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HomeMy WebLinkAboutAgr 2015-07-20 (Ralph Andersen & Associates)AGREEMENT FOR PROFESSIONAL SERVICES EXECUTIVE RECRUITER SERVICES THIS AGREEMENT, made and entered this -)0 day of July, 2015, by and between the TOWN OF TIBURON, a municipal corporation, hereinafter called "Town," and RALPH ANDERSEN & ASSOCIATES, hereinafter referred to as "Consultant," RECITALS A. The Town' s Town Manager has announced her intent to retire at the end of the year. The Town desires to retain a qualified and competent manager to fill this vacancy, with strong technical skills and exceptional interpersonal and managerial abilities. B. The Consultant has a long record of successfully recruiting candidates for local government executive, including many City/Town Managers. Consultant has submitted a proposal, dated July 14, 2015 ("Proposal"), for recruiting a new Town Manager for the Town, as set forth in Exhibit A, which is attached hereto and incorporated herein by reference. The parties wish to contract for the provision of services as described in this Agreement. AGREEMENT 1. Scope of Consultant Services. Town hereby retains Consultant to perform the services described in Exhibit A ("Services"). Consultant hereby agrees to perform the Services within the designated time frames and accepts this retention. Consultant shall complete the Services according to the Project Timeline as stated in the Proposal. 2. Compensation. Town agrees to pay Consultant $26,750 for professional services and all related expenses, as set forth in Exhibit A. Consultant's total compensation for the Services shall not exceed $26,750, without prior written Town approval of an amendment to this Agreement. The Consultant shall submit four equal payment invoices for payment and Town shall make payment within 30 days of receipt of invoice. Notwithstanding the foregoing, twenty-five percent of the contract fees for services ($6,687.50) shall be due and payable only upon completion of the Services and shall not be invoiced before that time. 3. Standard of Work; Indemnity. Consultant shall perform the services in a skillful and professional manner compatible with the usual, customary standard of Consultant's profession. Consultant shall indemnify, defend and hold Town harmless from and against claims, liabilities, suits, loss, cost, expense and damages to the extent caused by a negligent act or omission of Consultant's in the performance of the Services pursuant to this Agreement. EXECUTIVE RECRUITER SERVICES - TOWN MANAGER 1 4. Consultant as Independent Contractor. Consultant (including its agents and employees) is not an agent or employee of the Town but is an independent contractor not subject to the direction and control of the Town. Without limiting the foregoing, Consultant shall maintain complete control of its operations and personnel and shall be solely liable and responsible to pay all required salaries, wages, expenses, taxes and other obligations, including, but not limited to, withholding and Social Security. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of Town. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against Town, or bind the Town in any manner. 5. Attendance at Hearings. If requested by the Town Manager, Consultant shall appear at Council or other hearings that pertain to the Services. 6. Audit of Books and Records. Town may, in its sole discretion, undertake an independent audit and/or evaluation of the Consultant's records and accounts of expenditures and program activities at its own expense. Consultant shall furnish all items necessary in the Town's discretion to complete said audit and/or evaluation subject to restrictions on confidentiality limited to expenditure or receipt of program funds, and program quality. 7. Insurance. Consultant shall maintain insurance as set forth below. Town shall be added as an additional insured to all required insurance policies. The limits set forth below are not intended to operate as a limit to Consultant's liability under Sections 3 and 4 of this Agreement. A. Comprehensive General Liability: Combined single limit of $1,000,000 for each single occurrence and $2,000,000 annual aggregate. B. Comprehensive Automobile Liability: (1) For bodily injury, $100,000 per person and $300,000 per accident; and (2) for damage to property, $50,000. 8. Ownership of Documents. Upon completion of, or in the event of termination or suspension of this Agreement, all completed and incomplete original agreements, data, documents, designs, drawings, exhibits, maps, models, computer files, reports, studies, surveys, notes, and other work, materials or documents prepared or used to prepare Consultant's work product in the course of providing the Services pursuant to this Agreement ("Consultant Work Product") shall become the sole property of Town. Town may duplicate, disclose, disseminate, use, reuse or otherwise dispose of Consultant Work Product in whole or in part in any manner it deems appropriate, without the permission of Consultant. With respect to computer files, Consultant shall make available to the Town, at Consultant's office and upon reasonable written request by Town, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. Consultant may retain copies of such Consultant Work Product as a part of its record of professional activity. 9. Stop Work Order. Town may at any time, by written notice to Consultant ("Stop Work Order"), require Consultant to stop or suspend performance of the Services, in whole or EXECUTIVE RECRUITER SERVICES - TOWN MANAGER 2 in part, for a period of up to ninety days after such notice is delivered to Consultant. Upon receipt of the Stop Work Order, Consultant shall immediately comply therewith and take all reasonable steps to minimize the incurrence of costs allocable to the Services covered by the Stop Work Order during the period of work stoppage. Within ninety days of the delivery of the Stop Work Order, or such later time as may be agreed to by the parties, Town shall either cancel the Stop Work Order or terminate this Agreement as provided in Paragraph 13. Consultant shall resume work upon the cancellation of the Stop Work Order. To the extent that the Stop Work Order results in a documentable increase in the cost of performing the Services or the time required for such performance, Consultant shall receive an equitable adjustment in compensation or an extension of time for performance, as appropriate. 10. Delinquency. In the event that a proper invoice remains unpaid for more than 45 days after submittal, Consultant may commence to charge interest of the unpaid amounts at the lesser of 1.5% per month or the maximum rate allowed under applicable usury laws. In addition, Consultant may suspend the performance of the Services after giving Town 10 days notice of its intent to do so. In the event of such suspension, the Base Fee shall be increased to include Consultant's reasonable costs of suspending and restarting the Services. 11. Termination of Contract. It is expressly understood that either party shall have the right to terminate this Agreement within five (5) days written notice to the other party. In such event, Consultant shall deliver to the Town copies of all finished and unfinished surveys, studies, documents, computer disks, and/or reports pertaining to the contract, and Consultant shall be entitled to receive just and equitable compensation equal to her hourly rate of $90/hour for any satisfactory work completed as determined by the Town. 12. Discrimination. In the performance of the terms of this Agreement, Consultant shall not engage in nor permit others he may employ to engage in discrimination in the employment of such persons based on race, color, religion, sex, sexual preference, age, or handicapped conditions. 13. Release of Information. 13.1 Confidentiality. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released except to the Town, directly or indirectly, by Consultant without Town's prior written authorization. Consultant, its officers, employees, subcontractors or sub - consultants shall not voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement unless requested by the Town Attorney or authorized in writing by the Town Manager. Response to a subpoena or court order shall not be considered "voluntary" provided that Consultant shall give Town prompt written notice of any such court order or subpoena. EXECUTIVE RECRUITER SERVICES - TOWN MANAGER 3 13.2 Notice and Cooperation. Consultant shall promptly notify the Town Manager in writing if Consultant, its officers, employees, agents, or subcontractors or consultants should be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order or subpoena from any person or party related to this Agreement and/or Consultant's related Services. Town has no obligation to, but may exercise discretion to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with Town and to provide the Town an opportunity to review any response to discovery requests provided by Consultant. However, Town's right to review any such response does not grant or imply a right of Town to control, direct, dictate or rewrite said response. 14. Consultant Duty to Town. Consultant understands and agrees that its responsibility to provide complete and accurate Services is owed solely to the Town and that its accountability under this Agreement shall likewise be solely to the Town and not to any Town applicants or any other third person or entity. 15. Interest of Consultant. Consultant represents and warrants to Town that it presently has no interests, and covenants that it shall not acquire any interests, direct or indirect, financial or otherwise, which would conflict with the performance of the Services to be provided by Consultant under this Agreement. Consultant further covenants that, in the performance of this Agreement, no subcontractor or employee having such an interest shall be employed by Consultant. Consultant certifies that no one who has or will have any financial interest under this Agreement is: (a) an officer or employee of Town, or (b). an officer or employee of the applicant and any of its consultants. 16. Miscellaneous. A. Other Contract Provisions. To the extent that there are any inconsistencies with prior correspondence between the parties and the provisions of this Agreement, the latter shall prevail. B. Governing Law; venue. The laws of the State of California shall govern this Agreement. In the event that a dispute arises under this agreement, Marin County shall be the proper venue for any judicial resolution of said dispute. C. Severability. If any provision of this Agreement is found to be invalid or unenforceable, the validity and enforceability of the remaining portions shall not be affected unless the effect thereof would materially change the economic burden on either party. D. Successors in Interest; Assignment. This Agreement shall be binding on the assigns and successors in interest to both parties. Neither party may assign their obligations under this Agreement without the written consent of the other party. EXECUTIVE RECRUITER SERVICES - TOWN MANAGER 4 E. Entire Agreement; Amendment. This Agreement represents the entire Agreement between the parties. This Agreement may only be amended in writing. F. Time is of the Essence. Time is of the essence of this Agreement. G. Authorization. All officers and individuals executing this and other documents on behalf of the respective parties hereby certify and warrant that they have the capacity and have been duly authorized to execute said documents on behalf of the entities indicated. IN WITNESS WHEREOF the parties hereto have caused their duly authorized representatives to execute this Agreement the day and year above written. CONSULTANT Ralph Andersen & Associates Heather Renschler, President/CEO APPROVED AS TO FORM: Benjamin L. Stock, Town Attorney TOWN OF TIBURON Margar. Curran, Town Manager EXECUTIVE RECRUITER SERVICES - TOWN MANAGER 5 E \AC h 't b �� -�-- 1\ Ralph Andersen & Associates -- - A Tradition cl Ercel nc^ Since. 1573 July 14, 2015 Mayor Frank Doyle and Members of the Town Council Town of Tiburon 1505 Tiburon Blvd. Tiburon, California 94920 5800 Stanford Ranch Road Suite 410 Rocklin, California 95765 916.630.4900 Dear Mayor Doyle and Members of the Town Council: Ralph Andersen & Associates is pleased to submit our proposal to provide executive search services to the Town of Tiburon, and we would look forward to, once again, working with the Town to recruit for the position of Town Manager. We believe our prior successful working relationship with the Town and the placement of Peggy Curran in 2006 as Town Manager is an excellent testimony to our professionalism and broad reach to identify highly qualified candidates. I would again be the Project Director on this search effort. As an overview, Ralph Andersen & Associates has served local governments and other clients since 1972. We have earned our reputation for excellence by providing services of exceptional quality, commitment to client objectives, and for producing results on time, on budget, as promised. Our mission and commitment to the Town of Tiburon is to provide the highest quality of search services in the industry as measured by the comprehensive nature of our search process, the caliber of candidates we present, and the success of those candidates in our client's organizations. The executive recruitment techniques used by Ralph Andersen & Associates have been developed and used successfully with hundreds of clients for more than 43 years. With the reputation of Ralph Andersen & Associates you will have the opportunity to consider candidates located throughout California, the Western Region, as well as from across the United States as desired by the collective decision of the Town Council. We are proud of how we market and represent our clients; all of the design, graphics, and printing of our marketing material is done in-house so we can control the quality and production timing. Sample recruitment brochures for the previous Town Manager search conducted previously for the Town and a more recent sample (City of Santa Barbara — City Administrator) are attached for your reference. We have also included a detailed listing of recruitments for cities and towns in California as well as similar out-of-state engagements for executives in local government, focused again primarily on cities/towns). Thank you very much for your consideration of this proposal. You may reach me at (916) 630-4900 or on my cell phone (916-804-2885) should you have any questions or need further clarification. Respectfully Submitted, aa,u %aZade--A- Heather Renschler President/CEO www.ralphandersen.com Ralph Andersen & Associates ATr; z.Gn cl EFrs.•!._^C.; c,.,:t. 17.72 OveMew rf . Executive Summary 5800 Stanford Ranch Road Suite 410 Rocklin, California 95765 916.630.4900 Hriln Attracting top talent has never been more complex and Ralph Andersen & Associates is highly qualified to assist the Town of Tiburon with recruiting its new Town Manager. We have conducted more successful executive recruitments than any other firm in California since 1972. From helping the Town Council to create a competency -based interviewing framework for the new Town Manager to assessing candidates and attracting top human capital, our search professionals offer an unparalleled depth of experience, national reach, and knowledge. The Town Council has requested our proposal to assist in the identification and recruitment of a highly qualified group of candidates for the new Town Manager. In particular, the Town of Tiburon is seeking a firm with a strong presence in California and professional experience to clearly assess the Town's needs and formulate a strategy to deliver results. At Ralph Andersen & Associates, we believe that gaining a complete understanding of our client's specific objectives and priorities is essential prior to launching any search assignment. This process includes the identification and incorporation of a variety of important details such as the candidate's desired skills and experience as well as the critical "soft skills" related to temperament, personality, management philosophy, and other factors that will ultimately determine the candidate's 'fit" with the organization. We begin each search by working closely with the Town's leadership, stakeholders, staff, and, if desired, the community to ensure a complete picture of the desired candidate pool is developed. Our team -oriented approach matched with this 360 degree perspective means we ensure that a complete understanding of the organization's mission and culture translates into those specific traits and characteristics necessary to ensure the selected candidate is successful in the position. We understand that the Town Council expects aggressive, personalized outreach to identify a diverse and highly qualified applicant pool and a selection process that includes comprehensive candidate reports based on thorough reference and background checks. We will begin with the desired characteristics and build a recruitment strategy that is tailored to meet the Town of Tiburon' specific needs. The resulting outreach and advertising campaign will incorporate the extensive use of personal outreach to recruit a highly qualified group of candidates. The principals of the firm are Heather Renschler, President/CEO and Robert Burg, Executive Vice President. Both Ms. Renschler and Mr. Burg are legally able to bind the firm. www,ralphandersen.com Why Choose Ralph Andersen c: Associates? Ralph Andersen & Associates is a California Corporation providing executive search and management consulting services since 1972. As such, the executive recruitment techniques used by Ralph Andersen & Associates have been developed and used successfully with hundreds of clients for more than 43 years. At Ralph Andersen & Associates, we believe that gaining a complete understanding of our client's specific objectives and priorities is essential prior to launching any search assignment. This process includes the identification and incorporation of a variety of important details such as the candidate's desired skills and experience as well as the critical "soft skills" related to temperament, personality, management philosophy, and other factors that will ultimately determine the candidate's lir with the organization. Ralph Andersen & Associates serves a nationwide clientele through its Corporate Office in Sacramento (Rocklin), California. Our national staff of professionals and support staff include acknowledged leaders in their respective fields. Supplementing their extensive consulting backgrounds, our senior staff all have personal, hands-on executive experience in the operation of public agencies and private businesses. Range of Services Offered Ralph Andersen & Associates specializes in the following primary service areas: management consulting, human resources consulting, and executive search. • Management Consulting — Ralph Andersen & Associates helps organizations improve their performance potential with a range of management consulting services. The types of services provided by the firm include management and performance audits, organizational analyses, productivity improvement analyses, agency and service consolidation assessment, specialized financial management including debt restructuring and organizational problem solving. In addition to providing these services to entire organizations, the firm often conducts management consulting engagements that are focused in a specific service area such as public safety, city management, finance, public works, community development and other major service areas. Ralph Andersen & Associates treats every management consulting engagement as unique. This approach means we will assemble a consulting team comprised of consultants with the specific talents and experiences needed to successfully achieve the client's objectives. Our team of experienced consultants perform complex analyses and recommend solutions that are practical and most importantly, are capable of being implemented by our clients. • Human Resources Consulting — The firm provides a full range of contemporary human resources consulting including classification studies, compensation studies, benefits analysis, pay plan development, executive pay, and pay for performance. Key staff have proven success in working with labor groups and elected officials in identifying solutions and solving challenging problems. Services also include expert witness services for mediation and arbitration hearings. Our approach to consulting services is characterized by proven methods, extensive data collection, accurate analysis, and effective communication and messaging. • Executive Search — At Ralph Andersen & Associates, there's always an entire team behind every recruitment assignment that we undertake. Our multi -disciplinary approach takes the best ideas in executive recruiting and creates innovative ways to get the right candidates for clients. When you retain Ralph Andersen & Associates, you actually get an entire team's worth of support and expertise working together to achieve your organization's objectives. The firm has conducted executive searches for large and small organizations throughout the nation. In addition to conducting searches for city manager and other chief executive officer positions, Ralph Andersen & Associates has successfully completed searches in every area of municipal service. Ralph Andersen & Associates believes the most important element of a successful executive search is to listen carefully to what our clients are looking for in terms of candidate experience and qualifications. Using these client -focused guidelines, candidate identification is undertaken through marketing and personal outreach. Relevant Sea ch xperience Ralph Andersen & Associates conducts a wide array of searches in the public sector specializing in placing top executives in local government. Our experience spans populations of all sizes, from the largest in the country to small and mid-size municipalities. Additionally, we are well versed in working with high-end communities with an active and engaged citizenry. Ralph Andersen & Associates' significant experience in city management searches is supported by a successful track record of highly regarded managers. Listed below, broken down by California engagements and those done out-of-state, are related recruitments for Town Manager/City Manager conducted or in -progress by Ralph Andersen & Associates since 2005: California Searches • Beverly Hills, CA — City Manager (2010 and Current Search) • Carlsbad, CA — City Manager (2014) • Ceres, CA — City Manager (2005) • Chico, CA — City Manager (2007) • Colma, CA — City Manager (2013) • Corte Madera, CA — Town Manager (2006) • Davis, CA — City Manager (2014) • Folsom, CA — City Manager (2006) • Fountain Valley, CA — City Manager (2013) • Grass Valley, CA — City Administrator (2007) O Healdsburg, CA — Assistant City Manager (2006) • Huntington Beach, CA — Assistant City Manager (2013) • Indio, CA — City Manager (2010) • Kingsburg, CA — City Manager (2013) • Lathrop, CA — City Manager (2012) • Lincoln, CA — City Manager (2014) • Los Angeles, CA — City Administrative Officer (2008) • Manhattan Beach, CA — City Manager (2010) • Morgan Hill, CA — City Manager (2013) • Murrieta, CA — City Manager (2007) • Oakland, CA — City Administrator (2011) • Petaluma, CA — City Manager (2007) • Port Hueneme, CA — City Manager (2006) o Portola Valley, CA — Town Manager (2012) U Riverside, CA — City Manager (2015) • Rocklin, CA — City Manager (2010) • Ross, CA — Town Manager (2012) • Santa Barbara, CA — City Administrator (2015) • Santa Rosa, CA — City Manager (2014) • Sausalito, CA — City Manager (2007) • Simi Valley, CA — City Manager (2013) • Solana Beach, CA — City Manager (2015) • Tehachapi, CA — City Manager (2008) • Tiburon, CA — Town Manager (2006) • Ukiah, CA — City Manager (2007) o Watsonville, CA — City Manager (Current Search) • Windsor, CA — Town Manager (2012) • Yorba Linda, CA — City Manager (2013) Out-of-State Searches • Alexandria, VA — City Manager (2011) • Carson City, NV — City Manager (2014) • Cincinnati, OH — City Manager (2014) • Dublin, OH — City Manager (2014) • El Campo, TX — City Manager (2010) • Flagstaff, AZ — City Manager (2007) • Greensboro, NC — City Manager (2012) G Henderson, NV — City Manager (Recently Completed) o Lawrence, Kansas — (Newly Awarded) • Maricopa, AZ — City Manager (2007) o New Braunfels, TX — City Manager (2005) • Shenandoah, TX — City Administrator (2005) • Upper Arlington, OH — City Manager (2011) • Waxhaw, NC — Town Manager (2015) j The reputation of the search firm and personal commitment of the recruiters define the difference between the success and failure of any given recruitment. Ralph Andersen & Associates' search professionals are acknowledged leaders in the field and possess a broad range of skills and experience in the areas of local government management, executive search, and related disciplines. Only senior members of Ralph Andersen & Associates are assigned to lead search assignments, ensuring that their broad experience and knowledge of the industry is brought to bear on our clients' behalf. The Town of Tiburon will have Ms. Heather Renschler, President/CEO of Ralph Andersen & Associates, as the Project Director. Ms. Renschler was the Project Director for the recruitment that resulted in the placement of Ms. Margaret (Peggy) Curran. Ms. (-leather Renschler, President/CEO Ms. Renschler is the President/CEO of Ralph Andersen & Associates. Ms. Renschler has been with Ralph Andersen & Associates for more than 30 years. Ms. Renschler has overseen the recruitment practice of Ralph Andersen & Associates for the last 18 years and as a result, is often involved with recruitments on a national scale and those of a highly sensitive and critical nature. She is experienced at working in the field of city management and a wide range of other executive -level positions in the public sector. She is well versed in working with elected officials including city councils, county commissioners, and special districts in the recruitment and selection process. Her network of contacts and potential candidates is extensive and on a national scale. Prior to joining Ralph Andersen & Associates, Ms. Renschler had extensive private sector experience in the areas of construction management, health care, and public accounting. Ms. Renschler attended the University of Toledo and majored in Accounting and Journalism. After working as a consultant to the public sector, Ms. Renschler later obtained a Bachelor's degree in Public Administration from the University of San Francisco. Paraprofessional and Support Staff Paraprofessional, graphics and support staff will provide administrative support to the consultant team on recruitment assignments. These may include: Ms. Brianna Ham, Mr. Jeff McMurdo, Ms. Diana Haussmann, Ms. Teresa Heple, Ms. Hannah Jones, and Ms. Iliad Bynum. Summery of Our Search -3 ocess The successful search process relies heavily on person-to-person contact to identify outstanding potential candidates and, in the evaluation phase, to gain a complete understanding of the background, experience, and management style of the top candidates. The executive recruitment techniques used by Ralph Andersen & Associates have been developed and used successfully with hundreds of clients for more than 43 years. We feel that the key elements of the search process, which can be tailored to fit the specific needs of the Town of Tiburon, should include: • Developing a comprehensive position profile based upon information obtained in meetings with the Town Council, key staff members, and any recruitment subcommittee the Council may appoint. • Review of current compensation and benefits for the Town Manager. • Extensive personal outreach, in-person, via telephone, and through Internet technology, to qualified candidates throughout California and selectively on a national scale, if desired by the Town Council. • A marketing strategy that uses selected advertising to supplement the extensive candidate identification process, uses the Internet and social media, and also uses our already established professional contacts throughout the region. • A screening and assessment process that narrows the field of candidates to those that most closely match the needs of the Town and is based on extensive reference checks and telephone interviews with the top candidates. ▪ Delivering a product in the form of a search report that recommends the top group of candidates and provides the decision -makers with detailed information about their backgrounds and experience. • Assistance during the interview and selection process and in the negotiation of a compensation package. Search Work Ian This section describes the usual steps in the search for a new Town Manager for the Town of Tiburon. This recruitment will be under the direction of Ms. Heather Renschler, Project Director. Task 1 — Review Project Management Approach Ms. Renschler, Project Director, will meet with the Town Council, Town Manager, and others, as appropriate, to discuss the project management for the search. The discussion will include a review of the work plan, confirmation of timing, and communication methods. The search consultant will provide status updates to the Town during the entire recruitment process. The frequency and method of these updates will be decided during these discussions. Task 2 — Develop Position Profile The position profile for the Town Manager is the guide for the entire search process. Please refer to the attached samples submitted with this Proposal. The development of the profile includes the collection of technical information and recruitment criteria. Technical Information Ms. Renschler will meet with the Town Council, Town Manager, and others as directed by the Town Council to gain an understanding of the experience and professional background requirements desired in the Town Manager. These meetings will also help the search consultant gain an understanding of the work environment and the issues facing the Town of Tiburon. Recruitment Criteria The recruitment criteria are those personal and professional characteristics and experiences desired in the Town Manager. The criteria should reflect the goals and priorities of the Town of Tiburon. Optional Services — The Town Council may desire obtaining input from the Community on the qualities they would like to see in the new Town Manager. To facilitate Community input, the Project Director will conduct one public meeting and/or design an instrument to submit comments through an on-line survey instrument. Additionally, our process will allow for email comments to Ralph Andersen & Associates relative to the desired qualities in the next Town Manager. Subsequent to the development and adoption of the candidate profile, the technical information and recruitment criteria will be documented in an information brochure prepared by Ralph Andersen & Associates. The brochure will be reviewed by the Town Council (or designated Committee) in draft format, revised as appropriate, and published for use throughout the search. Task 3 — Outreach and Recruiting This task is among the most important of the entire search. It is the focus of the activities of the search consultant and includes specific outreach and recruiting activities briefly described below. Outreach An outreach and advertising campaign will be developed. It will include the placement of ads in publications such as Western City Magazine, Jobs Available, International City/County Management Association (ICMA) and other professional publications. Specific Internet sites related to government will be used as a method of extending the specific outreach to a broad pool of highly qualified individuals. Additionally, the advertisement and the full text of the position profile (the recruitment brochure) will be placed on Ralph Andersen & Associates' home page, which is accessed by a large number of qualified candidates. This method of outreach to potential applicants provides a confidential source that is monitored by many key level executives on an on-going basis. Candidate Identification Ralph Andersen & Associates will use their extensive contacts to focus the recruiting effort. In making these contacts, the search consultant will target those individuals who meet the criteria set by the Town. Specific effort will be made to identify and attract individuals that may already be in the Bay Area. Each of the candidates identified through the recruiting efforts will be sent an information brochure. Candidates will also be contacted directly to discuss the position and to solicit their interest in being considered. Both the outreach and recruiting activities will result in applications and resumes from interested candidates. As they are received, resumes will be acknowledged and candidates will be advised of the general timing of the search process. The following tasks involve the actual selection process, once all resumes have been received. Conference Attendance As a firm, we believe in staying connected with our clients and potential candidates. During September, we will be in attendance with a booth at both the League of California Cities Conference (San Jose) and the international City/County Management Association (Seattle). This will be an ideal time to meet and solicit interest in this career opportunity. With the anticipated deadline for applications being October 16, 2015, this will be a supplemental method of highlighting this opening to top tier candidates that will be in attendance at one or both of these conferences. Task 4 — Candidate Evaluation This task will be conducted following the application closing date. It includes the following specific activities: Screening All of the applications will be carefully reviewed. Those that meet the recruitment criteria and minimum qualifications will be identified and subject to a more detailed evaluation. This evaluation will include consideration of such factors as professional experience, and size and complexity of the candidate's current organization as compared to the candidate profile. Preliminary Research and Internet Review The research staff of Ralph Andersen & Associates, under the direction of the Project Director, will conduct preliminary research and internet review for those candidates identified as the most qualified as a result of the screening process. This level of research will be done on a limited number of candidates to learn more about each candidate's public profile and related information that is available on the internet. Preliminary Interviews The Project Director will conduct preliminary interviews with the top group of candidates identified through the screening and preliminary research review processes. The interviews are extensive and designed to gain additional information about the candidates' experience, management style, and lit" with the recruitment criteria. Interviews will be done using Skype or via telephone. No consultant travel for preliminary in-person interviews has been included in this proposal. The screening portion of the candidate evaluation process typically reduces a field of applicants to approximately four (4) to six (6) individuals. Those individuals will be reviewed with the Town Council prior to proceeding with the individual interviews. Task 5 — Search Report After completing Task 4, the Project Director will meet with the Town Council to review the search report on the top candidates. The report divides all of the candidates into four groups including 1) the top group of candidates that are recommended to be interviewed in-person by the Town Council; 2) a backup group to the first group; 3) no further consideration group; and 4) lacks minimum qualifications. The search report will include candidate resumes. The results of preliminary research and Internet review and interviews will be reviewed with the Town Council. The results of the Search Report will be a confirmed group of finalist candidates that the Town Council will interview in-person. Task 6 —Selection The final selection process will vary depending upon the desires of the Town Council. The typical services provided by Ralph Andersen & Associates in the selection process are described briefly below: • The search consultant will coordinate the selection process for the finalist group of candidates. This includes handling the logistical matters with candidates and with the Town. • Ralph Andersen & Associates will prepare an interview booklet that includes the resumes and candidate report (with interview comments, preliminary research, and other relevant information about the candidates) for each candidate. In addition, the booklet will contain suggested questions and areas for discussion based upon the recruitment criteria. Copies of the interview booklet will be provided in advance of the candidate interviews. • The search consultant will attend the interviews to assist the Town through the selection process. This assistance will include an initial orientation, candidate introductions, and facilitation of discussion of candidates after all interviews have been completed. • Verifications will be made on the top two (2) candidates and will include education verifications, Department of Motor Vehicle check, wants and warrants, civil and criminal litigation search, and credit check. The results of these verifications will be discussed with the Town Council at the appropriate time. • As needed, the search consultant is available to provide assistance to the Town Council in the final selection as may be desired. This assistance may include providing or obtaining any additional information desired to assist in making the final selection decision. Task 7— Negotiation The search consultant is available to assist the Town in negotiating a compensation package with the selected candidate. This may include recommendations on setting compensation levels. Additionally, Ralph Andersen & Associates will prepare a draft employment agreement and work with the Town's Legal Counsel on the finalization of this document. As required by the Brown Act, the employment agreement for the new Town Manager will be required to be approved and voted on in a public meeting. Task 8 — Close Out After the Town has reached agreement with the individual selected for the position, the search consultant will close out the search. These activities will include advising all of the finalist candidates of the status of the search by telephone. Project Timeline Typically, a search will be conducted within a 75 to 90 day period of time from the execution of the agreement between the Town and Ralph Andersen & Associates. An accelerated search process is always an additional possibility although this may incur additional costs. Following selection, negotiation with the top candidate will take an additional week or two after finalist interviews. It is understood that the Town desires to have a section made by the December 2, 2015 Town Council meeting with the selected candidate starting in January 2016. We understand the milestones related to this schedule and will be able to accommodate the needs of the Town Council to meet the stated deadlines. A brief overview of the recruitment schedule is presented on below (schedule does not include transition time by Selected Candidate to join the Town). Month 1 Month 2 Month{y3 Ytil 1 2 3 4 1 2 3 4 1 2 3 4 I Search firm selected C—_ _J Consultant evaluates organization; position criteria established T —j Candidates identified and screened I- Consultant interviews and conducts preliminary research Consultant recommends candidates; client selects finalists for interview 7 I Client -candidate interviews I" I Preferred candidate selected; negotiations r - Selection Made At Ralph Andersen & Associates, we feel strongly that our past client relationships will attest to the professionalism of our services. We would be pleased to provide additional references upon the Town's request and the desire to proceed with Ralph Andersen & Associates on this engagement. A sampling of references would include: ▪ City of Davis, California Dan Wolk, Mayor (530) 574-4360 (cell) Recruitment: City Manager Note: This was a recently completed search that did result in a local candidate, experienced in local government (Le., county) being appointed that had not previously been a city manager. • City of Sausalito, California Adam Politzer, City Manager (Placement) (415) 289-4167 Recruitment: City Manager Note: As a long -tenured placement in this role, Mr. Politzer would be good to discuss how he believes the process was handled from the perspective of a candidate. O City of Palo Alto, California Pam Antil, newly appointed as Assistant City Administrator, City of Santa Barbara (starts in mid-August), formerly Assistant City Manager/COO, City of Palo Alto 650.815.5086 (Cell) Recruitments: Various recruitments for the City of Palo Alto including Chief Communications Officer, Chief Information Officer, Auditor, and Director of Community Services Note: As a prior client with the City of Palo Alto, Ms. Anti! will be able to discuss the timeliness of our process and quality of our candidates. I d U1Fed The Town has requested a listing of information/resources that would be required in order to perform the search. The following items are what we will need to get started: • Current organization chart sent electronically • Updated position description • Salary range and benefits package • Is there a residency requirement • Relocation package (if provided) • Town of Tiburon electronic logo • Pictures of the Town and community including staff (high resolution) • FY 2015 Budget Information to include total operations and capital Improvements • Current number of Town FTE's • Town of Tiburon population • Opportunities and Challenges for new Town Manager (discussed during on-site visit) • What the Town Council is looking for in ideal candidates (discussed during on-site visit) • Educational requirements, certifications, and years of required senior executive experience (discussed during on-site visit) • Input from key stakeholders on ideal candidate (Community forum or Survey, if used) ? ro e CosA Total cost to the Town of Tiburon for professional services and expenses for a comprehensive search process for the position of Town Manager will be a fixed fee of $26,750. Reimbursable expenses included in this fixed fee include such items as advertising, consultant travel, clerical, graphics, research, printing and binding, postage and delivery, verifications and Internet and Lexis/Nexis searches on the top two (2) candidates, and long-distance telephone charges. Important to note, the total fee that was used in 2006 for this same search effort was $19,750 plus expenses of $5,000. We are not increasing the fee to the Town of Tiburon, in fact, we have lowered it by $1,000. Included in the fixed fee are up to two (2) days of individual meetings with the Town Council and/or staff (if approved by the Town Council) as part of the kick-off process for this search. It would also include spending time with Ms. Curran for additional input. Optional Services (Town Hall Meeting / Survey) — Should the Town choose to conduct the Optional Town Hall Meeting, the cost would be $1,500 above the fixed fee noted. Public announcements or advertisements to promote the Town Hall Meeting would be handled and paid for by the Town. An internet survey and summarized results would be conducted at no additional charge. Brochure — A full color brochure similar to the brochure used in the previous Town Manager search will be developed for the Town of Tiburon. All pictures will be the responsibility of the Town. Invoicing — The City will be invoiced in 4 (four) equal payments. Progress payment for professional services and expense reimbursement will be due upon receipt. Exceptions — The City will be responsible for all candidate expenses related to on-site interviews and consultant travel for in-person screening interviews (if desired) for selected finalist candidates. Ralph Andersen & Associates' Guarantee Ralph Andersen & Associates offers the industry -standard guarantee on our search services. If within a one-year period after appointment the Town Manager resigns or is dismissed for cause, we will conduct another search free of all charges for professional services. The Town of Tiburon would be expected to pay for the reimbursement of all incurred costs.