HomeMy WebLinkAboutNovak Consulting Group - 2019-01-16 PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
THE NOVAK CONSULTING GROUP
FOR
OPERATIONAL PERFORMANCE REVIEW OF THE HUMAN RESOURCES
DEPARTMENT
THIS AGREEMENT("Agreement") is made and entered into by and between the City of
Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as
"CITY," and The Novak Consulting Group, a consulting firm hereinafter referred to as
"CONSULTANT."
WHEREAS,CITY desires to engage the services of a consultant to assist the City with an
organizational performance review of all divisions within the Human Resources Department; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
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Huntington Beach Municipal Code, Chapter 3.03,relating to procurement of professional service
contracts have been complied with; and
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CONSULTANT has been selected to perform these services,
NOW,THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A," which is
attached hereto and incorporated into this Agreement by this reference. These services shall
sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates a person who shall represent it and be its sole
contact and agent in all consultations with CITY during the performance of this Agreement.
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2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
3. TERM: TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
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commence on � � , 20 ICI (the "Commencement Date"). This Agreement
shall automatically terminate ee (3) years from the Commencement Date, unless extended or
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no
later than six (6) months from the Commencement Date. The time for performance of the tasks
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identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be
amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT.
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In the event the Commencement Date precedes the Effective Date,CONSULTANT
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shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
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In consideration of the performance of the services described herein, CITY agrees
to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which
is attached hereto and incorporated by reference into this Agreement,a fee, including all costs and
expenses,not to exceed Forty Eight Thousand Eight Hundred Dollars($48,800).
5. EXTRA WORK
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In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such t
work only after receiving written authorization from CITY. Additional compensation for such
extra work shall be allowed only if the prior written approval of CITY is obtained.
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6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit"B."
7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder, including,
without limitation, all original drawings, designs, reports, both field and office notices,
calculations, computer code, language, data or programs, maps, memoranda, letters and other
documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY
upon expiration or termination of this Agreement or upon PROJECT completion,whichever shall
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occur first. These materials may be used by CITY as it sees fit.
8. HOLD HARMLESS
CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless
CITY, its officers, elected or appointed officials, employees, agents and volunteers from and
against any and all claims, damages, losses, expenses, judgments, demands and defense costs
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(including, without limitation, costs and fees of litigation of every nature or liability of any kind
or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's
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subcontractors,if any)negligent(or alleged negligent)performance of this Agreement or its failure j
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to comply with any of its obligations contained in this Agreement by CONSULTANT,its officers,
agents or employees except such loss or damage which was caused by the sole negligence or willful
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misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and j
CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all
claims and liability regardless of whether any insurance policies are applicable. The policy limits
do not act as limitation upon the amount of indemnification to be provided by CONSULTANT.
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9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability insurance
policy coveting the work performed by it hereunder. This policy shall provide coverage for
CONSULTANT's professional liability in an amount not less than One Million Dollars
($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not
contain a self-insured retention without the express written consent of CITY;however an insurance
policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made
policy shall be acceptable if the policy further provides that:
A. The policy retroactive date coincides with or precedes the initiation of the
scope of work (including subsequent policies purchased as renewals or
replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents that might
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give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during the
required extended period of coverage following PROJECT completion. If insurance is terminated
for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two
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(2)years to report claims arising from work performed in connection with this Agreement.
If CONSULTANT fails or refuses to produce or maintain the insurance required by
this section or fails or refuses to furnish the CITY with required proof that insurance has been
procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to
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forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid
for its time and materials expended prior to notification of termination. CONSULTANT waives
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the right to receive compensation and agrees to indemnify the CITY for any work performed prior
to approval of insurance by the CITY.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverage as required by this Agreement;the certificate shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall promise that such policy shall not be suspended, voided or canceled
by either party,reduced in coverage or in limits except after thirty(30)days'
prior written notice;however,ten(10)days'prior written notice in the event
of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force until the
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work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not derogate j
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from CONSULTANT's defense,hold harmless and indemnification obligations as set forth in this
Agreement. CITY or its representative shall at all times have the right to demand the original or a
copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the
premiums on the insurance hereinabove required.
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this j
Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT
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shall secure at its own cost and expense, and be responsible for any and all payment of all taxes,
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social security, state disability insurance compensation, unemployment compensation and other
payroll deductions for CONSULTANT and its officers, agents and employees and all business
licenses,if any, in connection with the PROJECT and/or the services to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANT's services hereunder at any time with or without
cause,and whether or not the PROJECT is fully complete. Any termination of this Agreement by
CITY shall be-made in writing,notice of which shall be delivered to CONSULTANT as provided
herein. In the event of termination, all finished and unfinished documents, exhibits, report, and
evidence shall,at the option of CITY,become its property and shall be promptly delivered to it by
CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall not be
assigned,delegated or subcontracted by CONSULTANT to any other person or entity without the
prior express written consent of CITY. If an assignment, delegation or subcontract is approved,
all approved assignees, delegates and subconsultants must satisfy the insurance requirements as
set forth in Sections 9 and 10 hereinabove.
14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
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produced as a result of this Agreement. J
15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY employee in
the work performed pursuant to this Agreement. No officer or employee of CITY shall have any
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financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given either
by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to
CITY as the situation shall warrant,or by enclosing the same in a sealed envelope,postage prepaid,
and depositing the same in the United States Postal Service, to the addresses specified below.
CITY and CONSULTANT may designate different addresses to which subsequent notices,
certificates or other communications will be sent by notifying the other party via personal delivery,
a reputable overnight carrier or U. S. certified mail-return receipt requested:
TO CITY: TO CONSULTANT:
City of Huntington Beach The Novak Consulting Group
ATTN: Antonia Graham, Assistant to the Julia D.Novak
City Manager 26 E. Hollister Street
2000 Main Street Cincinnati, OH 45219
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Huntington Beach, CA 92648
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17. CONSENT
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consentlapproval to any
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subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid unless
in writing and duly executed by both parties.
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19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive.and are
included solely for convenience of reference only and are not representative of matters included
or excluded from such provisions, and do not interpret, define, limit or describe, or construe the
intent ofthe parties or affect the construction or interpretation of any provision.of this Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement-shall in all cases be construed as a
whole, according to its fair meaning, and not strictly for or against any of the parties. If any
provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be
unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining
covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent
upon any other unless so expressly provided here. As used in this Agreement, the masculine or
neuter gender and singular or plural number shall be deemed to include the other whenever the
context so indicates or requires. Nothing contained herein shall be construed so as to require the
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commission of any act contrary to law, and whenever there is any conflict between any provision
contained herein and any present or future statute, law, ordinance or regulation contrary to which
the parties have no right to contract, then the latter shall prevail, and the provision of this
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Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to
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bring it within the requirements of the law. j
21. DUPLICATE ORIGINAL
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The original of this Agreement and one or more copies hereto have been prepared
and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of
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the date of its execution and delivery, be deemed an original. Each duplicate original shall be
deemed an original instrument as against any party who has signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the immigration and
naturalization laws of the United States and shall, in particular, comply with the provisions of the
United States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services,and that such legal services are expressly outside the
scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
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CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONSULTANT.
24. ATTORNEY'S FEES
In the event suit is brought by either party to construe, interpret and/or enforce the
terms and/or provisions of this Agreement or to secure the performance hereof, each party shall
bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its
attorney's fees from the nonprevailing party.
25. SURVIVAL
Terms and conditions of this Agreement,which by their sense and context survive
the expiration or termination of this Agreement, shall so survive.
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26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws of the
State of California.
27, SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has the
power, authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify CITY- fully for any injuries or damages to CITY in the event that such
authority or power is not, in fact,held by the signatory or is withdrawn.
28. ENTIRETY
The parties acknowledge and agree that they are entering into this Agreement freely
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and voluntarily following extensive arm's length negotiation,and that each has had the opportunity
to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and
agree that no representations,inducements,promises,agreements or warranties,oral or otherwise,
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have been made by that party or anyone acting on that party's behalf, which are not embodied in
this Agreement, and that that party has not executed this Agreement in reliance on any
representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set
forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement
between the parties respecting the subject matter of this Agreement, and supersede all prior
understandings and agreements whether oral or in writing between the parties respecting the
subject matter hereof.
29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City Attorney,
This Agreement shall expire when terminated as provided herein.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by and through their authorized officers.
CONSULTANT, CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of
Julia D.Novak California
COMPANY NAME
The Novak Consulting Group
By: (Pursuant To HBMC§3.03.100)
Julia D.Novak,President
print name
ITS: (circle one)Chairman/President/Vice President APPROVED AST j
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City Attorney •�jv
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Joseph Novak, Secretary ate--�
print name —
ITS: (circle one)Secretary/Chief Financial Officer/Asst. j
Secretary—Treasurer j
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Receive and File
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EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
The CITY desires an independent and comprehensive review of the Human Resources
Department. The purpose of the Operational Review of the Human Resourced Review is:
To examine the City's compliance with legislated Human Resources requirements,
organizational policies, and best practices.
To explore how to better service the needs and satisfaction levels of the City's internal
and external customers, including management, employees, and the general"job"seeking public.
To streamline the work processes used to carry out the functional work.
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This Review will enable the CITY to enhance the organizational operations and functions of the
Human Resources Department for current and future needs. In order to accomplish these tasks,
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the Consultant will need to interview Human Resources employees, Department Heads, and key
employees as identified by the City Manager's Office to fully understand the existing strengths
and weaknesses of the Department.
B. CONSULTANT'S DUTIES-AND RESPONSIBILITIES:
The CONSULTANT shall perform an organizational scan of the Human Resources Department
to evaluate:
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The organizational structure of the Department and Divisions of the Human Resources
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Department
Success in fulfilling the Department's Mission(e.g. is the department providing expected
services)
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Program staffing levels,classification structure,and performance of various programs
Use of financial resources by the Department.
Interviews with key personnel both inside and outside of the Department.
The CONSULTANT shall identify and analyze the following:
Areas where additional analysis is required due to inability to easily understand or
evaluate particular programs or missions.
Relationships between the Department and the"customer"Departments.
Reporting relationships to ensure adequate span of control.
Staffing levels based on current and projected workloads.
Review staff retention and experience.
Potential "red flags" due to staffing levels or performance metrics that are out of line with
industry standards—recommend appropriate performance metrics as necessaty.
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The CONSULTANT shall analyze, evaluate,and provide findings and recommendations
regarding:
Practices,procedures, and key performance measurements of the Department for
consistency with prevailing industry standards,practices, and legal requirements.
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Existing benchmarks and comparators.
Benchmark performance standards against established comparators—in particular,
identify service levels that significantly lag or exceed industry or comparator standards.
Current staffing models,including the correct balance of full-time staff and the use of
temporary staff(if any).
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Analyze the efficiency, effectiveness, and timeliness of the entire recruitment process,
including the testing process.
Deliverables
At the conclusion of the Review,the CONSULTANT shall,as described in the Scope of Work:
a. Provide a summary of findings that effectively summarizes and communicates the
information reviewed;
b. Identify key issues and opportunities; and
C. Formulate recommendations.
A draft report with an Executive Summary shall be issued to City staff for review. This
document shall include the summary of findings and recommendations as identified in the Scope
of Work. Any documentation prepared by the CONSULTANT hall be provided to the CITY in
electronic format. A final report shall be issued following staff comments on the initial draft. In
addition, City staff may require the Consultant to present the findings to the City Manager in-
person.
C. CITY`S DUTIES AND RESPONSIBILITIES:
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The CITY shall work collaboratively with the CONSULTANT to assist in faciliatting any data
collection and interviews the CONSULTANT needs to conduct and complete the
aforementioned scope of work.
D. WORK PROGRAM/PROJECT SCHEDULE:
The Consultant will have six(6)months from contract approval to complete the Statement of
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Work.
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EXHIBIT "B"
Payment Schedule(Fixed Fee Payment)
1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee
set forth herein in accordance with the following progress and payment schedules.
2. Delivery of work product: A copy of every memorandum, letter, report, calculation
and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate
-progress toward completion of tasks. In the event CITY rejects or has comments on any such product,
CITY shall identify specific requirements for satisfactory completion.
3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment
due. Such invoice shall:
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A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm that the
work has been performed in accordance with the provisions of this Agreement;
and
E) For all payments include an estimate of the percentage of work completed. i
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice,CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule
of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties
agree that past performance by CONSULTANT is in, or has been brought into compliance, or until-
this Agreement has expired or is terminated as provided herein.
4. Any billings for extra work or additional services authorized in advance and in writing I
by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information i
required above, and in addition shall list the hours expended and hourly rate charged for such time.
Such invoices shall be approved by CITY if the work performed is in accordance with the extra work
or additional set-vices requested, and if CITY is satisfied that the statement of hours worked and costs
incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the
parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing
performance of the remainder of this Agreement.
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
THE NOVAK CONSULTING GROUP
FOR
OPERATIONAL PERFOMNCE REVIEW OF THE HUMAN RESOUCES DEPARTMENT
Table of Contents
1 Scope of Services.....................................................................................................1
2 City Staff Assistance................................................................................................2
3 Term;Time of Performance.....................................................................................2
4 Compensation..........................................................................................................2
5 Extra Work...............................................................................................................2
6 Method of Payment..................................................................................................3
7 Disposition of Plans,Estimates and Other Documents ...........................................3
8 Hold Harmless .........................................................................................................3
9 Professional Liability Insurance.............................................................................4
10 Certificate of Insurance............................................................................................5
11 Independent Contractor............................................................................................6
12 Termination of Agreement.......................................................................................6
13 Assignment and Delegation......................................................................................6
14 Copyrights/Patents...................................................................................................7
15 City Employees and Officials..................................................................................7
16 Notices..................
17 Consent....................................................................................................................8
18 Modification.............................................................................................................8 j
19 Section Headings .....................................................................................................8
20 Interpretation of this Agreement..............................................................................8
21 Duplicate Original....................................................................................................9
22 Immigration...............................................................................................................9
23 Legal Services Subcontracting Prohibited................................................................9
24 Attorney's Fees..........................................................................................................10
25 Survival.....................................................................................................................10
26 Governing Law.........................................................................................................10
27 Signatories......................................................................................................I....: ..10
28 Entirety......................................................................................................................10 I
29 Effective Date.................................................................................11
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CITY OF HUNTINGTON BEACH RECEIVED
Professional Service Approval Form JAN 0 20:
0'*11
PART I Financ r
Date: 1/2/2019 Project Manager Name: Antonia Graham
Requested by Name if different from Project Manager:
Department: City Manager
PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED
BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL,
BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED
WITH ALL APPROVED CONTRACTS.
1) Briefly provide the purpose for the agreement:
The purpose of this consultant agreement is to conduct an organization assessment of the Human
Resources Department.
2) Estimated cost of the services being sought: $ 50,000
3) Are sufficient funds available to fund this contract? ® Yes ❑ No
If no, please explain:
4) Check below how the services will be obtained:
® A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted.
❑ MC 3.03.08(b)—Other Interagency Agreement procedure will be utilized.
❑ MC 3.03.08—Contract Limits of$30,000 or less exempt procedure will be utilized.
5) Is this contract generally described on the list of professional service contracts approved by the City
Council? If ns er to this question is "No," the contract will require approval from the City Council.)
® Yes ❑ No
Fiscal Services Manager Signature (Purchasing Approval) Date
6) Amount, Business Unit(8 digits) and Object Code (5 digits)where funds are budgeted
(Please note that a budget check will occur at the object code level):
Account number Contractual Dollar Amount
Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year
18/19
10030101.69365 $50,000 $ $ $
$ $ $ $
pproval Dat
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Depa ment Head Signature(s) ate
l d
C ie Fina I O Ifficer Signature Date
4111
Assistant City Man ger's Signature Date
APPROVED DENIED ❑
C
City Manager's Signature ate
novak park 1
REV: February 2015
r CITY OF HUNTINGTON BEACH
Professional Service Approval Form J w
PART 11 Finance,
Date: 1/2/2019 Project Manager: Antonia Graham
Requested by Name if different from Project Manager:
Department: City Manager
PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I& 11 MUST
BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant: Novak Consulting
2) Contract Number: ADM
(Contract numbers are obtained through Finance Administration x 5630)
3) Amount of this contract: $50,000
Account number Contractual Dollar Amount
Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year
18/19
10030101.69365 $50,000 $0 $0 $0
4) Is this contract less than $50,000? 51 Yes No
5) Does this contract fall within $50,000 and $100,000? ® Yes ❑ No
6) Is this contract over$100,000? ❑ Yes ® No
(Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make
sure the appropriate signature page is attached to the contract.)
7) Were formal written proposals requested from at least three available qualified consultants?
® Yes ❑ No
8) Attach a list of consultants from whom proposals were requested (including a contact telephone
number.)
9). Attach Exhibit A, which describes the proposed scope of work.
10) Attach Exhibit B, which describes the payment terms of the contract.
&k `-2-1
Dep Head Date
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Fiscal Servic (Purchasing) Date
Bddget—Manag'erApl5roval Signature bate
Chief Financial Officer(or designee) Signature Date
novak part 2
City of Huntington Beach
Operational Performance Review
of the Human Resources
Department
August 24, 2018
#fit
9
The Nova
Consulting Group
Table of Contents
Cover Letter
Background and Project Summary...............................................................................1
Methodology....................................................................................................................3
Project Schedule and Assistance from the City............................................................................7
Staffing.............................................................................................................................8
Qualifications................................................................................................................14
FeeProposal..................................................................................................................16
Attachment A— Project Schedule................................................................................17
e Novak Consulting Group
Strengthening organizations from the inside out.
REQUEST FOR PROPOSAL
VENDOR APPLICATION FORM
TYPE OF APPLICANT: W NEW ❑ CURRENT VENDOR
Legal Contractual Name of Corporation: The Novak Consulting Group, Inc.
Contact Person for Agreement: Julia D. Novak
Corporate Mailing Address: 26 E. Hollister Street
City. State and Zip Code: Cincinnati, OH 45219
E-Mail Address: jnovak@thenovakconsultinggroup.com
Phone:
513-221-0500 Fax: 513-221-3100
Contact Person for Proposals: Julia D. Novak
Title:
President E-Mail Address:j nova k@thenovakconsultinggroup.c
513-221-0500 513-221-3100
Business Telephone: Business Fax:
Is your business: (check one)
❑ NON PROFIT CORPORATION W FOR PROFIT CORPORATION
Is your business: (check one)
CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP
INDIVIDUAL ❑ SOLE PROPRIETORSHIP
❑ PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION
1 of 2
Names & Titles of Corporate Board Members
(Also List Names & Titles of persons with written authorization/resolution to sign contracts)
Names Title Phone
Julia D. Novak President 513-221-0500
Joseph Novak Secretary 513-221-0500
Marilyn Stoeckle Chairman 513-221-0500
Federal Tax Identification Number: 26-3977506
City of Huntington Beach Business License Number: TBD
(If none, you must obtain a Huntington Beach Business License upon award of contract.)
City of Huntington Beach Business License Expiration Date: TBD
L� 2 of 2
p,
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9p3
TheiNOVak
Consulting Grog
August 24, 2018
Jennifer Anderson, Buyer
Finance Department
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Dear Ms. Anderson:
The mission of The Novak Consulting Group is to strengthen organizations, for those they
serve and those who work in them. We are dedicated to providing management consulting
services to local governments and nonprofit organizations. The firm was originally established
as Public Management Partners in 2001. Since then, we have been providing our clients with
the best thinking and execution in organizational design, development, and improvement.
We are pleased to submit this proposal for an Operational Performance Review of the Human
Resources Department to the City of Huntington Beach. This proposal is based on our review
of the City's Request for Proposal as well as our experience completing similar work for other
jurisdictions across the country.
Our project team for Huntington Beach is composed of skilled professionals, seasoned in local
government with direct experience in all facets of local government operations. Our team has
had significant success working with many local governments to review operations, processes,
and staffing with the goal of improving organizational performance and efficiency. We are
confident our customized approach will provide the City with a plan for optimizing the
provision of human resource services in the organization.
We look forward to the opportunity to serve Huntington Beach in this engagement. Please
contact me at (513) 309-0444 or inovak@thenovakconsultinggroup.com should you have any
questions. As President, I am authorized to bind the firm.
Sincerely,
Julia D. Novak
President
ethenovakconsultinggroup.com
City of Huntington Beach Page 1
Operational Performance Review
Background and Projecty
For nearly a decade, a highly respected management consulting firm named Public Management
Partners helped a variety of organizations function more effectively. Through the years, the
firm's founding partners built a sizeable client base of predominantly local governments and
nonprofit organizations in the Midwest. Projects ranged from those as small as conducting
community workshops to those as sweeping as analyzing the operational efficiency of entire
departments within a municipality.
In 2009, Julia D. Novak acquired Public Management Partners and founded The Novak
Consulting Group, staffed by consultants with decades of collective experience. With The Novak
Consulting Group, Julia built upon Public Management Partners' reputation for innovation and
results while expanding the company's services nationwide. Her company meets a wider range
of needs, consulting with governments in the areas of public works, public safety, human
resources, finance, planning, IT, and more. We provide our clients with the best thinking and
execution in organizational design, development, and improvement. Our services include:
• Organizational Assessment
• Strategic Planning
• Executive Search
The Novak Consulting Group provides unparalleled service to our clients. Leaders in local
governments and nonprofit communities have come to rely on The Novak Consulting Group for
high caliber advice with the personal attention you expect.
• Niche expertise. Our expertise lies in strengthening two kinds of organizations: local
governments and nonprofits. We're consulting specialists rather than generalists, focusing
our strengths to do a highly effective job for a specific group of clients.
• Flexibility to serve you better. We employ a small core staff of senior-level consultants,
and draw from our pool of subject matter experts when their expertise can help us serve you
better. The result? A highly nimble, more efficient approach to giving you the services you
need, when you need them.
• Decades of collective experience. Our associates and subject matter experts have
decades of experience in strengthening local municipalities and nonprofit organizations.
They've served in a wide range of positions, from city manager to public works director to
director of management information systems.
• Personal service from senior-level consultants. You appreciate it when deadlines are
met, phone calls are returned, and your challenges are given in-depth, out-of-the-box
thinking. While a large firm may assign your business to junior-level people, our firm offers
exceptional service from senior-level consultants.
The Novak Consulting Group is a women-owned firm led by President Julia Novak,
headquartered in Cincinnati, Ohio. The firm is staffed with local government professionals,
including full-time associates and subject matter specialists. The Novak Consulting Group and
The Novak Consulting Group
5trengthening organizations from the inside out;
City of Huntington Beach Page 2
Operational Performance Review
its staff have extensive experience working with local government clients. Our focus is on
providing solutions that work within the available resources and culture of the organizations we
assist.
The most innovative solutions in the world are valueless if they cannot be implemented or will
not be accepted by the community. We pride ourselves on our ability to listen, analyze, and
work with our clients to find not just a random selection of best practices taken from a manual,
but real solutions that can be implemented effectively. There is no value to a consulting study
that, once completed, occupies shelf space never to be opened again. We are pleased that our
prior engagements have resulted in corresponding actions by our clients to implement the
recommendations that we have jointly developed.
At The Novak Consulting Group, one of our strengths is the ability to build on existing capabilities
and resources and to help organizations see things from a different perspective. We do this
through listening to our clients and really understanding what they have to say. While there are
books full of best practices, stock solutions to complex problems are rarely effective. We do not
operate with a pre-packaged set of recommendations, and we diligently work to avoid trying to
fit our clients into a standard mold. We do not sell boiler plate solutions.
The Novak Consulting Group is excited about the opportunity to assist the City of Huntington
Beach. Because we came from local government careers, we have sat on the same side of the
table as you. Hiring outside consultants to evaluate operations in any organization is challenging:
it can be disruptive and intimidating, while at the same time it can be illuminating and exciting.
We understand the importance of respecting the staff who are in place to serve the public. We
assume good intent and work with our clients to collaboratively develop recommendations for
improvement. Without this, implementation of recommendations and lasting improvements are
not typically successful. We believe this intentional approach, coupled with our extensive
expertise in local government operations, makes us uniquely qualified to assist the City of
Huntington Beach.
The Novak Consulting Croup
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Methodology
The City of Huntington Beach is interested in engaging the assistance of an outside consultant
to conduct an evaluation of the Human Resources Department. The purpose of this assessment
is to review existing practices, policies, procedures, and structures to identify best practices and
opportunities for improvement in the delivery of human resources services to the City.
To meet this need in the review of the Department, The Novak Consulting Group proposes to
use our ""Six R" approach. This involves soliciting and collecting information on HR
Responsibilities, Resources, Requirements, and Results in order to identify possible
organizational and operational Revisions with an associated Roadmap to implement positive
change. This approach is depicted in the following graphic:
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ResvonsrY ::date Statubs
Pn Local Ordinance l Gale
Phaain vision I Mlsslon
/. Goals 6 abjedives
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,E € • � R
6e i eAAarsagear
Quantity t Quality
Timeliness
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t
• Responsibilities refer to the sources and level of mandate/direction for HR services. These
may derive from Federal/State mandate, direction from the local council through ordinance
or resolution, and/or internal direction derived from annual vision/mission/goals and
objectives. We will review all HR services to determine source and level of mandate in order
to better understand service level constraints and opportunities for change.
• Resources refer to all assets available to the organization to achieve its respective
responsibilities. These resources may include the following: time; human resources/available
The Novak Consulting Group
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Operational Performance Review
department staffing; management capacity/capability; financial position/forecasts;
contractual services (as internal service supplement or replacement); technological assets
(hardware, software, communications, training); and physical assets (buildings, equipment,
vehicles).
• Requirements refer to the sources of direction to HR management and staff regarding
service approach and methodology. These sources provide staff with direction on how they
should approach their respective tasks and complete their assignments. These sources may
derive from formal law/codes or adopted policies and procedures to more informal
mechanisms including continuation of past practice through initial or on-the-job training. We
will review and assess HR services and process requirements to better understand existing
business processes and opportunities for positive change.
• Results refer to the service yield derived from the provided services. These services are the
result of rationally developed/utilized process requirements applying available resources in
pursuit of prioritized fulfillment of HR responsibilities. The results phase links current
operations with future planning through measures of adequacy, efficiency, and effectiveness
through management reporting to provide operational information resources for better
management decision-making.
• Revisions refer to the depth and breadth of continuing change necessary to support
improved performance as indicated from results and performance reporting. This change can
range from a high level involving holistic or systemic issues (i.e., should we be in this
business) to strategic issues (should we consider alternative service sources) to tactical
issues (improving the productivity, efficiency, and effectiveness of the activity or service).
Revisions can impact any or all of the previous cycle stages (Responsibilities, Resources,
Requirements, or Results).
• Roadmap refers to the plans to implement revisions in order to improve service delivery
and product quality while maintaining or reducing unit costs. The Roadmap provides an
action plan for the City that identifies recommended priorities, responsibilities, effort phasing,
and an expected schedule to reach milestones.
The following details the proposed work plan to complete the operational performance review
of the Huntington Beach Human Resources Department.
Activity 1: Begin Engagement
The Novak Consulting Group will begin this engagement by meeting with the City Manager and
HR Director to review the details and expectations of this effort and to finalize the project
schedule. We will also discuss the City's interest in this study, the strengths and weaknesses of
the current HR processes, structure, and operations, and other issues that may be relevant to
our work. We will also meet with HR Management to review the schedule and project approach.
We will request and review all relevant background information, such as budgets, previous
studies, departmental work plans, organizational charts, job descriptions, and other similar data
to inform our work.
The Novak Consulting Group
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Operational Performance Review
Throughout the project, we will provide the City with regular project status reports, designed to
maintain planned project progress and budget, to identify and resolve project issues, and to
review project work products. In addition to formal status reporting, we anticipate numerous
informal opportunities for the City to discuss various project and operating issues with our
project manager and team leaders. We welcome the opportunity to have this informal dialogue
since we believe it will contribute to a more successful project.
Activity 2: Assess Customer Experience
As a vital internal service, it is important to understand how City departments depend on and
interact with the Human Resources Department. Therefore, The Novak Consulting Group will
conduct a confidential online survey of City staff to understand their experience with the HR
Department.
Additionally, we will meet with staff in other departments who routinely interact with HR to
better understand their perspective regarding the level of customer service received from HR.
We will discuss the role of HR in the organization and learn about their expectations for the
delivery of HR services. This will include a mix of focus group sessions as well as individual
interviews with key HR business partners.
Activity 3: Interview Human Resources Department Staff
In this task, we collect detailed data and information regarding HR operations. This is a
significant project effort that serves as the basis for all the analytical components of the project,
including issue identification and recommendation development. We employ several different
techniques for obtaining this information in order to collect sufficient data to understand
department operations. These data collection techniques include the following activities:
• We schedule and conduct confidential individual interviews with HR staff. The interviews
cover the organization, structure, and volume of work; the business processes used to
accomplish work; supervisory relationships; performance management; and perceived
strengths and weaknesses.
• In addition to formal interviews, we may conduct selected operational observations in
order to understand how work is performed in your normal work environments. This will
include walk-throughs in office settings and observing processes (both manual and
automated) during our site visit.
• Thorough data collection relates particularly to budgeting and financing, work volumes,
work cycle times, demands for service, and other detailed data necessary for a complete
analysis. We will tailor the collection of data to the needs and issues of the Department
and its operations. As an example, we typically collect the following data to better
understand operations:
• Work volume relative to staff resources
• Customer service performance standards and compliance reports
• Department budgets, including revenues and expenditures
• Current cost allocation plans and supporting data and calculations
• Internal financial reports
The Novak Consulting Group
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• Internal cost allocations by work unit
• Job descriptions and wage and compensation plans
• Records reflecting training and certifications
• Organization charts and staffing tables, including changes over the preceding three to
five years
• Strategic organizational plans
• Management reports, including any applicable performance measurement and
reporting
• Information technology infrastructure, including hardware and application inventories,
use of field technologies, and system strategic plans
Activity 4: Assess Human Resources Department Operations
The project team will employ our Six R approach as introduced previously. The approach guides
our efforts through data development, issue identification, operational analysis, and creation of
recommendations tailored to improve the operations of the Department and HR services City-
wide. We employ a variety of review and analysis techniques to develop and refine organizational
and operational data in order to provide recommendations that will improve the Department's
performance.
We will evaluate the organization and structure of the Department to assess its impacts on
program operations now and in the future. We will look at both the organizational alignment of
the Department as well as how it integrates with the overall structure of your government. We
will conduct the assessment from the following aspects of organizational design:
• The number of organizational levels and reporting procedures and the impacts on the
size and composition of the organization's command structure
• Alignment of leadership, management, and supervision
• Relative importance of specific operations in regard to organizational placement
• Adequacy of communication and coordination between and among operating units
• Spans of control and management supervision
• Overlapping or duplicated functions
• Clear lines of authority and responsibility
• Sufficiency of supervisory ratios
• Distinct work units to carry out important functions
We leverage the prior activities to define appropriate staffing levels based upon the
organizational, policy, and process reviews. The Novak Consulting Group project team will
employ a holistic approach using a variety of staffing assessment mechanisms. This approach
incorporates the Department's desired set of program service levels, legislative requirements,
its budgetary capacity, the skills and training of the current workforce, its access to technology,
and many other non-numeric drivers. We will perform the following activities for this analysis:
• Determine the backlogs, or alternatively, the excess capacity of the current workforce
• Define the potential work production levels if reasonable levels of productivity and
utilization are met
• Determine desired and/or feasible services levels given budgetary constraints
The Novak Consulting Group
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• Evaluate the efficiency of performance of specific tasks, as well as their relative
importance to the organization, and the frequency with which these are performed. The
project team will utilize this multi-dimensional approach to determine which tasks should
be enhanced, which should be diminished, and which may be candidates for alternative
service delivery methods.
As part of our review, we will identify best practices and determine where gaps may exist in the
Department's current delivery of services. We will develop recommendations for closing those
gaps and improving efficiency, based on available resources. Additionally, recommendations for
streamlining processes, reallocating personnel, and other appropriate recommendations will be
prepared and reviewed with the project team.
Activity 5: Identify Opportunities for Improvement
At the completion of the above tasks, The Novak Consulting Group will prepare a summary of
our observations and initial recommendations. We will meet with the City to review the summary.
Additional follow-up on issues or analysis will be conducted as needed.
Activity 6: Prepare Project Deliverables
The Novak Consulting Group will then prepare a draft report. The report will include an executive
summary, our methodology and approach, and a thorough description of all recommendations
for the department. The draft report will be presented to the City for review for factual accuracy
and to discuss content and approach. We will prepare and present the final report based on
feedback from the City.
Additionally, we will provide the Roadmap outlined in the Six R approach. This Roadmap serves
as a plan to guide the City through detailed implementation of the report's recommendations.
Project Schedule and Assistance from the City
A draft project schedule is included as Attachment A. We expect to refine this with the City
during Activity 1.
At the start of this engagement, The Novak Consulting Group will work with the City to identify
specific resources needed for this work. We have found that it is always helpful to have a primary
point person with the City to assist us with scheduling interviews and other project logistics.
We will request a variety of background materials to inform our work. However, the majority of
this information will be data that is readily available.
Generally, interviews and focus groups require approximately 90 minutes each. Some direct
follow-up with staff may be needed, based on the findings of our work.
We also anticipate several check-in meetings with the Project Team to review project status as
well as the preliminary recommendations and draft report.
The Novak Consulting Group
Strengthening or, rri atrons from the inside out,
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Operational Performance Review
Sty i n
Our project team is made up of senior-level consultants with direct local government experience.
What sets our project team apart is our ability to explore and relate to local community values
while at the same time investigating realistic approaches for cost-effective solutions.
Organizational Assessment Practice Leader Michelle Ferguson — Michelle has over 20
years of local government management experience, both as a consultant and in direct service
to some of the leading local governments in the country. As a consultant, Michelle has completed
detailed organizational reviews of entire jurisdictions and recommended improvements to
structure, staffing, and processes within departments in over 150 organizations across the
country. She is a LEAN certified professional and has provided customized training in the
development and use of performance measures to assist numerous organizations continuously
improve service delivery. Additionally, Michelle is also a skilled facilitator, able to bring diverse
groups of people together to articulate shared visions and priorities. She has lead strategic
planning engagements at the community, organizational, and department levels, and she has
facilitated numerous staff and governing body retreats.
Michelle will serve as project manager and will be assisted by Senior Associate Jenn Reichelt.
Analysts Andy Lanser and Claire Pritchard will provide analytical and research support to the
team.
Senior Associate)enn Reichelt—Jenn joined The Novak Consulting Group in 2016 following
16 years of direct service to local governments in Arizona and Montana. Jenn has extensive
experience in the areas of human resources management, collective bargaining, mediation, and
arbitration. Jenn has a strong background in community engagement, public outreach, and
media relations. She has a background in tourism and special events operations, as well as
downtown redevelopment and has managed Tax Increment Financing Districts. Throughout her
career, Jenn has coordinated the development of successful citizen outreach and communication
plans for departments in addition to larger community-wide initiatives.
Analyst Andy Lanser—Andy joined The Novak Consulting Group in 2018, bringing seven years
of experience working with local governments. Prior to joining the firm, he was Assistant Director
of the Center for Local Government in Ohio where he was responsible for all program
development for its member jurisdictions. He also worked for the Hamilton County, Ohio Public
Defender, communicating with its external stakeholders and updating the office's policies and
procedures.
Analyst Claire Pritchard — Before joining The Novak Consulting Group in 2018, Claire served
as Assistant to the County Manager for Dakota County, Minnesota where she led the County's
transition to a new form of government in 2013. She coordinated the County's legislative agenda,
assisted in development of the annual budget, and conducted financial impact analyses on a
daily basis. She is a member of the International City/County Management Association and is a
former ICMA Local Government Management Fellow.
The Novak Consulting Group
Strengthening organlzatlons from the inside out.
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Operational Performance Review
All members of our project team are employees of The Novak Consulting Group; no sub-
consultants will be used to complete the scope of work outlined in this proposal. Complete
resumes for each of our team members are included.
The Novak Consulting Grouts
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Michelle L. Ferguson, Organizational Assessment Practice Leader
Michelle has over 20 years of management experience in
local government, and she currently serves as the
organizational assessment practice leader for The Novak
Consulting Group. She has been with the firm since its
inception.
As organizational assessment practice leader, Michelle has
spearheaded the work of nearly 200 local government
reviews in some of the foremost governments across the
country. Michelle has completed detailed organizational a'
reviews of entire jurisdictions and recommended R a
improvements to structure, staffing, and processes within
departments of all sizes. Specific department reviews have
included development review, parks and recreation, public works, human services, human
resources, capital budgeting, and finance.
As a LEAN certified professional, Michelle excels at helping local governments continuously
improve and rely on data-based decisions to make informed choices about services to the public.
She is skilled in project management, process improvement strategies, performance
measurement, consent building, and public process design. Additionally, she has provided
customized training in the development and use of performance measures to assist numerous
organizations continuously improve service delivery.
Michelle is also a skilled facilitator, able to bring diverse groups of people together to articulate
shared visions and priorities. She has lead strategic planning engagements at the community,
organizational, and department levels, and she has facilitated numerous staff and governing
body retreats.
Michelle began her consulting career in 2005 following 10 years of direct experience in local
government management, which included serving as assistant county manager in Arlington
County, Virginia. During her tenure with Arlington County, Michelle oversaw the daily
management and implementation of the County's capital program. She also led the organization-
wide performance measurement initiative establishing their Balanced Scorecard. Prior to
Arlington County, Michelle served as assistant city manager in Overland Park, Kansas.
Michelle earned a bachelor's degree in political science from Loyola University-Chicago and a
master's degree in public administration from the University of Kansas. She is a member of the
International City/County Management Association. She also served as the president of the
Metropolitan Association of Local Government Assistants in Washington, D.0 and has presented
at state and national conferences on topics such as strategic planning, effective governing
bodies, and council-staff relations.
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Operational Performance Review
Jenn Reichelt, Senior Associate
Jenn has 18 years of management experience in local
government and is currently a senior associate with The
Novak Consulting Group. She joined the firm in 2016 and
works in both the organizational assessment and executive s
search practice areas. g
Jenn has assisted with 14 organizational and department .
reviews. While the assessments often examine all core
services, Jenn's area of expertise include analysis of
organizational structure, human resources, tourism/special
events, and community development. Notable projects
include a GoTriangle organizational assessment; a feasibility
study for DuPage County that looked at combining the
Election Commission and County Clerk's Office; and a review
of the Lee's Summit Human Resources Department.
Jenn has a wealth of knowledge in the areas of human resources management, employee
counseling, conflict resolution, and labor relations. She is adept in the collective bargaining,
mediation,fact-finding, and arbitration processes. Jenn is actively involved in the firm's executive
search practice area. She has conducted searches for city manager/administrator; police chief;
directors of public works, finance, human resources, planning, economic development, and
human services; and many other key positions in local governments across the country.
She has a background in community engagement, public outreach, and media relations, as well
as crisis and emergency management. Jenn has worked with diverse stakeholders and helping
groups reach consensus. Throughout her career, she has developed and implemented successful
citizen outreach and communication plans for several community-wide initiatives.
Before joining The Novak Consulting Group in 2016, she served as deputy city manager for the
City of Great Falls, Montana where she oversaw all human resources activities, including labor
relations. She served as the City's primary public information officer and managed the City's five
Tax Increment Financing Districts. Prior to her tenure in Great Falls, she worked in Glendale,
Arizona where she served as the deputy marketing and communications director. She led the
City's downtown redevelopment efforts, helped create the City's first Convention and Visitor's
Bureau, and assisted in the development of Glendale's Sports and Entertainment District. Jenn
served as a city spokesperson and oversaw the City's tourism, sports marketing, and branding
campaigns.
Jenn earned a bachelor's degree in business administration and a master's degree in public
administration from Northern Arizona University. She is a member of the International
City/County Management Association (ICMA) and a graduate of Leadership ICMA and the
Weldon Cooper Center for Public Service Senior Executive Institute.
The Novak Consulting Group
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Andy Lanser, Analyst
Andy joined The Novak Consulting Group in 2018. Prior to this,
Andy spent three years as the Assistant Director of the Center
for Local Government in Ohio. Public
A, ation Nort
The mission of the Center for Local Government is to improve
public service delivery by municipalities in the Greater
Cincinnati metropolitan area through improved information
exchange, cost reductions, shared resources, y.
interjurisdictional collaboration, and new approaches to capital
7 years
equipment and skills acquisition.
Local Government
While at the Center, Andy was responsible for all program
development for its member jurisdictions. Topics included the
development of solid waste and energy consortiums, salary studies, fire department analyses,
an online benchmarking database of municipal services, and a spot survey program.
Prior to the Center, Andy worked for the Hamilton County, Ohio Public Defender where he
focused on modernizing the office's policies and procedures and strategic communication with
its external stakeholders.
Andy earned a bachelor's degree in political science from Xavier University and a master's degree
in public administration from Northern Kentucky University.
The Novak Consulting Group
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Operational Performance Review
Claire Pritchard, Analyst
Claire joined The Novak Consulting Group in 2018 following
five years of service with Dakota County, Minnesota where
most recently she held the position of Assistant to the
County Manager.
While with Dakota County, Claire coordinated the County's
legislative agenda, assisted in development of the annual
budget, and conducted financial impact analyses and
process improvement efforts for a variety of County
functions. Claire also coordinated the County's transition to
a new form of government in 2013. 111
As a student at the University of Chicago, Claire served as a policy intern with the National
Association of Regional Councils where she developed an educational program on the work of
regional councils. She was also the associate editor for international development for the Chicago
Policy Review.
Claire earned a bachelor's degree in political science from the University of Chicago and a
master's degree in public policy from the University of Chicago Harris School of Public Policy.
She is a member of the International City/County Management Association and is a former ICMA
Local Government Management Fellow.
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Operational Performance Review
Qualifications
The Novak Consulting Group has been providing organizational assessments and operational
performance reviews for local governments since 2009. We have direct experience with a
number of California communities, including Manhattan Beach, Palo Alto, Ventura, Gilroy,
Yountville, Hayward, San Marino, San Luis Obispo, and the Port of Long Beach.
In addition to the specific references included below,The Novak Consulting Group has conducted
reviews of Human Resources Departments in the following organizations as part of an
organization-wide assessment:
• Charlottesville, Virginia
• Carbondale, Illinois
• Holland, Michigan
• Nantucket, Massachusetts
• Hastings, Nebraska
• Munster, Indiana
• Cleveland Heights, Ohio
• Fredericksburg, Virginia
• Harrisburg, Pennsylvania
• Reading, Pennsylvania
We would be happy to provide additional information about these or any of our prior projects.
Michelle Ferguson served as project manager for each of these engagements.
Lee's Summit, Missouri — The City retained the services of The Novak Consulting Group to
conduct a detailed review of the City's human resources functions. HR had experienced
vacancies in several key functions, including leadership positions. The City was interested in
ensuring appropriate resources were in place to adequately address the HR needs of the
organization. The study included recommendations in the areas of leadership, workforce
development, recruitment, and labor relations. Project Dates: 6/2017-10/2017
Nick Edwards, Assistant City Manager
(816) 969-1015 Nick.Edwards@cityofls.net
Boulder, Colorado — The Novak Consulting Group has completed multiple engagements for
the City which includes a review of the Human Resource function. The review led to significant
reorganization and the reemergence of the HR department as the keeper of the organizational
culture and true partner to operating departments, providing effective internal services
consistent with the organization's values. Project Dates: 12/2012-2/2013
Jane Brautigam, City Manager
(303) 441-3090 BrautigamJ(&bouldercolorado.goThe Novak Consulting Group
Strengthening organIzations from the inside out,
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Operational Performance Review
Wilmington, North Carolina — The City engaged The Novak Consulting Group to conduct a
review of the City's Human Resources Department to identify efficiency and effectiveness
opportunities. The study also included a detailed assessment of staffing needs for the
Department. Project Dates: 4/2016-7/2016
Tony Caudle, Deputy City Manager
(910) 341-4658 tony.caudlo'lwilmingtonnc.gov
Loudoun County, Virginia — The County engaged The Novak Consulting Group to assist in
the development of a long-term staffing plan for the Human Resource Department. Due to rapid
growth within the government, the Human Resource Department was in need of a structural
and staffing realignment in order to meet increasing demand for HR services. Project Dates:
9/2016-11/2016
Jeanette Green, Human Resource Director
(703) 737-8632 Jeanette.Green@loudoun.gov
Lexington-Fayette Urban County Government, Kentucky (LFUCG) — LFUCG, a
consolidated city-county government, retained the services of The Novak Consulting Group to
conduct a detailed assessment of staffing and processes of the HR Department.The engagement
included a review of technology requirements related to the LFUCG's ERP, as well as feedback
from key organizational stakeholders regarding operational needs. Project Dates: 12/2015-
4/2016
Sally Hamilton, Chief Administrative Officer
(859) 258-3133 shamilton2(ablexingtonky.gov
Rochester Hills, Michigan — The Mayor engaged The Novak Consulting Group to assist the
Human Resource Department in developing an improved service delivery model for the
organization. The project included a detailed review of all HR functions, interviews with key
organizational stakeholders, a City-wide survey of all employees, and a workload and staffing
review. Project Dates: 1/2016-5/2016
Mayor Bryan Barnett
(248) 656-4664 barnettbO)rochesterhills.org
The NovakConsuiting Group
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Operational Performance Review
Fee Proposal
The total, not-to-exceed price to complete the scope of work outlined in this proposal is $48,800,
including all professional fees and expenses.
The following is a breakdown of the cost by project activity.
1. Begin'Enga9ement __..... ... .._. ........$5,787
_.
2 Assess Customer Experience 9,707
3 Interview HR Department Staff $7,587
4 Assess HR Department Operations $8 811
.
L 5. Identif r Opportunities for Improvement WW .._._._' __......'.$6,919
_
6. Pre are Project Deliverables $9 991
Any additional services would be billed at the following hourly rates.
a, A
r
Michelle Ferguson, Organizational Assessment Practice Leader,_] $225
.._ _ � _. _ . .,
Jenn Relchelt, Senior Associate $175
Claire Pritchard/AndyLanser, Analyst . $85
The NovakConsulting Group
Strengthening organizations from the Inside out.
City of Huntington Beach Page 17
Operational Performance Review
AttachmentA - Project Schedule
The Novak Consulting Group
Strengthening organizations from the inside out
.................
[ Schedule
E.... ........... - _.... ..... ........ [ i
Huntington Beach,California
........ ... Human Resources Assessment START 2 3 4 5 6 7 8 9 10 11 12 13 14 15 _ 16 17 18 19 20 21
m m .w ...., 10/22 10/29 11/5 11/12 11/19 11/26 12/3 12/10 12/17 12/24 12/31 1/7 1/14 E 1/21 1/28 2/4 1 2/11 2/18 2/25 3/4 3/11
!Activity i-Begin En�apement
........ �... f
1 1 Conduct protect kick-off meeting with City Manager and HR Director
--12Meet with HR Management Team to review schedule and approach
Meet with City Department Directors to identify key HR Users and gain high level
1.3 input on HR strengths and weaknesses _--------v.....
1.4 Request and review background information
1.5 Finalize project schedule
._. i .....€
-
Activity 2-Assess Customer Experience 10/22 10/29 j 11/5 il/12 11/19 11/26 F 12/3,12/10 12/17 12/24 12/31 1/7 1/14 1/21 1/28 2/4 2/11 2/18 2/25 3/4 3/11
_
2.1 Conduct an employee survey to assess internal satisfaction with HR Services „
2.2 Conduct focus groups with staff who frequently interact with HR
_..... .... ................... -
1
Interview select customers identified during kick-off(mix of department directors
2.3 division managers,and key ?
_ ___ _-._.. _..._ ______.._...._..._ _.... .......... i._ _.
2.4 Summarize learning
Activity 3 Interview HR Staff 10/22 10/29 11/5 11/12 11/19 11/26 12/3 12/10 12/17 12/24,12/31 1/7 1/14'1/21 1/28 2/4 2/11 2/18�2/25 3/43/11
_._ _...... _- �.w
3.l interview HR Staff(15) l
C
3.2 Summarize learnin
Activity 4-,Assess Department Operations 10/22 10/29 11/5 11/12 11/19 11/26 1 12/3 12/10 12/17 112/24 12/31 1/7 1/14,1/21`1/28 2/4 2/11 2/18 2/25 3/4 3/11
.........
41,Identify gaps between customer expectations and HR service delivery
_ _ t.
4.2 Analyze department workload and staffing
4.3 Assess ability of HR to fulfill legislative requirements
..... ... ........'......, b.................. .......... .. .. ...
4.4 Map and validate key processes(Recruitment)
4.5'ldentify benchmark organizations and provide comparative information
4.6 Identify relevant best practices
i
4.7'Summarize learning
_. _....._...... .
Activity 5-Identify Opportunities for Improvement 10/22 10/29?11/5 11/12 11/19, 11/26 12/3 12/10 12/17 12/24',12/31 1/7 1/14' 1/21 1/28` 2/4 2/11 2/18 2/25 3/4 3/11!
5.1 Develop preliminary observations and recommendations
_. -
1 _. _ _
5.2 Review observations and recommendations with the City
5.3�Conduct follow-up research as appropriate F
....
5 4lFlnalize recommendations
t
,Activity 6-Prepare Project Deliverables 10/22;10/29 it/5 11/12 11/19 a 11/26?12/3 j 12/10 12/17 12/24 12/31 1/7 1/14 1/21,1/28 2/4 2/11 2/181 2/25 3/4 3/11 1
( 6.1 Prepare draft report
...._.. .... .
6.2 Review draft report with the City
EI, 6.3 Prepare final report
- .... _.
6.4 Prepare im lementatfon plan __ i
. .......
The Novak Consulting Croup
Strengthening organizations from the Inside out.
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Novakstrengthening
•,,. Consulting Group from the inside out
Our mission is to strengthen organizations, for those
they serve and those who work in them. We are local
government professionals, and we provide services
tailored to local governments:
AV Facilitation &Strategic Planning
Executive Search
Organizational Assessment&Optimization
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We offer our clients Facilitation &Strategic Planning
innovative thinking Leading planning sessions for successful outcomes.
Managing group processes is equal parts art and skill.We've facilitated countless group
that strengthens exercises including staff retreats and goal setting conversations with governing bodies.We
organizations from excel at navigating complex interpersonal dynamics within an organization
to ensure its employees are aligned to carry out its vision.
the inside out.Our
management Executive Search
Finding and developing strong leaders.
consulting services �
The quality of an organization's leaders is critical to its health
combine the and long-term success.Executive search can be an invaluable
service for both elected bodies hiring executive staff and
personal attention CEOs filling high-level positions,Executive coaching
develops leaders within an organization,not only
and flexibility of enhancing their performance,but helping it retain
Small firm with the
talent throughout its ranks I/
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sophistication and Organizational
senior-level expertise Assessment &
of lame firm. Optimization
Maximizing efficiency and productivity.
Assessing and optimizing organizational performance is one of our core services.We
evaluate operations at every level,from a single department to the organization as a whole.
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With each engagement, The Novak Consulting Group utilizes a comprehensive assessment
approach that can quickly identify potential areas of improvement, allowing our
team to focus efforts and best leverage project resources for maximum organizational
improvement. This holistic strategy includes a review of organizational structure, staffing
optimization, operational performance, resource constraints, and customer experience.
This is our"Six R"approach.
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• RESPONSIBILITIES refer to the sources and level of mandate/direction for services.These may
derive from vision,mission,goals,and objectives,local service standards and expectations for
fiscal stewardship.We will review services to determine source and level of mandate in order to
better understand service level constraints and opportunities for change.
The"Six R"approach RESOURCES refertoall assets availabletothe organization to achieve its respective responsibilities.
These resources may include the following:time;human resources;staffing;management capacity/
involves soliciting and capability; financial position; contractual services; technological assets (hardware, software,
communications,training);and physical assets(buildings,equipment,vehicles).
collecting information on • REQUIREMENTS refer to the sources of direction to management and staff regarding service
approach and methodo logy.These sources provide staffwith direction on howthey should approach
responsibilities,resources, their respective tasks and complete their assignments.These sources may derive from law,codes or
adopted policies and procedures to less formal mechanisms including continuation of past practice
requirements,and through initial or on-the-job training.We will review and assess service and process requirements to
better understand existing business processes and opportunities for positive change.
results in order to identify RESULTS refer to the service yield derived from the provided services.These services are the
possible organizational result of rationally developed process requirements applying available resources in pursuit of
prioritized fulfillment of responsibilities.The results phase links current operations with future
planning and management reporting to provide data for better management decision-making.
and operational revisions
• REVISIONS refer to the depth and breadth of continuing change necessary to support improved
with an associated performance as indicated from results and performance reporting.This change can range from a
high level involving holistic or systemic issues(i.e.,should we be in this business)to strategic issues
roadmop to implement (should we consider alternative service sources)to tactical issues (improving the productivity,
efficiency and effectiveness of the activity or service).
positive change. • ROADMAP refers to the plans to implement revisions in order to improve service delivery and
product quality while maintaining or reducing unit costs.The Roadmap provides an action plan for
the client that identifies recommended priorities and provides accountability for implementation,
suggestions for phasing implementation,and an expected schedule to reach milestones.
TheNovaklConsultinciGroup.com
Project Key State Jurisdiction Project type
- ------..................... .._..__......._.......... .......-......
..........._._- Georgia Decatur SPF
OA:Organizational Assessment and Optimization
Roswell SPF
ES:Executive Search
Illinois Carbondale OA
SPF:Strategic Planning and Facilitation
DuPage County OA
Evanston OA
State t Jurisdiction Projecttype Geneva SPF
Arizona Peoria ES Gurnee SPF
Sierra Vista SPF
Lisle SPF
California Gilroy OA
Peoria County ES
Hayward SPF Schaumburg OA
Long Beach Transit Authority OA Warrenville OA
Manhattan Beach SPF Woodridge SPF
Palo Alto SPF
Indiana Indianapolis OA ''-
Placer County SPF
Munster OA " SPF
San Luis Obispo SPF Kansas Baldwin City ES SPF
San Marino SPF
Bonner5prings OA
Yountville SPF Edgerton ES
Colorado Adams County SPF
Edwardsville SPF
Aurora OA SPF
Eudora SPF
Boulder OA ES SPF
Garden City OA
Brighton SPF
Gardner SPF
Centennial SPF
Lawrence SPF
Fort Collins OA SPF
Olathe SPF
Greeley OA
Roeeand Park SPF
La Plata County OA
Shawnee OA SPF
Louisville ES Tonganoxie ES SPF
Loveland ES Unified Gov't of KCK SPF
Routt County SPF
Kentucky Lexington-Fayette Urban County OA
Westminster SPF Government
Windsor OA SPF Paducah SPF
Connecticut Enfield OA Louisiana New Orleans OA
Greenwich ES Maryland Aberdeen OA ES SPF
Groton OA Berwyn Heights ES
Manchester OA SPF Cambridge ES
Mansfield OA ES Charles County ES
Meriden ES College Park SPF
Windsor ES Gaithersburg ES
Delaware Kent County ES Garrett Park ES
Lewes ES Greenbelt SPF
Milford ES Lo Plata ES
Milton ES Maryland State Judiciary SPF
Rehoboth Beach ES Mount Rainier OA ES
Florida Palmetto Bay SPF New Carrollton ES
26 E.Hollister Street I Cincinnati,Ohio 45219 00
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State Jurisdiction Project type State Jurisdiction Project type'
Maryland Ocean City SPF North Carolina Wake County OA
Riverdale Park ES Wilmington OA
Rockville OA ES SPF Ohio Beavercreek Township OA
Sykesville ES Blendon Township SPF
University Park SPF Blue Ash OA SPF
Westminster SPF Centerville ES
Massachusetts Franklin County OA Cincinnati OA SPF
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Pioneer Valley Planning "OA Clearcreek Township OA SPF
Commission Cleveland Heights OA ES SPF
Westborough SPF Delaware OA
Michigan Ada SPF Delaware County SPF
Ann Arbor SPF Delaware County EMS SPF
Ferndale SPF Dublin OA ES SPF
Holland OA Gahonno OA SPF
Midland SPF Granville ES
Novi ES Hudson ES
Rochester Hills OA ES Miami Township ES
Minnesota Edina OA Moraine ES
Missouri Chesterfield ES Oberlin OA ES SPF
Clayton SPF Portsmouth ES
Lee'sSummit OA ES Powell SPF
Maryville SPF Sandusky ES
North Kansas City SPF Sharonville SPF
Parkville SPF Toledo SPF
Platte City OA Troy OA
Sikeston SPF Union County ES
St.Louis County SPF Upper Arlington ES SPF
University City SPF Washington Township OA ES SPF
Nebraska Hastings OA West Chester Township ES
Nevada Reno OA Westerville ES
New Hampshire Keene ES Worthington OA ES SPF
New York Edgemont OA ' Oklahoma Norman OA
Ithaca OA Oregon Gresham SPF
Oneonta ES Hillsboro SPF
Rochester OA Lane County ES
New Jersey New Jersey Health Initiative OA Salem SPF
North Carolina Albemarle SPF Wilsonville OA SPF
Asheville OA Pennsylvania Carlisle Borough ES
Brevord SPF Duquesne OA
Cary SPF East Buffalo OA
Greensboro OA East Whiteland Township OA'
Raleigh OA SPF Exeter Township OA ES
Swansboro SPF Farrell OA
(over,please)
thenovokonsultinggroup.com
State Jurisdiction Pro%ecttype ,
Pennsylvania Ford City Borough OA Alliance for Innovation SPF-"
Harrisburg OA Ann Arbor Transportation Authority,Michigan SPF
Hazleton OA Central Brown County Water Authority,Wisconsin ES
Lancaster County OA ; Connecticut Town and City Management Assoc. OA
Lewisburg OA GoTriongle Transit,Durham,NC OA SPF
Nanticoke OA International City/County Management Assoc. OA SPF s
Reading OA Maryland Municipal League OA
St.Marys OA Miami University ofOhio OA
Rhode Island Westerly OA
Miami Valley Risk Management Authority,Ohio SPF,
South Carolina Charleston OA Midland Community Foundation,Michigan SPF';
Tennessee Farragut SPF Minnesota Municipal League OA
Texas Allen SPF Missouri Municipal League SPF
Cedar Hill SPF National Association of5taie and Local SPF
Dallas SPF Equity Funds
Lancaster ES SPF National League of Cities OA
League City SPF Ocean Pines Association,MD ES
Pearland OA Ohio City/County Management Association OA SPF
Prosper SPF i Orleans Parish School Board ES
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University Park ES SPF Owens-Corning,Ohio SPF
The Woodlands OA SPF Solid Waste Authority ofCentral Ohio(SWACO) OA ES
Utah Murray SPF USAID-Moldova OA
South Jordan SPF
Virginia Alexandria ES dist Church -"t Type
Arlington County ES
Ashland ES Baltimore Washington Annual Conference OA
Charlottesville OA', California-Nevada Annual Conference OA
Fairfax County ES Connectional Table OA
Fredericksburg OA Dakotas Annual Conference OA
Hampton SPF Discipleship Ministries OA ES SPF
Harrisonburg ES Florida Annual Conference OA
Loudoun County OA ES Florida United MethodistChildren's Home ES
Vienna SPF Florida United Methodist Foundation OA ES SPF
Warrenton OA General Board Of Higher Education And Ministry OA ES
Washington Bellevue OA SPF Global Ministries OA ES SPF
Mercerlsland SPF Impact Church ES
Sequim OA SPF' Justice For Our Neighbors SPF
Shoreline OA ES Louisiana Annual Conference-Wesley Center SPF
West Virginia Morgantown SPF St.John's Church,Louisiana SPF
Wisconsin Mequon ES United Methodist Committee On Relief OA ES SPF
Oak Creek SPF'' United Methodist Frontier Foundation ES
Washington County SPF
Western Pennsylvania Annual Conference ES
26 E.Hollister Street I Cincinnati,Ohio 45219 + ++ 1 thenovakonsultinggroup.com
Esparza, Patty
From: Anderson, Jennifer
Sent: Tuesday, January 29, 2019 2:13 PM
To: Graham, Antonia; Esparza, Patty
Subject: RE: Novak Consulting Contract
Hello Patty,
Here is a snip of who submitted proposal for the HR Org Review RFP. Please let me know if you need any additional
information.
Bid 1.fon ation line items Dacumente& Prospective Addends 6 Project
Attachments BIddws Q� Ernails Evaluation
All., pl ,NonA Update Selected
+ VBID Vendor(12) 1 Vendor Type Bid Amount Ranking Format_ Submit Date~
LJ 150519 MGT of America So.0000 0 Electronic 08;2412018 6:21:47 AM
LJ 150952 The Novak 50.0000 0 Electronic 08;2(l2018 2:56:31 PM
LI 151511 Management 50.0000 0 Electronic 0&24�2018 10:12:55 AM
U 151563 Livery Management 50.0000 0 Electronic 08;24;2018 3.16:13 PKI
151044 JER HR Group LLC S0.0000 0 Electronic 08;21;2018 11:58:56 AM
U 151483 Harvey M. Rose & 50.0000 0 Electronic 08,23)2018 5:09:37 PM
U 151520 Kaneko and S0.0000 0 Electronic 08!24.%2018 11:07:07 AM
u 151529 Matrix Consulting 50.0000 0 Electronic 08;24;2018 11:40:25 AM
u 151567 Sjoberg Evashenk 50.0000 0 Electronic 08;242018 3:52:47 PM
u 151536 Equal Parts 50.0000 0 Electronic 08.;24;2018 3:59:58 PM
U 151505 Cooperative S0.0000 0 Electronic 0&;24)2018 9:08:18 AM
151405 The Segal 50.0000 0 Electronic 08.2112018 12:30:32PM
Thank you,
9enni fer And rson
Buyer
City of Huntington Beach
(714) 374.1569
Jennifer.Anderson@surfclty-hb.org
From: Graham, Antonia <Antonia.Gra ham @surfcity-hb.org>
Sent:Tuesday,January 29, 2019 12:51 PM
To: Esparza, Patty<PEsparza@surfcity-hb.org>
i