HomeMy WebLinkAboutMAXIMUS, INC - 2002-03-04CITY OF HUNTINGTON BEACH
2000 MAIN STREET
CALIFORNIA 92648
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH
DATE: March 6, 2002
TO: Maximus, Inc. ATTENTION: Norman C. Roberts
Name
10474 Santa Monica Blvd., #208 DEPARTMENT:
Street
Los Angeles, CA '90025-6922 REGARDING: Professional Services
City, state, zip for Executive Recruitment Services
03-04-02
See Attached Action Agenda Item E-8 Date of Approval -3-6--6e,
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item.
Remarks:
Connie Brockway
City Clerk
Attachments: Action Agenda Page
x Agreement
x
Bonds
Insurance
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RCA
Deed
Other
CC: E. Kuhnke
Admin.
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Name
Department
RCA
Agreement
Insurance
Other
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Agreement
Insurance
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_ Agreement
Insurance
Other
Department
Name
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Agreement
Insurance
Other
Department
C. Mendoza
Risk Mgmt.
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Name
Department
RCA
Insurance
(Telephone: 714-536.5227 )
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Council/Agency Meeting Held:
Deferred/Continued to:
Approved ❑ Conditiona y Approved ❑ Denied
lerk's ignature
Council Meeting Date: March 4, 2602
Depa ment ID Number: 02-002
CITY OF HUNTINGTON BEACH
-
REQUEST FOR COUNCIL ACTION
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SUBMITTED TO:
HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY:
RAY SILVER, City Administrator 6zalg
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PREPARED BY:
RAY SILVER, City AdministratorGea
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SUBJECT:
APPROVE PROFESSIONAL SERVICES CONTRACT FOR.
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EXECUTIVE RECRUITMENT SERVICES
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue:
Due to the recent announcement of Police Chief Lowenberg's retirement plans in .October
2002, it is necessary to begin an executive search to fill the position.
Funding Source:
Appropriation transfer of $30,000 to City Administrator's Office, Other Contract Services,
Account No. 10030101.69505
Recommended Action: (Motion to)
1. Approve and authorize the Mayor and . City Clerk to execute the professional services
contract between the city of Huntington Beach and Maximus,, Inc. for executive
recruitment services.
2. Authorize appropriation transfer from Police Account No. 31070601.63100 to City
Administrator's Office, Other Contract Services, Account No. 10030101.69505 in the
amount of $30,000.
Alternative Action(s):
Do not approve the professional services agreement and direct staff accordingly.
C- g
&UEST FOR COUNCIL ACT
MEETING DATE: March 4, 2002
Analysis:
DEPARTMENT ID NUMBER: 02-002
The retirement of Police Chief Lowenberg later this year necessitates the need to undertake
an executive search to fill the future vacancy
firms. Based upon a review of the proposals,
of MAXIMUS, Inc.
. Proposals were received from a total of six
Administration is recommending the selection
MAXIMUS is well known in the field of executive recruitment in the public sector, is well
respected, and has extensive experience in Police Chief recruitment. Mr.. Norman Roberts,
Vice President of Maximus, is the lead project manager in completing this assignment. Prior
to joining MAXIMUS, Mr. Roberts was President of Norman Roberts & Associates for 11
years. This firm was named by Executive Recruiter News as one of the fifty leading
executive search firms in the United States.
In an effort to allow for ample recruiting time, Administration is recommending approval of the
Maximus contract at this time in an amount not to exceed $30,000. It is anticipated that a
final selection will be recommended to the City Council late this summer.
Environmental Status: Not Applicable.
Attachment(s):
RCA Author: Kuhnke
G:\KUHNKE\silver\police chief.doc -2- .02/27/02 11:44 AM
ATTACHMENT #1
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
MA%jN'&$, /A/c
FOR
EXC"r1VZ je SE.e✓IcF_s
Table of Contents
Scopeof Services.....................................................................................................1
CityStaff Assistance................................................................................................2
Term; Time of Performance.....................................................................................2
Compensation..........................................................................................................2
ExtraWork...............................................................................................................2
Methodof Payment..................................................................................................3
Disposition of Plans, Estimates and Other Documents...........................................3
HoldHarmless.........................................................................................................3
Professional Liability Insurance.............................................................................4
Certificate of Insurance............................................................................................5
Independent Contractor............................................................................................6
Termination of Agreement.......................................................................................6
Assignment and Delegation......................................................................................6
Copyrights/Patents...................................................................................................7
City Employees and Officials..................................................................................7
Notices.........................................................................................7
Consent....................................................................................................................8
Modification.............................................................................................................
8
SectionHeadings.....................................................................................................8
Interpretation of this Agreement..............................................................................8
DuplicateOriginal....................................................................................................9
Immigration...............................................................................................................9
Legal Services Subcontracting Prohibited................................................................9
Attorney's Fees..........................................................................................................10
Survival.....................................................................................................................10
GoverningLaw.........................................................................................................10
Entirety......................................................................................................................10
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
MAxtmor, //vc.
FOR
-;�XrGcI7'/VE leEC1eU�TME�T 5E%Z✓ICES
THIS AGREEMENT ("Agreement") is made and entered into this 7 day of
L44e4-14- , 20oZ , by and between the City of Huntington Beach, a municipal
corporation of the State of California, hereinafter referred to as "CITY, and
MA M US , a d' WA62f 7-161V
hereinafter referred to as "CONSULTANT."
WHEREAS, CITY
desires to
engage the
services of a consultant to
Pfovid-e,, lecrc.l4-1,. ",
4, 1,6/ice
cr2-F ; 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:
I. 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 /\/QIZMAIV L. l?,66CeT-S who shall
represent it and be its sole contact and agent in all consultations with CITY during the
performance of this Agreement.
agree/forms/profsery 10/ 15101 1
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 commence as soon as practicable after the execution of this Agreement by CITY (the
"Commencement Date"). This Agreement shall expire on f)&-• 3), Zoo2- unless
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be
completed no later than DEG . 3 /, Zoo Z , from the Commencement Date of this
Agreement. These times may be extended with the written permission of CITY. 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.
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," a fee, including all costs and expenses, not to exceed
:�� Ay1± ollars ($ S 5-00 , 0 U )
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
agree/forms/profsery 10/ 15101 2
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," which
is attached hereto and incorporated by reference into this Agreement.
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 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. CITY
agrcc/forms/profserv10/15101 3
shall be reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY
in enforcing this obligation. 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 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, "deductible" or any other
similar form of limitation on the required coverage except with the express written consent
of CITY. 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
agree/forms/profsery 10/ 15101 4
provision of at least two (2) years to report claims arising from work performed in
connection with this Agreement.
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. shall 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 hereinabove required.
agree/forms/profserv10/15101 5
11. 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 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 madein 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.
agree/forms/profserv10/15/01 6
U
•
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 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: PAY Sl i- v e-l'
2000 Main Street
Huntington Beach, CA 92648
agrec/ forms/profsery 10/ 15101 7
TO CONSULTANT:
1V6Rr1A1v G. Ro.6e473
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 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.
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.
agree/forms/profserv10/15/01 8
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 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.
agree/forms/profservl 0/15101 9
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24. ATTORNEY'S FEES
Except as expressly set forth in Section 8 of this Agreement, 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 non -prevailing 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.
26.. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the
laws of the State of California.
27. 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 supercede all prior
agree/forms/profserv10/15101 10
understandings and agreements whether oral or in writing between the parties respecting
the subject matter hereof.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized offices the day, month and year first above
written.
CONSULTANT,
MA-XIMUS, //NG-
By: j
/VO/rnan C- Zber 6
print name
ITS: (circle one) Chairman/President<ice President
AND
By: t:6'� 0 W
i U,c�,
print name
I ircle one) Secretary/Chief Financial Officer Asst.
Secretary Treasurer
agree/forms/profservl0/15/01 11
CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of California
�..,
14;9;6�f UN Adw"'10)-r-lV
(Pursuant To H MC §3.03.100)
APPROVED AS TO FORM:
l
City Attorney 2- z L o Z
REVIEWED AND APPROVED:
City Administrator
(only for contracts over $50, 000.00)
op
Mayor pro Tem
ATTEST:.
;City Clerk d3—o6r—aZ
TEE RECRUITMENT PROCESS
Our objective is always to find the best qualified candidates. We believe that,
although notices in professional journals may be helpful, many of the best
candidates must be sought out and their interest encouraged. Our familiarity
with the City of Huntington Beach, knowledge of the field and our relationships
with professional organizations make us well qualified to assist you.
Our clients have found that we are able to:
➢ Build consensus among those involved in the hiring process.
➢ Develop the appropriate specifications for a position.
➢ Encourage the interest of top-level people who would otherwise be
reluctant to respond to an advertisement.
➢ Preserve the confidentiality of inquiries;
➢ Save a considerable amount of time for client staff in developing and
responding to candidates.
➢ Independently and objectively assess the qualifications and suitability of
candidates for the particular position for which we are recruiting.
If our proposal is accepted, we will do the following:
Oreantxatton and Position Analysts
We will interview all seven Council members, and other appropriate individuals
you select (e.g., a select list of four department heads, a cross-section of Police
Department personnel, the incumbent Police Chief, and five citizens at large) to
determine views of the position and expectations regarding desirable training,
experience and personal characteristics of candidates. We will also gather/
review relevant information about the City and the Department, such as
budgets, organization charts, etc.
Once our findings have been summarized, we will submit a Recruitment Profile
with the desired qualifications and characteristics for your approval. The
Recruitment Profile that will be sent to potential candidates will include
information about the City, the Department, the job and the criteria established
by you.
5
1XV
Recruitment
Once you have approved the Recruitment Profile, we will actively seek out
individuals with superior qualifications and invite and encourage their interest.
Announcements can be placed on-line and in professional journals. However,
we will rely heavily on our own experience, contacts and file data.
As a matter of corporate policy, we will not discriminate against any applicant
for employment on the basis of race, religion, creed, age, color, marital status,
sex, sexual preference, disabilities, medical condition, veteran status or national
origin. A substantial percentage of the placements made by our firm have been
minority or female candidates.
Preliminary Screening
We will review, acknowledge and evaluate all resumes received. Preliminary
screening will be based upon criteria contained in the Recruitment Profile,
information contained in the resumes submitted to us, and our knowledge of
the people and organizations in which they work. Telephone screening will be
conducted with the most promising candidates to gain a better understanding
of their backgrounds.
Progress Reporting
Upon completion of our preliminary screening, we will assemble and submit a
progress report of the leading candidates to you. This report will include
summary resumes, supplemental information, and the original resumes of those
candidates we believe to be best qualified for the position. Supplemental
information on a candidate typically includes: the size of the organization for
which the person works, reporting relationships, budget responsibility, the
number of people supervised, related experience and reasons for interest in the
position. Any other specific information will be dictated by the criteria set forth
in the Recruitment Profile.
The purpose of our progress report is two -fold. It allows you an opportunity to
review the candidates prior to the conclusion of the search and allows us to
receive feedback on the caliber of the candidates recruited. In this way, you will
not be surprised by the candidates, as you will have seen their qualifications
prior to the final interviews. Of course, we are flexible and may consider other
individuals as final candidates who are subsequently identified and were not
included in the progress report.
M
4A.
Candidate Evaluation
We will interview (either in person or via video -conference) those candidates .
whose qualifications most closely match the criteria established by you. We will
examine their qualifications and achievements in view of the selection criteria.
Additionally, we will verify degrees and certifications and gather newspaper
articles via the Internet.
As part of our process in evaluating candidates, we make telephone reference
checks. In conducting these references, it is our practice to speak directly with
individuals who are, or have been, in a position to evaluate the candidate's
performance on the job. These references and our evaluations provide you
with a frank, objective appraisal of the candidates. We will conduct preliminary
references on candidates to be interviewed, and will finalize these for the top
one or two candidates.
Assessment Process
While the firm has conducted Assessment Centers for lower level positions, we
feel this would be a barrier to recruiting well qualified senior level candidates.
Also, it could greatly compromise the confidentiality of candidates, which you
have indicated you are interested in maintaining. We suggest that if you would
like a management style assessment (similar to a psychological assessment) we
could recommend an independent contractor. We would be pleased to refer
one if you so desire.
If you identify the community leaders you would like to be involved, we will
prepare a community panel to meet with and evaluate the strengths and
weaknesses of leading candidates (without ranking them). This is similar to a
very successful process we recently utilized for the City of Tucson, AZ.
Final ReporthmX tent Interviews
We will assist you in scheduling final candidates for interview with your
organization, and will send the candidates packets of information which we
obtain from you (e.g., information about the organization and the geographic
area, budgets, etc.).
We will prepare a brief written report for those candidates most nearly meeting
your specifications, and will provide you with interviewing/selection tips,
suggested interview questions, and rating forms for your use. Candidates will
not be ranked, for we believe it will then be a matter of chemistry between you
and the candidates. We will conduct a "briefing session" immediately preceding
your interviews to make sure that the process flows smoothly, and will assist
you in a "debriefing" immediately following the interviews. Once we finalize
references on the top one or two candidates, and conduct credit/criminal/civil
litigation/motor vehicle record checks through an outside service, we will
provide you with a detailed, supplemental written report.
Special Ass-WanceAss-Wance
Our efforts do not conclude with presentation of the final report. We are
committed to you until a successful placement is made. Services that are
routinely provided include:
➢ Arranging the schedule of interviews and the associated logistics for final
candidates;
➢ Advising on starting salary, fringe benefits, relocation trends and
employment packages;
➢ Acting as a liaison between client and candidate in discussing offers and
counter offers;
➢ Conducting a final round of reference checking with current employers (if
not previously done for reasons of confidentiality); and
➢ Notifying unsuccessful candidates, who were not recommended for
interview, of the decision.
i
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HI
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8
OUR CLIENT'S ROLE
The client has a very important role in the recruitment process. While we may
identify and recommend qualified candidates, it is the client who must make the
decision about which candidate to hire.
In order to insure that the best candidates are available from which to choose,
our clients should be willing to do the following:
➢ Clearly inform us about matters relevant to the search that you wish to keep
confidential (e.g., salary, personnel issues, and other privileged
information);
➢ Supply us with the names of people you have previously interviewed/
considered for this position;
➢ Forward to us copies of the resumes you receive, to avoid duplication of
effort;
➢ Provide feedback to MAXIMUS regarding the information and
recommendations provided by us;
➢ Promptly decide upon and follow up in scheduling interviews with the most
promising candidates; and
➢ Assist in providing information to candidates that will enable them to make
their career decisions.
By doing the above, we will maximize the likelihood of mutual success.
Finally, please be reminded that the United States Immigration Reform and
Control Act of 1986 requires that all employers verify an employee's eligibility
to work in the United States. Since MAXIMUS cannot serve as your agent in
this matter, your hiring process should include this verification procedure.
9
• • ty.A.
TIME FUME
The following is a typical schedule to conduct a thorough recruitment.
However, we would be pleased to modify this to meet your needs:
1" week Meet with the appropriate individuals to gather
background information.
2nd to 4`h week Develop and obtain approval for the Recruitment
Profile.
Develop a list of potential candidates to target.
Prepare and place advertisements, if desired.
5`h to 8`h week Active recruitment —solicit, receive and
acknowledge resumes.
9`h week Evaluate resumes and gather supplemental
information.
10`h week Submit progress report and meet with you to
review leading candidates.
11`h to 12`h week Verify degrees and certifications, conduct
preliminary references and interview the best
qualified candidates.
13`h week Submit final report and initiate the interview
process with you.
Following Interviews Finalize references, conduct credit/criminal/civil
litigation/motor vehicle record checks, and assist
with negotiations.
10
0 0 � E-x IV /6 / ro
PROFESSIONAL FEES AND
EXPENSES
Our budget provides for up to three meetings with the client: one to develop
the Recruitment Profile, one to present our Progress Report, and one to attend
interviews of final candidates. We propose a fixed fee of $20,000 for the work
outlined above. In addition, we are reimbursed for expenses such as for
advertising, travel, interviewing, sourcing, support services, background checks
and other related items, as well as allocated costs such as telephone, postage
and photocopying. These expenses will not exceed $6,500 fora statewide
search or $8,500 for a nationwide search without written authorization from
you. Please note that this amount for expenses does not include
reimbursement of candidates who travel to be interviewed by you. Unless you
notify us to the contrary, we will assume that you will handle these
reimbursements directly. We will submit three equal monthly invoices for fees,
1p us an amount for expenses, due and payable upon receipt. Our first billing is
due up no oy ur aut oiT—nzation to proceed.
Though we are committed to working with you until a placement is made, our
fees and expenses are not contingent upon our success in placing a candidate
with your organization. Additionally, in the event that more than one executive
is hired in connection with work performed by us (i.e., for another position
within your organization), a full professional fee will be due for each executive
hired.
You may discontinue this assignment at any time by written notification. In the
unlikely event that this occurs, you will be billed for all expenses incurred to the
date of the cancellation, and for professional fees based upon the time elapsed
from the commencement of the assignment to the date of cancellation. If a
cancellation occurs within the first 30 days of the assignment, following either
verbal or written authorization to proceed, one-third of the professional fee will
be due. If a cancellation occurs thereafter, the fee beyond the first one-third
will be prorated based upon the number of calendar days which have elapsed.
If a cancellation occurs after 90 days, all professional fees will be due in full.
11
marsh U5A Inc. Z/Zb/U-Z- 2:03: PAUE Z73 Kightt•AX
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PRODUCER
MARSH USA INC.
THI3 CERTIFICATE IS 183UED AS A~MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
1255 23rd STREET, NW Cl G C
SUITE 400 �+�
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
WASHINGTON, DC 20037 [
Attn: PATTY MUNIZ - T-202-283-7769
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COMPANIES AFFORDING COVERAGE
COMPANY
500625-MAXIM•GAUWP-2001
A FEDERAL INSURANCE CO
INSURED
COMPANY
MAXIMUS, INC. AND ALL SUBSIDIARIES
B ROYAL INDEMNITY CO
.11419 SUNSET HILLS ROAD
COMPANY
RESTON, VA 20190
C Executive Risk Specialty Insurance Company
COMPANY "
D
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NA ED ABOVE FOR THE POLICY PERIOD
INDICATED, NOTWITHSTANDING ANY RECUIREMENT, TERM CR CONDITICN OF ANY CONTRACT CR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAYBE 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.
Co
LTR
TYPE OF INSURANCE
POLICY NUMBER
,
POLICYEFFECTIVE
DATE (MM)DDfYY)
POUCYEXPIRATION
DATE (MMIDONY)
Lml1T8
GENERAL LIABILITY
GENERAL AGGREGATE
$ z000.ow
A
X COMMERCIAL GENERAL LIABILITY
3537-4247
04/01/01
04/01/02
PRODUCTS .COMP/O' AGG
$ 2,000,000
QAIMSMADE DOCCUR
_
PERSONAL &AOVINJURY
$ 1,000,000
EACH OCCURRENCE
$ 1,000,000
ONME'SBCONTRAGTCR'SPROT
FIRE DAMAGE(AnyanefYe)
$ 1,000,000
MED EXP An " ersm
$ 10,000
AUTOMOBILE
LIABILITY
B
aNv AUTO
P7S4641590000 (AOS)
06/18101
04/01/02
COMBINEDSNGLELIMIT
$ 1,000,000
X
BODILYIIN.URY
(Per perem)
$
B
ALL OWNED AUTOS
SCHEDULED AUTOS
PTS4641600000 (TX)
06/18/01
04/01/02
X
BODILYINJURY
(Per acdc!"
$
HIRED AUTOS
NON-QJNVED AUTOS
X
PROPERTY DAMAGE
$
GARAGE
LIABILITY
MY AUTO
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AUTOONLV-EAACCIDENT
$
OTHER THAN AUTO ONLY:
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EACH ACCIDENT
AGGREGATE
$
EXCESS LMBILITY
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EACH OCCURRENCE
$
AGGREGATE
$
UMBRELLA FORM
OTHER THAN UMBRELLA FORMWORM
$
B
R3 GUIFFMIIMM AMU
EN PLOYERB• LMIBA ITY
02RA0000114
04/01/02
:i I srATUTORYLIMITS
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EACH ACCIDENT
$ 1,000,000
THE PROPRIETOR! X INCL
PARTNERSIEXECUTI VE
OFFICERSARE: EXCL
DISEASE -POUCY LIMIT
$ 1,000,000
DISEASE -EACH EMPLOYEE
$ 1,000,000
OTHER
C
PROFESSIONAL LIAB
8165-7146
05/01/01
M01/02
1,000,000
DESCRIPTION OF OPERATION31LOCATIONSIVEHICLE818PECIAL ITEMS LIMITS MAY HAVE BEEN REDUCED BY PAID CLANS AND MAY HAVE DEDUCTIBLES OR RETENTION&
ITY OF HUNTINGTON BEACH, ITS AGENTS, OFFICERS AND EMPLOYEES ARE INCLUDED AS ADDITIONAL INSUREDS WITH REGARD TO GENERAL
(ABILITY A.T.I.M.A.
ffi
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
CITY OF HUNTINGTON BEACH
EXPIRATION DATE THEREOF, THE INSURANCE COMPANY WILLMNOBmMISSIIRO MAIL
ATTN: MS, ELAINE KUHNKE
3.Q__ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.
2000 MAIN ST.
HUNTINGTON BEACH, CA 92648
xmrxTF11�a1BttNnalxa1m11aN Nxxemmmmrxlr&xNIallmrrloF
xMTXXKNDlXXVWNxxxNRxxtloamaRlmxxlmocxlN o meacxmwxwouu uLu mats.
ZEIWGICRMIIxM MARSH(y
Scott A. Dean
MarSh USA InG. Z-1Zb%-Uz- Z *U3: EAU 31;i KignLPAX
DATE PUIDD1YY)
PRODUCER
MARSH USA INC.
1255 23rd STREET, NW
1,
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COMPANY
SUITE 400
WASHINGTON, DC 20037
E
Attn: PATTY MUNIZ - T-202-263-7769 IV'WU
W'�I
COMPANY
F
500825-MAXIM-GAUWP 2001
INSURED
COMPANY
MAXIMUS, INC. AND ALL SUBSIDIARIES
11419 SUNSET HILLS ROAD
O
RESTON, VA 20190
CQMPANY
H
INSURED: MAXIMUS, INC. AND ALL SUBSIDIARIES
POLICY NUMBER: 3537-42.97 COMMERCIAL GENERAL LIABILITY CG 2010 03 97
EFFECTIVEJEXPI RATION DATES: 4/1101—411102
NAME OF COMPANY: FEDERAL INSURANCE COMPANY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED- OWNERS, LESSEES OR
CONTRACTORS -SCHEDULED PERSON OR ORGANIZATION
This endorsement modifies Insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
COMPANIES
Name of Person or Organization:
CITY OF HUNTINGTON BEACH, ITS AGENTS, OFFICERS, AND EMPLOYEES.
(If no entry appears above, information required to complete this endorsement will be shown In the Declarations as applicable to this endorsement)
Who Is An Insured (Section II) Is amended to Include as an Insured the person or organization shown in the Schedule, but only with respect to lability arising
out of your ongoing operations performed for that insured
The coverage provided by this endorsement is primary insurance over any other insurance.
pPFtrJTT �17 r.S V)
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CIS 2010 03 97 Page 1 of 1 Copyright, Insurance Services Office, Inc., 1996
CITY OF HUNTINGTON BEACH
ATTN: MS. ELAINE KUHNKE
2000 MAIN ST.
HUNTINGTON BEACH, CA 92648
INCLUDES COPYRIGHTED MATERIAL OF ACORD CORPORATION WITH ITS PERMISSION.
RCA OUTING ?FIEET
INITIATING DEPARTMENT: Administration
SUBJECT: MAXIMUS CONTRACT
COUNCIL MEETING DATE: March 4, 2002
RCA ATTACHMENTS„ "` g STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Attached
Resolution (w/exhibits & legislative draft if applicable)
Attached
Tract Map, Location Map and/or other Exhibits
Attached
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attorney)
Attached
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney)
Attached
Certificates of Insurance (Approved by the City Attorney)
Attached
Financial Impact Statement (Unbudget, over $5,000)
Attached
Bonds (If applicable)
Attached
Staff Report (If applicable)
Attached
Commission, Board or Committee Report (If applicable)
Attached
Findings/Conditions for Approval and/or Denial
Attached
EXPLANATION FOR MISSING ATTACHMENTS
xEXP=LANATION.FOR RETURN OF ITEM
j{
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FrcIE4B01-- Par kow+_i.7:?; i62-4810
L
• To: City Clerk+1(719)374-1557
Wce 2 of 3, Monday, March 04, 2032 6:47arr.
Nfarch 04, 2002
Bob Polkow
21772 Oceanview Lane
Huntington Beach, Ca 92646-8215
Fax 714 962-4810
Home Phone 714 962-4810
Email RPolkow@aol.com
SLBJECT: Contract with Sheriffs Department
TO: Huntington Beach City Council Members
I aria not a "Mac Gee here" or another "Hi, I am Joey Rieano" or any of the other orators that sit on
the edge of their seat waiting for a chance to exhibit their questionable rhetorical skills at the
podium, but again, instead of wasting three minutes of public speaking time I am lobbying for a
cause.
Since moving to our city I can not remember a time when the police under Robitaille or now
Lowenberg have not been at odds with our elected leaders. N-ow that Lowenberg is leaving his post,
conveniently in October just before the general election. why not exercise your political acumen and
favor your constituents by at least contacting the Orange County Sheriff for a possible negotiable
contract to provide our cite it's safety needs. Yes, the pay of the deputies may be slightly higher but
think of all the negative aspects the city can eliminate. The so called forensic laboratory, H.B. Air
Force, communications update and modernization, overtime (the larger pool of employees a
company has the less likely overtime will be required) sorry, but that's an old logistics axiom, and
yes. don't forget the gun range our OK corral people want, and administrative costs and on and on.
At least, a serious attempt to negotiate is in order. Jean has contacted the hierarchy in the Orange
Count',Sheriffs area and was pleased with their courtesy but told, rightly so, that they Could not
discuss this item because they had not been contacted by the City of Huntington Beach. It's worth a
try. How about shox;ring your constituents that we don't have a shadow administration and contact
the Sheriff. I'll bet the reaction from our city's populace will be positive.
RESPECTFULLY: BOB POLKOW
kATk5coMnnVNlC:Rjl
oN � `�
F_-o:�a: 3:1). Po:kaw e_x: -1(719)"i62-9=1ii • To: City C'_ec:t eax: +_f7_9j3'9--55? • Pace = of 3, :9ar.9ay, :?aray rq, 2rC2 8:97am
Facsimile Cover Sheet
T02 City Clerk
Company:
Phone:
Fax: +1(714)374-1557
From:
Bob Polkow
o
c-
C
Company:
Phone:
+1(714) 962-4810
Fax:
+1(714') 962-4810
-_
GJCDrri
Date:
3/4/02
-0
Pages including this
o
D
cover page:
3
Comments:
Agenda Item #-8, 4 March 2002
REQUEST FOR COUNCIL ACTION
303
MEETING DATE: March 4, 2002
Analysis:
DEPARTMENT ID NUMBER:
02-002
The retirement of Police Chief Lowenberg later this year necessitates the need to undertake
an executive search to fill the future vacancy. Proposals were received from a total of six
firms. Based upon a review of the proposals, Administration is recommending the selection
of MAXIMUS, Inc.
MAXIMUS is well known in the field of executive recruitment in the public sector, is well
respected, and has extensive experience in Police Chief recruitment. Mr. Norman Roberts,
Vice President of Maximus, is the lead project manager in completing this assignment. Prior
to joining MAXIMUS, Mr. Roberts was President of Norman Roberts & Associates for 11
years. This firm was named by Executive Recruiter News as one of the fifty leading
executive search firms in the United States.
In an effort to allow for ample recruiting time, Administration is recommending approval of the
Maximus contract at this time in an amount not to exceed $30,000. It is anticipated that a
final selection will be recommended to the City Council late this summer.
Environmental Status: Not Applicable.
Attachment(s):
RCA Author: Kuhnke
G:\KUHNKE\silver\police chief.doc -2- 02/27/02 11:44 AM