HomeMy WebLinkAboutAGENDA REPORT 2017 0920 CCSA REG ITEM 10J ITEM 10.J.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
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MOORPARK CITY COUNCIL ACTION: o �
AGENDA REPORT
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TO: Honorable City Council
FROM: Deborah S. Traffenstedt, Assistant City Manager 'DI-
DATE: September 13, 2017 (CC Meeting of 09/20/17)
SUBJECT: Consider Resolution Amending the Fiscal Year 2017/18 Budget for City
Manager Recruitment Services and Approve an Agreement with Ralph
Andersen & Associates
BACKGROUND AND DISCUSSION
At the City Council's meeting on September 6, 2017, the Council appointed an Ad Hoc
Committee consisting of Mayor Parvin and Councilmember Mark Van Dam to review
proposals and interview representatives from recruitment services companies that had been
requested to submit proposals, and then make a recommendation to the City Council at the
September 20th regular meeting for the Ad Hoc Committee's preferred contractor. Mayor
Parvin and Councilmember Van Dam conducted interviews on Friday, September 8, and
Monday, September 11. Their recommendation is for the City to enter into an agreement with
Ralph Andersen &Associates to provide City Manager recruitment services to fill the position
that will be vacated when the current City Manager retires in early March 2018.
At this time, staff is recommending that the City Council approve a resolution amending the
budget to provide funding to retain the recruitment services company, and to approve the
agreement with Ralph Andersen &Associates. A draft agreement is attached and includes a
copy of their proposal, which includes a fixed fee amount of$26,200; however, there may be
additional costs for additional requested services, such as trips to Moorpark that exceed the
three budgeted. Staff is recommending the Agreement include a contingency amount of
$3,800 for a total approved contract of$30,000. The City Council has already scheduled a
special meeting on September 27, 2017, for the purpose of meeting in closed session with
the selected recruitment services contractor. The project director for Ralph Andersen will be
Greg Nelson, and he is available to attend the September 27 special meeting to discuss
recruitment goals and to develop the preferred candidate profile. The Ralph Andersen &
Associates proposal does include assistance with negotiating a compensation package with
the selected candidate, and a staff recommendation is included in this report to have the
Council concur with the negotiator names that may be used on the agenda when the City
Council meets in closed session to discuss the status of negotiations throughout the
recruitment process.
370
Honorable City Council
September 20, 2017, Regular Meeting
Page 2
FISCAL IMPACT
The recruitment services would need to be funded by amending the Budget to allocate the
$30,000 from the General Fund Reserve to the Human Resources/Risk Management Division
Contractual Services expense account.
STAFF RECOMMENDATION ROLL CALL VOTE
1. Adopt Resolution No. 2017- , amending the Fiscal Year 2017-18 Budget for the
City Manager recruitment services;
2. Approve an Agreement with Ralph Andersen & Associates for City Manager
recruitment services, subject to final language approval by the City Manager; and
3. Appoint Greg Nelson, Ralph Andersen &Associates, to be one of the City negotiators
in connection with the recruitment process, along with Kevin Ennis, City Attorney, and
Deborah Traffenstedt, Assistant City Manager.
Attachments:
1. Draft Resolution
2. Draft Agreement for Recruitment Services, including Ralph Andersen & Associates
Proposal
371
Attachment 1
RESOLUTION NO. 2017-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA,AMENDING THE FISCAL YEAR
2017-18 BUDGET APPROPRIATING AN ADDITIONAL
$30,000 FROM THE GENERAL FUND (1000) FOR
RECRUITMENT SERVICES
WHEREAS, on June 21 , 2017, the City Council adopted the Operating and Capital
Improvement Budget for Fiscal Year 2017/18; and
WHEREAS, a staff report has been presented to City Council regarding City
Manager recruitment services; and
WHEREAS, a budget amendment of $30,000 is required from the General Fund
(1000) to fund this recruitment; and
WHEREAS, Exhibit"A" hereof describes said budget amendment and the resulting
impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment of $30,000 from the General Fund (1000) as
more particularly described in Exhibit "A", attached hereto is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall
cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 20th day of September, 2017.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit A— Budget Amendment
372
Resolution No. 2017-
Page 2
EXHIBIT A
BUDGET AMENDMENT FROM THE GENERAL FUND (1000) FOR
RECRUITMENT SERVICES
FISCAL YEAR 2017/18
FUND ALLOCATION FROM:
FUND TITLE FUND/ACCOUNT NUMBER AMOUNT
General Fund 1000-000-00000-33990 $ 30,000.00
Total $ 30,000.00
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
Current Adjusted
Budget Unit/Account Number Budget Revision Budget
1000-133-00000-51000 $ 153,300.00 $ 30,000.00 $ 183,300.00
Total $ 153,300.00 $ 30,000.00 $ 183,300.00
Finance Approval: ..mfA /
373
Attachment 2
AGREEMENT BETWEEN THE CITY OF MOORPARK
AND RALPH ANDERSEN & ASSOCIATES
FOR RECRUITMENT SERVICES
THIS AGREEMENT, is made and effective as of this day of
, 2017, between the City of Moorpark, a municipal corporation
("City") and Ralph Andersen & Associates a California corporation ("Consultant"). In
consideration of the mutual covenants and conditions set forth herein, the parties agree
as follows:
WHEREAS, City has the need for recruitment services for the position of City
Manager; and
WHEREAS, Consultant specializes in providing such services and has the proper
work experience, certifications, and background to carry out the duties involved; and
WHEREAS, Consultant has submitted to City a Proposal dated August 31, 2017,
which is attached hereto as Exhibit B.
NOW, THEREFORE, in consideration of the mutual covenants, benefits, and
premises herein stated, the parties hereto agree as follows:
1. TERM
The term of this Agreement shall be from the date of execution to completion of
the work identified in the Scope of Services and in conformance with Exhibit B, unless
this Agreement is terminated or suspended pursuant to this Agreement.
2. SCOPE OF SERVICES
City does hereby retain Consultant, as an independent contractor, in a
contractual capacity to provide recruitment services, as set forth in Exhibit B. In the
event there is a conflict between the provisions of Exhibit B and this Agreement, the
language contained in this Agreement shall take precedence.
Consultant shall perform the tasks described and set forth in Exhibit B.
Consultant shall complete the tasks according to the schedule of performance, which is
also set forth in Exhibit B.
Compensation for the services to be performed by Consultant shall be in
accordance with Exhibit B. Compensation shall not exceed the rates or total contract
value of twenty-six thousand two hundred dollars ($26,200.00) as stated in Exhibit B,
plus a contingency of three thousand eight hundred dollars ($3,800), for a total contract
value of thirty thousand dollars ($30,000) without a written amendment to the
Agreement executed by both parties. Payment by City to Consultant shall be in
accordance with the provisions of this Agreement.
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374
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of their ability,
experience, standard of care, and talent, perform all tasks described herein. Consultant
shall employ, at a minimum, generally accepted standards and practices utilized by
persons engaged in providing similar services as are required of Consultant hereunder
in meeting its obligations under this Agreement.
4. MANAGEMENT
The individual directly responsible for Consultant's overall performance of the
Agreement provisions herein above set forth and to serve as principal liaison between
City and Consultant shall be Greg Nelson and no other individual may be substituted
without the prior written approval of the City Manager or his/her designee.
The City's contact person in charge of administration of this Agreement, and to
serve as principal liaison between Consultant and City, shall be the Assistant City
Manager or other City Manager designee.
5. PAYMENT
Taxpayer ID or Social Security numbers must be provided, on an IRS W-9 form,
before payments may be made to vendors.
The City agrees to pay Consultant in accordance with the payment rates and
terms and the schedule of payment as set forth in Exhibit B. This amount shall not
exceed twenty-six thousand two hundred dollars ($26,200.00), as stated in Exhibit B, for
the total term of the Agreement, unless additional payment is approved in writing by the
City Manager or his/her designee of all or a portion of the contingency amount of three
thousand eight hundred dollars ($3,800). City Council approval shall be required for a
written amendment that exceeds the contingency amount.
Consultant shall not be compensated for additional services rendered in
connection with its performance of this Agreement, unless such additional services and
compensation are authorized, in advance, in a written amendment to the agreement
executed by both parties.
Consultant shall submit invoices for actual services performed in accordance with
Exhibit B. Payment shall be made within thirty (30) days of receipt of each invoice as to
all non-disputed fees. Any expense or reimbursable cost appearing on any invoice shall
be accompanied by a receipt or other documentation subject to approval of the City
Manager or his/her designee. If the City disputes any of Consultant's fees or expenses it
shall give written notice to Consultant within thirty (30) days of receipt of any disputed
fees set forth on the invoice.
2017 Ralph Andersen &Associates Page 2 of 13 3 7 5
6. TERMINATION OR SUSPENSION WITHOUT CAUSE
The City may at any time, for any reason, with or without cause, suspend or
terminate this Agreement, or any portion hereof, by serving upon the Consultant at least
ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
The Consultant may terminate this Agreement only by providing City with written
notice no less than thirty (30) days in advance of such termination.
In the event this Agreement is terminated or suspended pursuant to this Section,
the City shall pay to Consultant the actual value of the work performed up to the time of
termination or suspension, provided that the work performed is of value to the City.
Upon termination or suspension of the Agreement pursuant to this Section, the
Consultant will submit an invoice to the City pursuant to this Agreement.
7. DEFAULT OF CONSULTANT
The Consultant's failure to comply with the provisions of this Agreement shall
constitute a default. In the event that Consultant is in default for cause under the terms
of this Agreement, City shall have no obligation or duty to continue compensating
Consultant for any work performed after the date of default and can terminate or
suspend this Agreement immediately by written notice to the Consultant. If such failure
by the Consultant to make progress in the performance of work hereunder arises out of
causes beyond the Consultant's control, and without fault or negligence of the
Consultant, it shall not be considered a default.
If the City Manager or his/her designee determines that the Consultant is in
default in the performance of any of the terms or conditions of this Agreement, designee
shall cause to be served upon the Consultant a written notice of the default. The
Consultant shall have five (5) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Consultant
fails to cure its default within such period of time, the City shall have the right,
notwithstanding any other provision of this Agreement, to terminate this Agreement
without further notice and without prejudice to any other remedy to which it may be
entitled at law, in equity or under this Agreement.
8. LIQUIDATED DAMAGES
There are no liquidated damages for this Agreement.
9. OWNERSHIP OF DOCUMENTS
Consultant shall maintain complete and accurate records with respect to costs,
expenses, receipts, and other such information required by City that relate to the
performance of services under this Agreement. Consultant shall maintain adequate
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records of services provided in sufficient detail to permit an evaluation of services. All
such records shall be maintained in accordance with generally accepted accounting
principles and shall be clearly identified and readily accessible. Consultant shall provide
free access to the representatives of City or the City's designees at reasonable times to
such books and records; shall give the City the right to examine and audit said books
and records; shall permit City to make transcripts therefrom as necessary; and shall
allow inspection of all work, data, documents, proceedings, and activities related to this
Agreement. Notification of audit shall be provided at least thirty (30) days before any
such audit is conducted. Such records, together with supporting documents, shall be
maintained for a period of three (3) years after receipt of final payment.
Upon completion of, or in the event of termination or suspension without cause of
this Agreement, all original documents and computer files prepared in the course of
providing the services to be performed pursuant to this Agreement shall become the
sole property of the City and may be used, reused, or otherwise disposed of by the City
without the permission of the Consultant. With respect to computer files, Consultant
shall make available to the City, at the Consultant's office and upon reasonable written
request by the City, the necessary computer software and hardware for purposes of
accessing, compiling, transferring, and printing computer files.
10. INDEMNIFICATION AND HOLD HARMLESS
Consultant shall indemnify, defend and hold harmless City, and any and all of its
officers, employees, and agents ("City Indemnitees") from and against any and all
causes of action, claims, liabilities, obligations, judgments, or damages, including
reasonablelegal counsels' fees and costs of litigation ("claims"), arising out of the
Consultant's performance of its obligations under this Agreement or out of the
operations conducted by Consultant, including the City's active or passive negligence,
except for such loss or damage arising from the sole negligence or willful misconduct of
the City. In the event the City Indemnitees are made a party to any action, lawsuit, or
other adversarial proceeding arising from Consultant's performance of this Agreement,
the Consultant shall provide a defense to the City Indemnitees or at the City's option
reimburse the City Indemnitees their costs 'of defense, including reasonable legal
counsels' fees incurred in defense of such claims.
Consultant agrees to obtain executed indemnity agreements with provisions
identical to those set forth in this Section from each and every subconsultant, or any
other person or entity involved by, for, with, or on behalf of Consultant in the
performance of this Agreement. In the event Consultant fails to obtain such indemnity
obligations from others as required here, Consultant agrees to be fully responsible
according to the terms of this Section. Failure of City to monitor compliance with these
requirements imposes no additional obligations on City and will in no way act as a
waiver of any rights hereunder. This obligation to indemnify and defend City as set forth
here is binding on the successors, assigns, or heirs of Consultant and shall survive the
termination of this Agreement or this Section.
City does not and shall not waive any rights that it may have against Consultant
by reason of this Section, because of the acceptance by City, or the deposit with City, of
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any insurance policy or certificate required pursuant to this Agreement. The hold
harmless and indemnification provisions shall apply regardless of whether or not said
insurance policies are determined to be applicable to any losses, liabilities, damages,
costs, and expenses described in this Section.
11. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit A attached hereto and
incorporated herein by this reference as though set forth in full.
12. INDEPENDENT CONSULTANT
Consultant is and shall at all times remain as to the City a wholly independent
Contractor. The personnel performing the services under this Agreement on behalf of
Consultant shall at all times be under Consultant's exclusive direction and control.
Neither City nor any of its officers, employees, or agents shall have control over the
conduct of Consultant or any of Consultant's officers, employees, or agents, except as
set forth in this Agreement. Consultant shall not at any time or in any manner represent
that it or any of its officers, employees, or agents are in any manner officers,
employees, or agents of the City. Consultant shall not incur or have the power to incur
any debt, obligation, or liability against City, or bind City in any manner.
No employee benefits shall be available to Consultant in connection with the
performance of this Agreement. Except for the fees paid to Consultant as provided in
the Agreement, City shall not pay salaries, wages, or other compensation to Consultant
for performing services hereunder for City. City shall not be liable for compensation or
indemnification to Consultant for injury or sickness arising out of performing services
hereunder.
13. LEGAL RESPONSIBILITIES
The Consultant shall keep itself informed of local, state and federal laws and
regulations which in any manner affect those employed by it or in any way affect the
performance of its service pursuant to this Agreement. The Consultant shall at all times
observe and comply with all such laws and regulations, including but not limited to the
Americans with Disabilities Act and Occupational Safety and Health Administration laws
and regulations. The City, and its officers and employees, shall not be liable at law or in
equity occasioned by failure of the Consultant to comply with this Section.
14. ANTI DISCRIMINATION
Neither the Consultant, nor any subconsultant under the Consultant, shall
discriminate in employment of persons upon the work because of race, religious creed,
color, national origin, ancestry, physical disability, mental disability, medical condition,
genetic information, marital status, sex, gender, gender identity, gender expression,
age, sexual orientation, or military and veteran status of such person; or any other basis
protected by applicable federal, state, or local law, except as provided in Section 12940
2017 Ralph Andersen &Associates Page 5 of 13 3 7 8
of the Government Code. The Consultant shall have responsibility for compliance with
this Section, if applicable [Labor Code Sec. 1735].
15. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure is used
against or in concert with any officer or employee of the City in connection with the
award, terms or implementation of this Agreement, including any method of coercion,
confidential financial arrangement, or financial inducement. No officer or employee of
the City will receive compensation, directly or indirectly from Consultant, or any officer,
employee or agent of Consultant, in connection with the award of this Agreement or any
work to be conducted as a result of this Agreement. Violation of this Section shall be a
material breach of this Agreement entitling the City to any and all remedies at law or in
equity.
16. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of the City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the
Services during his/her tenure or for one (1) year thereafter, shall have any interest,
direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work
to be performed in connection with the Services performed under this Agreement.
17. CONFLICT OF INTEREST
Consultant covenants that neither they nor any officer or principal of their firm
have any interests, nor shall they acquire any interest, directly or indirectly, which will
conflict in any manner or degree with the performance of their services hereunder.
Consultant further covenants that in the performance of this Agreement, they shall
employ no person having such interest as an officer, employee, agent, or subconsultant.
Consultant further covenants that Consultant has not contracted with nor is performing
any services directly or indirectly, with the developer(s) and/or property owner(s) and/or
firm(s) and/or partnership(s) and/or public agency(ies) owning property and/or
processing an entitlement application for property in the City or its Area of Interest, now
or within the past one (1) year, and further covenants and agrees that Consultant and/or
its subconsultants shall provide no service or enter into any contract with any
developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) and/or public
agency(ies) owning property and/or processing an entitlement application for property in
the City or its Area of Interest, while under contract with the City and for a one (1) year
time period following termination of this Agreement.
18. NOTICE
Any notice to be given pursuant to this Agreement shall be in writing, and all such
notices and any other document to be delivered shall be delivered by personal service
or by deposit in the United States mail, certified or registered, return receipt requested,
with postage prepaid, and-addressed to the party for whom intended as follows:
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To: City Manager
City of Moorpark
799 Moorpark Avenue
Moorpark, California 93021
To: Heather Renschler
Ralph Andersen & Associates
5800 Stanford Ranch Road, Suite 410
Rocklin, California 95765
Either party may, from time to time, by written notice to the other, designate a
different address or contact person, which shall be substituted for the one above
specified. Notices, payments and other documents shall be deemed delivered upon
receipt by personal service or as of the third (3rd) day after deposit in the United States
mail.
19. CHANGE IN NAME
Should a change be contemplated in the name or nature of the Consultant's legal
entity, the Consultant shall first notify the City in order that proper steps may be taken to
have the change reflected in the Agreement documents.
20. ASSIGNMENT
Consultant shall not assign this Agreement or any of the rights, duties or
obligations hereunder. It is understood and acknowledged by the parties that Consultant
is uniquely qualified to perform the services provided for in this Agreement.
21. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force
and effect, all licenses required of it by law for the performance of the services in this
Agreement.
22. VENUE AND GOVERNING LAW
This Agreement is made, entered into, and executed in Ventura County,
California, and any action filed in any court or for arbitration for the interpretation,
enforcement or other action of the terms, conditions, or covenants referred to herein
shall be filed in the applicable court in Ventura County, California. The City and
Consultant understand and agree that the laws of the State of California shall govern
the rights, obligations, duties, and liabilities of the parties to this Agreement and also
govern the interpretation of this Agreement.
23. COST RECOVERY
In the event any action, suit or proceeding is brought for the enforcement of, or
the declaration of any right or obligation pursuant to this Agreement or as a result of any
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alleged breach of any provision of this Agreement, the prevailing party shall be entitled
to recover its costs and expenses from the losing party, and any judgment or decree
rendered in such a proceeding shall include an award thereof.
24. ARBITRATION
Cases involving a dispute between City and Consultant may be decided by an
arbitrator if both sides agree in writing, with costs proportional to the judgment of the
arbitrator.
25. ENTIRE AGREEMENT
This Agreement and the Exhibits attached hereto contain the entire
understanding between the parties relating to the obligations of the parties described in
this Agreement. All prior or contemporaneous agreements, understandings,
representations, and statements, oral or written, are merged into this Agreement and
shall be of no further force or effect. Each party is entering into this Agreement based
solely upon the representations set forth herein and upon each party's own independent
investigation of any and all facts such party deems material.
26. CAPTIONS OR HEADINGS
The captions and headings of the various Articles, Paragraphs, and Exhibits of
this Agreement are for convenience and identification only and shall not be deemed to
limit or define the content of the respective Articles, Paragraphs, and Exhibits hereof.
27. AMENDMENTS
Any amendment, modification, or variation from the terms of this Agreement shall
be in writing and shall be effective only upon approval by both parties to this Agreement.
28. PRECEDENCE
In the event of conflict, the requirements of the City's Request for Proposal, if
any, and this Agreement shall take precedence over those contained in the Consultant's
Proposal.
29. INTERPRETATION OF AGREEMENT
Should interpretation of this Agreement, or any portion thereof, be necessary, it is
deemed that this Agreement was prepared by the parties jointly and equally, and shall
not be interpreted against either party on the ground that the party prepared the
Agreement or caused it to be prepared.
30. WAIVER
No waiver of any provision of this Agreement shall be deemed, or shall
constitute, a waiver of any other provision, whether or not similar, nor shall any such
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waiver constitute a continuing or subsequent waiver of the same provision. No waiver
shall be binding unless executed in writing by the party making the waiver.
31. AUTHORITY TO EXECUTE
The person or persons executing this Agreement on behalf of the Consultant
warrants and represents that he/she has the authority to execute this Agreement on
behalf of the Consultant and has the authority to bind Consultant to the performance of
obligations hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF MOORPARK RALPH ANDERSEN & ASSOCIATES
Steven Kueny, City Manager Heather Renschler, President
Attest:
Maureen Benson, City Clerk
Attachments:
Exhibit A — Insurance Requirements
Exhibit B — Ralph Andersen & Associates Proposal dated 8/31/2017
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Exhibit A
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of Work, Consultant will maintain
insurance in conformance with the requirements set forth below. Consultant will use existing
coverage to comply with these requirements. If that existing coverage does not meet
requirements set forth here, Consultant agrees to amend, supplement or endorse the
existing coverage to do so. Consultant acknowledges that the insurance coverage and
policy limits set forth in this section constitute the minimum amount of coverage required.
Any insurance proceeds available to the City in excess of the limits and coverage required
in this Agreement and which is applicable to a given loss, will be available to the City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office (ISO) "Commercial
General Liability" policy form CG 00 01 or the exact equivalent. Defense costs must be paid
in addition to limits. There shall be no cross liability exclusion for claims or suits by one
insured against another. Limits are subject to review but in no event less than $1,000,000
per occurrence for all covered losses and no less than $2,000,000 general aggregate.
Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including symbol
1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less
than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be
satisfied by a non-owned auto endorsement to the general liability policy described above. If
Consultant or Consultant's employees will use personal autos in any way on this project,
Consultant shall provide evidence of personal auto liability for each such person.
Workers' Compensation on a state-approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident or
disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages.
Coverage shall be provided on a "pay on behalf basis, with defense costs payable in
addition to policy limits. Policy shall contain a provision obligating insurer at the time
insured's liability is determined, not requiring actual payment by the insured first. There shall
be no cross liability exclusion precluding coverage for claims or suits by one insured against
another. Coverage shall be applicable to the City for injury to employees of Consultant,
subconsultants or others involved in the Work. The scope of coverage provided is subject to
approval by the City following receipt of proof of insurance as required herein. Limits are
subject to review but in no event less than $1,000,000 aggregate.
Insurance procured pursuant to these requirements shall be written by insurers that are
admitted carriers in the State of California and with an A.M. Bests rating of A- or better and
a minimum financial size of VII.
General conditions pertaining to provision of insurance coverage by Consultant. Consultant
and the City agree to the following with respect to insurance provided by Consultant:
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1. Consultant agrees to have its insurer endorse the third party general liability coverage
required herein to include as additional insureds the City, its officials, employees, and
agents, using standard ISO endorsement CG 2010 with an edition prior to 1992.
Consultant also agrees to require all contractors and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall prohibit
Consultant, or Consultant's employees, or agents, from waiving the right to
subrogation prior to a loss. Consultant agrees to waive subrogation rights against the
City regardless of the applicability of any insurance proceeds, and to require all
contractors and subcontractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or applicable
to this Agreement are intended to apply to the full extent of the policies. Nothing
contained in this Agreement or any other agreement relating to the City or its operation
limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these requirements if
they include limiting endorsement of any kind that has not been first submitted to the
City and approved in writing.
5. No liability policy shall contain any provision or definition that would serve to eliminate
so-called "third party action over" claims, including any exclusion for bodily injury to an
employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification, and
additional requirements by the City, as the need arises. Consultant shall not make any
reductions in scope of coverage (e.g. elimination of contractual liability or reduction of
discovery period) that may affect the City's protection without the City's prior written
consent.
7. Proof of compliance with these insurance requirements, consisting of certificates of
insurance evidencing all of the coverages required and an additional insured
endorsement to Consultant's general liability policy, shall be delivered to city at or prior
to the execution of this Agreement. In the event such proof of any insurance is not
delivered as required, or in the event such insurance is canceled or reduced at any
time and no replacement coverage is provided, the City has the right, but not the duty,
to obtain any insurance it deems necessary to protect its interests under this or any
other Agreement and to pay the premium. Any premium so paid by the City shall be
charged to and promptly paid by Consultant or deducted from sums due Consultant, at
the City's option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to the City of any
cancellation or reduction of coverage. Consultant agrees to require its insurer to
modify such certificates to delete any exculpatory wording stating that failure of the
insurer to mail written notice of cancellation or reduction of coverage imposes no
obligation, or that any party will "endeavor" (as opposed to being required) to comply
• with the requirements of the certificate.
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9. It is acknowledged by the parties of this Agreement that all insurance coverage
required to be provided by Consultant or any subcontractor, is intended to apply first
and on a primary, non-contributing basis in relation to any other insurance or self-
insurance available to the City.
10. Consultant agrees to ensure that subcontractors, and any other party involved with the
Work who is brought onto or involved in the Work by Consultant, provide the same
minimum insurance required of Consultant. Consultant agrees to monitor and review
all such coverage and assumes all responsibility for ensuring that such coverage is
provided in conformity with the requirements of this section. Consultant agrees that
upon request, all agreements with subcontractors and others engaged in the Work will
be submitted to the City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions or
deductibles on any portion of the insurance required herein and further agrees that it
will not allow any contractor, subcontractor, Architect, Engineer, or other entity or
person in any way involved in the performance of Work contemplated by this
Agreement to self-insure its obligations to the City. If Consultant's existing coverage
includes a deductible or self-insured retention, the deductible or self-insured retention
must be declared to the City. At that time, the City shall review options with the
Consultant, which may include reduction or elimination of the deductible or self-
insured retention, substitution of other coverage, or other solutions.
12. The City reserves the right at any time during the term of the Agreement to change the
amounts and types of insurance required by giving the Consultant 90 days advance
written notice of such change. If such change results in substantial additional cost to
the Consultant, the City will negotiate additional compensation proportional to the
increased benefit to the City.
13. For purposes of applying insurance coverage only, this Agreement will be deemed to
have been executed immediately upon any party hereto taking any steps that can be
deemed to be in furtherance of or towards performance of this Agreement.
14. Consultant acknowledges and agrees that any actual or alleged failure on the part of
the City to inform Consultant of non-compliance with an insurance requirement in no
way imposes any additional obligations to the City nor does it waive any rights
hereunder in this or any other regard.
15. Consurtant will renew the required coverage annually as long as the City, or its
employees or agents face an exposure from operations of any type pursuant to this
Agreement. This obligation applies whether or not the Agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until the City
executes a written statement to that effect.
16. Consultant shall provide proof that policies of insurance required herein expiring
during the term of this Agreement have been renewed or replaced with other policies
providing at least the same coverage. Proof that such coverage has been ordered
shall be submitted prior to expiration. As coverage binder or letter from Consultant's
insurance agent to this effect is acceptable. A certificate of insurance and/or additional
insured endorsement as required in these specifications applicable to the renewing or
2017 Ralph Andersen &Associates Page 12 of 13 3 8 5
new coverage must be provided to the City within five days of the expiration of
coverage.
17. The provisions of any Workers' Compensation or similar act will not limit the
obligations of Consultant under this Agreement. Consultant expressly agrees not to
use any statutory immunity defenses under such laws with respect to the City, its
employees, officials, and agents.
18. Requirements of specific coverage features or limits contained in this section are not
intended as limitations on coverage, limits, or other requirements nor as a waiver of
any coverage normally provided by any given policy. Specific reference to a given
coverage feature is for purposes of clarification only as it pertains to a given issue, and
is not intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct from any other
provision in this Agreement and are intended by the parties here to be interpreted as
such.
20. The requirements in this section supersede all other sections and provisions of this
Agreement to the extent that any other section or provision conflicts or impairs the
provisions of this section.
21. Consultant agrees to be responsible for ensuring that no contract used by any party
involved in any way with the Work reserves the right to charge the City or Consultant
for the cost of additional insurance coverage required by this Agreement. Any such
provisions are to be deleted with reference to the City. It is not the intent of the City to
reimburse any third party for the cost of complying with these requirements. There
shall be no recourse against the City for payment of premiums or other amounts with
respect thereto.
22. Consultant agrees to provide immediate notice to City of any claim or loss against
Consultant arising out of the work performed under this Agreement. The City assumes
no obligation or liability by such notice, but has the right (but not the duty) to monitor
the handling of any such claim or claims if they are likely to involve the City.
2017 Ralph Andersen &Associates Page 13 of 13 3 8 6
EXHIBIT B 5800 Stanford Ranch Road
Suite 410
Rocklin, California 95765
Ralph Andersen&Associates 916.630.4900
August 31, 2017
Mayor Janice S. Parvin
and Members of the City Council
City of Moorpark
799 Moorpark Avenue
Moorpark, California 93021
RE: Proposal for City Manager Recruitment
Via Email: DTraffenstedt(a�MoorparkCA.gov
Dear Mayor Parvin and Members of the City Council:
Ralph Andersen&Associates is pleased to submit our proposal to provide executive search services
to the City of Moorpark for the recruitment of the position of City Manager. Ralph Andersen &
Associates has worked with the City of Moorpark in the past, most recently having recruited the
Public Works Director/City Engineer. We look forward to working with the City Council on this
important assignment.
The loss of a City Manager can be challenging for a Council, as it results in a loss of institutional
knowledge and stability. Ralph Andersen&Associates understands the critical significance of these
recruitments.We realize the importance of helping our clients select the best candidate in these high-
level positions to not only enhance operational abilities, but to also uphold the public trust.We strive
to make each recruitment a positive and seamless transition for our clients.
Based in California, Ralph Andersen &Associates has been a pioneer in the executive recruitment
of City Managers, nationally and especially so in California. Ralph Andersen&Associates has been
a longstanding and involved member with both the International City/County Management
Association (ICMA) and the California League of Cities. Ralph Andersen & Associates also has
experience working in the region, having recruited the current City Manager for Simi Valley.
The City of Moorpark has much to offer talented City Manager candidates, with both personal and
professional aspects. In addition to being a great place to live, there are professional opportunities
that will be attractive to candidates, including opportunities to revitalize the City's economic
development efforts. Ralph Andersen & Associates would work diligently to market the City of
Moorpark's opportunity to top candidates that possess skillsets that align with the City's needs.
The City of Moorpark will have Mr. Greg Nelson as the Project Director on this search for a new City
Manager. Mr. Nelson's successful experience in recruiting City Managers is of a national scale,
affording the City of Moorpark a national network of candidates. Ralph Andersen & Associates
utilizes a team approach to executive recruitments, combining the efforts of our 18-member search
team to produce the best results for our clients. Mr. Nelson is currently recruiting for the Town of
Apple Valley, California and the City of Morro Bay, California. Both searches are underway, leaving
Mr. Nelson capacity to begin work for the City of Moorpark in September.This timeline will also afford
Mr. Nelson the opportunity to highlight the position at the League of California Cities conference,
where Ralph Andersen&Associates has had a longstanding presence.
www . r a / p h a n d e r s e n . c o rn
We feel strongly that our past client relationships will attest to the professionalism of our services.
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 we can control the quality and production timing. A
sample recruitment brochure for the City of Moorpark Public Works Director/City Engineer
recruitment is attached for your reference. To see additional samples of our recruitment brochures,
as well as our digital presence, please visit the Career Opportunities page of our website at
wwwralphandersen.com.
We would be happy to meet to discuss the services we offer or to further refine this work plan to
meet the City's specific needs. We look forward to your favorable consideration and the opportunity
to work with the City of Moorpark on this important search.
Respectfully Submitted,
c)(42ii&
Heather Renschler
President/CEO
Page2
5800 Stanford Ranch Road
Suite 410
Rocklin, California 95765
Ralph Andersen&Associates 916.630.4900
Qualifications and Experience
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 California 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 consulting
backgrounds, our senior staff all have personal, hands-on executive experience in the operation of
public agencies and private businesses
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-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.
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 45
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. 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 Moorpark.
Relative Projects
Ralph Andersen &Associates has been conducting City Manager recruitments since 1972. During
the last five years (2012 to Present), Ralph Andersen & Associates has conducted City Manager
recruitments for the following municipalities.
• Apple Valley, CA—Town Manager(Current Search)
• Auburn, CA—City Manager(2017)
• Beverly Hills, CA—City Manager(2015)
• Belvedere, CA—City Manager(2017)
• Carlsbad, CA—City Manager(2014)
Page 2
• Carmel-by-the-Sea, CA
Assistant City Administrator(2017)
City Administrator(Backgrounds)(2016)
• Carson City, NV—City Manager(2014)
• Charlotte, NC—City Manager(2016)
• Cincinnati, OH—City Manager(2014)
• Colma, CA—City Manager(2013&Current Search)
• Davis, CA—City Manager(2014)
• Dublin, OH—City Manager(2014)
• Fountain Valley, CA—City Manager(2013&2017)
• Goleta, CA—Deputy City Manager(Current Search)
• Greensboro, NC—City Manager(2012)
• Henderson, NV—City Manager(2015)
• Huntington Beach, CA—Assistant City Manager(2013)
• Irvine, CA—Assistant City Manager(2016)
• Kingsburg, CA—City Manager(2013)
• Lake Forest, CA—City Manager(2017)
• Lathrop, CA—City Manager(2012)
• Lawrence, KS—City Manager(2016)
• Lincoln, CA—City Manager(2014)
• Loomis, CA—Town Manager(2017)
• Los Banos, CA—City Manager(2016)
• McKinney,TX
Assistant City Manager(2017)
City Manager(2016)
• Morgan Hill, CA—City Manager(2013)
• Morro Bay, CA—City Manager(Current Search)
• Norfolk, VA—City Manager(2017)
• Pacific Grove, CA—City Manager(2016)
• Palm Desert, CA—City Manager(2016)
• Placer County, CA—County Executive Officer(2012)
• Portola Valley, CA—Town Manager(2012)
Page
• Reno, NV—City Manager(2017)
• Riverside, CA—City Manager(2015)
• Ross, CA—Town Manager(2012)
• Sacramento, CA
Assistant City Manager(Backgrounds) (2016)
City Manager(Internal Candidate Appointed 2017)
• 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
City Manager(2014)
Deputy City Manager(2015)
• Simi Valley, CA—City Manager(2013)
• Solana Beach, CA—City Manager(2015)
• South Lake Tahoe, CA—City Manager(Background)(2012)
• South Jordan, UT—Assistant City Manager(2016)
• South Padre Island,TX—City Manager(2016)
• Tiburon, CA—Town Manager(2015)
• Union County, NC—Assistant County Manager(2015)
• Washoe County, NV—County Manager(2013)
• Watsonville, CA—City Manager(2015)
• Waxhaw, NC—Town Manager(2015&2017)
• Windsor, CA—Town Manager(2012)
•
• Yorba Linda, CA—City Manager(2013)
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 references upon the City's request.
Page 4
Project Staffing
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 Moorpark will have Mr.Greg Nelson,Senior Consultant of Ralph Andersen
&Associates,as the Project Director.
Mr. Greg Nelson, Project Director
Mr. Nelson is a Senior Consultant with Ralph Andersen & Associates,
following a career of over 20 years in the public sector, working primarily
for a city of 34,000 where he was known for his progressive and principled
leadership. Under his tenure, the city increased employee engagement,
citizen satisfaction (amongst the highest in a national survey), and made -
drastic improvements in the labor-management climate. He created public-
private partnerships that allowed for superior levels of service during budget
shortfalls, while enhancing relationships with stakeholders in the
community. Mr. Nelson was a co-founder of a municipal Human Rights .
Committee, engaging businesses and citizens in workshops and
community dialogue on diversity and social equity issues, in and out of the
workplace.
Mr. Nelson holds a Master's degree in Public Administration from the University of Illinois-Springfield
with a graduate certificate in Public Sector Labor Relations. Mr. Nelson's executive search portfolio
is diverse, working in cities large and small on a national scale, creating a national network of
potential candidates for the City of Moorpark.
Paraprofessional and Support Staff
Paraprofessional, graphics, and support staff will provide administrative support to the consultant
team on recruitment assignments. These may include: Ms. Brianna Ham, Ms. Diana Haussmann,
Ms. Mindy Radke, and Ms. Hillari Bynum.
Ms. Brianna Ham, Manager of Research and Quality Control
Brianna Ham is the Manager of Research and Quality Control with Ralph Andersen &
Associates and has nine years of experience with Ralph Andersen&Associates in addition
to over fifteen years of human resources consulting experience with other firms. Ms. Ham
serves on a variety of project consulting teams and provides analytical support for the firm's
recruitment and human resources consulting practices, including in the areas of candidate
sourcing and identification, background analysis, and other research activities.
Ms. Ham holds a Bachelor's degree in Speech Communication from Northern Arizona
University and completed her graduate level coursework at the University of California,
Davis. Her course work emphasized business administration, human resource
management, and organizational communication.
Ms. Diana Haussmann, Senior Recruitment Coordinator
Ms. Diana Haussmann joined Ralph Andersen &Associates in 1998 and currently serves
as a Senior Recruitment Coordinator. Ms. Haussmann provides administrative and
technical support to the Executive Search team, and is involved with the recruitment
process from start to finish, working closely with the firm's clients and candidates. Prior to
joining Ralph Andersen &Associates, Ms. Haussmann provided administrative support to
Page 5
the legal profession and also worked in the fast-paced world of title and escrow. Ms.
Haussmann has more than 25 years of executive level administrative experience and holds
an Associate of Arts degree in Legal Office Administration.
Ms. Mindy Radke, Research Assistant/Scheduling Coordinator
Ms. Radke joined Ralph Andersen&Associates in 2014.Ms.Radke provides administrative
support to the Executive Recruitment team as a Scheduling Coordinator and Research
Assistant. Prior to working for Ralph Andersen & Associates, Ms. Radke worked in the
Mortgage Industry for many years.Ms.Radke holds a Bachelor of Science degree in Health
Science from California State University, San Diego.
Ms. Hillari Bynum, Social Media& Creative Services Coordinator
Ms. Hillari Bynum is a Social Media&Creative Services Coordinator with Ralph Andersen
& Associates. She has more than seven years of graphic design experience, and has
provided design services to international clients and, on the domestic side, has provided
design services to develop a billboard campaign for a nonprofit to raise awareness about
sex trafficking in California. Ms. Bynum attends Sierra College and is working towards an
Associate's degree in Multimedia Design with plans to transfer to the University of
California, Sacramento for a Bachelor of Art's degree in Graphic Design.
Page 6
Work Plan
Our Understanding of the Assignment
The City Council has requested a proposal to assist in the identification and recruitment of a highly
qualified group of candidates for the position of City Manager. In particular, the City Council is
seeking 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 your leadership, stakeholders, staff, and, when
appropriate,your 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 understand that the City Council expects 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 persona/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.
• 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.
Page 7
• 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. Nelson, 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. P/ease refer to
the attached sample for the City of Moorpark Public Works Director/City Engineer recruitment
submitted with this Proposal.The development of the profile includes the collection of technical
information and recruitment criteria.
Technical Information
Mr. Nelson 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 Moorpark.
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. Nelson 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. Additionally, our process can allow for
email comments to Ralph Andersen&Associates relative to the desired qualities in the next
City Manager.
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.
Page
Outreach
An accelerated outreach and advertising campaign will be developed. It will include the
placement of ads in publications such as Western City Magazine, International City/County
Management Association (ICMA), and other professional publications. 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.
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 intemet.
•
Preliminary Interviews via Skype
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 Skype 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.
Page 9
Task 5-Search Report
After completing Task 4, Mr. Nelson 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. Nelson 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.
• Mr. Nelson 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.
• Verifications will be made on the top candidates and will include education verifications,
Department of Motor Vehicle check,wants and warrants,civil and criminal litigation search,
and credit check. The results of these verifications will be discussed with the Mayor and
City Council at the appropriate time.
• Reference checks will be conducted on the top two candidates. The results of these
reference checks will be discussed with the Mayor and City Council at the appropriate time.
• As needed, Mr. Nelson 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. Nelson 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.
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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.
Project Schedule
Ralph Andersen & Associates will complete the search within 90 to 120 days (or less) from the
execution of the agreement to the presentation of candidates. Negotiation with the top candidate will
take an additional week or two after finalist interviews.
A brief overview of the recruitment schedule is presented on below (schedule does not include
transition time by Selected Candidate to join the City).
Month 1 Month 2 Month 3 Month 4
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
.111
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
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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$26,200 for professional services and all related expenses.
Expenses included in the fixed fee include such items as advertising, consultant trips (up to three
trips to the City), clerical, graphic design, research, printing and binding, postage and delivery, and
long-distance telephone charges. Should the City request additional trips to the City by the Project
Director, the cost would be an additional$1,500 per day plus actual expenses.
This pricing structure assumes the following:
• Verifications and Backgrounds on the top two candidates including reference checks.
Should the City desire to conduct verifications on more than two candidates, professional
costs and expenses will be billed in addition to the above stated amount.
• Brochure—A full color brochure similar to the submitted sample will be developed for the
City of Moorpark.All pictures will be the responsibility of the City.
Optional Services (Community Meeting / Survey) — Should the City choose to conduct the -
Optional Community Meeting,the cost would be an additional$1,850 plus expenses. The City would
pay the full cost for any public announcements or advertisements to promote the Community
Meetings.An internet survey and summarized results could be conducted for an additional$1,500.
Ralph Andersen &Associates will bill the City in four installment payments. Progress payments will
be due upon receipt.
The City will be responsible for all candidate expenses related to on-site interviews.
Guarantee
Ralph Andersen&Associates offers the industry-standard guarantee on our 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 would be expected to
pay for the reimbursement of all incurred costs.
Should the initial outreach efforts not result in a successful placement, Ralph Andersen&Associates
will continue the outreach efforts until the ideal candidate is found. The City will be responsible for
expenses based on actual receipts.
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