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CONTRACT 6199 Professional Services Agreement CLOSEDAgreement No. 6199 PROFESSIONAL SERVICES AGREEMENT BETWEEN ,- THE CITY OF EL SEGUNDO AND w, MANAGEMENT PARTNERS, INC, INCORPORATED This AGREEMENT is made and entered into this 215tday of October 2021, by and between the CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and MANAGEMENT PARTNERS, INC, INCORPORATED, a California corporation ("CONSULTANT"). The parties agree as follows: 1. CONSIDERATION. A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below; B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed Fifty thousand dollars ($50,000) for CONSULTANT's services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit "A," which is incorporated by reference. 2. SCOPE OF SERVICES. A. CONSULTANT will perform services listed in the attached Exhibit "A," which is incorporated by reference. B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement. 3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to City of El Segundo Professional Services (REV 2018.05) Page 1 of 11 Agreement No. 6199 cure any shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT. 4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, upon completion of service CONSULTANT must submit a detailed invoice to CITY which lists the services provided and reimbursable costs (all as set forth in Exhibit "A") 5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year. 6. FAMILIARITY WITH WORK. A. By executing this Agreement, CONSULTANT agrees that it has: Carefully investigated and considered the scope of services to be performed; ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk until written instructions are received from CITY. 7. TERM. CITY and CONSULTANT intend for this Agreement to be retroactive to July 1, 2021. The term of this Agreement will be from July 1, 2021 to June 30, 2022. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances: A. Completion of the work specified in Exhibit "A"; B. Termination as stated in Section 15. City of El Segundo Professional Services (REV 2018.05) Page 2 of 11 Agreement No. 6199 8. TIME FOR PERFORMANCE. A. CONSULTANT will not perform any work under this Agreement until: i. CONSULTANT furnishes proof of insurance as required under Section 22 of this Agreement; and ii. CITY gives CONSULTANT a written notice to proceed. B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT's own risk. 9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT's control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty-eight (48) hours, in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement's schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services. 10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below: A. Exhibit: A: Scope of Work. 11. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties. 12.TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number. 13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement. 14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from City of El Segundo Professional Services (REV 2018.05) Page 3 of 11 Agreement No. 6199 CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character. 15. TERMINATION. A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. B. CONSULTANT may terminate this Agreement at any time with CITY's mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date. C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT's own cost; CITY will not be obligated to compensate CONSULTANT for such work. D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY's option, become CITY's property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C). E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. 16.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY's property. CONSULTANT may retain copies of said documents and materials as desired but will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of CONSULTANT's completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY's own risk. 17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any City of El Segundo Professional Services (REV 2018.05) Page 4 of 11 Agreement No. 6199 other person or public CITY without CITY's prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties. 18.INDEMNIFICATION. A. CONSULTANT agrees to the following: i. Indemnification for Professional Services. CONSULTANT will save harmless and indemnify and at CITY's request reimburse defense costs for CITY and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by CONSULTANT or any of CONSULTANT's officers, agents, employees, or representatives, in the performance of this Agreement, except for such loss or damage arising from CITY's sole negligence or willful misconduct. ii. Indemnification for other Damages. CONSULTANT indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of this Agreement, or its performance, except for such loss or damage arising from CITY's sole negligence or willful misconduct. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise. B. For purposes of this section "CITY" includes CITY's officers, officials, employees, agents, representatives, and certified volunteers. C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement. D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 22, and any approval of said insurance by CITY, are not intended to and will not in any City of El Segundo Professional Services (REV 2018.05) Page 5 of 11 Agreement No. 6199 manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification. 19.ASSIGNABILITY. This Agreement is for CONSULTANT's professional services. CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's written approval are prohibited and will be null and void. 20.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which it is performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only. 21.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement. 22.INSURANCE, A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability: Professional Liability Business automobile liability Workers compensation Limits $2,000,000 $1,000,000 $1,000,000 Statutory requirement B. Commercial general liability insurance will meet or exceed the City of El Segundo Professional Services (REV 2018.05) Page 6 of 11 Agreement No. 6199 requirements of the most recent ISO-CGL Form. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY. C. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect. D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 155. 23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation. 24.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the City of El Segundo Professional Services (REV 2018.05) Page 7 of 11 Agreement No. 6199 work remaining and a description of the work to be done before the next schedule update. 25. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows: If to CONSULTANT: Management Partners, INC 2107 North First St, Ste 470 San Jose, CA 95131 Attention: Jan Perkins Phone: (949) 202-8870 Email: jperkins@managementpartners.com If to CITY: City of El Segundo 350 Main Street El Segundo, CA Attention: Human Resources Dept Phone: (310) 524-2381 Email: hr@elsegundo.org Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's conflict of interest regulations. 27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT's bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT's bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability. 28.THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's obligations under this Agreement. 29.INTERPRETATION. This Agreement was drafted in and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. City of El Segundo Professional Services (REV 2018.05) Page 8 of 11 Agreement No. 6199 30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement. 31. ENTIRE AGREEMENT. This Agreement, and its Exhibit(s), sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns. 32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party. 33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 34.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. 35.ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic (.pdf) or facsimile transmission. Such electronic or facsimile signature will be treated in all respects as having the same effect as an original signature. 36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 37.TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement. 38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' reasonable control, then the Agreement will immediately terminate without obligation of either party to the other. City of El Segundo Professional Services (REV 2018.05) Page 9 of 11 Agreement No. 6199 39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. [Signatures on next page] City of El Segundo Professional Services (REV 2018.05) Page 10 of 11 Agreement No. 6199 IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and year first hereinabove written. CITE' F EL SEGUN Management Partners, INC. Incorporated tt Mitnick, Jerry Newfarmer ity Manager President and CEO ATTEST. Trady ftper,°`' CiClerk APPR VED AS TO FORM; � ... 1_ Joaq�Iiy in Vazquez, Dep City Attorney INSURANCE APPROVAL Hank Lu, Risk Manager City of El Segundo Professional Services (REV 2018.05) Page 11 of 11 Exhibit A Agreement No. 6199 Management Partners n �e October 15, 2021 Ms. Rebecca Redyk Human Resources Director City of El Segundo 350 Main Street El Segundo, CA 90245 Dear Ms. Redyk: We are pleased to submit this proposal to conduct an organization review of El Segundo's City Clerk's Office. We understand that long-time staff will be retiring, and it is timely to examine the systems, staffing and structure of the office before initiating a recruitment for a permanent deputy city clerk. Understanding of the Engagement The City of El Segundo has an elected City Clerk, supported by three staff. These staff include a Deputy City Clerk II, Deputy City Clerk I and a Records Technician. The City Clerk's Office (CCO) is responsible for maintaining important documents, such as contracts, resolutions, ordinances and the El Segundo Municipal Code and responding to public information requests. The City Clerk's Office supervises elections and handles required associated tasks. Additionally, the City Clerk's Office supports the City Council, committees, commissions, and boards by advising on legislative procedures and coordinating and distributing agendas and minutes. Close coordination with the City Manager's Office, the City Attorney and all departments is required in carrying out duties of the office, as is knowledge of best practices in municipal city clerk functions. The Deputy City Clerk II is retiring at the end of December 2021 and City leaders are determining how best to fill that position. Whenever a significant vacancy occurs, it is timely to review how an office or department is staffed and organized and assess the functions and practices of the operation. Before the vacancy is filled on a full-time basis, an assessment of the office will be performed to aid in understanding how best to position the CCO to meet the needs of the City now and into the future. Many changes are occurring in municipal government, including technology, public expectations, needs arising due to the pandemic, and the increasing fast pace of communications. This organization assessment will ascertain how well the office is aligned with best practices for city clerk offices regarding policies and procedures, use of technology, agenda management, records management, communications within the office and with other departments, and other fundamental expectations of a professional CCO. The assessment will include a review of staffing, organization structure, and assignment of responsibilities. 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAx 513 8613480 MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 95131 • 408 437 5400 * FAx 408 453 6191 3152 RED HILL AVENUE, SUITE 210 8 COSTA MESA, CALIFORNIA 92626 • 949 222 1082 9 FAx 408 453 6191 Ms. Rebecca Redyk Page 2 Agreement No. 6199 Proposed Plan of Work Based on our experience with organization reviews and our understanding of the needs of the City Clerk's Office and its operations, we have prepared a plan of work. Aced i-�v s—Si-arn. t=rc=ect arid Conduct" Kick tarps iVieeain5 Management Partners will begin the project with a kickoff meeting with you and others you designate. The project start-up activity forms the foundation of the relationship between Management Partners' team and City staff. During this initial meeting, we will confirm project deliverables and due dates to ensure the project is completed on time and on budget and that our proposed scope of work is aligned to meet the City's goals. Next, we will gather information as described below. Information that we are likely to seek from the City Clerk's Office may include: Goals for the department, ® Job descriptions for positions in the City Clerk's Office, ® Policies and procedures that directly impact the work provided by staff in the City Clerk's Offices (including desk manuals), Performance indicators/measures for CCO functions, C9 Workload and other data collected by the CCO for the past 36 months that is not included in the budget document, ® Professional standards used by the office to monitor performance or service delivery, Any recent customer satisfaction surveys related to service functions provided by the office, and Any other information that may be helpful in this review. Conduct Interviews. We will gather important information by conducting up to 12 interviews. These are likely to include members of the City Clerk's Office, City Manager, Deputy City Manager, City Attorney, Chief Financial Officer, Human Resource Director, and other department directors with regular interaction with the City Clerk's Office. Create a Questionnaire for City Clerk's Office Staff. We will prepare a questionnaire to be completed by each member of the City Clerk's Office. This will aid us in understand what each person does, who they report to, where capacity may be an issue, use of technology, and suggestions for improvement. Research Peer Agencies. We will identify and collect relevant data from up to five peer agencies. We will rely on collecting data from publicly available sources such as the peer agencies' websites. We will strive to collect the following information: Staffing, functions and reporting relationships; Budgets; Performance measures in use; and Other relevant factors. We will use these data to place El Segundo in the context of similar agencies and provide benchmarks for comparison purposes. Ms. Rebecca Redyk Page 3 Agreement No. 6199 A ctivi Y 33 CorS�u,`;s L 'As a. Ivsis During this activity, Management Partners will review and analyze the City Clerk's Office structure, staffing, and operations. We will analyze assignment of responsibilities, capacity, and reporting relationships. We will seek to understand how the department performs its functions. We will examine the extent to which the CCO is aligned with best practices in other city clerk offices in the following areas: Policies and procedures, Use of technology, Agenda management, Records management, Communications within the office and with other departments, and Other fundamental expectations of a professional city clerk's office. We will prepare an inventory of the functions and services provided by the CCO, which staff person has the lead responsibility for each function and identify opportunities for improvement where appropriate. We will review the CCO's management system, which refers to the interrelated methods, tools, and techniques for managing the work, to determine effectiveness and responsiveness. This review will evaluate communication, work prioritization and performance responsibilities, use of technology, performance measurement, and interdepartmental coordination. Prepare Observations and Recommendations. Based on our analysis, we will prepare our observations and preliminary recommendations in a PowerPoint format. We will meet with you and others you designate to hear feedback and discuss any implementation barriers. After meeting with you to discuss the PowerPoint, we will prepare a draft memorandum that incorporates our analysis, the data and input we considered, and our observations and recommendations. The memorandum will include: ® Summary of the information gathered; ® Assessment of the current staffing, organization structure, and key assignments; ® Assessment of technology, records management, agenda management, communications with other departments, and other fundamental operations of the City Clerk's Office as to conformance with best practices; ® Results of research of selected peer agencies; and ® Recommendations to address staffing, organization structure, best practices, and opportunities for improvement. After your review, we will address the city's feedback as we prepare the final memorandum. Upon completion of the memorandum, we will create a draft Implementation Action Plan. This will assist City leaders in implementing the recommendations. The action plan will include key steps for each recommendation, a suggested priority level, and proposed assignments of who should take the lead for each recommendation. We will provide this to you in draft for you to then finalize based on your own schedule and needs. Ms. Rebecca Redyk Page 4 Agreement No. 6199 Project Team Management Partners has a strong project team that is well qualified to complete this work for El Segundo. Jay Trevino will serve as project manager and will oversee the substantive work of the project. He will be supported by Donna Peter, Ashley Garcia, David Jensen and Shauna Clark. The qualifications of each team member are briefly summarized below. €any F ."�r; inc? Wiz ., tPartner P ® As a consultant, helps government leaders improve inter -departmental collaboration and use performance measurement to improve effectiveness and provides management services to clients for special projects or to augment management capacity.�p� ® Consulting work focuses on many different areas of government, including organizational assessments and executive recruitment, police, fire, public works, finance, community services/community development. ® Since joining Management Partners, has assisted client cities of Los Angeles, Santa Monica, Beverly Hills, Pasadena, Manhattan Beach, San Jose, Morgan Hill, South Gate, Downey, Whittier, Santa Fe Springs, Huntington Beach, Perris, Newport Beach, Pico Rivera, La Mirada, Norwalk, Costa Mesa, Chula Vista, Seal Beach, Cypress, Garden Grove, Los Alamitos and Fullerton. • Spent more than 31 years in California local government, serving four cities in various executive and management roles and developing expertise in all aspects of policy development, organizational leadership, and planning and development services. • Worked for the cities of Santa Monica and Brea and served as the executive director of the Planning and Building Agency for the City of Santa Ana before retiring in 2013. ® Skilled at building effective teams, strategic planning, managing for performance, community outreach and process improvement. p .- Human Resources executive with expertise in all aspects of human resources, labor relations, employee engagement, leave management, and employee benefits. Developed policies for local governments' remote workforce. ® Served as director of Human Resources for the cities of Santa Monica and Manhattan Beach; in Santa Monica, worked closely with Santa Monica's county -wide transit system, the Big Blue Bus. ® Extensive experience creating and managing leadership and supervisory training programs, establishing and managing performance processes, investigating and overseeing misconduct and discrimination investigations. ® Expertise in policy and procedure improvement and organizational restructuring; excellent interview and facilitation skills; ability to engage employee and stakeholders in focus groups. ® Served as president of the League of California Cities, Personnel and Employee Relations Department and a member of the Webinar and Training Committee for the Association of Workplace Investigators. ® Master's degree in business administration from California State University/Fresno. Maintains a Basic Certification in Mediation from the Los Angeles County Bar Association. • Since joining Management Partners has assisted the California cities of Arcata, Westminster, Perris, Cypress, Brea, Manhattan Beach, El Segundo, and Anaheim; Sammamish, Washington; Gainesville, Florida; Charlotte, North Carolina; the Portland Community Reinvestment Agency; and the County of Orange, California. Ms. Rebecca Redyk Page 5 Agreement No. 6199 i-ws'kyt �,.E Ear ia. kP-,ioi- iP:iZ.y.,F'^:%" ��gaE9'gF 2c:SM a I. vs:� ® A decade of analytical, human resources, budget, and project management experience in local governments. ® Local government experience includes progressively responsible roles for the California cities of Huntington Beach, Laguna Niguel, Costa Mesa and Santa Maria. ® Passionate about public service and organizational development, specializing in interdepartmental collaboration. ® Served as President of the Municipal Management Association of Southern California in 2018, leading the organization as it achieved record membership levels and established a strategic plan for the association. ® An expert in information technology operations and planning, problem solving and process improvement and development.' ® Has more than 30 years of experience in information technology public � e management and law enforcement, retiring as chief technology officer for the City of Fremont California in 2006. r ® Has extensive training and experience in IT strategic planning, policy ` development, and project management.r� , ® During his career, gained a national reputation for innovative information technology advancements in municipal work. ® Created Fremont's automated database and reports for tracking public safety response statistics. Those systems have been central to the development of deployment strategies, performance appraisal, and service delivery analysis over many years. ® Was active in municipal information systems associations and was executive secretary in a Joint Powers Authority that managed a regional GIS database. ® More than 30 years of expertise in local government operations and leadership. ® Strong expertise in city clerk functions, elections management, economics and finance, project management, policy development, human resources, and organizational development. ® Served as city manager/city clerk for the City of La Habra Heights from 2007 to 2016. ® Served 7 years as deputy city clerk and 11 years as city clerk for the City of San Bernardino and then served as city manager in San Bernardino for 7 years. ® As a consultant Shauna worked with the City of Los Angeles, where her assignments included serving as managing director of operations for Los Angeles' 2000 Democratic National Convention. In addition to Los Angeles, she also worked as project manager for Pasadena and Carmel -by -the -Sea for the renovation of two historic buildings. ® Shauna also performed economic analyses for Moreno Valley and other Inland Empire cities. ® Since 2000 Shauna has also been an adjunct professor in the MPA program for California State University Northridge. ® For Management Partners, Shauna has provided expert assistance to a variety of clients on elections, city clerk services, and human resources services. Ms. Rebecca Redyk Page 6 Agreement No. 6199 Our Experience and Qualifications The following shows jurisdictions we have assisted in the recent past with organization reviews of departments of all types, including administrative offices. We have conducted assessments of offices of city clerk, human resources, finance, city attorney, city manager, information technology, purchasing and other internal functions. We have provided three different types of references below. Recently, we assisted the City of Carson with their election processes and are serving as the Board Clerk for the newly formed Orange County Power Authority, a joint powers authority comprised of several Orange County cities. In addition to the references below, our website, managementpartners.com, has information about our past clients, which includes hundreds of jurisdictions in 44 states, and you are welcome to contact any of them about our performance. City of Lake Forest, California *City Cie; i'r€anagennent Services Management Partners was engaged to provide expert consulting services to advise and assist the City Clerk staff in implementing procedures for conducting the 2018 municipal general election, including creating educational materials related to district elections. Expert advice about a request for proposals process to replace the agenda management system with an automated system was provided as part of this assignment. In addition, we also mentored and advised staff about technical skills and practices, staff/team development, and organization -wide collaborations. Contact: Ms. Debra D. Rose, City Manager 25550 Commercentre Drive, Suite 100, Lake Forest, CA 92630 (949) 461-3410 drone@take forestca.ov City of Novato, California ct Parks and - c,-ems i M N e2i�'tr`ior '+n � e ' -' vi_et; e �::a a r: o �s cez s•5-- „F Management Partners conducted an organizational teamwork and fiscal realignment assessment for the Parks, Recreation and Community Services Department in the City of Novato. We reviewed department operations to identify ways to improve teamwork, communication and leadership, and analyzed the department's fiscal sustainability to identify cost efficiencies and potential budget savings. The analysis was informed by comparative research from several similar departments in other cities. The report contained recommendations to allow Novato leaders to build a more inclusive and sustainable organization and meet the many challenges confronting parks and recreation service providers. Contact: Mr. Adam McGill, City Manager 922 Machin Avenue, Novato, CA 94945 (415) 899-8901 amcgill@povato.org City of South Miami, Florida *Pe fca '�vece ,2jed`u—di s: CiFtJ Cle , �KyI'Vi_ Sn-ge7 y City Management Partners conducted performance audits for the three statutory officers (the City Clerk's Office, City Manager's Office and the City Attorney's Office) appointed by the Mayor and City Commission. The purpose was to review the functions and operations to identify what is working well, areas for improvement, and provide recommendations to improve efficiency and/or effectiveness of each office. We conducted interviews, and reviewed the budget, the City's website, and other pertinent Ms. Rebecca Redyk Page 7 Agreement No. 6199 documents and data, including contracts and information about software systems. We prepared three reports containing observations and recommendations for each office. Contact: Mr. Steven Alexander, City Manager 6130 Sunset Drive, South Miami, FL 33143 (305) 668-2510 salexander@southmiamifl.gov Project Cost Management Partners will complete this organization review for $35,900, which includes all fees and expenses. The ultimate test of a quality project is that the client is pleased with the results, and we are committed to achieving that goal. Conclusion We look forward to working with you on this important project. Please let me know if we can provide any additional information. Sincerely, 4-1 Jerry Newfarmer President and CEO Accepted for the City of El Segundo by: Name: Title: Date: �° Agreement No. 6199 Management Partners October 11, 2021 Ms. Rebecca Redyk Human Resources Director City of El Segundo 350 Main Street El Segundo, CA 90245 Dear Ms. Redyk: Thank you for the opportunity to provide this proposal to conduct a recruitment for an interim Special Projects Administrator with city clerk expertise that the City will hire. Management Partners has the expertise and skills necessary to conduct this recruitment and we would be pleased to do so. Understanding of the Engagement We understand the Deputy City Clerk II is retiring at the end of December and you plan to recruit for the position. While you recruit, you will need an individual with city clerk expertise who can carry out the functions of the office. We understand you wish the interim Special Projects Administrator to be available to work a combination of onsite and offsite each week. Plan of Work We have prepared the following plan of work for conducting a recruitment and selection process for the interim Special Projects Administrator. We understand the urgency of moving this process forward quickly and are prepared to do so. Management Partners has excellent contacts and will conduct extensive outreach through listservs, professional networks, Linkedin, and other avenues to seek interested and qualified individuals for you to consider. We have included a tentative timeline below as part of our work plan. We will begin as soon as a contract is in place. •m Activity 1: Start Project a) Conduct launch meeting regarding schedule, discuss candidate expertise desired, Week 1 communications and other issues related to the recruitment b) Prepare candidate profile for email distribution Week 1-2 Activity 2: Solicit and Screen Interested Candidates a) Recruit through Management Partners' networks and other California networks Weeks 2-3 b) Conduct preliminary screening of resumes received and do individual follow up Weeks 3-4* with candidates Activity 3: Facilitate Candidate Interviews a) Prepare candidate information packet for review by you and others you designate Weeks 3-4* b) Schedule candidates for interviews and prepare interview questions Weeks 3-4* c) Participate in interviews, as needed by the City Weeks 3-4* Activity 4: Support Candidate Selection a) Check up to three references for one or two candidates Weeks 3-4 b) Notify other candidates not selected Weeks 4-5 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAx 513 8613480 MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 95131 . 408 437 5400 • FAx 408 453 6191 3152 RED HILL AVENUE, SUITE 210 0 COSTA MESA, CALIFORNIA 92626 • 949 2221082 • FAx 408 453 6191 Ms. Rebecca Redyk Page 2 Agreement No. 6199 Activity 5: Provide Ongoing Support to Interim Finance Director a) Conduct periodic check -ins with you and the Interim Special Projects Ongoing Administrator *We will screen as resumes come in and provide potential candidates as qualified individuals are located, rather than setting a deadline and waiting for candidates to apply, Project Team We have a strong project team that is well qualified to complete this work for the City of El Segundo. Nancy Hetrick will be the lead recruiter, assisted by Jennifer Tonnis and Donna Peter. Nancy leads the firm's recruitment practice. Brief qualifications for each are provided below. s anlcy Edc3td ck, Vice Pre ide £w ® Leads our executive recruitment practice in the western part of the United States and has conducted executive recruitments for large and small public sector jurisdictions across California including multiple recruitments for the cities of Oakland, and Los Angeles, and the Midpeninsula Regional Open Space District Fresno, Contra Costa Transportation Authority, and the Hayward Area Recreation District. Additional examples of organizations where she has led recruitments include Silicon Valley Clean Energy, Los Altos Hills, Fresno, the Transbay 1PA (San Francisco), Santa Fe, New Mexico and San Antonio, Texas. ® Experienced facilitator with expertise in teambuilding, strategic planning and facilitating problem -solving and process improvement initiatives. ® Skilled in the areas of performance management, succession planning, organizational and process improvement, and budget development. ® Led the County of San Mateo's Outcome -Based Management program and has supported local government clients with the design and implementation of performance measurement systems. ® Certified to administer the Myers -Briggs Type Indicator (MBTI), DiSC, and other assessment tools. ennidi r ¢ onnis. Si.'.ndor ,P:' i Cs =y nSLe y Advisor ® Ten -plus years of relevant experience with city and county governments, non-profit organizations, and political campaigns. ® Assisted with executive searches for Los Altos Hills, Los Angeles (2), Los Banos, Oakland, Transbay Joint Powers Authority, and West Valley Water District, California; Albuquerque and Santa Fe, New Mexico; and San Antonio, Texas ® Local governments have utilized her knowledge and skills in assessing organizational structures with a goal of achieving better efficiency and developing effective organizational cultures. Her background also includes work with cities in budgetary crisis by identifying strategies to address fiscal imbalance. • Within the nonprofit sector, Jennifer has managed multiple aspects of fundraising, communications, marketing and organizational development both with national organizations and as a founding board member of a local nonprofit. P-ter9 rJ ® Human Resources executive with expertise in all aspects of human resources, labor relations, employee engagement, leave management, and employee benefits. Developed policies for local governments' remote workforce. Served as director of Human Resources for the cities of Santa Monica and Manhattan Beach; in Santa Monica, worked closely with Santa Monica's county -wide transit system, the Big Blue Bus. Ms. Rebecca Redyk Page 3 Agreement No. 6199 Extensive experience creating and managing leadership and supervisory training programs, establishing and managing performance processes, investigating and overseeing misconduct and discrimination investigations. Expertise in policy and procedure improvement and organizational restructuring; excellent interview and facilitation skills; ability to engage employee and stakeholders in focus group meetings. Served as president of the League of California Cities, Personnel and Employee Relations Department and a member of the Webinar and Training Committee for the Association of Workplace Investigators. Master's degree in business administration from California State University/Fresno. Maintains a Basic Certification in Mediation from the Los Angeles County Bar Association. Since joining Management Partners has assisted the California cities of Arcata, Westminster, Perris, Cypress, Brea, Manhattan Beach, El Segundo, and Anaheim; Sammamish, Washington; Gainesville, Florida; Charlotte, North Carolina; the Portland Community Reinvestment Agency; and the County of Orange, California. Fee Proposal We will complete the plan of work described above for a fee of $12,900 including expenses, except for those related to the placement of approved advertisements (if any) and candidate travel to participate in interviews in person, as desired. Our fee assumes all work will be done remotely. Conclusion We appreciate the opportunity to be of assistance to the City of El Segundo. Please feel free to contact Jan Perkins (949) 202-8870 if you have any questions about this proposal. Sincerely, Jerry Newfarmer President and CEO Accepted for the City of El Segundo by: Name: Title: Date;.