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HomeMy WebLinkAboutRalph Andersen & Associates - 2015-10-14 J� CONTRACTS SUBMITTAL TO CITY CLERK'S OFFICE To: 'MAWFLY_NN;City=Clerk ti Name of Contractor: Ralph Anderson & Associates Pu rpose of Contract: For Example Audit Services or Water Quality Testing Huntington Lake—Huntington Central Park Executive recruitment services for the position of IS Director due to pending retirement of incumbent Amount of Contract: $25,000 Copy of contract distributed to The original insurance certificate/waiver distributed to Risk Management Initiating Dept Finance Dept ❑ ORIGINAL bonds sent to Treasurer ❑ Sandie Frakes, ext 5249 Date: 10/8/15 Name/Extension City Attorney's Office Vua � 2 AttyMZContract Forms/City Clerk Transmittal PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND RALPH ANDERSEN&ASSOCIATES FOR Executive Recruitment Consulting Services Table of Contents 1 Scope of Services..... .... . . . ..... ..... .......... ... ...... ....... ..... ........ ....1 2 City Staff Assistance .. .. .. ...... ... . .... ....... . ........ . ...2 3 Term, Time of Performance . 2 4 Compensation .... ..... . ... ..... . ... . . ......... . . . . . . . 2 5 Extra Work ... . . . . . ..... ... . .... . . . . ........ .........2 6 Method of Payment .. . .... . 3 7 Disposition of Plans, Estimates and Other Documents ..... . ...... ....... . ... ....... . 3 8 Hold Harmless . .... ....... . .. . ... .. . .... . ......... .... .... .. ... ...........3 9 Professional Liability Insurance ..4 10 Certificate of Insurance.. .. . . .. ..... . . . . 5 11 Independent Contractor . .... ...... .. . . . 6 12 Termination of Agreement . . .. . . ..............6 13 Assignment and Delegation .. . .. .... .. 6 14 Copyrights/Patents ... .... ..... ....... .. . .... . ....... 7 15 City Employees and Officials . . .... ..... .. .. . . ..... .. . .... ....... ..7 16 Notices 7 17 Consent . ... ..... ..... . . ... 8 18 Modification. .. . .. .. 8 19 Section Headings. . . ....... 8 20 Interpretation of this Agreement .. 8 21 Duplicate Original ...... 9 22 Immigration .. . . ......... . . . ....... 9 23 Legal Services Subcontracting Prohibited.. . . ... . ...... ..... ............. ....... ....9 24 Attorney's Fees 10 25 Survival . .. 10 26 Governing Law . . . . . ........ ..... ... ..... ........ ... ........ 10 27 Signatories ..... .. .... 10 28 Entirety . . ......... .... ... ... .. ... . .... 10 29 Effective Date . .11 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND RALPH ANDERSEN&ASSOCIATES FOR EXECUTIVE SEARCH AND RECRUITMENT SERVICES 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 Ralph Andersen&Associates, a recruitment consulting firm hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to perform executive search and recruitment services ; 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 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference These services shall sometimes hereinafter be referred to as the "PROJECT " CONSULTANT hereby designates Heather Renschler who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement agree/surfneUprofessional svesto$49 10/12 1 of 11 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 on /0 / , 20 (the "Commencement Date") This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or i sooner terminated as provided herein All tasks specified in Exhibit "A" shall be completed no later than 180 days 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-Five Thousand Dollars($25,000.00) 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 agree/surfnet/professional sves to$49 10/12 2 of 11 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." 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 agree/surfnet/professional svcs to$49 10/12 3 of 11 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 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 agree/surfiiet/professional Svcs to$49 10,!12 4 of 11 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 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 hereinabove required agree/surfnedprofessionalsvcsto$49 10/12 5 of 11 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 made in writing, notice of which shall be delivered to CONSULTANT as provided herein In the event of termmation, 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/surfnet/professional sves to$49 10/12 6 of 11 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 TO CONSULTANT: City of Huntington Beach Heather Renschler,President/CEO ATTN- Michele Warren Ralph Andersen&Associates 2000 Main Street 5800 Stanford Ranch Road, Suite 410 Huntington Beach, CA 92648 Rocklin, CA 95765 916-630-4900 agree/surfnet/professional sves to$49 10/12 7 of 11 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. i 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 to 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 herem shall be construed so as agree/surfnet/professional sves to$49 10/12 8 of 11 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/surfnet/professional sves to$49 10/12 9 of 11 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. 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 agree/surfnet/professional svcs to$49 10/12 10 of I I 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 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers CONSULTANT, CITY OF HUNTINGTON BEACH, a municipal corporation of the State of Heather Renschler California COMPANY NAME Ralph Andersen&Associates Director/Chief B � �� (Purs ant To HBMC§3 03 100) Heather Renschler, President/CEO print name ITS (circle one)Chairman/President/Vice President APPROVED AS TO FO AND City Attorney By J Robert Burg, Executi e Vice president Date print name ITS: (circle one)Secretary/Chief Financial Officer/Asst Secretary—Treasurer agree/surfnet/professionalsvcs to$49 10/12 11 of 11 EXHIBIT "A" A STATEMENT OF WORK (Narrative of work to be performed) Conduct an executive recruitment/search for the IS Director replacement(Chief Information Officer) Overall project services will include all aspects of a comprehensive executive recruitment search B CONSULTANT'S DUTIES AND RESPONSIBILITIES Develop a comprehensive position profile, distribute recruitment brochure and market the position vacancy in print and via electronic media formats, including social media, place appropriate advertisements in a variety of media sources; conduct extensive personal outreach to obtain a qualifed group of candidates from a western region and/or nationwide pool, screen and assess applicants to determine and recommend those most qualified for consideration; coordinate and collaborate with the City to conduct candidate interviews and any and all other supplemental examinations as part of the recruitment process, conduct comprehensive reference check, work history review,and background investigation for selected finalist(s) candidate(s),assist with employment agreement negotiations between the City and the selected candiate C CITY'S DUTIES AND RESPONSIBILITIES Work with consultant to develop recruitment brochure and position profile, collaborate with consultant to facilitate thorough application review, assessment and screening in determining candidate fitness for consideration, coordinate candidate interviews including venue selection and other appropriate logistical requirements, select finalist(s)for reference check,work history review, and other required background evaluation, and participate in final employment agreement negotiations with the selected candidate. EXHIBIT A D WORK PROGRAM/PROJECT SCHEDULE- See attached. EXHIBIT A 5800 Stanford Ranch Road Suite 410 Rocklin,California 95765 Ralph Andersen&Associates 916.630.4900 August 25,2015 Mr. Fred Wilson City Manager City of Huntington Beach 2000 Main Street Huntington Beach,California 92648 Via Email: Fred.Wilson unsurfcity-hb.cra Dear Mr.Wilson: Ralph Andersen &Associates is pleased to submit our proposal to provide executive search services to the City of Huntington Beach, and we would look forward to working with the City to recruit for the position of Director of IT Services. We have current and extensive experience in the area of technology recruitments for municipal organizations at various levels from Chief Information Officer to Project Managers. We are proud of how we market and represent our clients; all of the design, graphics, and printing of our marketing material is done in-house so we can control the quality and production timing. Sample recruitment brochures for the City of Riverside — Chief Innovation Officer recruitment and the City of Rancho Cucamonga—Director/Chief Innovation Officer recruitment are attached for your reference. I will be the Project Director on this engagement for the City of Huntington Beach. Overview of the Firm Attracting top talent has never been more complex and Ralph Andersen & Associates is highly qualified to assist the City of Huntington Beach with recruiting its new Director of IT Services. We have conducted more successful executive recruitments than any other firm since 1972. From helping the City to create a competency-based interviewing framework for the new Director of IT Services to assessing candidates and attracting top human capital, our search professionals offer an unparalleled depth of experience, national reach,and knowledge. The City has requested our proposal to assist in the identification and recruitment of a highly qualified group of candidates for the new Director of IT Services. In particular, the City of Huntington Beach is seeking a firm with a strong presence in California and professional experience to clearly assess the City's needs and formulate a strategy to deliver results. At Ralph Andersen & Associates, we believe that gaining a complete understanding of our client's specific objectives and priorities is essential prior to launching any search assignment. This process includes the identification and incorporation of a variety of important details such as the candidate's desired skills and experience as well as the critical "soft skills" related to temperament, personality, management philosophy, and other factors that will ultimately determine the candidate's "fit" with the organization. w w w . r a l p h a n d e r s e n . c o m We begin each search by working closely with the City's leadership, stakeholders,staff,and, if desired, the community to ensure a complete picture of the desired candidate pool is developed. Our team- oriented approach matched with this 360 degree perspective means we ensure that a complete understanding of the organization's mission and culture translates into those specific traits and characteristics necessary to ensure the selected candidate is successful in the position. We understand that the City expects aggressive, personalized outreach to identify a diverse and highly qualified applicant pool and a selection process that includes comprehensive candidate reports based on thorough reference and background checks.We will begin with the desired characteristics and build a recruitment strategy that is tailored to meet the City of Huntington Beach' specific needs. The resulting outreach and advertising campaign will incorporate the extensive use of personal outreach to recruit a highly qualified group of candidates. Project Staffing The reputation of the search firm and personal commitment of the recruiters define the difference between the success and failure of any given recruitment. Ralph Andersen & Associates' search professionals are acknowledged leaders in the field and possess a broad range of skills and experience in the areas of local government management, executive search, and related disciplines. Only senior members of Ralph Andersen & Associates are assigned to lead search assignments, ensuring that their broad experience and knowledge of the industry is brought to bear on our clients' behalf. The City of Huntington Beach will have Ms. Heather Renschler, President/CEO of Ralph Andersen & Associates, as the Project Director. W. Heather Renschler, Project Director Ms. Renschler is the President/CEO of Ralph Andersen & Associates. Ms. Renschler has been with Ralph Andersen &Associates for more than 30 years. Ms. Renschler has overseen the recruitment practice of Ralph Andersen & Associates for the last 18 years and as a result, is often _ involved with recruitments on a national scale and those of a highly sensitive and critical nature. She is experienced at working in the field of city management and a wide range of other executive-level positions in the public sector. She is well versed in working with elected officials including city councils, county commissioners, and special districts in the recruitment and selection process. Her network of contacts and potential candidates is extensive and on a national scale. Prior to joining Ralph Andersen & Associates, Ms. Renschler had extensive private sector experience in the areas of construction management, health care, and public accounting. Ms. Renschler attended the University of Toledo and majored in Accounting and Journalism. After working as a consultant to the public sector, Ms. Renschler later obtained a Bachelor's degree in Public Administration from the University of San Francisco. Paraprofessional and Support Staff Paraprofessional, graphics and support staff will provide administrative support to the consultant team on recruitment assignments. These may include Ms. Brianna Ham, Ms. Diana Haussmann, Mr. Jeff McMurdo, Ms. Hannah Jones, Ms.Teresa Heple, and Ms. Hillari Bynum. Summary of Our Search Process The successful search process relies heavily on person-to-person contact to identify outstanding potential candidates and, in the evaluation phase, to gain a complete understanding of the background, experience, and management style of the top candidates. The executive recruitment techniques used by Ralph Andersen & Associates have been developed and used successfully with hundreds of clients for more than 43 years. We feel that the key elements of the search process, which can be tailored to fit the specific needs of the City of Huntington Beach, should include: • Developing a comprehensive position profile based upon information obtained in meetings with the City Manager and key staff members. • Review of current compensation and benefits for the Director of IT Services. • Extensive personal outreach, in-person, via telephone, and through intemet technology, to qualified candidates throughout California, the Western Region, and selectively on a national scale, if desired by the City Manager. • A marketing strategy that uses selected advertising to supplement the extensive candidate identification process, uses the Internet and social media, and also uses our already established professional contacts throughout the region. • A screening and assessment process that narrows the field of candidates to those that most closely match the needs of the City and is based on extensive reference checks and telephone interviews with the top candidates. • Delivering a product in the form of a search report that recommends the top group of candidates and provides the decision-makers with detailed information about their backgrounds and experience. • Assistance during the interview and selection process and in the negotiation of a compensation package. Relevant Search Experience Below is a listing of information technology related recruitments previously conducted or in-progress include: s • Baltimore, Maryland Chief Information Officer(CIO)(2012) • Berkeley, CA Director of Information Technology(Current Search) • Broward County, FL Chief Information Officer, Enterprise Technology Services(2011) Assistant Director of Enterprise Technology Services(2013) • Douglas County, NV Chief Technology Officer(Current Search) • Health Net(Rancho Cordova, CA) Sr. IT Security Architect(2 positions)(Newly Awarded) Sr. IT Security Analyst(2 positions)(Newly Awarded) Sr. IT Security Strategist(Newly Awarded) Sr. IT Risk Management Analyst(Newly Awarded) • Los Angeles Department of Water and Power Chief Information Officer(CIO)(2006) • Los Angeles, Information Technology Agency Chief Technology Officer(General Manager) (2006) • Maricopa County,Arizona Interim IT Director(2005) • Monterey County Office of Education Director II, Information Technology(Technical Assistance)(2008) • Mountain View, CA Chief Information Officer/IT Director(2014) • Napa County, CA Chief Information Officer(CIO) (2007) • Palo Alto, CA Chief Information Officer(CIO)(2011) • Port of Los Angeles, CA Chief Information Officer(2007) • Rancho Cucamonga, CA Director/CIO(Current Search)—Sample Brochure A ttached • Riverside, CA Chief Innovation Officer(2013)—Sample Brochure Attached • Riverside County, CA Chief Information Officer(2015) • San Francisco, CA Chief Information Officer(2013) Chief Information Security Officer(Current Search) Director of Project Management Office, Department of Technology(2014) Senior Program Manager(2), Department of Technology(2014) IT Director, Human Services Agency(2014) • San Francisco International Airport, CA Airport CIO/ITT Director(2011 &2014) Chief Information Security Officer(Recently Completed) Enterprise Architect(Current Search) • Turlock Irrigation District Information Technology Services Department Manager(2015) • Washoe County, NV 0 Chief Information Officer(2015) Project Cost The recruitment effort for a new Director of IT Services will be a comprehensive search process with a focus in California and the Western Region. The professional services fee (inclusive of expenses*) to perform a full search for the Director of IT Services will be a fixed fee of$24,250 for recruitment services and all related expenses. "Note: Expenses included in this fixed fee include such items as advertisements,consultant travel (up to 2 trips to the City), clerical, research, graphic design, printing and binding, postage and delivery, verifications and Internet and LexislNexis searches on the top two (2) candidates, and long-distance telephone charges. Invoicing for Services—Ralph Andersen &Associates will bill the City in four installments. Progress payments for professional services and expense reimbursement will be due upon receipt. The first payment will be due upon completion of the brochure. Brochure — A full color brochure similar to the attached samples will be developed for the City. All pictures will be the responsibility of the City. Exclusions—The City of Huntington Beach will be responsible for all costs associated with candidate travel to and from the finalist on-site interviews; and, if desired, for consultant travel for in-person screening interviews for selected finalist candidates as well as site visits or speaking, in person, to references or other relevant individuals. Project Timing Typically, a search will be conducted within a 60 to 75 day period (or less) of time from the execution of the agreement between the City and Ralph Andersen&Associates.An accelerated search process is always an additional possibility although this may incur additional costs. Fallowing selection, negotiation with the top candidate will take an additional week or two after finalist interviews. Ralph Andersen & Associates' Guarantee Ralph Andersen & Associates offers the industry-standard guarantee on our full search services. If within a one-year period after appointment the Director of IT Services resigns or is dismissed for cause, we will conduct another search free of all charges for professional services. The City of Huntington Beach would be expected to pay for the reimbursement of all incurred costs. Should you need any clarification, please feel free to contact me. Thank you very much for your consideration of this proposal. We are ready to proceed within ten days (or less) of notification of approval. Respectfully Submitted, Heather Renschler President/CEO City of Huntington Beach Chief Information Officer Suggested Recruitment Schedule Updated September 7, 2015 Estimated Recruitment and Selection Timeframes Elements Time to Complete Beginning of Recruitment Process August 31, 2015 • Initial Discussion Complete End of August • Kick-off Meeting (via phone) Complete September 3-4, 2015 • Draft/ Revise/ Finalize Recruitment Brochure 9/11/15 Draft by Wed, Sept 9; Final prior to Friday, 9/11 • Print Brochure /Available On-line 9/14/15 Open Search • Place Ads Week of Web-based Focus 9/14 Recruitment Opens Monday,September 14, 2015 • Period for the recruitment to be open 6 weeks September 14 to October 26, 2015 Recruitment Closes Monday, October 26, 2015 • Outreach to Potential Candidates Thru Out List development underway On-going thru out and 1-2 • Applicant Screening Interviews by RA&A 1-2 weeks weeks after closing date b Frida , Nov 5 • Review Resumes with CLIENT Included By Friday, Nov 5 • Panel Interviews with City 1 week During mid-to-late November (Date TBD) • Final Selection / Backgrounds 1 week Late November • Candidate in Place/Start Date —— January 2016 (or earlier) Total Time Required: 10 Weeks Ralph Andersen&Associates EXHIBIT "B" Payment Schedule 1. Charges for time during travel are normally not reimbursable and will only be paid if such time is actually used in performing services for CITY or as otherwise arranged with CITY. 2. CONSULTANT shall be entitled to a full payment toward the fixed fee set forth herein in accordance with the following: Ralph Andersen &Associates - Consultant Fees and Expenses not to exceed$24,250. 3. 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. 4. CONSULTANT shall submit to CITY an invoice for each progress payment due. Such invoice shall: 1) Reference this Agreement; 2) Describe the services performed; 3) Show the total amount of the payment due; 4) 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 5) 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 in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. 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. 1 T DATE(MWDDIYYYY) ACORN CERTIFICATE OF LIABILITY INSURANCE 11/r}7/7n1d 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 I certificate holder in lieu of such endorsement(s). "ONTA PRODUCER 1916)387-68DO (888)250-8403 waME:C7 ice insurance A enc Ice Insurance Agency A'CD.NN Ert 916 387-6800 FAX(Pic.No: 888 250-8403 813 F Street, 2nd Floor Ai.R DDRESS:info iceins-CDm A f Sacramento, CA 95814 INSURERS AFFORDING COVERAGE NAIC# VV,R=x A-. 1 I UUk 111b"Ln dt A.0 EATJ ICR L 1 full INSURED misuRE-R B:Certain Underwriters at Uo d's Landon 15792 Raiph Andersen &Associates INSURER C: 5800 Stanford Ranch Rd.,#400 INSURERD: Rocklin,CA 95765 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBEFL 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- INSRR ADD UBR POLICY EFF POLICY c�CP LIMITS TYPE OF INSURANCE I POLICY NUMBER PMMIDD M MIDD I t�-t>vexntw+xn:3tT EACH OCCURRENCE 5 2,000,000. A DAMAGE TO RENTED I v COMMERCIAL GENERAL LIABILITY I PREM[5=_5 Ea occurrencel 5 1 ODO OOO RPAIMS-MADE ✓11 OCCUR MED EXP(Any one person) 5 5,000 vY I 603373281 01/01/2014 01/01120161 PERSONAL&ADV INJURY 5 2.000 000 n GENERALAGGREGATE 5 4 000 ODO n z e n nnn nnn JECI ', POLICY ` T• �^^LOC` I I �� � I 4 . AUTOMOBILE LIABILITY PEa arrlNED.idan'SINGLE LIMIT 5 2 O0O OOO A Ell ANY AUTO BODILY INJURY(Per person) 5 ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS NON AUTOS PROPERTY DAMAGE HIRED AUTOS U AUTOS 603373281 01/D1/2014 01/0112016 Per acciderd 5 l$ NUMBRELLA LIAB OCCUR I j I EACH OCCURRENCE 5 EXCESS LIAR HCLAIMS-MADE 1 AGGREGATE 5 DED I RETENTION$ WC I 1 5 WORKERS COMPENSATION I ORY STATUS IOTR- AND EMPLOYERS'LIABILrrY Y f N ART f'KLT,CILSI.JR/PRKITICRl�J.LR.V 11VL 1 I C09273883 10/20/2014 1012=015 1`'—���L, a 5 1.lJl.7U WU A (Mandatory in =P.EXCLUDED? NlAI (Mandatory in NH) � E_L DISUSE-EA EMPLOYE 5 1 OOO 000 If yes,describe under I E.L.DISEASE-POLICY LIMIT J$1 000 000 . DESCRIPTION OF OPERATIONS below I $2,000,000 Per Occurance B !E &O PSDO1097770 ill1012014 11/10/2015 I$2,000,000 Aggregate DESCRIPTION OF OPERATIONS!LOCATIONS 1 VEHICLES(Attach ACORD VH,Additional Remarks SchedEde,if AS TO FORM City of Huntington Beach Its officers, elected or appointed officials, emplo en nd volunteers By. Attomey ichael Gates,City CERTIFICATE HOLDER CANCELLA ON City of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Y gt THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 7(1M Main qtraat ....... .. ........::: ..". ...�.. ..... Huntington Beach,CA 92648 Attn: Jim Slobojan, Fiscal Services Manager AllTHORIZED REPRESENTATIVE ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010105) The ACORD-name and logo are registered marks of ACORD CITY OF HUNTINGTON BEACH RECEIVED Professional Service Approval Form SEP 21 2015 PART I Finance , epar�tn�en= Date: 8/31/2015 Project Manager Name: Michele Warren Requested by Name if different from Project Manager: Fred Wilson Department: Human Resources 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: Executive recruitment services for the position of IS Director due to pending retirement of incumbent. 2) Estimated cost of the services being sought: $ 25,000 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b) —Other Interagency Agreement procedure will be utilized. ® MC 3.03.08—Contract Limits of$30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) ?, ® Y4s ❑ No fiscal Services Manager ignature (Purchasing Approval) Date 6) Amount, Business Unit(8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year 1�-1/ Bud p val D e Departm t Head Signature(s) to ,d- q s /5 Di r ct o ance's Signature Date J Assistant-City Manager's Signature Date k t APPROVED ET DENIF CijK' nager's Signature Date professional service approval form-part i.doc REV: February 2015 CITY OF HUNTINGTON BEACH Professional Service Approval Form PART II Date: 9/3/2015 Project Manager: Michele Warren Requested by Name if different from Project Manager: Fred Wilson Department: Human Resources PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & l/MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Ralph Andersen &Associates 2) Contract Number: HR Zoe S— (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $25,000 Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year /Do S co $ r, 00 $ $ $ $ $ $ $ $ 4) Is this contract less than $50,000? ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over$100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ❑ Yes ® No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. Fiscal Service_'M ana er asing) Date Budget Manager Approval Signature Date W,2f )�� 6�_ dc,,_� �_ Director of Finance (or designee) Signature Date professional service approval form-part ii.doc REV: February 2015 Attachment#3 CITY OF HUNTINGTON BEACH PROFESSIONAL SER►JICES LISTING FISCAL YEAR 2014/15 Information Service Requestor Part I(Bid) Part 11(Award) Amend# Name Date Req$ Date Vendor Term AnIt Date Term Amt Division or Fund Description Amount Balance Consulting and other professional services, General Fund(100)belated to Infrastructure Systems,Public Safety Systems and Application and CPS HR Database Support Divisions. $65,000 K. Doiner 10/31114 17,500 11114/14 Consulting 14 weeks $ 17,500 $47.500 K Darner 08/27115 24,550 08127/15 Nex Leve I Into Tech 24,550 $22.950 M.Warren 09/15115 09115/15 Ralph Anderson 24,500 ($1,550) Ac(d Warren, Michele To: Molina-Espinoza, Carol; Slobojan, Jim Cc: Rehwinkel, Gwen; Rosenbaum, Joshua Subject: RE: Professional Services Agreement- Ralph Andersen &Associates Thank you Carol. M. From: Molina-Espinoza, Carol Sent: Tuesday, September 15, 2015 1:04 PM To: Warren, Michele; Slobojan, Jim Cc: Rehwinkel, Gwen; Rosenbaum, Joshua Subject: RE: Professional Services Agreement - Ralph Andersen &Associates Importance: High Hello all! It looks like the following business unit within IS has the available balance: 10042154.69300=$24,500. Gwen, please encumber the funds with Ralph Andersen &Associates, HR has already incurred costs that they will need to expense from. Feel free to let me know if you need anything else! Thanks! Carol From: Warren, Michele Sent: Tuesday, September 15, 2015 12:58 PM To: Molina-Espinoza, Carol; Slobojan, Jim Cc: Farrell, Lori Ann Subject: RE: Professional Services Agreement - Ralph Andersen &Associates Thanks Carol. What is the appropriate business unit? Will IS need a transfer funds? The amount is$25K. M. From: Molina-Espinoza, Carol Sent: Tuesday, September 15, 2015 12:50 PM To: Warren, Michele; Slobojan, Jim Cc: Farrell, Lori Ann Subject: RE: Professional Services Agreement - Ralph Andersen &Associates Hello Michele! I already discussed this expense with Gwen; she is aware that they will be funding this recruitment. As of today, IS General Fund has$100k available, which is more than sufficient to cover this recruitment request. Also, if this is a FY 2015/2016 expense, it can be encumbered on October 1", and salary savings can be transferred to cover. I hope this helps! Let me know when the expenses will begin to incur. 1