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William Avery & Associates, Inc., is a management consulting firm
dedicated to industry leadership through the QUaliry, responsiveness
and integriry of our work. We bring together experienced and
diversified teams to provide customized management solutions to
public and non-profit organizations. Each of us at Avery Associates has
made the personal commitment that our services will always be
provided with the highest standards of client service and ethical
professionalism.
William Avery & Associates, Inc.
Consultants to Management
February 24, 2014
Sean M. Robinson, Human Resources Manager
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Dear Mr. Robinson:
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AVERY
Los Gatos + San Luis Obispo
A very Associates is pleased to submit our proposal for the recruitment of a new City Manager
for the City of Rancho Palos Verdes. We value our past working relationship with the City and
would look forward to supporting your needs in this assignment.
We feel well suited to support the City in this assignment, having succesfully completing the
City Manager search leading to your current City Manager, Carolyn Lehr. Our firm also has
extensive experience in City Manager recruitments. Currently, we are at the candidate
presentation or final interview stages of City Manager searches for the cities of South San
Francisco, San Mateo, Sunnyvale and Monterey and have recently completed City Manager
assignments for the cities of Lynwood, Hollister, Pacifica and Emeryville, and the County
Executive Officer for the County of Santa Barbara. During the past 24 months we have also
completed City Manager recruitments for the cities of Chico, Los Altos, Riverbank, Menlo Park,
Dixon, Rio Vista and Greenfield. As a result of these collective assignments, we have a very
current and active database of City Manager candidates that would be of great value in this
search.
Our extensive database of executives in municipal government provides an excellent foundation
for the outreach efforts we describe in our proposal. We've also had extensive interaction with
City Councils, City Managers and Assistant City Managers based on our labor relations practice.
All of these contacts would be an excellent resource in support of this recruitment.
Following review of our proposal, it is our hope that our prior work relationship with your city,
our history of successful recruitments, our professionalism, and positive results we have
delivered for our clients will provide the basis for selection of our firm. The enclosed proposal
contains the following information:
• Company Overview
• Firm Qualifications/Experience
• Recruitment Team
William Avery &Associates, Inc.
Consultants to Management
3-1/2 N. Santa Cruz Ave., Suite A
Los Gatos, CA 95030
408.399.4424
Fax: 408.399.4423
www .averyassoc.net
• Recruitment Strategy
* Recruitment Schedule
• References
• Consulting Fee
• Guarantees & Ethics
Thank you for the opportunity to be considered for this recruitment. If you have any questions,
please do not hesitate to call Paul Kimura or me at 408-399-4424.
Sincerely,
~~
William H. Avery
WHA:jmc
PROPOSAL FOR THE CITY OF RANCHO PALOS VERDES
RECRUITMENT FOR THE CITY MANAGER
William A very & Associates, Inc. -Overview
William Avery & Associates, Inc. (Avery Associates) is a successful and service focused
Management Consulting firm based in Los Gatos, California. Incorporated in 1982, the firm
specializes in Executive Search, Labor Relations and Human Resources/Management
Consulting.
The firm currently includes two Principals and several key consultants. Bill A very, the founder
of Avery Associates, heads the firm. He oversees the Labor Relations practice and also leads
key searches. Paul Kimura is the Principal who oversees the Executive Search and Recruitment
practice. Key staff members include Ann Slate, who supports the search practice and the firm's
administrati've staff includes Anne Matteini, the Finance/Contracts Administrator, and Jackie
Collins and Jessica Towner. Temporary staff as needed augments the team.
Mr. Avery, having served in the past as a City Manager, provides the firm with direct experience
and knowledge of city administration. Mr. Kimura's expertise in executive, technical and
business recruitment, which he gained during his nineteen years of high technology experience,
provides the basis for many of the recruitment strategies and tactics utilized by the firm.
Collectively and combined, the firms Principals offer exceptional expertise in the area of public
sector recruitment and consulting.
Firm Qualifications/Experience -What Differentiates A very Associates
Exceptional service delivery and a very high quality work product provide excellent results for
our clients. This begins with the initial client meetings, which lead to detailed timelines for
deliverables followed by weekly recruitment status updates following initiation of the search.
Our candidate outreach efforts are professionally and confidentially conducted. The evaluation
materials we provide clients are routinely characterized as accurate, comprehensive and of very
high quality. We believe more so than any other public sector recruitment firm. This is largely
based on our interview system utilizing behavioral interview techniques, which we describe in
our recruitment plan. This leads to a quality product with excellent end results for our clients.
The service element is based on two factors: The first is the collective service philosophy from
all of our organizational team members. They are each dedicated to providing service and
support to clients. The second factor is based on the high level of engagement and participation
from the firm Principals in every search assignment. This hands-on involvement includes client
interface, identifying and developing the ideal candidate profile and position specification,
development of the search strategy, candidate outreach, interviewing and assessment, completion
of reference interviews, candidate presentation, final interview facilitation and when desired,
negotiation of employment terms with the successful candidate.
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Recruitment Team for the City of Rancho Palos Verdes
William Avery will serve as the Project Lead and will be assisted by Paul Kimura. Mr. Avery
will be personally involved in the initial client discussions, strategy development, outreach,
interview and assessment of candidates, presentation of final candidates and will be available
throughout the search process to provide other related consulting services.
Recruitrnent Strategy and Services Provided
I. Position Profile and Organizational Assessment
The initial assessment phase is a critical component of the search process. Mr. A very will
meet with the key decision makers to discuss the organizational needs and position
requirements and to formalize the job description.
In this assignment we would anticipate Mr. A very having individual meetings with the
City Council and with key staff members to solicit their views on the ideal candidate. If
desired, the team would also meet with community groups and key stakeholders
identified by the City. Community/stakeholder input can occur in several ways. Most of
our clients utilize either one or a combination of the following approaches: (1) Creation
of an online survey that is accessible to the public through the City's website; (2)
Convening a community meeting to solicit input on the ideal qualifications and attributes
for the city manager; (3) Council identifies representatives from the community who
would then be contacted and "interviewed" by the consulting firm; or (4) Creation of a
link from the City's website to an Avery email box for forwarding direct input.
Our goal for this aspect of the recruitment process is to:
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Understand the City priorities for this position .
Develop a clear understanding and consensus on the expertise, experience,
education, performance attributes and operational style of the ideal candidate.
Discuss the goals, objectives, deliverables, and challenges related to this
position.
Gain insight of the various organizational dynamics and departmental issues
that exist within the organization.
Identify the compelling aspects to this opportunity .
The formal position description and a subsequent ideal candidate profile would be
developed from the above discussions and incorporated into the formal position
announcement. The candidate profile is also utilized in various other means as a
marketing tool, for advertising copy, postings, and for other announcements.
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II. Development of the Search Strategy
Our search strategy will be developed in conjunction with the organizational assessment.
The final approach is based on your input and considerations during the assessment
activity. For this assignment, we feel it is critical to develop a high level of visibility
with a comprehensive outreach program supplemented by a focused targeted recruitment
approach. It is our experience that despite extensive mailing, postings and
announcements, many qualified individuals will not know of a position being available.
We would incorporate the following elements into this search:
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Development of a targeted candidate list based on our extensive database of key
executive contacts, referrals and recommendations from key sources, and other
current and former City Management personnel who have extensive contacts and
.networks in this area. Throughout the outreach period, this list of potential
'candidates is expanded through phone and/or email contact regarding this position.
Direct outreach and contact to various city managers and city/county executives who
could be viable candidates for the position. This allows us to contact and market the
position to potential candidates that are not actively seeking new opportunities. This
aspect of outreach is essential to the success of the recruitment as many times, the
successful candidate is not looking for another opportunity or is not aware the
opportunity exists. Our role is to actively and aggressively, yet professionally,
identify and contact individuals that meet the position specifications.
To ensure we create as much visibility to the position as possible. This includes an
extensive mailing campaign to current city managers in the state and where possible
utilizing email blasts to city management membership. Additionally, we would
utilize Internet posting on sites such as the ICMA, Western City and other
appropriate online sites. We would also use print advertising the ICMA newsletter,
Jobs Available and if turn around time allows for it, Western City magazine.
III. Candidate Assessment
Our assessment process involves several "tiers" of evaluation. All candidates responding
to this position will initially be evaluated based on their resume and if appropriate, an
extensive phone "screening" by a member of the project team. Candidates who pass the
initial "qualifying" criteria are then scheduled for a formal interview with Mr. A very or
Mr. Kimura. These extended personal interviews typically take one hour and a thorough
discussion of their experience, accomplishments, management philosophy and
interpersonal style takes place.
In interviewing candidates, we utilize a methodology based on "behavioral" interview
techniques. Fundamentally, this approach explores a candidate's past accomplishments
and experiences that relate to the position being considered. The philosophy here is that
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the best indicator of future performance is to evaluate past behavior. This methodology
allows the firm to "project" how a candidate would approach and address the key
challenges in the new position.
Those individuals who best fit the position requirements will have a Candidate
Assessment Report developed by the Principal who conducted the interview.
Additionally, two initial reference interviews are performed on these candidates. The
reference interviews provide our clients with additional insights on the candidate's
"behavior" and style.
IV. Candidate Presentation
Upon completion of formal interviews, a selection of candidates for presentation is made.
We feel our extensive qualification, interview, and reference interviewing process and the
kn~wledge gained during our initial assessment period; enable our client to proceed with
fewer rather than more finalists. However, we will not restrict or limit the number of
candidates recommended as this decision is related to the overall strength and depth of
the candidate pool.
The final candidates are presented in our extensive candidate presentation "book". Each
finalist will have a file consisting of a candidate summary sheet, the submitted cover
letter and resume, the Candidate Assessment Report (based on the "behavioral"
interview), and two candidate reference interviews. This extensive profile on each
recommended candidate continually generates positive feedback from our clients as it
provides extensive detail beyond just a resume.
The Candidate book also identifies other candidates who were given secondary
consideration, which provides the client insight on others who were interviewed.
Candidate summary sheets are created for everyone who submitted a resume would also
be included. This provides the client an insight to the level and nature of response for
their position.
V. Selection Process
Once the final candidate interview group is identified, we will assist in the structuring of
the interview process and coordinate the interview scheduling activity. Our firm will also
provide candidates with guidance related to travel planning, hotel accommodations, as
well as other interview planning issues. Our firm will also develop potential interview
questions and be in attendance during final interviews to help facilitate the process and to
lead an end of day debrief and evaluation process.
Upon request, our firm will also arrange for summary background evaluations on the
City's final one or two candidates. A copy of these confidential reports can be provided
for you. The costs for these investigations are considered independent of the recruitment
expenses listed below and will be invoiced separately.
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VI. Position Closure and Follow-Up
Based on the firm's experience in human resource management and executive search, we are
able to assist our clients in formulating appropriate compensation and other employment
arrangements. We will be available throughout our retention to assist in this process.
As a matter of policy, A very Associates monitors the transition and progress of any
executive we place with a client. Within the first three to six months following the hired
individual joining the City, we will speak with that individual to ensure the transition has
. effectively occurred. During the same period we will also review the individual's status
with your office.
Recruitment Schedule
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Search Initiation, Marketing & Advertising Development: Weeks 1 -4
• Initial meetings with City Council, staff, key
stakeholders/community to define the ideal candidate profile
• Develop working draft of the recruitment brochure for
approval by client
• Recruitment strategy finalized
• Determination of advertising scope and placement deadlines
• Brochure designed and printed
Marketing, Advertisement and Outreach Period: Weeks 4 -JO
Advertise in:
• Mailing to City Managers
• Jobs Available
• Western City
• ICMA newsletter and website
• City Management Internet advertising
Preliminary candidate screening
Candidate Review -Screening and Finalists Selection Weeks 6 -10
Development and finalization of Oral Board Interview process and Weeks 11-13
interview questions
Oral Board Interviews with City Council Week 14
Department Head/Finance Staff/Council and/or Community Week 14-15
representative interviews with finalists (if desired)
Final interviews and reference checks Week 16
Appointment Offer/ Acceptance Week>l7
Report to Work Date Week >17
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References
I. Town of Los Gatos
Joe Pirzynski, Council Member; 408.356.3024
Greg Larson, Town Manager; 408.354.6837
II. City of Santa Clarita
Ken Striplin, City Manager; 661.255.4905
III. City of San Mateo
Linda Spady, Human Resources Director; 650.522.7260
Consulting Fee
Based on tlie services described in our proposal, the professional services consulting fee for this
recruitment will be $18,900. If awarded the search, we would request an initial retainer of $6,900
at the outset of the search. A second invoice of $6,000 would be submitted upon the Clients
acceptance of a finalist candidate group. The final balance of $6,000 would be invoiced upon
acceptance of a job offer constituting completion of the search. Our invoicing models ensures
the firm will remain totally committed to the City throughout the duration of the search as the
final invoice is not submitted until the City has an accepted candidate. The consulting fee will be
inclusive of all services defined within this proposal unless otherwise stated.
In addition to the Professional Services Fee, normal and direct out-of-pocket expenses associated
with the search are charged back to the client. Expenses for this assignment would be a not-to-
exceed amount of $8,500 without the express consent of the City. These expenses include:
advertising, clerical time, supplies, printing, telephone, postage, summary background
evaluations, and consultant travel for client discussions, meetings and local or out-of-area
candidate interviews. All expense items will be detailed and billed on a monthly basis.
Guarantees and Ethics
Whenever William Avery & Associates, Inc. is retained; we make several guarantees and
commitments to a client. Due to our experience, knowledge and success within the
management-consulting field, we assure a client that we will only present candidates who meet a
substantial majority of the ideal qualifications that you have outlined. We are also committed to
continue our search efforts until a successful candidate is employed.
During our placement efforts, we openly share any relationships, previous experience and
knowledge for any candidate we present for consideration. Our commitment and responsibility is
to our clients and their best interests.
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It is also our practice to replace a candidate who may voluntarily resign during the first year of
his/her employment. This same commitment applies if the client finds it necessary to terminate
or to request the resignation of the selected individual in the first year for reasons which would
have precluded his/her employment had they been known at the time employment started. In
either case, we invoice a client only for out-of-pocket expenses incurred in identifying a
replacement.
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