CC SR 20231017 C - Amendment No. 1 for Engineering Recruitment
CITY COUNCIL MEETING DATE: 10/17/2023
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to approve Amendment No. 1 to the Professional
Services Agreement with Gallagher Benefit Services, Inc. for Public Works Senior and
Associate Civil Engineer recruitments.
RECOMMENDED COUNCIL ACTION:
(1) Approve Amendment No. 1 to the Professional Services Agreement with Gallagher
Benefit Services, Inc. extending the term by six-months from November 1, 2023 to
May 1, 2024; and
(2) Authorize the Mayor and City Clerk to execute Amendment No. 1 in a form
acceptable to the City Attorney.
FISCAL IMPACT: The contract term extension will not have a fiscal impact as no
increase to the cost of the contract is being requested.
Amount Budgeted: $56,000
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. Amendment No. 1 to the Professional Services Agreement with Gallagher Benefit
Services, Inc. (page A-1)
B. Original Professional Services Agreement with Gallagher Benefit Services, Inc.
(page B-1)
BACKGROUND AND DISCUSSION:
The Public Works Department has been without two Senior Civil Engineers and two
Associate Civil Engineers for two years. As a result, several past recruitments were
conducted by the Human Resources Division that included posting the vacancies to
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RANCHO PALOS VERDES
national, state, and professional organizations, such as the Institute of Transportation
Engineers, the American Public Works Association, and NeoGov. Those recruitments did
not produce the level of highly skilled candidates required for the position s. This is likely
a reflection of the current recruitment challenges many public and private agencies are
experiencing in attracting highly qualified candidates in civil engineering.
In response, on April 18, 2023, the City entered into a professional services agreement
with Gallagher Benefit Services, Inc., (Gallagher) a recruiting firm, to conduct two Public
Works recruitments to fill four vacancies consisting of two Senior Engineers and two
Associate Engineer positions at an amount not to exceed $40,000 for a term expiring on
November 1, 2023.
Over the course of the past few months, Gallagher’s recruiting team has delivered
qualified engineer candidates in both the Senior and Associate classifications. As a result,
the City will onboard one Senior and one Associate Engineer in the coming weeks, with
two vacant positions left to fill.
A contract extension with Gallagher is needed to allow Staff to continue to interview and
hire two additional candidates past the November 1, 2023 term deadline. Thus, this
evening, Staff seeks City Council approval of Amendment No. 1 to the Professional
Services Agreement with Gallagher to extend the contract term by six months from
November 1, 2023 to May 1, 2024 to finalize the recruitment of the remaining two
vacancies in the Public Works Department (Attachment A) at no additional cost to the
contract.
CONCLUSION:
Staff recommends the City Council approve Amendment No. 1 to the Professional
Services Agreement with Gallagher, authorizing a six-month extension to conclude on
May 1, 2024.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available for
the City Council’s consideration:
1. Do not approve the amendment and direct Staff to re-solicit proposals.
2. Take other action, as deemed appropriate.
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01203.0004/928880.1
AMENDMENT NO. 1
TO AGREEMENT FOR PROFESSIONAL SERVICES
THIS AMENDMENT NO. 1 to that certain AGREEMENT FOR PROFESSIONAL
SERVICES (Amendment No. 1) by and between the CITY OF RANCHO PALOS VERDES,
a California municipal corporation (City), and GALLAGHER BENEFIT SERVICES, INC., a
Delaware corporation (herein “Consultant”) is effective October 17, 2023.
RECITALS
A. City and Consultant entered into that certain Agreement for Professional Services
dated April 18, 2023 (“Agreement”) whereby Consultant agreed to provide professional services
for Associate and Senior Civil Engineering Recruitment Professional Services.
B. City and Consultant now desire to amend the Agreement to extend the Term
through May 1, 2024. No additional compensation is contemplated.
TERMS
1. Contract Changes. The Agreement is amended as provided herein. Deleted text is
indicated in strikethrough and added text in bold italics.
“Section 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,
May 1, 2024 which ever shall first occur.”
2. Continuing Effect of Agreement. Except as amended by this Amendment No. 1,
all provisions of the Agreement, as amended, shall remain unchanged and in full force and effect.
From and after the date of this Amendment, whenever the term “Agreement” appears in the
Agreement, it shall mean the Agreement, as amended by this Amendment No. 1 to the Agreement.
3. Affirmation of Agreement; Warranty Re Absence of Defaults. City and
Contractor each ratify and reaffirm each and every one of the respective rights and obligations
arising under the Agreement, as amended. Each party represents and warrants to the other that
there have been no written or oral modifications to the Agreement, as amended, other than as
provided herein. Each party represents and warrants to the other that the Agreement, as amended,
is currently an effective, valid, and binding obligation.
Contractor represents and warrants to City that, as of the date of this Amendment No. 1,
City is not in default of any material term of the Agreement, as amended, and that there have been
no events that, with the passing of time or the giving of notice, or both, would constitute a material
default under the Agreement, as amended.
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City represents and warrants to Contractor that, as of the date of this Amendment No. 1,
Contractor is not in default of any material term of the Agreement, as amended, and that there have
been no events that, with the passing of time or the giving of notice, or both, would constitute a
material default under the Agreement, as amended.
4. Adequate Consideration. The parties hereto irrevocably stipulate and agree that
they have each received adequate and independent consideration for the performance of the
obligations they have undertaken pursuant to this Amendment No. 1.
5. Authority. The persons executing this Amendment No. 1 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 Amendment No. 1 on behalf of said party, (iii) by so executing this
Amendment , such party is formally bound to the provisions of this Amendment, as amended, and
(iv) the entering into this Amendment No. 1 does not violate any provision of any other agreement
to which said party is bound.
[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
____________________________________
John Cruikshank, Mayor Pro Tem
ATTEST:
_________________________________
Teresa Takaoka, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
_________________________________
William W. Wynder, 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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CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2023 before me, ________________, personally appeared ________________, proved to me on the
basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true
and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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01203.0004/928880.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2023 before me, ________________, personally appeared ________________, proved to me on the
basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true
and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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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 18 th 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 repre sentative 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 Banales, 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 lo ss 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 cancelled, 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. CDS ~DS
[to be initialed] L!Sk. L!:7f'
Agent Initials
Consultant agrees that the provisions of this Section 4.1 shall not be construed as limiting
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 . Unle ss 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, as signs 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.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date and year first-above written.
ATTEST:
City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
City Attorney
01203.0004/869030.1
CITY:
CITY OF RANCHO PALOS VERDES, a
municipal corporation
Mayor
CONSUL TANT:
GALLAGHER BENEFIT SERVICES, INC.
[~;;·s '.'w~.,lr
By: C36281082ABE493 ...
Name: Georg S. Krammer
Title: Managing Director
2835 Seventh Street
Berkeley, California 94710
510.658.5633
KoffAssociates.com
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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.
Exhibit "A"
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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.
EXHIBIT "A"
276/099999 -3000/2 160597 .4 m0 6/26 /97
B-10
DocuSign Envelope ID: 3DADD0A4-65D6-401A-B9BA-B6C0E8BC96DE
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.
2 4 6 8 12 !1.4
Ste p 7 -
EXHIBIT "A"
276/099999 -3000/2 160597 .4 m0 6/26 /97
B-11
DocuSign Envelope ID: 3DADD0A4-65D6-401A-B9BA-B6C0E8BC96DE
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
Project
• Ko ff & 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 pro fessi onal fee of $20,000, which includes all pro fessi onal 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 o f Month 1
• Completion o f Month 2
• Completion o f Month 3
Project
• Ko ff & 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 monthl y increments:
• Completion o f Month 1
• Completion o f Month 2
• Completion o f Month 3
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.
Exhibit "B"
B-12
Certificate Of Completion
Envelope Id: 3DADD0A465D6401AB9BAB6C0E8BC96DE
Subject: Complete with DocuSign : Koff Associates PSA
Source Envelope:
Document Pages: 11
Certificate Pages: 5
AutoNav: Enabled
Envelopeld Stamping: Enabled
Signatures : 4
Initials: 3
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
Record Tracking
Status : Original
4/19/2023 10:25:15 AM
Signer Events
Georg S. Krammer
Georg_Krammer@ajg.com
Managing Director
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 4/20/2023 9:28:55 AM
ID : 00a1d601-0765-4150-8d3e-f05ff214732c
William Wynder
wwynder@awattorneys.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted : 4/20/2023 12 :42:44 PM
ID: 0c69404f-6cac-49bb-96a6-3072a2f17801
Barbara Ferraro
barbara.ferraro@rpvca.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 4/25/2023 8:43:16 PM
ID: 4438680a-5782-40cf-943e-11 ce963469ea
Teresa Takaoka
terit@rpvca.gov
City of Rancho Palos Verdes
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Holder: Nathan B . Zweizig
nathanz@rpvca.gov
Signature
Signature Adoption: Pre-selected Style
Using IP Address : 67 .180 .197.35
Signature Adoption: Pre-selected Style
Using IP Address : 50 .112 .162.3
Signature Adoption: Pre-selected Style
Using IP Address: 174.67.219 .246
Signature Adoption: Pre-selected Style
Using IP Address: 72.34.97.146
Status : Completed
Envelope Originator:
Nathan B . Zweizig
30940 Hawthorne Blvd.
DocuSign·
Rancho Palos Verdes, CA 90275
nathanz@rpvca.gov
IP Address: 72.34.97.146
Location: DocuSign
Timestamp
Sent: 4/19/2023 10 :37:28 AM
Resent: 4/19/2023 5:07:24 PM
Viewed: 4/20/2023 9:28:55 AM
Signed: 4/20/2023 12:42:07 PM
Sent: 4/20/2023 12:42:09 PM
Viewed: 4/20/2023 12:42:44 PM
Signed: 4/20/2023 12:43:00 PM
Sent: 4/20/2023 12:43:01 PM
Resent: 4/25/2023 3 :29 :3 8 PM
Resent: 4/25/2023 7:16:36 PM
Viewed : 4/25/2023 8:43:16 PM
Signed: 4/25/2023 8:45:22 PM
Sent: 4/25/2023 8:45 :24 PM
Viewed : 4/25/2023 8:46:17 PM
Signed: 4/25/2023 8:46:24 PM
B-13
In Person Signer Events
Editor Delivery Events
Agent Delivery Events
Intermediary Delivery Events
Certified Delivery Events
Carbon Copy Events
City Clerk's Office
cityclerk@rpvca.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted : 2/1/2023 3:10:58 PM
ID : 505eed45-7 ed0-4db8-aae6-ef6eedfef03d
Elise Johnson
Elise_ Johnson@ajg.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Karina Banales
kbanales@rpvca .gov
Deputy City Manager
City of Rancho Palos Verdes
Security Level: Email , Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events
Notary Events
Envelope Summary Events
Envelope Sent
Certified Delivered
Signing Complete
Completed
Payment Events
Signature
Status
Status
Status
Status
Status
COPIED
COPIED
COPIED
Signature
Signature
Status
Hashed/Encrypted
Security Checked
Security Checked
Security Checked
Status
Electronic Record and Signature Disclosure
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Timestamp
Sent: 4 /25 /2023 8:46:25 PM
Viewed : 4 /25 /2023 9:03:41 PM
Sent: 4 /25 /2023 8:46 :26 PM
Sent: 4 /25 /2023 8:46 :27 PM
Timestamp
Timestamp
Timestamps
4/19 /2023 10 :37:28 AM
4 /25 /2023 8:46 :17 PM
4 /25 /2023 8:46 :24 PM
4 /25 /2023 8:46 :27 PM
Timestamps
B-14
Electronic Record and Signature Disclosure created on: 6/15/2021 5:55:39 PM
Parties agreed to : Georg S. Krammer, William Wynder, Barbara Ferraro, City Clerk's Office
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Rancho Palos Verdes (we, us or Company) may be required by law to
provide to you certain written notices or disclosures. Described below are the terms and
conditions for providing to you such notices and disclosures electronically through the DocuSign
system. Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to this Electronic Record and Signature
Disclosure (ERSD), please confirm your agreement by selecting the check-box next to 'I agree to
use electronic records and signatures' before clicking 'CONTINUE' within the DocuSign
system.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available
electronically to you by us. You will have the ability to download and print documents we send
to you through the DocuSign system during and immediately after the signing session and , if you
elect to create a DocuSign account, you may access the documents for a limited period of time
(usually 30 days) after such documents are first sent to you. After such time, if you wish for us to
send you paper copies of any such documents from our office to you, you will be charged a
$0 .00 per-page fee. You may request delivery of such paper copies from us by following the
procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format ,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to
receive required notices and consents electronically from us or to sign electronically documents
from us.
All notices and disclosures will be sent to you electronically
B-15
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through the DocuSign system all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact City of Rancho Palos Verdes:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: terit@rpvca.gov
To advise City of Rancho Palos Verdes of your new email address
To let us know of a change in your email address where we should send notices and disclosures
electronically to you, you must send an email message to us at terit@rpvca.gov and in the body
of such request you must state: your previous email address, your new email address . We do not
require any other information from you to change your email address.
If you created a DocuSign account, you may update it with your new email address through your
account preferences.
To request paper copies from City of Rancho Palos Verdes
To request delivery from us of paper copies of the notices and disclosures previously provided
by us to you electronically, you must send us an email to terit@rpvca.gov and in the body of
such request you must state your email address, full name, mailing address, and telephone
number. We will bill you for any fees at that time, if any.
To withdraw your consent with City of Rancho Palos Verdes
To inform us that you no longer wish to receive future notices and disclosures in electronic
format you may:
B-16
i. decline to sign a document from within your signing session, and on the subsequent page,
select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an email to terit@rpvca.gov and in the body of such request you must state your
email, full name, mailing address, and telephone number. We do not need any other information
from you to withdraw consent.. The consequences of your withdrawing consent for online
documents will be that transactions may take a longer time to process ..
Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The
current system requirements are found here: https://support.docusign.com/guides/signer-guide-
signing-system-requirements .
Acknowledging your access and consent to receive and sign documents electronically
To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please confirm that you have
read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for
your future reference and access; or (ii) that you are able to email this ERSD to an email address
where you will be able to print on paper or save it for your future reference and access. Further,
if you consent to receiving notices and disclosures exclusively in electronic format as described
herein, then select the check-box next to 'I agree to use electronic records and signatures' before
clicking 'CONTINUE' within the DocuSign system.
By selecting the check-box next to 'I agree to use electronic records and signatures', you confirm
that:
• You can access and read this Electronic Record and Signature Disclosure; and
• You can print on paper this Electronic Record and Signature Disclosure, or save or send
this Electronic Record and Disclosure to a location where you can print it, for future
reference and access; and
• Until or unless you notify City of Rancho Palos Verdes as described above, you consent
to receive exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to you by City of Rancho Palos Verdes during the course of your relationship
with City of Rancho Palos Verdes.