1. The position of City Engineer, in the Community Development, is currently vacant.

Transcription

1 DATE 12/07/99 AGENDA ITEM # ( ) APPROVED ( ) DENIED ( ) CONTINUED TO TO: City Cuncil f 1 FROM: James L. App, City Manager SUBJECT: Prfessinal Services Cntract-Executive Search DATE: December 7, 1999 NEEDS: FACTS: Fr the City Cuncil t cnsider authrizing a prfessinal service cntract fr executive search services t fill the vacant City Engineer psitin. 1. The psitin f City Engineer, in the Cmmunity Develpment, is currently vacant. 2. Recruitment t fill the vacancy wuld benefit frm a cncentrated, Statewide search 3. William Avery and Assciates, a Califrnia based management cnsulting firm which has maintained a cntinuing relatinship with the City f Pas Rbles since 1981, prpses t cnduct the search ver the next 4-5 mnths at a fee f $10,900, and, expenses nt-texceed an additinal $4,500. ANALYSIS & CONCLUSION POUCY REFERENCE: William Avery and Assciated has assisted the City with labr relatins since Mr. Avery's invlvement has, f necessity, ver the years placed him in a psitin t gain a unique understanding f ur cmmunity, rganizatin and pririties. His histrical knwledge adds value t his assistance with the City Engineer search. nne FISCAL IMPACT: $15,400-50% general fund (l), 25% Water Fund (600) and 25% Wastewater Fund (601) OPTIONS: A. Authrize the City Manager t Execute an agreement with William Avery and Assciates t undertake a search fr City Engineer. B. Amend, mdify r reject ptins abve. Attachments: W. Avery and Assciates Prpsal W. Avery and Assciates Agreement

2 WILLIHM HVEKY & HSSUC. AVERY Nvember Jim App City Manager City f Pas Rbles 1000 Spring Street Secnd Flr Pas Rbles. CA Dear lim: Thank yu fr the pprtunity t submit ur prpsal fr the psitin f City Engineer fr the City f Pas Rbles- As we are currently underway with anther recruitment fr the City f Pas Rbles. we wuld be pleased t be able t prvide services t yu fr this recruitment as well. We have infrmatin in place that wuld give us the tls we need t d this search. Fllwing review f this prpsal, it's ur hpe that yu'll find that ur knwledge f the City, ur apprach. ur recruitment expertise and, cmmitment t Quality and service, will prvide the basis fr yur psitive cnsideratin f ur firm. The enclsed prpsal cntains the fllwing infrmatin; recruitment team assigned recruitment plan cnsulting fee and billing assignment guarantees and ethics time line f events and activities Once again. thank yu fr the pprtunity t submit a prpsal t assist with yur recruitment. If yu have any Questins, please d nt hesitate t call me. Sincerely. &rlrn William H. Avery 1.~112i~rn WHA- ksd Willian Avey & Awciates Ma~gcmcnL Cnsultants

3 WILLIRN QUERY & RSSOC. Remitmeat Team fr the City Engineer - Bill Aveg and Paul Kimura will serve as thc Principals in charge f this prject and will be assisted by ther principals and members f the staff f William Avery & Assciates. Inc- Mr. Avery and Mr. Kimura will be persnally invlved in the interview and assessment f candidates, reference investigatin and will be available thrughut the search prcess t prvide ther, related cnsulting services. May Fewel will assist in the recruitment and. Kim Duran will prvide administrative supprt. Rcmntment Plrrn and SmWces Prvided I. Psitin Pr% and Or~anizarinal Assc~smmr The initial assessment phase is a critical cmpnent f the search prcess. Our firm will meet with the key decisin makers t discuss the rganizatinal needs and psitin requirements. Our gal fr this aspect f the recruitment prcess is t: understand the City and departmental pririties fr this psitin. develp a clear understanding and cnsensus n the expertise, experience, educatin, perfrmance attributes and peratinal style f the ideal candidate. discuss the gals, bjectives. deliverables. and challenges related t this psitin. gain insight f the varius rganizatinal dynamics and departmental issues that exist within the rganizatin. identify the cmpelling aspects t this pprtunity. We wuld supplement this sessin with ther discussins with varius key staff members (as determined by the client). The ideal candidate prfile wuld be develped frm the abve discussins and incrprated int the frmal psitin annuncement. The candidate prfile is als utilized in varius ther means as a marketing tl. fr advertising cpy. pstings. and fr ther annuncements. Cntacting current City Engineers in cmparable agencies wh may be interested r aware f ptential candidates. Our netwrking will include Suthern and Nrthern Califrnia agencies. This effrt will mainly be geared tward identifying individuals wh meet the prfile f the ideal candidate but are nt actively seeking ther emplyment. Sending ut mailings t prfessinal rganizatins. as well as talking t the rganizatins membership t market the many psitives f wrking in the City f Pas Rbles. Identifying private sectr cntacts wh wuld be surces r referrals fr this assignment.

4 Page 2 Advertising in WESTERN CITY magazine, IOBS AVAILABLE magazine, and ther trade publicatins r peridicals deemed apprpriate fr this search. Psting the psitin n the Internet in the Public Sectr emplyment bulletin bard and n ur crprate website ( Utilizing ur crprate database. Develping and distributing a cmprehensive jb annuncement t variu; City. -Cunty and State level agencies and departments thrughut rhe State. - IK All candidates respnding t this psitin will Initially. be evaluated based n their resume and if apprpriate. an extensive phne 'screening" by a firm Principal. Candidates wh pass the lnitlal "~ualifying" criteria are then scheduled fr a frmal interview with ne f ur firms' Principals. These extended persnal interviews typically take 1-2 hurs and a thrugh discussln f their experience, accmplishments, management philsphy and interpersnal style takes place. Thse individuals wh best fit the psitin re~uirements will have an extensive Candidate Asscssment Reprt develped by the Principal wh cnducted the interview. Candihte Presentatin Upn cmpletin r frmal interviews. a selectin f candidates fr presentatin is made. Typically, the number f final candidates re~uested by ur clients range frm 5 t 7. We feel ur extensive ~ualificatin, interview, and reference checking prcess and the knwledge gained during ur initial assessment perid, enable ur client t prceed with fewer rather than mre finalists. The final candidates are presented in ur candidate presentatin "bk. Each finalist will have a file cnsisting f a candidate summary sheet. a resume. the Candidate Assessment Reprt (based n the frmal interview). and candidate reference interviews. Candidate summary sheets fr everyne wh submitted a resume will als be included. This prvides the client an insight t the level and nature f respnse fr their psitin.! I Selectin Prcess We will assist in the structuring f the interview prcess and crdinate the interview scheduling activity. Our firm will als prvide candidates with guidance and directin relative t travel planning, htel accmmdatins as well as ther interview planning issues.

5 WILLIAM QUERY & RSSLiC. C Page 3 -I Based n the firm's experience in human resurce management and executive search, we are able t assist ur clients in frmulating apprpriate cmpensatin and ther emplyment arrangements. We will be available thrughut ur retentin t assist in this prcess. As a matter f plicy, Avery & Assciates mnitrs the transitin and prgress f any executive we place with a client. Within the first 3-6 mnths fllwing the hired ii~dividual jining the City. we will speak with that individual t ensure the transitin has effective) ccurred. During the same perid we will als review the individual's status with yur ffice. Cdding fee Based n the services described in ur prpsal. the cnsulting fee fr this recruitment will be $ We will prvide ur first cnsulting invice fr ne third f the amunt at the utset f the search. The final invice fr the retainer will be submitted at the cmpletin f the sarch. In - additin, we will charge an amunt nt t exceed $4, fr ut-f-pcket expenses- These expenses include advertising. prductin, telephne, mailing, pstage, cnsultant travel fr client discussins. meetings and lcal candidate interviews. Thcse expense items will be detailed and billed n a mnthly basis. Z Gurantees and Ethics Whenever William Avety & Assciates. Inc. is retained. we make several guarantees and cmmitments t a client. Due t ur experience, knwledge and success within the management cnsulting field. we assure a client that we will nly present candidates wh meet a substantial majrity f the ideal ~ualificatins that yu have utlined. We are als cmmitted t cntinue ur search effrts until a successful candidate is emplyed. It is als ur practice t replace a candidate wh may vluntarily resign during the first year f hisher emplyment. This same cmmitment applies if the client rinds it necessary t terminate r t rekuest the resignatin f the selected individual in the first year fr reasns which wuld have precluded hisher emplyment had they been knwn at the time emplyment started. In either case. we invice a client nly fr ut-f-pcket expenses incurred in identibing a replacement.

6 CITY OF PAS0 ROBLES - CITY ENGINEER RECRUITMENT SCHEDULE z 0 C I I-' J I I-' cd a UI t Descriptin (Weeks) Initial meeting(s) - Jb annuncemenl draft - Advertlsing and marketing in place I I IS c. I-'.. N Ul - Recrultmenl slrategy finalized Apprve and print lb annuncemenls 4. 5 Recruitment perid Candidale screenlng Candidate Interviews Cmplete references - Preparatin r candidate bk Presentatin f candidate bk Final interviews Selectin and hire 17

7 AGREEMENT BETWEEN CITY OF PAS0 ROBLES AND WILLIAM AVERY & ASSOCIATES This agreement, effective immediately, is entered int by and between WILLIAM AVERY & ASSOCIATES, INC. (hereinafter referred t as CONSULTANT) at N. Santa Cruz Avenue, Suite A, Ls Gats, Califrnia and the CITY OF PAS0 ROBLES (hereinafter referred t as w. WITNESSETH: WHEREAS, CITY has need fr specialized cnsultant services; and WHEREAS, CONSULTANT has the training, experience and cmpetence t perfrm the specialized service required by the CTI"Y, and WHEREAS, CITY has the authrity under state law t emply CONSULTANT; NOW THEREFORE, the parties t this agreement d hereby mutually agree as fllws: DUTIES OF CONSULTANT 1. CONSULTANT will perfrm any and all necessary wrk in rder t assist CITY in recruiting and hiring a qualified City Engineer. Wrk t be perfrmed includes: CONSULTANT will develp recruitment materials (including the candidate prfile, jb annuncement, emplyment ads, and supplemental questinnaire) fr the City Engineer. CONSULTANT will cnduct utreach t seek ut and recruit qualified candidates fr the psitin. CONSULTANT will cnduct preliminary screening t eliminate candidates wh d nt pssess minimum required qualificatins. CONSULTANT will wrk with the CITY t prvide a recmmended list f finalists. In perfrming the screening, CONSULTANT will utilize a cmbinatin f the fllwing techniques: 1. reference checks 2. supplemental questinnaires 3. interviews 4. backgrund investigatins 5. review f wrk samples, etc.

8 Page 2 CONSULTANT will present the CITY with the recmmended list f finalists accmpanied by detailed written reprts. CONSULTANT will wrk with the CITY t arrange fr interviews, suggest interview questins, and if requested, attend interview sessins. CONSULTANT will ntify all unsuccessful candidates. CONSULTANT will, if requested, assist with final reference checks, cmpensatin negtiatins, etc. All wrk n this assignment will be perfrmed by Bill Avery, Paul Kimura and Mary Fewel f William Avery & Assciates. They will be assisted by Kim Duran. DUTIES OF CITY. 1. CITY shall cperate with CONSULTANT in the perfrmance f this 'agreement as fllws: a) Prviding all infrmatin reasnably accessible t the CITY which may be helpful t CONSULTANT in the perfrmance f services, and b) Make staff available fr interviews/cnsultatin, etc. c) Prviding clerical and stengraphic assistance as CONSULTANT may reasnably require n-site, and 'z 1 d) Prviding a suitable lcatin where interview sessins may be cnducted. CONSIDERATION 1. Fr the services described abve, the CITY shall pay CONSULTANT the sum f Ten Thusand Nine Hundred Dllars ($10,900.00). Three Thusand Six Hundred ($3,600.00) Dllars t be due and payable upn cmmencement f wrk. The balance will be due upn cmpletin f wrk. 2. CONSULTANT shall bill CITY fr direct expenses fr advertisement, clerical time, lng distance telephne, travel, etc. Ttal billings fr expenses shall nt exceed Fur Thusand Five Hundred Dllars ($4,500.00). Expenses will be detailed and billed mnthly. IV. INDEMNITY CONSULTANT shall indemnify, defend, and hld harmless the City f Pas Rbles, its fficers, agents and emplyees against any and all liability, claims, actins, causes f actins r demands whatsever against them, r any f them, fr injury t r death f persns r damage t prperty - 1 arising ut f, cnnected with, r caused by CONSULTANT, CONSULTANT'S emplyees,

9 Page 3 agent. r independent cntractrs r cmpanies in the perfrmance f (r in any way arising frm) the terms and prvisins f this Agreement. WILLIAM AVERY & ASSOCIATES lll&& * William H. Avery " Dated: l f ~ / ' CITY OF PAS0 ROBLES Jim App Dated:

10