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HomeMy WebLinkAboutAGENDA REPORT 1999 0421 CC REG ITEM 10Pi Iti 8Fw�ki ITEM 14. P. 4 € FN7 OF MOORPARK, CALIFORNIA City Council Meeting of '�i -e'-1 AGENDA REPORT :��'1't)1: Tjr''r CU�q�( slrtFF CITY OF MOORPARK - ��'.CC1rfD;;�r�c�afton TO: Honorable City Council I3y: C` FROM: Deborah S. Traffenstedt, City Clerk DATE: April 15, 1999 (CC Meeting of 4/21/99) SUBJECT: CONSIDER AUTHORIZING CITY MANAGER TO APPROVE A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MOORPARK AND DMG- MAXIMUS /NORMAN ROBERTS & ASSOCIATES FOR RECRUITMENT SERVICES FOR THE DIRECTOR OF COMMUNITY DEVELOPMENT POSITION BACKGROUND On April 14, 1999 the Mayor, Assistant City Manager and City Clerk interviewed representatives from two firms that had submitted a proposal to provide recruitment services for the position of Director of Community Development. The two proposals under consideration were from Norman Roberts & Associates (now a part of DMG- Maximus) and Shannon Associates. DISCUSSION Staff is recommending that a professional services agreement be approved with DMG- Maximum /Norman Roberts & Associates to provide recruitment services for the Director of Community Development position (see attached proposal). DMG- Maximus /Norman Roberts & Associates specializes in public sector recruitment and has recent Ventura County recruitment experience. They also provide a proactive approach to recruitment, and thorough reference and background checks are included as part of their fee. The total anticipated cost for the recruitment services is $21,000, which is based on a fixed fee of $15,000 and estimated maximum out -of- pocket expenses of $6,000. Staff estimates that the cost for recruitment services can be paid for with projected salary savings for the Community Development Fund for this fiscal year. STAFF RECOMMENDATION Authorize the City Manager to approve the standard Professional Services Agreement between the City of Moorpark and DMG - Maximus /Norman Roberts & Associates, Inc. Attachment: Proposal COPY TO SIGN !& RETURN N O R M A N R O B F R T S & A S S O C I A T E S , I N C Executive Search Consultants March 24, 1999 VIA FEDERAL EXPRESS CONFIDENTIAL Mr. Steve Kueny City Manager City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 Dear Steve: In response to your request, Norman Roberts & Associates, Inc. is pleased to submit this proposal to assist the City of Moorpark in its efforts to recruit and screen candidates for the position of Director of Community Development. This proposal outlines our general understanding of your requirements and the steps we will take to help accomplish this task. If you desire some modification of our work program, we would be pleased to discuss this with you. I look forward with great interest to working with the City of Moorpark on this very important assignment. Sincerely yours, Norman C. Roberts President NCR /jal Enclosures 1800 CFNTURY I'ARK EAST . SUITE 430 ■ Los ANGELFiS . CAFIFOaN[A 90067 -1507 Tr_LF I'll 0Ne (310) 552 -1112 • FACSIMILE (3 10) 552 -1113 • F- MAIL: NRASSOC CC' AOE.COM PROPOSAL TO RECRUIT A DIRECTOR OF COMMUNITY DEVELOPMENT FOR THE CITY OF MOORPARK, CA I. FIRM QUALIFICATIONS With over 25 years of experience conducting nationwide public sector recruitments, I established Norman Roberts & Associates, Inc. in May 1988 with a commitment to providing our clients with the highest caliber of service in the industry. We utilize state -of -the -art technology in conducting a search and have a team of dedicated professionals, researchers and administrative staff to serve you. We have been named by Executive Recruiter News as one of the Fifty Leading Executive Search Firms in the United States (out of 2,200 firms). This ranking is based on a number of factors including size, stability, professional impact, quality and reputation. And, by focusing only on executive search, this activity is given the highest priority by our firm. I believe we are exceptionally well qualified to assist you. In the areas of community development, economic development, redevelopment, and planning, we are currently recruiting the Executive Director of the Redevelopment Agency for the City of San Jose. Previously, we conducted recruitments for. Directors of Community Development for the cities of Fremont (CA), Laguna Niguel (CA), Modesto (CA) and Santa Monica (CA); Directors of Economic Development for the cities of Palm Springs (CA), Perris (CA), Cincinnati (OH), Miami Beach (FL) and Richmond (VA); the Director of Development Services for the City of Redding (CA); the Manager of Economic Development for the City of Anaheim (CA); the Economic Development Bureau Manager, the Training and Employment Development Officer, the Redevelopment Bureau Manager and the Real Estate Officer for the City of Long Beach (CA); the Deputy City Manager /Development Services Director for the City of Arcadia (CA); Executive Directors for the Bayside District Corporation (Third Street Promenade in the City of Santa Monica, CA), the Westwood Village Business Improvement District (CA) and the Public Development Authority for the Then Foss Waterway in Tacoma (WA); the President of the Inland Empire Economic Partnership (CA); the Administrator for the City of Los Angeles (CA) Community Redevelopment Agency (the largest redevelopment agency in the U.S.); the Deputy Executive Director /Redevelopment, the Director of Program Development, the Director of Negotiations, and a Principal Project Manager for the Redevelopment Agency of the City of San Jose (CA); the Director of Job Training and Economic Development for San Mateo County (CA); the Director of Community Services and Neighborhood Connections for the City of Modesto (CA); the Deputy Chief Administrative Officer, Community Services Group for San Diego County (CA); the Director of Planning and Community Development for Sacramento County (CA); the Assistant Community Development Director for Housing and Redevelopment for the City of Burbank (CA); Planning Directors for the cities of El Segundo (CA), San Diego (CA) and Miami Beach (FL); the Director of the Winston-Salem (NC) City /County Planning Board; the Planning Manager /City Planner for the City of Fremont (CA); the Deputy Director (Office of Planning and Building) /Director of City Planning and the Director of Economic Development and Employment for the City of Oakland (CA); two senior -level planners for the City of Portland (OR); the Director of Real Estate and Joint Development for the Los Angeles County Transportation Commission (CA); and the Director of Trade and Maritime Services for the Port of Long Beach (CA). We also assisted the City of Santa Paula (CA) with their search for a Planning Director, the City of Ft. Lauderdale (FL) with their recruitment of an Economic V' (1 a vi -v \ R n R F R r c t"- A, c (, r l .A r F:;, I y C. City of Moorpark, CA March 24, 1999 Page 2 of 8 Development and Planning Director and Lee County (FL) with their search for an Economic Development Director. In addition, while with my previous employer I mans 4 recruitments for the Planning Director for Sonoma County (CA) and community development executives for Los Angeles County (CA) and the cities of Hartford (CT), Lakewood (CO), Los Angeles (CA), Ontario (CA) and Sunnyvale (CA), I also recruited economic development /redevelopment executives for Los Angeles County (CA) and the cities of Los Angeles (CA), Long Beach (CA), Modesto (CA), Oxnard (CA) and Riverside (CA); directors of ports and airports who have had responsibility for economic development; as well as chief executives for. Casper Area Economic Development Alliance (WY), Denver Urban Renewal Authority (CO), Inland Empire Economic Council (CA) Keep Riverside Ahead (CA), Kern Economic Development Corporation (CA), Pueblo Economic Development Corporation (CO), Richmond Renaissance (VA) and the National Association of Housing and Redevelopment Officials (NAHRO). And, on several occasions, I have spoken at meetings of the National Council for Urban Economic Development (CUED) and NAHRO, as well as other similar associations. Finally, we are very familiar with the Ventura County area from numerous recruitments conducted there (e.g. for the cities of Camarillo, Oxnard and San Buenaventura; Ventura County; Ventura County Transportation Commission; Ventura Regional Sanitation District; Camrosa Water District; and the Leisure Village Association in Camarillo). Prior to establishing Norman Roberts & Associates, I was a Senior Vice President of the world's largest search firm, and was with them for 12 years. While there, I established and directly managed their nationwide public /not- for - profit, healthcare and education executive search practices. Since 1969, I have managed almost 3,000 senior level recruitments. In addition, in The Career Makers, which profiles the top 150 executive recruiters in the nation. I am ranked as the leading recruiter for Government Agencies /Municipalities. I will be personally responsible for this assignment and will use the full resources of my firm. I I 41;t" j01 It is our understanding that: • You are interested in identifying outstanding candidates and filling the position of Director of Community Development as soon as is practical. • You wish to recruit in a thorough and deliberate manner that will insure that the best qualified individual is selected. • The starting salary for the position is open, depending on the qualifications and background of the person selected. III. ADVANTAGES IN UTILIZING OUR SERVICES Relative to your present search requirements, we believe the principal advantages in using our fu-m and what may differentiate us from others are: ■ Our specialization in public sector executive search; 0 0':; �-', rU R n R r T c A c I v c City of Moorpark, CA March 24, 1999 Page 3 of 8 ■ Our extensive experience in recruiting senior level community development /economic development /redevelopment /planning executives; ■ The quality of our work--4ndicative of this is the fact that almost half of our clients have utilized our services on more than one occasion, and many have hired us from 5 -to-15 times; ■ Our familiarity with the Ventura County area from numerous recruitments conducted there, and our proximity to you being headquartered in Southern California; ■ Our Rmctive recruitment of candidates who may not be seeking new employment and would not normally respond to routine advertising, or who may come from non- traditional sources; ■ Our proven ability to identify and recommend qualified female and minority candidates; ■ Our ability to conduct your assignment in a timely and complete manner, ■ 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 documented reference and education checks. We do not merely ask for "five work related references." Rather, we request very specific references from candidates and, where feasible, gather newspaper articles via the internet. Our objective is always to find the best qualified candidates. We believe that, although notices in professional journals may be helpful, many of the best candidates must be sought out and their interest encouraged. Our familiarity with your area, 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 involved in the hiring process. • Develop the appropriate specifications for a position. • Encourage the interest of top -level people who would otherwise be reluctan t to respond to an advertisement. ■ Preserve the confidentiality of inquiries. ■ Save a considerable amount of time for client staff in developing and responding to candidates. ■ Independently and objectively assess the qualifications and suitability of candidates for the particular position for which we are recruiting. ()0t "_ iI .' 1 1. , I r _ , T T City of Moorpark, CA March 24, 1999 Page 4 of 8 If our proposal is accepted, we will do the following: kl0 1 R! i i We will interview you and other appropriate individuals to determine views of the position and concerns regarding desirable training, experience, and personal characteristics of candidates. We will also gather /review relevant information about the City and the Department, such as budgets, organization charts, etc. Once our findings have been summarized, we will submit a Recruitment Profile with the desired qualifications and characteristics for your approval. The Recruitment Profile which will be sent to potential candidates will include information about the City and the Department, the job and the criteria established by you. Once you have approved the Recruitment Profile, we will actively seek out individuals with superior qualifications and invite and encourage their interest. Announcements can be placed in professional journals. However, we will rely heavily on our own experience, contacts and file data. As a matter of corporate policy, we will not discriminate against any applicant for employment on the basis of race, religion, creed, age, color, marital status, sex, sexual preference, disabilities, medical condition, veteran status or national origin. Approximately 30 percent of the placements made by our firm have been minority or female candidates. We will review, acknowledge and evaluate all resumes received. Preliminary screening will be based upon criteria contained in the Recruitment Profile, information contained in the resumes submitted to us, and our knowledge of the people and organizations in which they work. Telephone screening will be conducted with the most promising candidates to gain a better understanding of their backgrounds. �1u_7 ' _=A _t Upon completion of our preliminary screening, we will assemble and submit a progress report of the leading candidates to you. This report will include summary resumes, supplemental information, and the original resumes of those candidates we believe to be best qualified for the position. Supplemental information 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 review ,,the candidates prior to the conclusion of the search and allows us to receive feedback on the caliber of the candidates recruited. By doing so, we avoid an embarrassing situation of conducting a lengthy search only to fmd we "missed the target." Likewise, you are not surprised by the candidates as you will have seen their qualifications prior to the final I\: 1 rz , . , - 1,7 A , _ I '. (� City of Moorpark, CA March 24, 1999 Page 5 of 8 interviews. 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. 1= MA, a , te R ,s„ We will interview those candidates whose qualifications most closely match the criteria established by you. We will examine their qualifications and achievements in view of the selection criteria. Additionally, we will verify degrees and certifications, conduct credit /criminal /civil litigation/ motor vehicle record checks through an outside service, and we will gather newspaper articles via the internet. As part of our process in evaluating 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 provide you with a frank, objective appraisal of the candidates. We suggest, however, that such detailed and extensive investigation is necessary only for those individuals seriously considered by you. We will prepare a detailed report and evaluation for those candidates most nearly meeting 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" immediately preceding your interviews to make sure that the process flows smoothly, and will assist you in a "debriefing" immediately following the interviews. ��K �_ z�7_2 r1 �• Our efforts do not conclude with presentation of the final report. We are committed to you until a successful placement is made. Services that are routinely provided include: • Arranging the schedule of interviews and the associated logistics for final candidates; • Advising on starting salary, fringe benefits, relocation trends and employment packages; • Counseling the spouse, if applicable, concerning career opportunities in the new location; • 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 previously done for reasons of confidentiality); and • Notifying unsuccessful candidates, who were not recommended for interview, of our decision. L M IAI ff City of Moorpark, CA March 24, 1999 Page 6 of 8 V. OUR CUE>uNT'S ROLE The client has a very important role in the recruitment process. We are not a substitute for your organization. While we may identify and recommend qualified candidates, it is the client who must make the decision about which candidate to hire. In order to insure that the best candidates are available from which to choose, our clients should be willing to do the following: • Clearly inform us about matters relevant to the search that you wish to keep confidential (e.g., salary, personnel issues, and other privileged information); • Forward to us copies of the resumes you receive, to avoid duplication of effort; • Provide feedback to Norman Roberts & Associates regarding the information and recommendations provided 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 Immigration Reform and Control Act of 1986 requires that all employers verify an employee's eligibility to work in the United States. Since Norman Roberts & Associates cannot serve as your agent in this matter, your hiring process should include this verification procedure. A TOM FRAME The following is a typical schedule to conduct a thorough recruitment. However, we would be pleased to modify this to meet your needs: 1 st week Meet with you and other appropriate individuals to gather background information. 2nd to 3rd week Develop and obtain approval for the Recruitment Profile. Develop a list of potential candidates to target. Prepare and place advertisements, if desired. 4th to 7th week Active recruitment— solicit, receive and acknowledge resumes. 8th week Evaluate resumes and gather supplemental information. 9th week Submit progress report and meet with you to review leading candidates. �0i�. R-- C, .�.. - I . - . 1 1 City of Moorpark, CA March 24, 1999 Page 7 of 8 10th to 12th week Verify degrees and certifications, conduct references and credit /criminal /civil litigation/ motor vehicle record checks, and interview the best qualified candidates. 13th week Submit final report and initiate the interview process with you and other appropriate individuals. Following Interviews Supplement references (if necessary) and assist with negotiations. VII. PROFESSIONAL FEES AND EXPENSES We propose a fixed fee of $15,000 for the work outlined above. In addition, we are reimbursed for expenses such as for advertising, travel, interviewing, sourcing, support services, background checks and other related items, as well as allocated costs such as telephone, postage and photocopying. These expenses will not exceed $6,000 for a statewide search or $8,000 for a nationwide search without written authorization from you. Please note that this amount for expenses does not include reimbursement of candidates who travel to be interviewed by you. Unless you notify us to the contrary, we will assume that you will handle these reimbursements directly. We will submit three equal monthly invoices for fees, plus an amount for expenses, due and payable upon receipt. Our first billing is due upon your authorization to proceed. Though we are committed to working with you until a placement is made, our fees and expenses are not contingent upon our success in placing a candidate with your organization. Additionally, in the event that more than one executive is hired in connection with work performed by us (i.e., for another position within your organization), a full professional fee will be due for each executive hired. You may discontinue this assignment at any time by written notification. In the unlikely event that this occurs, you will be billed for all expenses incurred to the date of the cancellation and for professional fees, based upon the time elapsed from the commencement of the assignment to the date of cancellation. If a cancellation occurs within the first thirty days of the assignment, following either verbal or written authorization to proceed, the first installment of professional fees will be due in full. If a cancellation occurs thereafter, the fee will be prorated based upon the number of calendar days which have elapsed. If a cancellation occurs after ninety days, all professional fees will be due in full. u M el :; �• i �. Our ability to carry out the work required is heavily dependent on our past experience in providing similar services to others, and we expect to continue such work in the future. We will, however, preserve the confidential nature of any information received from you or developed during the work in accordance with our established professional standards. We assure you that we will devote our best efforts to carrying out the work required. The results obtained, our recommendations 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 amount paid to us for the services rendered. This letter shall constitute the agreement between us and it may not be modified except in writing by both parties. City of Moorpark, CA March 24, 1999 Page 8 of 8 IX. ACCEPTANCE If this proposal meets with your approval, please sign below and return one copy to us. SUBMITTED BY NORMAN ROBERTS & ASSOCIATES. INC.: Signature:' Name: Norman C. Roberts Title: President Date: March 24, 1999 ACCEPTED FOR THE CM OF MOORPARK. CA: Signature: Name: Title: Date: \ o r, %! \ \ R ( ) B F T � tT A ,, 0 ( ? F : , I \ c