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Management Partners - 2016-05-17
PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND MANAGEMENT PARTNERS FOR ORGANIZATIONAL STRUCTURE AND STAFFING REVIEW OF COMMUNITY SERVICES 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 Management Partners, a Corporation hereinafter referred to as "CONSULTANT " WHEREAS, CITY desires to engage the services of a consultant to review and assess the organizational structure and staffing of the Community Services Department, and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3 03, relating to procurement of professional service contracts have been complied with, and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows 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 Jan Perkins who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement 2 CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement agree/surfnet/professional svcs to $49 10/12 1 of I 3 TERM, TIME OF PERFORMANCE Time is of the essence of this Agreement The services of CONSULTANT are to commence on oel)A V /7 , 20_//� - (the "Commencement Date") This Agreement shall automatically terminate three (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 6 months from the Commencement Date The time for performance of the tasks 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 In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein 4 COMPENSATION 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 Twenty Three Thousand, Five Hundred Dollars ($23,500 00) 5 EXTRA WORK 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 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 6 METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." agree/surfnet/professional svcsto $49 10/12 2 of 1 1 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 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 (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 subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure 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 misconduct of CITY CONSULTANT will conduct all defense at its sole cost and expense and 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 9 PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder This policy shall provide coverage for agree/surfnet/professional svcs to $49 10/12 3 of I 1 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 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 (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 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 the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY agree/surfnet/professional sves to $49 10/12 4 of 11 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 work under this Agreement is fully completed and accepted by CITY The requirement for carrying the foregoing insurance coverage shall not derogate 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 heremabove required 1 1 INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other agree/surfnet/professional svcsto $49 10/12 5of11 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 herelnabove 14 COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, Item or material produced as a result of this Agreement 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 agree/surfnet/professional svcs to $49 10/12 6 of 11 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 City of Huntington Beach ATTN Ken Domer 2000 Main Street Huntington Beach, CA 92648 17 CONSENT TO CONSULTANT Management Partners ATTN Jan Perkins 3152 Red Hill Avenue, Suite 210 Costa Mesa, CA 92626 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 consent/approval to any 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 agree/surfnet/professional svcs to $49 10/12 7 of 11 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 of the 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 commission of any act contrary to law, and wherever 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 Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law 21 DUPLICATE ORIGINAL 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 agree/surfnet/profession al Svcs to $49 10/12 8 of 11 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 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 agree/surfnet/professional svcs to $49 10/12 9 of 11 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 herembelow 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 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, 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 agree/surfnet/professional sves to $49 10/12 10 of I 1 IN lv FITNESS 'V TUEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers CONSULTANT, Management Partners COMPANY NAME By print name ITS (encle one) Chairm residen lice President By`-�. %� w`y e l�rzwl print name ITS (cn Je one) Se.crctar} Chief Financial Office Asst Secretary — Treasurer agree/surfnet/professtonal sues to $49 10/12 11 of 11 CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California _City Manager (Put suant To HBMC §3 03 100) APPROVED AS TO City Attorney n1v Date 5 — o Receive and File Ci lerk EXHIBIT "A" A STATEMENT OF WORK (Narrative of work to be performed) We have outlined a scope of work that will achieve the City's objectives for an organizational structure and staffing review of the Community Services Department Specific project goals include -Analyzing the existing organizational structure, including reporting relationships and spans of control, -Analyzing functional alignment to identify gaps or redundancies, •Benchmarking with comparable cities to identify best practices for organizational placement of functions, and -Providing recommendations for an organizational structure and staffing model that will support the department's current and future programs, services and operational objectives B CONSULTANT'S DUTIES AND RESPONSIBILITIES Activity 1 — Start Project Management Partners will begin this project with a careful learning phase, starting with a meeting with you and the Community Services director to ensure we have a clear understanding of the project and desired outcomes During the kick-off meeting we will confirm the work plan and schedule so our scope of work is aligned precisely to meet the City's goals and objectives Doing so will give you the confidence that we fully understand the background, concerns, and outcomes you are seeking Activity 2 — Gather Data EXHIBIT A During this activity we will gather information essential to conducting the organizational structure and staffing analysis through a series of up to 12 interviews We will interview the director, division managers, and supervisors from each division to learn about actual reporting relationships, gaps or overlaps in supervision, strengths of operational areas and weaknesses and limitations within the department We also propose to interview you and the assistant city manager to hear your perspectives about the strengths and challenges of the Community Services Department Finally, we will interview the public works director or designee to develop an understanding of mutual roles and responsibilities associated with beach capital improvements and maintenance Activity 3 — Conduct Analysis After completing our review of background information, interviews and benchmarking we will i conduct our analysts, paying particular attention to the current organization structure and alternatives for improving it Using the data gathered from interviews, we will create a functional organization chart to confirm the current distribution of work and reporting relationships We will apply the benchmarking results and our knowledge of best practices, assess their applicability to Huntington Beach, and create alternative organization charts to improve functional alignment, efficiency and effectiveness At the conclusion of our analysis we will develop observations and preliminary recommendations Activity 4 — Report Results Once we have developed our observations and preliminary recommendations we will meet with you and the Community Services director to review and discuss them as a precursor to preparing a draft report Then we will prepare a project report, summarizing the results of our work and recommendations In presenting our recommendations we also will describe EXHIBIT A implementation impediments and alternatives as appropriate We will review the draft report with you and the Community Services director to ensure factual accuracy prior to preparing a final document Additional Activity Using background documents and input from the director, we will develop a work assignment matrix that inventories the range of functions, programs and activities provided by the Community Services Department C CITY'S DUTIES AND RESPONSIBILITIES Provide any documentation as requested Allow for access to interview any and all city employees on site at City Hall Assist in the compiling of documents to be reviewed and participants to be interviewed D WORK PROGRAM/PROJECT SCHEDULE Management Partners estimates a total of 137 hours will be required for this project Preliminary project schedule is attached to proposal EXHIBIT A EXHIBIT "B" Payment Schedule (Fixed Fee Payment) I 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 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 Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks to 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 by CITY shall be invoiced separately to CITY Such invoice shall contain all of the information 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 services 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 Exhibit B CERTIFICATE OF LIABILITY INSURANCE I .°;;;�Mn°°"�"' THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s) NTACT PRODUCER NAME Vicki Dixon fhe Hauser Group a"c°No Exc 513-745-9200 ac No Q60 Northcreek Drive, Suite 200 E MAIL 'incinnati OH 45236 ADDRESS vdixon(d)thehauseraroup com INSURER A INSURED MANAG-2 Management Partners, Inc 1730 Madison Road Cincinnati OH 45206 INSURER B INSURER INSURER COVERAGES CERTIFICATE NUMBER 149311103g REVISION NUMBER THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INSR LTR TYPE OF INSURANCE ADDL INSR SUBR WVD POLICY NUMBER POLICY EFF MMIDD/VYYY POLICY EXP MMIDDIYYYY LIMITS A GENERAL LIABILITY Y Y 33SBAUG1832 3/1/2016 3/1/2017 EACH OCCURRENCE $1,000,000 �( COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED PREMISES Ea occurrence $300 000 CLAIMS MADE a OCCUR MEO EXP (Any one person) $10,000 PERSONAL & AOV INJURY $1 000 000 GENERAL AGGREGATE $2,000 000 GEN L AGGREGATE LIMIT APPLIES PER PRODUCTS -COMP/OP AGG $2 000 000 $ 17 POLICY71 PRD LOC A AUTOMOBILE LIABILITY Y Y 33UECVG5096 3/1/2016 3/1/2017 NED SINGLE LIMIT Ea accident $1 000 000 BOOILY INJURY (Per person) $ ANY AUTO ALL OWNEO SCHEDULEO AUTOS AUTOS BOOILY INJURY (Per accident) $ X NON OWNED HIREOAUTOS AUTOS Ix DAMAGE PROccidPERTYent Per a $ A UMBRELLA LIAB X OCCUR 33SBAUG1832 3/1/2016 3/1/2017 EACH OCCURRENCE $3,000,000 AGGREGATE $3 000 000 IAB EXCESS L CLAIMS-MADE DEC) I X I RETENTION $10 000 $ C WORKERS COMPENSATION AND EMPLOYERS LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVE Y 33WECBU6135 3/1/2016 3/1/2017 X WC STATU- OTH- TORY LIMITS R EL EACH ACCIDENT $1,000 000 OFFICER/MEMBER EXCLUDED'? ❑ N / A EL DISEASE EA EMPLOYEE $1,000,000 (Mandatory in NH) If yes descnbe under DESCRIPTION OF OPERATIONS below E L DISEASE - POLICY LIMIT $1 000 000 B Professional Liab Occurrence MPL1008388 ppp 6/20/2015 ®V�p 6/20/2RR16 S TV F m $1 000 000 ate $1 000 000 Retro date 06-20-08 a uctible $10 000 DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space requ, d M)chael g, �ifij a@��rhp� GI_K 111-11-A 1 t HULUtK LANIaLLA I IUNJU Oays eXceDT l U ciays Tor non Dav City of Huntington Beach 2000 Main Street Huntington Beach CA 92648 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS AUTHORIZED REPRESENTATIVE � D C9 � 1-041-.�'�'C� © 1988-2010 ACORD CORPORATION All rights reserved ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD ,.- CITY OF HUNTINGTON BEACH Professional Service Approval Form PART I RECEIVED epik Date 4/20/2016 Project Manager Name Ken Domer APR 2 6 2016 Requested by Name if different from Project Manager Same 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 To conduct a review of the organizational structure and staffing of the Community Services Department 2) Estimated cost of the services being sought $ 23,500 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 X 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 the answer to this question is "No," the contract will require approval from the City Council ) _--y -Z Yes ❑ No Fiscal SVvices MXhager Signature (Purchasing Approval) 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): Date Account number Contractual Dollar Amount Business unit. object # Fiscal Year 15 I 1p Fiscal Year Fiscal Year Fiscal Year i • to 3Q0 $ 23 lb0p $ $ $ $ $ $ $ $ $ $ $ t Approval De Head nature(s) q\.— a-y&(-e 4 Di ector of Fin ce's Signature !'ssist y anager's Signature APPROVW,j ADENIED ❑ City Manager's Signature Date -Z(-I6 Date Date i `k Date Date professional service approval form - part 12016 doc REV February 2015 /N r 77" �� W C"r, tCITY OF HUNTINGTON BEACH A Professional Service Approval Form PART 11 Date 4/20/2016 Project Manager Ken Domer Requested by Name if different from Project Manager Same Department City Manager RECEIVED km APR 2 7 2016� Finance Department PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & H MUST BE FILED WITH ALL APPROVED CONTRACTS 1) Name of consultant Management Partners 2) Contract Number ADM (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract $23,500 Account number Contractual Dollar Amount Business unit object # Fiscal Year fV Fiscal Year Fiscal Year Fiscal Year %� 00V . $ $ $ $ $ $ $ $ $ $ $ $ 4) Is this contract less than $50,0009 ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,0009 ❑ Yes ® No 6) Is this contract over $100,0009 ❑ Yes WNo (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? El Yes XNo 14gmL 3 v3 DSO �w✓. 43oa � 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number) IVjA 9) Attach Exhibit A, which describes the proposed scope of work 10) Attach Exhibit B, which describes the payment terms of the contract 7 J Fiscal Services anager (Purchasing) gate Budget Manage pproval Signature Aovvuy a /v- Director of Finance (or designee) Signature Date ate prof service approval - part 112016 doc REV February 2015 nt >�,, -•rtners April 15, 2016 Mr Fred Wilson City Manager City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Dear Mr Wilson We are pleased to provide this proposal to conduct a review of the organizational structure and staffing of the Community Services Department Our firm has completed many organization reviews that provide practical, implementable recommendations and we welcome the opportunity to continue our assistance to the City of Huntington Beach We have developed this proposal based on recent conversations with Assistant City Manager Ken Domer and our experience completing this type of project The proposal provides information about our understanding of the engagement, an explanation of our proposed approach, and the qualifications of our project team Our Understanding of the Engagement The Huntington Beach Community Services Department provides a wide range of year-round and seasonal recreational, cultural and human services programs in addition to special events at the City's parks, beaches and community facilities The department also plans and coordinates major citywide annual events such as the U S Open of Surfing, maintains the City's beaches, pier and harbor, and oversees parking management and revenue collection for all beach parking lots and meters The department is staffed with 38 75 full-time equivalent (FTE) permanent employees, augmented by numerous part -tune, temporary and seasonal staff The FY 2015-16 budget for Community Services is approximately $11,257,000, of which about $9 5 million comes from the City's General Fund The Community Services Department is organized into four divisions Administration, Facilities, Development and Concessions, Recreation, Human and Cultural Services, and Beach Operations The table below shows the number of permanent full-time employees per division Administration 400 Facilities, Development and Concessions 250 Recreation, Human and Cultural Services 1625 Beach Operations 1600 Total 3875 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAx 513 8613480 MANAGEMENTPARTNERS COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 95131 • 408 437 5400 • FAx 408 453 6191 3152 RED HILL AVENUE, SUITE 210 • COSTA MESA, CALIFORNIA 92626 • 949 2221082 • FAx 408 453 6191 ,r Mr Fred Wilson Page 2 (s Huntington Beach has periodically initiated department assessments to identify opportunities for continuous improvement Although the Community Services Department is functioning well, some staff are approaching retirement potential and the City wants to ensure continuity of leadership and effective management in the future Some of the division managers have been in their positions only a short time and may lack the education or experience to ascend into a leadership role successfully In addition, the City wants to ensure functions are aligned and organized to provide efficient, effective services based on best practices For example, the Beach Operations Division is responsible for some capital maintenance work, but relies on the Public Works Department to handle larger -scale projects beyond the division's capacity The City is interested in how peer agencies organize these functions to maximize efficiency Plan of Work We have outlined a scope of work that will achieve the City's objectives for an organizational structure and staffmg review of the Community Services Department Specific project goals include • Analyzing the existing organizational structure, including reporting relationships and spans of control, • Analyzing functional alignment to identify gaps or redundancies, • Benchmarkmg with comparable cities to identify best practices for organizational placement of functions, and • Providing recommendations for an organizational structure and staffmg model that will support the department's current and future programs, services and operational objectives The plan of work anticipated for the engagement is described below Activity 1 — Start Project Management Partners will begin this project with a careful learning phase, starting with a meeting with you and the Community Services director to ensure we have a clear understanding of the project and desired outcomes During the kick-off meeting we will confirm the work plan and schedule so our scope of work is aligned precisely to meet the City's goals and objectives Doing so will give you the confidence that we fully understand the background, concerns, and outcomes you are seeking The project start-up activity will form the foundation of the partnership between our project team and the department In addition to covering logistics such as who should be interviewed and communication protocols, we will discuss the approach and timing of this project in relation to other activities in the department so the work is integrated in a way that minimizes disruption Throughout the project we will keep you informed of our progress, observations and initial recommendations Activity 2 — Gather Data During this activity we will gather information essential to conducting the organizational structure and staffmg analysis through a series of up to 12 interviews We will interview the % Mr Fred Wilson Page 3 director, division managers, and supervisors from each division to learn about actual reporting relationships, gaps or overlaps in supervision, strengths of operational areas and weaknesses and limitations within the department We also propose to interview you and the assistant city manager to hear your perspectives about the strengths and challenges of the Community Services Department Fatally, we will interview the public works director or designee to develop an understanding of mutual roles and responsibilities associated with beach capital improvements and maintenance The interviews will provide an opportunity to learn about workload, staffing, performance expectations, changes in operations, impediments and opportunities for improving service delivery, and other factors that will provide a solid picture of the present environment and goals for the future We will summarize the results of the interviews for use in our analysis During this activity we also will identify up to six comparable peer agencies to compare organizational structures through benchmarking We will review the potential peer agencies with you, and will enlist your help in contacting them to ensure faster response We will gather information from the identified peers such as organization charts and staffing to assess how the functions performed by the Huntington Beach Community Services Department are assigned in other agencies, with a focus on best practices for effective, efficient functional alignment Activity 3 — Conduct Analysis After completing our review of background information, interviews and benchmarking we will conduct our analysis, paying particular attention to the current organization structure and alternatives for improving it Using the data gathered from interviews, we will create a functional organization chart to confirm the current distribution of work and reporting relationships We will apply the benchmarking results and our knowledge of best practices, assess their applicability to Huntington Beach, and create alternative organization charts to improve functional alignment, efficiency and effectiveness At the conclusion of our analysis we will develop observations and preliminary recommendations Activity 4 —Report Results Once we have developed our observations and preliminary recommendations we will meet with you and the Community Services director to review and discuss them as a precursor to preparing a draft report Then we will prepare a project report, summarizing the results of our work and recommendations In presenting our recommendations we also will describe implementation impediments and alternatives as appropriate We will review the draft report with you and the Community Services director to ensure factual accuracy prior to preparing a final document Optional Activity — Conduct Manager/Supervisor Work Assignment Analysis Although the interviews will provide important information about functions being performed by the department, they may not be adequate to determine redundancies in workload and Mr Fred Wilson Page 4 assignments between individual positions As a result, we propose an optional activity to delve more deeply into the skills and responsibilities of the department's managers and supervisors Using background documents and input from the director, we will develop a work assignment matrix that inventories the range of functions, programs and activities provided by the Community Services Department During interviews we will ask each manager and supervisor to complete the work assignment matrix and indicate the specific functions, programs or activities they perform on a regular basis, including information on assigned committee or commission work We will then compile the data from the individual matrices to identify areas where the same function, program, activity or event is being performed by more than one manager or supervisor This data will be used to further inform our analysis of functional alignment within the department Project Team Management Partners takes care to assemble a project team based on the unique needs of each engagement Jan Perkins, Senior Partner, will direct this project and be responsible to ensure the work is of high quality Jay Trevino will serve as project manager and assist Jan in the execution of the project They will be assisted by Sue Leto, Tim Sullivan, and Harrison Pugh Brief qualifications for each team member are included below Jan Perkins, Senior Partner Jan Perkins has 30 years of management experience in local government Before jommg Management Partners in 2005 she served in several California and Michigan jurisdictions, including as city manager in Fremont and Morgan Hill, California She also served the cities of Santa Ana, California, Grand Rapids, Michigan, and Adrian, Michigan She provides assistance to government leaders in organizational analysis, leadership development, facilitation, strategic planning, teambuildmg, executive performance evaluation, and policy board/staff effectiveness Jan is a frequent speaker at conferences and has authored a number of articles including "Hiring 2 0 23 Creative Ways to Recruit and Keep Great Staff," which appeared in the January/February 2011 issue of Public Management magazine, "Successful Leadership," which appeared in the March 2005 issue of Public Management magazine, "The Value of Going Back to the Basics," co-authored with former Fremont Mayor Gus Morrison, which appeared in the June 2005 issue of Western City magazine, "It's (Gulp) Evaluation Time," July 2005, PM magazine, "Ethics Alive and Well," co-authored by Elizabeth Keller and published in the January/February 2007 issue of Public Management, and "Assessing the Ethical Culture of Your Agency," co-authored by JoAnne Speers and Arne Croce, which appeared in the January/February 2007 issue of Public Management Jan holds an undergraduate degree in sociology and a master's of public administration from the University of Kansas She completed the Program for Senior Executives in State and Local Government from Harvard University and is an ICMA Credentialed Manager Mr Fred Wilson Page 5 Jay Trevino, Special Advisor, AICP _�MI-SWIL I I . 'Ws ,� Jay Trevino has extensive public sector experience in strategic management, organizational development, land use planning and regulation, urban design, transit oriented development, environmental analysis, redevelopment, community outreach, and team building During his 31 years in local government, Jay served in a variety of planning positions in four cities, the most recent of which was executive director of the Planning and Building Agency of the City of Santa Ana He had direct responsibility for the leadership and administration of the 108-member agency which included advance, current, and environmental planning, plan check, permit issuance, new construction inspection, and code enforcement He was previously planning manager for the City of Santa Monica Susan Leto, Senior Management Advisor Susan Leto has 26 years of local government experience in the parks and recreation profession She served as the director of parks and recreation in Yorba Linda, and recreation superintendent in two cities, Yorba Linda and Riverside She also served in the cities of Chino and Cerritos She administered capital improvement projects, participated in labor relations, developed policies, and provided oversight to contracts and consulting activities Her experience in recreation and community services programming ranges from aquatics, special events and senior activities, to sports and community -based events Smce joining Management Partners in late 2009, she has provided the review, recommendations and analysis for parks and recreation focused projects, including for the California cities of Carson, San Jose and Sacramento Smce jommg Management Partners in late 2009, she has provided the review, recommendations and analysis for parks and recreation focused projects, including for the California cities of Carson, San Jose and Sacramento Tim Sullivan, Special Advisor Tim Sullivan has more than 30 years of experience in federal and local government human resources He joined Management Partners in June 2008 Tim s areas of expertise include labor and employee relations, classification and compensation, human resources policy and procedure development and management training He is an experienced tramer and certified mediator Tim served as the labor relations manager and assistant human resources director for the County of San Mateo and as personnel director for the Internal Revenue Service's San Jose District Office He has also been a part -tune professor at San Jose State University Tim has served as lead consultant on many human resources projects for Management Partners The projects have included developing operational plans, objectives and performance measures for employee relations and the Americans With Disabilities Act functions in Alameda County, conducting investigations of complaints for Alameda County, conducting organization and staffing studies of human resources for the cities of Vallejo, Carson, and Ceres, conducting labor negotiations for the City of Martinez, facilitating a performance evaluation for an executive with the Bay Area Air Quality Management District, conducting an in-depth review of the human resources function for the Alameda County Transportation Improvement Authority and Mr Fred Wilson Page 6 Alameda County Congestion Management Agency as part of their merger into one agency, developing job specifications for a number of clients, and conducting human resources and labor relations assessments as part of larger organizational studies for several of our clients, among which are Phoenix, Arizona and Santa Ana, California Tun also conducted an investigation into issues raised by staff at the Associated Community Action Program (ACAP), a non-profit organization associated with the County of Alameda Harrison Pugh, Management Analyst Harrison Pugh is a trained public policy and administrative analyst who is experienced at conducting research and examining issues through qualitative and quantitative methods His areas of experience include public budgeting, human resources analyses, cost -benefit comparisons, and organization reviews Harrison gained valuable experience about the daily functions of local governments during an administrative internship with the City of San Jose where he performed a peer comparison for the Information Technology Department, prepared a draft Open Data Policy for the City of San Jose, and completed administrative analyses Project Hours, Schedule and Cost Management Partners estimates a total of 137 hours will be required for this project We will complete the proposed plan of work for a fixed fee of $20,000, which includes our expenses A preliminary schedule is provided as an attachment Conducting the manager and supervisor work assignment analysis (optional activity) will require an additional 22 hours at a cost of $3,500, which includes our expenses Should this optional activity be selected by the City, the total project cost would be a fixed fee of $23,500 We look forward to working with the City of Huntington Beach Please contact Jan Perkins at (949) 202-8870 or me at (805) 320-1702 if you have any questions Sincerely, V � , t' I � Yb//, Andrew S Belknap Regional Vice President Accepted for the City of Huntington Beach by Name Title Date Mr Fred Wilson Attachment — Preliminary Project Schedule Page 7 Community Services Org Structure and Staffing City of Huntington, Beach 2 3 4 5 6 7 8 9 10 11 12 13 Activity 1 Start Project 5/2 5/9 5/16 5/23 5/30 6/6 6/13 6/20 6/27 7/4 7/11 7/18 7/25 1 1 Hold kickoff meeting 1 2 Review background information 1 3 Refine work plan and schedule 21 22 22 24 Activity 2 Gather Data 5/2 5/9 5/16 5/23 5/30 6/6 6/13 6/20 6/27 7/4 7/11 7/18 7/25 Conduct interviews Summarize results Identify peer agencies for benchmarkin , review wth City Conduct benchmarking of organization structures Activity 3 Conduct Analysis 5/2 1 5/9 1 5/16 5/23 1 5/30 6/6 1 6/13 6/20 1 6/27 1 7/4 7/11 1 7/18 7/25 31 Prepare functional organization chart current condition 32 Analyze functional alignment, gaps and redundancies 3 3 Analyze benchmarking results and applicability 3 4 Develop organizational alternatives chart .7% 35 Develop observations and preliminary recommendations 41 42 42 44 51 52 52 Activity 4 Report Results 5/2 5/9 5/16 5/23 5/30 6/6 6/13 6/20 6/27 7/4 7/11 7/18 7/25 Review observations and preliminary recommendations wth management Draft project report Review draft report wth management Finalize report Optional Activity Conduct Manager/Supervisor Work Assignment Ana 5/2 5/9 5/16 5/23 5/30 6/6 6/13 6/20 6/27 7/4 7/11 7/18 7/25 Develop and administer work assignment matrix Analyze results Develop staffing recommendations PROFESSIONAL-r-�_-_- �- - - - = SERVICES = "_ FISCALKYEAR 2015%16, c _ .;';_` NON -DEPARTMENTAL= Dep aitment , "` t ° D'escri tion , Amount ; Professional services including -_=X claims, litigation, auditing, r Non -Departmental recruitment services, appraisal, _ economic analysis, legal, housing compliance and other consulting ,w and professional services $ _W a780,809 00 ,r«,%iia�"x•a`§x " �'�� _ 11/10/2015 Various Legal Services $ 30,000 00 12/10/2015 CFD Bond Counsel (BU 405) $ 30,000 00 2/24/2016 Enterprise Technology $ 15,000 00 3/24/2016 Curtis J Cope $ 10,000 00 4/12/2016 Jones Hall $ 12,500 00 5/2/2016 Management Partners $ 23,500 00 $ 121,000 00 BaIa6ce;_�_' ",�,_?, Q� w] $ 659,809 00 s Contract Value Notes Amount unknown, will put placeholder of $30K $ 30,000 00 Business Unit 405 - NTE $30K Hyatt sale $ 40,000 00 Amendment - split 2 BU's new NTE is $100,000 $ 25,000 00 expert witness services PD $ 12,500 00 Legal Services for LED streetlight and iBank financin $ 23,500 00 C S review