CC SR 20230418 F - PSA for Engineering Recruitment
CITY COUNCIL MEETING DATE: 04/18/2023
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to award a professional services agreement for Public
Works Senior and Associate Civil Engineer recruitments.
RECOMMENDED COUNCIL ACTION:
(1) Award a professional services agreement (PSA) to Gallagher Benefit Services,
Inc., a recruiting firm, to conduct two Public Works Civil Engineer recruitments to
fill four vacancies consisting of two Senior Engineers and two Associate Engineer
positions, in an amount not to exceed $40,000; and
(2) Authorize the Mayor and City Clerk to execute the PSA in a form acceptable to the
City Attorney.
FISCAL IMPACT: Approving the PSA will result in expenditures up to $40,000.
Amount Budgeted: $60,000
Additional Appropriation: N/A
Account Number(s): 101-400-1450-5117
(General Fund – Human Resources/Recruitment
Activities)
ORIGINATED BY: Karina Bañales, Deputy City Manager
REVIEWED BY: Same as above.
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Professional Services Agreement with Gallagher Benefit Services, Inc. (page A-1)
BACKGROUND:
Like many other governmental agencies, the City of Rancho Palos Verdes is experiencing
a diminished pool of well-qualified candidates for positions in all departments, specifically
the Public Works Department. The inability to recruit qualified employees has caused
significant concern throughout the organization, impacting certain services being
delivered to the community, completing critical and time-sensitive projects, and overall
employee morale.
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RANCHO PALOS VERDES
The current labor market for public sector jobs is becoming more competitive, especially
when neighboring agencies pull from the same (limited) pool of candidates. Currently, the
city needs assistance in filling four critical vacancies in the Public Works Department
(Senior and Associate Civil Engineers) with specialized skills in transportation and
utilities. Since 2021, five separate recruitments conducted by the City’s Human
Resources Department have been unsuccessful in finding a highly qualified person for
these positions, with each recruitment open for one month or more. The four positions
remain unfilled to date.
This evening, Staff seeks City Council authorization to enter into a PSA with a
professional recruiter, Gallagher Benefit Services, Inc., to facilitate the recruitment of
these four vacancies in the Public Works Department (Attachment A).
DISCUSSION:
Currently, the Public Works Department has been without two senior civil engineers and
two associate civil engineers for nearly two years. As a result, several recruitments were
conducted by the Human Resources Division that included posting the vacancy to
national, state, and professional organizations such as the Institute of Transportation
Engineers, American Public Works Association, and NeoGov.
The recruitments did not produce the level of highly skilled candidates required for the
position. The results also reflect the current recruitment challenges many public and
private agencies are experiencing in attracting highly qualified candidates in civil
engineering. Below, is a summary of past recruitments for both engineer positions:
Senior Engineers:
Recruitment period: October 13 through October 18, 2022
• This recruitment was for a Senior Civil Engineer in Transportation/Traffic.
• One application was received that met the minimum requirements.
• The candidate was not successful in the oral interview or written exam due to the
lack of experience and skills required to perform the expected job duties.
Recruitment period: October 13 through November 11, 2022
• This recruitment was for a Senior Civil Engineer in Utilities.
• Three applicants, with two meeting minimum qualifications.
• Neither were successful in either the oral interview or the written exam due to their
lack of experience and skills required to perform the expected job duties .
Associate Engineers:
Recruitment period: October 11, 2021 through February 24, 2022
• This recruitment was for an Associate Engineer in Transportation.
• 17 candidates, and one met the minimum qualifications.
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• The candidate was not successful in the interview process due to the lack of
experience and skills required to perform the expected job duties.
• The department decided to adjust the minimum requirements to increase the
candidate pool.
• On February 15, 2022, the classification’s minimum qualifications were amended.
The requirement to obtain a Professional Engineering (PE) license within one (1)
year of hire was changed from the originally required one at the time of hire. This
will allow applicants to receive their PE while working for the city.
Recruitment period: October 19 through November 17, 2022
• This recruitment was for Associate Civil Engineer in Transportation and Utilities.
• Three applications were received, with one meeting minimum qualifications.
• The candidate did not proceed through the selection process due to their lack of
experience and skills required to perform the expected job duties.
Recruitment period: February 24 through May 24, 2022
• This recruitment was for an Associate Civil Engineer in Transportation.
• 21 applications were received, and six met the minimum qualifications.
• No applications were reviewed because of the Department and Human Resources’
decision to combine the Senior and Associate Civil Engineer recruitment to
address the multiple vacancies.
Several recruitment strategy meetings were held with Human Resources and the Public
Works Department, which ultimately resulted in the desire to seek an outside recruitment
firm that is actively engaged in the engineering field and professional activities to assist
the City in identifying highly qualified eligible candidates.
As a result, staff contacted nine recruitment firms that have experience in the public and
private engineering field. Each firm was asked the following questions:
• Experience in recruiting senior and associate Engineers specializing in
transportation and utilities.
• Candidate screening methodology.
• Use of innovative resources to identify highly qualified and specialized candidates.
• Working with an organization’s Human Resources Division.
• Experience in recruiting in cities like Rancho Palos Verdes.
• Costs associated with recruitment.
Of the nine recruitment firms, seven submitted a proposal. The proposals consisted of
four firms specializing in private-sector recruitment and three firms specializing in public-
sector recruitment. Below is a summary of each firm’s proposed cost:
Recruiting Firm Specialized
Sector Cost
Trabuco Group Private 20%* of annualized salary for each filled position
(Total Cost: $96,000 for four filled positions)
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Recruiting Firm Specialized
Sector Cost
TROH Group Private 20%* of starting salary for each filled position
(Total Cost: $96,000 for four filled positions)
DAVRON Private 23%* of the first year of salary for each filled position
(Total Cost: $118,000 for four filled positions)
Juno Group Private 18%* of annualized salary for each filled position
(Total Cost: $86,000 for four filled positions)
WBCP Public
Partial Recruitment $5,900 for each vacancy
Partial Recruitment $18,900 for each vacancy
Full search$24,900-28,900 each vacancy
(Total Cost: $96,000 for full search recruitment)
Gallagher Benefit
Services, Inc. Public
$20,000 (for a Senior and Associate in Transportation)
$20,000 (for a Senior and Associate in Utilities)
(Total Cost: $40,000)
CPSHR Public
Outreach $10,000 for each vacancy
Partial $16,000 for each vacancy
Total $19,000 for each vacancy
(Total Cost: $76,000 for full search)
*Percentage is based on the median of both salary ranges
Classification Low End of Salary Range High End of Salary
Range
Senior Engineer $ 110,292.00 $ 143,224.00
Associate Engineer $ 98,476.00 $ 127,872.00
Staff reviewed the proposals, which were competitive; however, Gallagher Benefit
Services, Inc. (DBA: Koff & Associates) was selected. Although all the recruitment firms
are qualified to assist with filling the vacancies, Gallagher Benefit Services, Inc. was
selected due to their overall cost of $40,000 for filling four vacancies and their experience
in recruiting skilled engineers for other public agencies. In addition, the proposal included
the development of the brochure, recruitment and selection process, and onboarding. If
a candidate did not stay with the organization within one year from the date of hire,
Gallagher Benefit Services, Inc., would conduct a new search at no cost to the City.
Furthermore, Gallagher Benefit Services, Inc. will be assigned a dedicated team of three
recruiters familiar with the Palos Verdes Peninsula, including the Recruiting Supervisor,
who grew up in the area and is very familiar with Rancho Palos Verdes.
Staff also contacted current and past public agencies that received recruitment services
for Public Works Engineers from Gallagher Benefit Services, Inc. The agencies
expressed their gratitude and satisfaction with their recruitment process and stated that
their hires from the recruitment are successfully performing within their organization.
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ADDITIONAL INFORMATION:
Recruitment Incentive Bonus:
On May 17, 2022, the City Council approved a Recruitment Incentive Program , which
allows the City Manager to approve a one-time signing bonus in amounts determined by
the City Manager based on the approved budget for the fiscal year. To use the incentive
bonus, recruitment “must have demonstratable recruitment difficulty. Recruitment
difficulty may be based on any one of the following: limited applicant pool, recruitment
difficulty, and a continued high vacancy rate.” A full-time employee recruited under the
program would be eligible for up to 25% of the bonus on their first paycheck, another 25%
after successfully passing the probationary period, and the final 50% after completing 24
months of employment.
Based on the five unsuccessful recruitments for each of the Public Works Engineering
vacancies, the City Manager has approved the following recruitment incentives:
• Two Senior Civil Engineers at $10,000 each
• Two Associate Civil Engineers at $8,000 each
Staff believes the sign-on bonus will incentivize and secure highly qualified employees
for these difficult-to-fill vacancies.
Minimum Qualifications:
On February 15, 2022, for the Associate Civil Engineer classification, the requirement to
obtain a Professional Engineering (PE) license within one (1) year of hire was changed
from the originally required one at the time of hire. This will allow applicants to receive
their PE while working for the city.
CONCLUSION:
Staff recommends awarding a professional services agreement (Attachment A) to
Gallagher Benefit Services, Inc., to recruit and fill four engineer vacancies in the Public
Works Department.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available for
the City Council’s consideration:
1. Do not award a PSA and direct Staff to re-solicit proposals.
2. Take other action as deemed appropriate.
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CITY OF RANCHO PALOS VERDES
ASSOCIATE & SENIOR CIVIL ENGINEER RECRUITMENT
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT (herein “Agreement”) is made and
entered into this 18th day of April 2023, by and between the CITY OF RANCHO PALOS
VERDES, a general law city & municipal corporation, (herein “City”) and GALLAGHER
BENEFIT SERVICES, INC., a Delaware corporation (herein “Consultant”).
NOW, THEREFORE, the parties hereto agree as follows:
1.0 SERVICES OF CONSULTANT
1.1 Scope of Services. In compliance with all of the terms and conditions of
this Agreement, Consultant shall perform the services set forth in the “Scope of Services &
Schedule of Performance” attached hereto as Exhibit “A” and incorporated herein by reference.
Consultant warrants that all services set forth in Exhibit “A” will be performed in a competent,
professional and satisfactory manner.
1.2 Compliance With Law. All work and services rendered hereunder shall be
provided in accordance with all ordinances, resolutions, statutes, rules, and regulations of the
City and any Federal, State or local governmental agency of competent jurisdiction.
1.3 Licenses, Permits, Fees and Assessments. Consultant shall obtain at its
sole cost and expense such licenses, permits and approvals as may be required by law for the
performance of the services required by this Agreement.
2.0 COMPENSATION
2.1 Contract Sum. For the services rendered pursuant to this Agreement,
Consultant shall be compensated in accordance with the "Schedule of Compensation" attached
hereto as Exhibit “B” and incorporated herein by this reference, but not exceeding the maximum
contract amount of Forty Thousand Dollars ($40,000) (“Contract Sum”) which sum includes
all needed out-of-pocket expenses.
2.2 Method of Payment. Provided that Consultant is not in default under the
terms of this Agreement, Consultant shall be paid pursuant to the schedule listed on Exhibit “B.”
2.3 Availability of Funds. This Agreement is valid and enforceable only if
sufficient funds are made available by the City Council of the City for the purposes of this
Agreement. The availability of funding is affected by matters outside the City’s control,
including other governmental entities. Accordingly, the City has the option to void the whole
Agreement or to amend the Agreement to reflect unanticipated reduction in funding, for any
reason. However, Consultant will still be paid for satisfactorily completed work up until the date
it receives notice of non-appropriation or until the termination date listed in such notice,
whichever is later.
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3.0 COORDINATION OF WORK
3.1 Representative of Consultant. Joshua Boudreaux, Recruiting Supervisor,
Chelsea Freeman, Senior Recruiter and Tasia Dewitt, Recruiting Coordinator are hereby
designated as being the principal and representative of Consultant authorized to act in its behalf
with respect to the work and services specified herein and make all decisions in connection
therewith. Consultant’s representative shall be available to be contacted by e-mail or by
telephone to be provided to City’s Contract Officer.
3.2 Contract Officer(s). Ms. Karina Bañales, or her designee, is hereby
designated as being the representatives of City authorized to act in its behalf with respect to the
services specified herein and make those decisions designated in Exhibit “A” (“Contract
Officer(s)”). She shall have the right to designate another Contract Officer(s) by providing
written notice to Consultant.
3.3 Prohibition Against Subcontracting or Assignment. Except as noted
herein, Consultant shall not contract with any entity to perform in whole or in part the work or
services required hereunder without the express written approval of the City. Neither this
Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of
law, without the prior written approval of City. Any such prohibited assignment or transfer shall
be void.
3.4 Independent Contractor. Neither the City nor any of its employees shall
have any control over the manner, mode or means by which Consultant, its agents or employees,
perform the services required herein, except as otherwise set forth. Consultant shall perform all
services required herein as an independent contractor of City and shall remain under only such
obligations as are consistent with that role. Consultant shall not at any time or in any manner
represent that it or any of its agents or employees are agents or employees of City.
4.0 INSURANCE AND INDEMNIFICATION
4.1 Insurance. The Consultant shall procure and maintain, at its sole cost and
expense, in a form and content satisfactory to City, during the entire term of this Agreement
including any extension thereof, the following policies of insurance:
(a) Comprehensive General Liability Insurance. A policy of
comprehensive general liability insurance written on a per occurrence basis in an amount not less
than a combined single limit of $2,000,000.00 per occurrence and $4,000,000.00 products and
completed operations.
(b) Worker's Compensation Insurance. A policy of worker's
compensation insurance in such amount as will fully comply with the laws of the State of
California and which shall indemnify, insure and provide legal defense for both the Consultant
and the City against any loss, claim or damage arising from any injuries or occupational diseases
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occurring to any worker employed by or any persons retained by the Consultant in the course of
carrying out the work or services contemplated in this Agreement.
(c) Automotive Insurance. A policy of comprehensive automobile
liability insurance written on a per occurrence basis in an amount not less than $1,000,000.00.
Said policy shall include coverage for owned, non-owned, leased and hired cars.
(d) Professional Liability Insurance. A policy of professional liability
insurance in an amount not less than $1,000,000.00 per claim with respect to loss arising from
the actions of Consultant performing professional services hereunder on behalf of the City.
The Comprehensive General Liability policy of insurance shall be primary insurance and
shall name the City, its officers, employees and agents as additional insureds. With the
exception of Professional Liability, the insurer shall waive all rights of subrogation and
contribution it may have against the City, its officers, employees and agents and their respective
insurers. In the event any of said policies of insurance are c ancelled, the Consultant shall, prior
to the cancellation date, submit new evidence of insurance in conformance with this Section 4.1
to City’s City Manager. No work or services under this Agreement shall commence until the
Consultant has provided to City with Certificates of Insurance or appropriate insurance binders
evidencing the above insurance coverages and said Certificates of Insurance or binders are
approved by City’s City Manager.
CANCELLATION:
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY SHALL MAIL
THIRTY (30)-DAY ADVANCE WRITTEN NOTICE TO CERTIFICATE HOLDER NAMED
HEREIN.
[to be initialed] ______________
Agent Initials
Consultant agrees that the provisions of this Section 4.1 shall not be construed as limit ing
in any way the extent to which the Consultant may be held responsible for the payment of
damages to any persons or property resulting from the Consultant's activities or the activities of
any person or persons for which the Consultant is otherwise responsible.
The insurance required by this Agreement shall be satisfactory only if issued by
companies qualified to do business in California, rated “A-” or better in the most recent edition
of Best Rating Guide, The Key Rating Guide or in the Federal Register, and only if they are of a
financial category Class VI or better, unless such requirements are waived by the Risk Manager
of the City due to unique circumstances.
4.2 Indemnification. Consultant agrees to indemnify City, its officers, agents
and employees against, and will hold and save them and each of them harmless from, any and all
actions, suits, claims, damages to persons or property, losses, costs, penalties, obligations, errors,
omissions or liabilities, including paying any legal costs, attorneys fees, or paying any judgment
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(herein "claims or liabilities") that may be asserted or claimed by any person, firm or entity
arising out of or in connection with the negligent performance of the work or services of
Consultant, its agents, employees, subcontractors, or invitees, provided for herein, or arising
from the negligent acts or omissions of Consultant hereunder, or arising from Consultant's
negligent performance of or failure to perform any term, provision, covenant or condition of this
Agreement, but excluding such claims or liabilities to the extent caused by the negligence or
willful misconduct of the City.
5.0 TERM
5.1 Term. Unless earlier terminated in accordance with Section 5.2 below,
this Agreement shall continue in full force and effect until two Associate and two Senior Civil
Engineers are hired by the City or until November 1, 2023, which ever shall first occur.
5.2 Termination Prior to Expiration of Term. Either party may terminate this
Agreement at any time, with or without cause, upon fourteen (14) days’ written notice to the
other party. Upon receipt of the notice of termination, the Consultant shall immediately cease all
work or services hereunder except as may be specifically approved by the Contract Officer(s). In
the event of termination by the City, Consultant shall be entitled to compensation for all services
rendered prior to the effectiveness of the notice of termination and for such additional services
specifically authorized by the Contract Officer(s) and City shall be entitled to reimbursement for
any compensation paid in excess of the services rendered.
6.0 MISCELLANEOUS
6.1 Covenant Against Discrimination. Consultant covenants that, by and for
itself, its heirs, executors, assigns and all persons claiming under or through them, that there shall
be no discrimination against or segregation of, any person or group of persons on account of
race, color, creed, religion, sex, marital status, national origin, or ancestry in the performance of
this Agreement. Consultant shall take affirmative action to ensure that applicants are employed
and that employees are treated during employment without regard to their race, color, creed,
religion, sex, marital status, national origin or ancestry.
6.2 Non-liability of City Officers and Employees. No officer or employee of
the City shall be personally liable to the Consultant, or any successor in interest, in the event of
any default or breach by the City or for any amount which may become due to the Consultant or
to its successor, or for breach of any obligation of the terms of this Agreement.
6.3 Conflict of Interest. No officer or employee of the City shall have any
financial interest, direct or indirect, in this Agreement nor shall any such officer or employee
participate in any decision relating to the Agreement which affects his financial interest or the
financial interest of any corporation, partnership or association in which he is, directly or
indirectly, interested, in violation of any State statute or regulation. The Consultant warrants that
it has not paid or given and will not pay or give any third party any money or other consideration
for obtaining this Agreement. When requested by the Contract Officer, prior to the City’s
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execution of this Agreement, Consultant shall provide the City with an executed statement of
economic interest.
6.4 Notice. Any notice, demand, request, document, consent, approval, or
communication either party desires or is required to give to the other party or any other person
shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of
City, to the City Manager, City of Rancho Palos Verdes, 30940 Hawthorne Blvd., Rancho Palos
Verdes, California 90275, and in the case of the Consultant, to the person(s) at the address
designated on the execution page of this Agreement.
6.5 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of this Agreement or any other rule of construction which
might otherwise apply.
6.6 Integration; Amendment. It is understood that there are no oral
agreements between the parties hereto affecting this Agreement and this Agreement supersedes
and cancels any and all previous negotiations, arrangements, agreements and understandings, if
any, between the parties, and none shall be used to interpret this Agreement. This Agreement
may be amended at any time by the mutual consent of the parties by an instrument in writing.
6.7 Severability. In the event that part of this Agreement shall be declared
invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such
invalidity or unenforceability shall not affect any of the remaining portions of this Agreement
which are hereby declared as severable and shall be interpreted to carry out the intent of the
parties hereunder unless the invalid provision is so material that its invalidity deprives either
party of the basic benefit of their bargain or renders this Agreement meaningless.
6.8 Waiver. No delay or omission in the exercise of any right or remedy by a
nondefaulting party on any default shall impair such right or remedy or be construed as a waiver .
A party's consent to or approval of any act by the other party requiring the party's consent or
approval shall not be deemed to waive or render unnecessary the other party's consent to or
approval of any subsequent act. Any waiver by either party of any default must be in writing and
shall not be a waiver of any other default concerning the same or any other provision of this
Agreement.
6.9 Attorneys’ Fees. If either party to this Agreement is required to initiate or
defend or made a party to any action or proceeding in any way connected with this Agreement,
the prevailing party in such action or proceeding, in addition to any other relief which may be
granted, whether legal or equitable, shall be entitled to reasonable attorneys’ fees, whether or not
the matter proceeds to judgment.
6.10. Warranty & Representation of Non-Collusion. No official, officer, or
employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any
official, officer, or employee of City participate in any decision relating to this Agreement which
may affect his/her financial interest or the financial interest of any corporation, partnership, or
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association in which (s)he is directly or indirectly interested, or in violation of any corporation,
partnership, or association in which (s)he is directly or indirectly interested, or in violation of any
State or municipal statute or regulation. The determination of “financial interest” shall be
consistent with State law and shall not include interests found to be “remote” or “noninterests”
pursuant to Government Code §§ 1091 or 1091.5. Consultant warrants and represents that it has
not paid or given, and will not pay or give, to any third party including, but not limited to, any
City official, officer, or employee, any money, consideration, or other thing of value as a result
or consequence of obtaining or being awarded any agreement. Consultant further warrants and
represents that (s)he/it has not engaged in any act(s), omission(s), or other conduct or collusion
that would result in the payment of any money, consideration, or other thing of value to any third
party including, but not limited to, any City official, officer, or employee, as a result of
consequence of obtaining or being awarded any agreement. Consultant is aware of and
understands that any such act(s), omission(s) or other conduct resulting in such payment of
money, consideration, or other thing of value will render this Agreement void and of no force or
effect.
Consultant’s Authorized Initials _______
6.10. Corporate Authority.
The persons executing this Agreement on behalf of the parties hereto warrant that (i) such
party is duly organized and existing, (ii) they are duly authorized to execute and deliver this
Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally
bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not
violate any provision of any other Agreement to which said party is bound. This Agreement shall
be binding upon the heirs, executors, administrators, successors and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date and year first-above written.
CITY:
CITY OF RANCHO PALOS VERDES, a
municipal corporation
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
City Attorney
CONSULTANT:
GALLAGHER BENEFIT SERVICES, INC.
By:
Name: Georg S. Krammer
Title: Managing Director
2835 Seventh Street
Berkeley, California 94710
510.658.5633
KoffAssociates.com
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Exhibit “A”
EXHIBIT "A"
SCOPE OF SERVICES & SCHEDULE OF PERFORMANCE
Task 1: Develop Candidate Profile
Consultant shall coordinate with the City in identifying and developing:
The various organizational needs, vision, mission, goals, strengths, challenges,
opportunities, and culture of the organization;
Position competency requirements, i.e., knowledge, skills, and abilities;
Personal and professional attributes required of and priorities for the new incumbent;
Type of working relationship senior leadership desire with the new incumbent;
Advertising strategies in conjunction with a national and/or regional outreach campaign;
Compensation levels; and
Schedule of deliverables from Consultant to City’s Contract Officer.
Task 2 – Brochure Design & Posting
Consultant shall develop and produce a recruitment brochure to be approved by City’s Contract
Officer. Such brochure will highlight the strengths of City and the surrounding community. Such
brochure will feature the organizational structure and services of City, its mission and goals,
pertinent facts regarding the position, and necessary and desirable candidate qualifications.
Task 3 – 30-Day Window of Application & Sourcing
Consultant shall, as approved by City’s Contract Officer:
Identify prospects;
Provide each potential candidate with access to the recruitment brochure;
Capture interested candidates in our recruitment project database; and
Provide representative data to tell the full story.
Task 4: Recommendation of Candidates
Consultant shall, in coordination with and subject to the approval of City’s Contract Officer, narrow
the pool to the most highly qualified candidates and to establish best organizational fit of each
potential finalist. This screening process shall assess the personal and professional attributes City
has identified and will focus on each candidate’s ability, technical competency, and fit with the
City’s values, culture, and needs.
Such assessment will consist of:
Experience and qualifications;
Cultural fit based on our understanding of important intangibles;
Clarity of any issues identified in the submitted documents;
Reasons for position interest;
The level of commitment to the position and the organization;
And other issues, including salary requirements will be discussed.
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Thereafter, Consultant will submit to City’s Contract Officer for review detailed summaries of each
candidate advanced to the interview phase and will manage, plan, arrange, and conduct all
interviews in coordination with City’s Contract Officer.
Such summary shall include:
Analysis and recommendations;
Representative data;
All candidate documents;
Any additional relevant information the applicants have submitted.
Task 5 - Interview Preparation
Consultant shall, in cooperation with City’s Contract Officer, develop interviewing strategies and a
set of key questions that will help analyze candidates’ qualifications and management/workstyle.
Consultant will facilitate all necessary communications with the assigned panel and candidates to
ensure everyone is well prepared.
Consultant shall, in cooperation with City’s Contract Officer, develop interview questions designed
to elicit information, not only about each candidate’s technical skillset and experience but also their
leadership skills, adaptability, political astuteness, self-awareness, and other important aspects of
the ideal candidate profile. Questions, evaluation tools, and additional materials will be assembled
in intuitive and user-friendly on-site interview binders.
Task 6 – Facilitation of Interviews
Consultant shall, in cooperation with City’s Contract Office, coordinate all candidate
correspondence, travel arrangements and record keeping on behalf. Consultant will provide
oversight during the panel interview process and facilitate a focused discussion with City’s Contract
Officer at the conclusion of the interviews to identify the most qualified candidates for the hiring
round of interviews.
An interview panel to be assembled in cooperation with and subject to the consent of City’s
Contract Officer, will conduct candidate interviews and narrow the field of candidates to two or
three finalists who are then asked back for a second and final interview. This list of finalists will be
prepared for review and consideration by City’s City Manager.
Task 7: Background, References, and Offer
Consultant shall conduct all background checks in coordination with a third-party vendor, approved
by City’s Contract Officer, to verify educational degrees and employment records and confirm clear
driving records, criminal records, and financial history/credit. A written report of the same shall be
provided for each finalist to City’s Contract Officer. At the election of City’s Contract Officer,
Consultant will facilitate and lead the negotiations of the final terms and conditions of employment,
such as the compensation package, benefits, and other terms and conditions of employment with
City. Consultant will notify all candidates not selected as finalists for the position.
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SCHEDULE OF PERFORMANCE
This schedule will be jointly determined by Consultant and City’s Contract Officer at the
commencement of the Scope of Services. Search efforts for recruitments generally take 12-14
weeks to complete, allowing enough time for all steps of the process and City’s schedule.
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Weeks 2 4 6 8 10 12 14
Step 7 -
Exhibit “B”
EXHIBIT "B"
SCHEDULE OF COMPENSATION
Consultant shall undertake the Scope of Services for a flat fee of $40,000 total. The all-inclusive
fee includes professional fees and expenses (out-of-pocket costs associated with advertising,
consultant travel, administrative support/printing/copying/postage/materials, telephone/technology,
partial background checks on recommended candidates, and full background check on selected
finalist only). Travel expenses of selected candidates is not included in this flat fee, however the
City may choose to reimburse candidates for travel to the finalist interview process.
PRICING PROPOSAL
Note: Expenses do not include candidate travel.
Consultant shall bill City in equal increments for services rendered in. If the successful candidates
are terminated or leaves the City within one year from the date of hire, Consultant agrees that it
shall conduct a new search to replace the same at no cost to the City, except expenses incurred by
Consultant.
A-11
Project
• Koff & Associates , a Gallagher Company, to assist with the recruitment for the Associate Engineer
(Transportation) & the Senior Civil Engineer (Transportation)
Professional Fee and Expenses
• Total not-to-exceed professional fee of $20,000, which includes all professional services and expenses,
including brochure development and design, advertising, printing and shipping, associated consultant
travel if required, and background.
• Invoices will be billed in equal monthly increments:
• Completion of Month 1
• Completion of Month 2
• Completion of Month 3
Project
• Koff & Associates, a Gallagher Company, to assist with the recruitment for the Associate Engineer
(Utilities) & the Senior Civil Engineer (Utilities)
Professional Fee and Expenses
• Total not-to-exceed professional fee of $20,000, which includes all professional services and expenses,
including brochure development and design, advertising, printing and shipping, associated consultant
travel if required, and background.
• Invoices will be billed in equal monthly increments:
• Completion of Month 1
• Completion of Month 2
• Completion of Month 3