior written consent, which consent shall
2 not be unreasonably withheld or delayed. Any attempted assignment, transfer, subletting or
3 encumbrance shall be void and shall constitute a breach ofthis Agreement and cause for
4 termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall
5 release CONSULTANT of CONSULTANT's obligation to perform ail other obligations to be
6 performed by CONSULTANT hereunder for the term of this Agreement.
7 5.6. Indemnification and Hold Hannless. CONSULTANT shall protect, defend,
8 indemnify and hold harmless CITY and its elected and appointed officials, boards,
9 commissions, officers and employees from any and all claims, losses, demands, suits,
10 administrative actions, penalties, liabilities and expenses, including reasonable attorneys' fees,
11 damage to property or injuries to or death of any person or persons or damages of any nature
12 including, but not limited to, all civil claims or workers' compensation claims to the extent
13 directly arising from or in CONSULTANT's negligent or wrongful acts or omissions in
14 connection with the performance under this Agreement.
15 5.7. Independent Contractor. CONSULTANT, at all times while performing under
16 this Agreement, is and shall be acting as an independent contractor and not as an agent or
17 employee of CITY. CONSULTANT shall secure, at his expense, and be responsible for any
18 and all payment of wages, benefits and taxes including, but not limited to, Income Tax, Social
19 Security, State Disability Insurance Compensation, Unemployment Compensation, and other
20 payroll deductions for CONSULT ANT and its officers, agents, and employees, and all
21 business licenses, if any are required, in connection with the Services to be performed
22 hereunder. Neither CONSULTANT nor its officers, agents and employees shall be entitled to
23 receive any benefits which employees of CITY are entitled to receive and shall not be entitled to
24 workers' compensation insurance, unemployment compensation, medical insurance, life
25 insurance, paid vacations, paid holidays, pension, profit sharing or social security on account of
CONSULTANT and its officers', agents' and employees' work for the CITY. This Agreement
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does not create the relationship of agent, servant, employee partnership or joint venture between
2 the CITY and CONSULTANT.
3 5.8. Conflict ofInterest Disclosure: CONSULTANT or its employee may be subject
4 to the proyisions of the California Political Reform Act of 1974 (the "Act"), which (1) requires
5 such persons to disclose financial interests that may be materially affected by the work
6 performed under this Agreement, and (2) prohibits such persons from making or participating in
7 making decisions that will have a foreseeable financial affect on such interest.
8 CONSULTANT shall conform to all requirements of the Act. Failure to do so
9 constitutes a material breach and is grounds for termination of the Agreement by CITY.
10 5.9. Responsibility for Errors. CONSULTANT shall be responsible for its work and
11 results under this Agreement. CONSULTANT, when requested, shall furnish clarification
12 and/or explanation as may be required by the CITY's representatiye, regarding any services
13 rendered under this Agreement at no additional cost to CITY. In the event that an error or
14 omission attributable to CONSULTANT occurs, then CONSULTANT shall, at no cost to
15 CITY, proyide all other CONSULTANT professional services necessary to rectify and correct
16 the matter to the sole satisfaction of CITY and to participate in any meeting required with
17 regard to the correction. CONSULTANT will assume the information supplied by the CITY, (or
18 on its behalf by third parties) is accurate and complete. CONSULTANT'S responsibilities (and
19 associated compensation) do not include independent yerification ofrequired information.
20 Problems with information quality and/or delays in providing such information may result in a
21 delay in the performance ofthe Services or an increase in fees.
22 5.10. Prohibited Employment. CONSULTANT shall not employ any current
23 employee of CITY to perform the work under this Agreement while this Agreement is in effect.
24 5.11. Costs. Each party shall bear its own costs and fees incurred in the preparation
25 and negotiation of this Agreement and in the performance of its obligations hereunder except as
expressly provided herein.
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5.12. No Third Party Beneficiary Rights. This Agreement is entered into for the sole
2 benefit of CITY and CONSULTANT and no other parties are intended to be direct or incidental
3 beneficiaries of this Agreement and no third party shall haye any right in, under or to this
4 Agreement.
5 5.13. Headings Paragraphs and subparagraph headings contained in this Agreement
6 are included solely for convenience and are not intended to modify, explain or to be a full or
7 accurate description of the content thereof and shall not in any way affect the meaning or
8 interpretation of this Agreement.
9 5.14. Amendments. Only a writing executed by all of the parties hereto or their
10 respectiye successors and assigns may amend this Agreement.
11 5.15. Waiver. The delay or failure of either party at any time to require performance
12 or compliance by the other of any of its obligations or agreements shall in no way be deemed a
13 waiver of those rights to require such performance or compliance. No waiver of any provision
14 of this Agreement shall be effectiye unless in writing and signed by a duly authorized
15 representative of the party against whom enforcement of a waiver is sought. The waiver of any
16 right or remedy with respect to any occurrence or eyent shall not be deemed a waiyer of any
17 right or remedy with respect to any other occurrence or event, nor shall any waiyer constitute a
18 continuing waiyer.
19 5.16. Severability. If any provision of this Agreement is determined by a court of
20 competent jurisdiction to be invalid or unenforceable for any reason, such determination shall
21 not affect the validity or enforceability of the remaining terms and provisions hereof or of the
22 offending provision in any other circumstance, and the remaining provisions of this Agreement
23 shall remain in full force and effect.
24 5.17. Counterparts: This Agreement may be executed in one or more counterparts,
25 each of which shall be deemed an original. All counterparts shall be construed together and
shall constitute one agreement.
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5.18. Corporate Authority. The persons executing this Agreement on behalf of the
2 parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said
3 parties and that by doing so, the parties hereto are formally bound to the provisions of this
4 Agreement.
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1 IN WITNESS WHEREOF, the parties hereto haye executed this Agreement on the day
2 d date first above shown.
3 TTEST:
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CITY OF SAN BERNARDINO
Municipal Corporation and
Charter City
6 achel Clark, City Clerk
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Lori Sassoon, Acting City Manager
CONSULTANT:
By:
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pproyed as to form:
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RlAgenda Items: ARC.200S-Services Agreement Between City of San Bernardino and Alliance Resource Consultants for Executive
19 ecruitment and Services: City Manager-September 2008
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EXHIBIT "1"
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ALLIANCE
RESOURCE CONSULTING LLC
THE POWER OF PARTNERSHIP
EXECUTIVE RECRUITMENT SERVICES
CITY MANAGER
CITY OF SAN
BERNARDINO, CA
TABLE OF CONTENTS
PRO POSAL SUMMARY ......................................................1
Q1}ALIFICATIONS OF THE FIRM............................... 2
PRO POSAL.............................................................................4
THE RECRUITMENT PROCESS.................................... 6
OUR CLIENT'S ROLE ......................................................10
TIME FRAME .......................................................................11
ALLIANCE INNOYATIONS..........................................12
RECRUITMENT COSTS. ................................................14
PROPOSAL SUMMARY
Alliance Resource Consulting is cornmitted to providing our clients with
the highest caliber of service in the industry. Our team of dedicated
professionals utilizes state-of-the-art technology in conducting a search.
We are based out of Long Beach, California and are the only firm in
California to provide California clients unlimited on-site client meetings.
Our current staffing is:
Eric Middleton, Managing Partner
Sherrill Uyeda, Senior Partner (Palo Alto, CA)
Steye Holloway, Chief Financial Officer
Revlynn Lawson, Manager (Austin, TX)
Nicholas Mesic, Senior Consultant
Gisela Garcia McLean, Consultant
Syldy Tom, Consultant
Richard Kaplan, Research Consultant
Eric Middleton will haye final responsibility for all work on this
engagement and will be assisted by Nicholas Mesic. This recruitment will
be conducted out of our headquarters at One World Trade Center, Suite
1155, Long Beach, CA 90831.
This proposal will highlight our background, qualifications,
rnethodology, innoyative techniques, and professional service fee with
regard to the City of San Bernardino's City Manager recruitment.
-1-
O!IALIFICATIONS OF THE FIRM
We believe we are exceptionally well qualified to assist you. We have
extensive nationwide experience recruiting City and County Managers,
as well as experience in the northern California. Currently, we are
recruiting the City Manager for the City of Gaithersburg (MD) and the
City Administrator for the City of Huntington Beach (CA).
In the last six rnonths to two years, we have completed the following
City/County Manager recruitments:
Butte County, CA
City of Carlsbad, CA
City of Compton, CA
City of Concord, CA
City of Dallas, TX
City of Hesperia, CA
City of Hillsboro, OR
City of Inglewood, CA
City of Irvine, CA
City of La Palma, CA
City of Monterey Park, CA
Los Angeles County, CA
City of Long Beach, CA
City of Placentia, CA
City of San Jose, CA
Washoe County, NV
Chief Administratiye Officer
City Manager
City Manager
Assistant City Manager
Assistant City Manager
City Manager
City Manager
City Manager
Assistant City Manager
City Manager
City Manager
Chief Administratiye Officer
City Manager
City Administrator
City Manager
Assistant County Manager
Our ability to carry out the work required is heayily dependent on our
past experience in proYiding similar seryices to others, and we expect to
continue such work in the future. It should be noted that all of these
recruitrnents were completed on time and within budget. Each search
ranged from four to fiye rnonths in duration.
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We will preserve the confidential nature of any inforrnation receiyed
from you or developed during the work in accordance with our
established professional standards.
We assure you that we will deyote our best efforts to carrying out the
work required. The results obtained, our recornmendations and any
written material we provide will be our best judgment based on the
information available to us and our liability, if any, shall not be greater
than the arnount paid to us for the services rendered.
If selected, we would be pleased to proYide you with our Agreement for
Professional Services.
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PROPOSAL
It is our understanding that the City wishes to conduct a thorough
executive recruitment for the position of City Manager. Relative to your
present search requirements, we belieye the principal adyantages in
using our firm and what may differentiate us frorn others are:
>- Our specialization in public sector executive search on a nationwide
basis;
>- Our proactiye recruitrnent of candidates who rnay not be seeking new
employrnent and would not normally respond to routine advertising,
or who rnay corne frorn non-traditional sources;
>- Our extensive experience recruiting City Managers and other chief
executiyes;
>- Our ability to capitalize on an established network of the most
respected executives in the nation;
>- Our track record of success in placing senior level executiyes in
particularly sensitive and highly responsible/accountable positions;
>- The quality of our work-indicatiye of this is the fact that rnost of our
clients have utilized our services on more than one occasion, and
many have hired our consultants from 5-to-25 times;
>- Our team is skilled in the latest techniques to identify prospective
candidates and, as a search progresses, to assist in gathering
background information on leading candidates;
>- Our proven ability to identify and recomrnend qualified female and
minority candidates;
>- Our ability to conduct your assignment in a timely and complete
manner;
>- Our close proxirnity to you with our office based out of Long Beach;
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~ Our reputation among clients and candidates for communication (e.g.,
acknowledgment of resumes, regular reports to the client, face-to-face
interviews with candidates); and
~ The thoroughness of our docurnented reference and background
checks. We do not merely ask for "fiye work related references."
Rather, we request very specific references frorn candidates and
supplement our reports with information gathered from available
information sources (e.g., Lexis-Nexis, the internet, newspapers and
blogs).
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THE RECRUITMENT PROCESS
Our objectiye is always to find the best qualified candidates. We believe
that, although notices in professional journals may be helpful, rnany of
the best candidates must be sought out and their interest encouraged.
Our general farniliarity with the City, knowledge of the field and our
relationships with professional organizations make us well qualified to
assist you.
Our clients have found that we are able to:
~ Build consensus among those inyolved in the hiring process.
~ Develop the appropriate specifications for a position.
~ Encourage the interest of top-level people who would otherwise be
reluctant to respond to an adyertisement.
~ Preserve the confidentiality of inquiries, consistent with State public
disclosure and open meeting laws.
~ Save a considerable arnount of time for client staff in deyeloping and
responding to candidates.
~ Independently and objectively assess the qualifications and suitability
of candidates for the particular position for which we are recruiting.
If our proposal is accepted, we will do the following:
Organization and Position Analysis
We will interyiew the appropriate indiyiduals to determine views of the
position and expectations regarding desirable training, experience and
personal characteristics of candidates. In addition, should you request it,
we will conduct/facilitate community outreach meetings and focus group
discussions.
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We also have experience creating and managing cornmunity surveys,
should the City want input from its constituents. We will also
gather/review releyant information about the City, such as budgets,
organization charts, etc.
Once our findings haye been surnmarized, we will subrnit a Recruitrnent
Profile with the desired qualifications and characteristics for your
approval. The Recruitrnent Profile that will be sent to potential
candidates will include inforrnation about the City, the job and the
criteria established by you. Sarnple Recruitment Profiles are enclosed.
Recruitment
Once you have approved the Recruitrnent Profile, we will actiyely seek
out individuals with superior qualifications and inyite and encourage
their interest. Announcements can be placed on-line and in professional
journals. However, we will rely heayily on our own experience, contacts
and file data.
As a matter of corporate policy, we will not discriminate against any
applicant for ernployment on the basis of race, religion, creed, age, color,
rnarital status, sex, sexual preference, disabilities, rnedical condition,
yeteran status or national origin. A substantial percentage of the
placements rnade by our firm have been rninority or female candidates.
Frequent comrnunication with our clients is a hallrnark of our firrn. While
consultants will provide regular updates on the progress of your search,
you will also be able to access up-to-date 'real time' information
regarding your search from our secure website.
Preliminary Screening
We will reyiew, acknowledge and eyaluate all resumes receiyed.
Preliminary screening will be based upon criteria contained in the
Recruitrnent Profile, inforrnation contained in the resumes subrnitted to
us, and our knowledge of the people and organizations in which they
work. Telephone screening will be conducted with the most prornising
candidates to gain a better understanding of their backgrounds.
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Progress Reporting
Upon cornpletion of our preliminary screening, we will assemble and
submit a progress report of the leading candidates to you. This report
will include summary resurnes, supplemental information, and the
original resumes of those candidates we belieye to be best qualified for
the position. Supplemental inforrnation on a candidate typically
includes: the size of the organization for which the person works,
reporting relationships, budget responsibility, the number of people
supervised, related experience and reasons for interest in the position.
Any other specific information will be dictated by the criteria set forth in
the Recruitment Profile.
The purpose of our progress report is two-fold. It allows you an
opportunity to reyiew the candidates prior to the conclusion of the search
and allows us to receive feedback on the caliber of the candidates
recruited. In this way, you will not be surprised by the candidates, as
you will haye seen their qualifications prior to the final interyiews. Of
course, we are flexible and may consider other individuals as final
candidates who are subsequently identified and were not included in the
progress report.
Candidate Evaluation
We will interyiew (either in person or via video-conference) those
candidates whose qualifications most closely rnatch the criteria
established by you. We will exarnine their qualifications and
achievements in yiew of the selection criteria. Additionally, we will
verify degrees and certifications and gather newspaper articles via the
Internet.
As part of our process in eyaluating candidates, we make telephone
reference checks. In conducting these references, it is our practice to
speak directly with individuals who are, or have been, in a position to
evaluate the candidate's performance on the job. These references and
our evaluations proYide you with a frank, objective appraisal of the
candidates. We will conduct prelirninary references on candidates to be
interviewed, and will finalize these for the top one or two candidates.
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Final Reporting/Client Interviews
We will assist you in scheduling final candidates for interview with your
organization, and will send the candidates packets of inforrnation which
we obtain from you (e.g., information about the organization and the
geographic area, budgets, etc.).
We will prepare a brief written report for those candidates most nearly
rneeting your specifications, and will provide you with
interviewing/selection tips, suggested interview questions, and rating
forms for your use. Candidates will not be ranked, for we believe it will
then be a matter of chemistry between you and the candidates. We will
conduct a "briefing session" imrnediately preceding your interviews to
make sure that the process flows smoothly, and will assist you in a
"debriefing" irnrnediately following the interviews. Once we finalize
references on the top one or two candidates, and conduct
credit/criminal/civil litigation/motor vehicle record checks through an
outside seryice, we will provide you with a detailed, supplemental
written report.
Special Assistance
Our efforts do not conclude with presentation of the final report. We are
comrnitted to you until a successful placement is made. Services that are
routinely proYided include:
~ Arranging the schedule of interviews and the associated logistics for
final candidates;
~ Advising on starting salary, fringe benefits, relocation trends and
employment packages;
~ Acting as a liaison between client and candidate in discussing offers
and counter offers;
~ Conducting a final round of reference checking with current
employers (if not preYiously done for reasons of confidentiality); and
~ Notifying unsuccessful candidates, who were not recomrnended for
interview, of the decision.
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OUR CLIENT'S ROLE
The client has a very irnportant role in the recruitment process. While we
rnay identify and recornmend qualified candidates, it is the client who
must rnake the decision about which candidate to hire.
In order to insure that the best candidates are ayailable from which to
choose, our clients should be willing to do the following:
~ Clearly inform us about rnatters relevant to the search that you wish
to keep confidential (e.g., salary, personnel issues, and other
privileged information);
~ Supply us with the narnes of people you have previously interviewed/
considered for this position;
~ Forward to us copies of the resurnes you receive, to avoid duplication
of effort;
~ Provide feedback to Alliance Resource Consulting regarding the
information and recomrnendations proYided by us;
~ Promptly decide upon and follow up in scheduling interviews with
the most promising candidates; and
~ Assist in providing information to candidates that will enable them to
make their career decisions.
By doing the above, we will maximize the likelihood of mutual success.
Finally, please be reminded that the United States Imrnigration Reform
and Control Act of 1986 requires that all employers yerify an ernployee's
eligibility to work in the United States. Since Alliance Resource
Consulting cannot serye as your agent in this rnatter, your hiring process
should include this verification procedure.
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TIME FRAME
The following is a typical schedule to conduct a thorough recruitrnent.
Howeyer, we would be pleased to modify this to rneet your needs:
1" week
Meet with the appropriate indiyiduals to
gather background information.
2nd to 4th week
Deyelop and obtain approyal for the
Recruitrnent Profile.
Deyelop a list of potential candidates to target.
Prepare and place advertisernents, if desired.
5th to 8'h week
Actiye recruitment-solicit, receiye and
acknowledge resurnes.
9'h week
Evaluate resumes and gather supplemental
information.
lO'h week
Submit progress report and rneet with you to
review leading candidates.
11 th to 12'h week
Verify degrees and certifications, conduct
preliminary references and interview the best
qualified candidates.
13'h week
Subrnit final report and initiate the interview
process with you.
Following Interyiews
Finalize references, conduct
credit/criminal/civil litigation/motor vehicle
record checks, and assist with negotiations.
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ALLIANCE INNOVATIONS
Technology
Alliance Resource Consulting is the only firrn to utilize a custorn-built
"online" client/candidate managernent systern. This custom system
allows candidates to input their resumes and cover letters on our website.
(For candidates who wish to email or mail us a hard copy of their resume,
we will input the information for thern.) One of the benefits of our
system is that our consultants are able to access this information
regardless of where they are staffed. In addition, our client contact is
assigned a username and password and is able to check the latest
applicant list in real-time.
Diversity
Striving for diversity in our recruitrnents is a hallrnark of our firm. We
use a variety of sources for outreach to various minority communities to
ensure the desired diversity of our candidate pool. In addition to our
personal contacts in various minority communities, we advertise our
positions in publications that target minorities in goyernrnent and further
publicize the position through minority organizations such as Blacks in
Government and the IHM. To ensure a diyerse pool, we also create a
recruiting list of qualified candidates frorn communities that have a
comparable level of diversity as our client's community.
Recently, we created lists for comparable diversity during recruitments
for the City Administrator for the City of Inglewood (CA), the Assistant
City Manager for the City of Irvine (CA), the City Manager for the City of
Calexico (CA), and the City Manager for the City of Marina (CA). The
final pool for the City of lryine included three women among the six
finalists. We also collect Equal Ernployrnent Opportunity (EEO)
information on our candidate pooL This inforrnation is accessible to our
clients in real tirne on our cornpany website. Our firm is illustrative of the
diyersity that we strive to bring to our recruitrnents. Our staff of
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consultants includes two Asian Arnerican women, a Mexican American
woman, and an African Arnerican woman.
Stakeholder Outreach
Our firm has used seyeral methods, including stakeholder meetings,
cornrnunity forums and surveys, for stakeholder outreach in a nurnber of
previous recruitments. For
example, for the City of San Jose City Manager recruitment, our
consultants facilitated 13 community outreach rneetings where citizens
were inyited to attend and express their opinions about what they were
looking for in city manager candidates. For the City of Alexandria's City
Manager recruitment, we also rnet with special interest groups such as
business leaders, Charnber of Cornrnerce rnembers and historic
preseryation groups.
During the recruitment of the City Adrninistrator for the City of
Huntington Beach (CA), our lead consultant met with each
council person, each department head, conducted an open citizen forum
and a forum for a group of stakeholders cornprised of two citizens
recommended by each councilperson. For the City Manager recruitment
conducted for the City of Duarte (CA), our consultants conducted a
community panel as well. Our previous experience in stakeholder
outreach makes our firm yery qualified to conduct the meetings with the
Mayor's Office and City Council Members as well as facilitate multiple
stakeholder outreach forums throughout the City that your request for
proposal outlined.
Lastly, our firm has significant experience in creating citizen surveys
should you wish to provide this option to your cornmunity. We have
utilized suryeys for many of our city rnanager recruitments. Last year,
for the first tirne, we proYided a suryey to our client's citizens in three
different languages. The surveys can be accessed on-line, or at our office
and our client's office.
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RECRUITMENT COSTS
As a local client, our budget provides for unlimited rneetings with you.
The three major client meetings will be: one to develop the Recruitment
Profile, one to present our Progress Report, and one to attend interyiews
of final candidates. We propose a fixed fee of $17,000 for the work
outlined above. In addition, we are reimbursed for expenses such as for
adyertising, trayel, interYiewing, sourcing, support seryices, background
checks and other related iterns, as well as allocated costs such as
telephone, postage and photocopying. These expenses will not exceed
$7,500 for a statewide search. All costs and expenses are billed after they
are incurred and they are itemized. Please note that this amount for
expenses does not include reimbursernent of candidates who travel to be
interviewed by you. Unless you notify us to the contrary, we will assume
that you will handle these reirnbursernents directly. We will submit three
equal monthly invoices for fees, plus an amount for expenses, due and
payable upon receipt.
Our standard billing schedule on a retained professional fee (and based
not on an hourly rate) is as follows:
1st Billing
Due upon our submittal of a draft
recruitment rofile
Due after we rneet and submit our
Pro ress Re ort to ou
Due after the City conducts
interviews with finalists
First third of
work corn leted
Second third of
work corn leted
Last third of
work corn leted
2nd Billing
3,d Billing
Please note that this is a standard billing schedule and can be modified as
requested.
We are committed to working with you until a placement is rnade,
however, if the selected candidate (if recornmended by us for hire, and
other than an internal candidate) should be terminated within one year
frorn the date of hire, we will redo the search for no additional
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professional fee. Naturally, we would expect to be reimbursed for any
expenses that rnight be incurred.
You rnay discontinue this assignment at any tirne by written notification.
In the unlikely eyent that this occurs, you will be billed for all expenses
incurred to the date of the cancellation, and for professional fees based
upon the tirne elapsed from the cornrnencement of the assignrnent to the
date of cancellation. If a cancellation occurs within the first 30 days of the
assignrnent, following either verbal or written authorization to proceed,
one-third of the professional fee will be due. If a cancellation occurs
thereafter, the fee beyond the first one-third will be prorated based upon
the nurnber of calendar days which haye elapsed. If a cancellation occurs
after 90 days, all professional fees will be due in full.
In addition, Alliance Resource Consulting has a one-year placernent
guarantee. Should the City terrninate our placement, or should our
placement leaye your organization within one year of hire, we will
conduct another recruitment at no additional professional fee. Howeyer,
we would expect to be reimbursed for any expenses that rnight be
incurred.
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