CONTRACT 4883A Amendment CLOSEDAgreement No. 4883A
Agreement No. 4883 -A
AMENDMENT
TO THE AGREEMENT NO. 4883 BETWEEN
THE CITY OF EL SEGUNDO AND
WILLIAM AVERY & ASSOCIATES, INC.
THIS AMENDMENT ( "Amendment ") is made and entered into this 20th day of June
2016, by and between the CITY OF EL SEGUNDO, a general law city and municipal
corporation existing under the laws of California ( "City "), and WILLIAM AVERY &
ASSOCIATES, INC., a California corporation ( "Consultant ").
The City and Consultant entered into Professional Services Agreement No. 4883
( "Agreement "), dated July 30, 2015, for professional recruitment services.
2. Pursuant to Section 35
the Agreement ( "Scope
specified in Exhibit A,
Consultant's services
additional amount not
($23,100).
of the Agreement, the City desires to amend Section 2 of
of Services ") to add additional recruitment services, as
which is incorporated by reference. In exchange for
related thereto, the City agrees to pay Consultant an
to exceed twenty three thousand one hundred dollars
3. The Parties also desire to retroactively extend the term of the Agreement.
Effective January 1, 2016, Section 8 is amended so that the term of the
Agreement will expire on December 31, 2016.
4, This Amendment may be executed in any number or counterparts, each of which
will be an original, but all of which together constitutes one instrument executed
on the same date.
5. Except as modified by this Amendment, all other terms and conditions of
iF greement
No. 4883 remain the same.
CIT EGUNDO WILLIAM AVERY & ASSOCIATES, INC.
AA
Greg ente Name
City M in gee Title
ATTEST:
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Taxpayer ID No. 95- 4001710
Tr yo war;
Q y Clerk ,._.
APOED AS TO FORM:
7 �� _ ..
Mark D. Hensley, ,,%-,.
City Attorney �� �'
Agreement No. 4883A
AV E R' Y
I r ti 0% i a i t,
Los Gatos ♦ San Luis Obispo
Exhibit A
(Revised per Amendment - HR Director)
Recruitment Team for the City of El Segundo
Paul Kimura will serve as the Project Lead in this assignment and will be supported by the
administrative team of Avery Associates. Mr. Kimura will be personally involved in client
meetings, development of the ideal candidate profile and search strategy, candidate outreach,
interview and assessment of candidates, presentation of candidates, attendance at final interviews,
final referencing and will be available throughout the search process to provide other related
consulting services. Mr. Kimura will have involvement in all aspects of this recruitment with the
exception of clerical and administrative tasks.
Recruitment Plan
I. Position Profile and Qrg ,niz ttional s gssi -nent
The initial assessment phase is a critical component of the search process. Mr. Kimura will
meet with the hiring authority, key policy makers and stakeholders to discuss the
organizational needs and position requirements. We also feel it's valuable to meet, at the
outset, with command staff and labor management to secure their input and support in the
process.
Our goal for this aspect of the recruitment process is to:
• Understand the City's priorities for these positions.
Develop a clear understanding and consensus on the expertise, experience,
education, performance attributes and operational style of the ideal candidate to
help ensure a successful match.
• Discuss the goals, objectives, deliverables, and challenges related to these
positions.
• Gain insight of the various organizational dynamics and departmental issues that
exist within the organization.
William Avery & Associates, Inc.
Labor Relations /Executive Search
3% N. Santa Cruz Ave., Suite A
Los Gatos, CA 95030
408.399.4424
Fax: 408.399.4423
www.averyassoc.net
Agreement No. 4883A
• Identify the compelling aspects to these opportunities.
The formal position description and ideal candidate profile would be developed from the
above discussions and incorporated into the formal position announcement. The candidate
profile is also utilized in various other means as a marketing tool, for advertising copy,
postings, and for other announcements.
II. Search Strategy t�ntl.. kjt�vach Efforts
The search strategy is developed in conjunction with the organizational assessment. We feel
it is critical to develop a high level of visibility with a comprehensive outreach program
supplemented by a focused targeted recruitment approach. We would incorporate the
following elements into these searches:
Development and contact of a targeted candidate list based on our extensive database of
current recruitment contacts, referrals and recommendations from key sources and other
current and former incumbents or related personnel who have extensive contacts and
networks in each of the areas.
• Job postings on Internet -based job boards, association -based web sites that are unique
to specific disciplines and /or to the public sector in general.
• Original research, which consists of identification and contact of current incumbents or
other candidates who meet the various profile, but are not actively seeking other
employment. This is the crux of our direct and aggressive phone and email outreach
approach. It's our experience that despite extensive mailing, postings and
announcements, many will not know of a position being available.
• Print advertising in various periodicals related to the public sector or to these
disciplines. Regular distribution magazines such as JOBS AVAILABLE magazine get
a high degree of visibility.
• Development and distribution of the comprehensive position announcement to various
city, county, and state departments, as well as agencies throughout the state and
country.
III. Candidate Assessment
Our assessment process involves several "tiers" of evaluation. Candidates responding to
these positions will be initially evaluated based on their resume and if appropriate, a phone
"screening" by a firm Consultant. Candidates who pass the initial "qualifying" criteria are
then scheduled for a formal face -to -face interview with the primary consultant in charge of
the project. These extended personal interviews typically take one hour and a thorough
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Agreement No. 4883A
discussion of their experience, accomplishments, management philosophy and interpersonal
style takes place.
In interviewing candidates, we utilize a methodology based on "behavioral" interview
techniques. Fundamentally, this approach explores a candidate's past accomplishments and
experiences. The philosophy here is that the best indicator of future performance is
assessing past behavior. This methodology allows the firm to "project" how a candidate
would approach and address challenges in the new position and help ensure a positive match
with the organization.
Those individuals who best fit the position requirements will have a Candidate Assessment
Report developed by the project lead that conducted the interview. Additionally, two
preliminary, initial reference interviews are performed on these candidates. The reference
interviews provide our clients with additional insights on the candidate's "behavior" and
style.
IV. Candidate Presentation
Upon completion of formal interviews and preliminary reference interviews, a
recommendation of finalist candidates for your consideration is made. We feel our
extensive screening, interview, and initial reference process combined with the candidate
insights provided by our detailed Candidate Assessment Report gives our clients an in -depth
and detailed background on each recommended finalist. Our clients frequently comment on
the value this background provides.
The final candidates are presented in our candidate presentation "book." Each
recommended finalist will have a candidate profile consisting of a candidate summary sheet,
a cover letter, resume, the Candidate Assessment Report (based on the formal interview),
and two initial candidate reference interviews. Others who have interviewed or given
secondary consideration will also be included in the book.
V. Selection Process
Once the final candidate interview group is identified, we will assist in the structuring of the
interview process and coordinate the interview scheduling activity. Our firm will also
provide candidates with guidance related to travel planning, hotel accommodations, as well
as other interview planning issues.
VI. Position Closure
Based on the firm's experience in human resource management and executive search, we are
able to assist our clients in the formulation of appropriate compensation and other
employment arrangements. We will be available throughout our retention to assist in this
process.
Agreement No. 4883A
Timeline
Our experience reflects the approximate timeline from initial client meeting to offer acceptance will
take a minimum of four months. The key activities and timeframes are as follows:
Initial client meeting to identify and develop specifications
week 1
Develop job announcement & secure related materials from client
week 3
Advertising developed and website postings
week 4
Print and distribute job announcement
week 5
Outreach period
week 6 -12
Assessment /evaluation /referencing of candidates
week 11 -14
Candidates presented and discussed with clients
week 15
Final interviews
week 16 -17
Offer extended
week >17
*This timeline represents a standard recruitment process. Typically, more than one recruitment
conducted simultaneously is best coordinated with a lead /lag schedule of two to four weeks.
Consulting Fee
Our consulting services are based on two elements; the Professional Services Fee and reimbursable
out -of- pocket expenses directly related to the recruitments. Based on the services described in this
proposal, the Professional Services Consulting Fee for these assignments would be $48,700. We
would provide our first consulting invoice in the amount of $10,800 at the outset of the search. A
second invoice of $7,000 will be billed upon presentation and acceptance of final candidates for the
first search. A third invoice of $7,000 will be billed upon presentation and acceptance of final
candidates for the second search. A final invoice of $7,000 will be billed at the completion of both
assignments. With the addition of the third recruitment, we would provide the first consulting
invoice in the amount of $6,900 at the outset of the search. A second invoice of $5,000 will be
billed upon presentation and acceptance of final candidates for the first search. A third invoice of
$5,000 will be billed upon presentation and acceptance of final candidate for the third search. Our
invoicing models ensures the firm will remain totally committed to the City throughout the duration
of the search as the final invoice is not submitted until the City has an accepted candidate.
In addition, normal and direct out -of- pocket expenses associated with recruitments are charged
back to the client. Expenses for this assignment would be a not -to- exceed amount of $16,200
without the express consent of the City. These expenses include: advertising, clerical time, supplies,
printing, telephone, postage, summary background evaluations, and consultant travel for client
discussions, meetings and local and out -of -area candidate interviews. The expense budget would
not include interview or logistical costs for the final interviews conducted by the City. All expense
items will be detailed and billed on a monthly basis.
Agreement No. 4883A
Guarantees and Ethics
Whenever William Avery & Associates, Inc. is retained; we make several guarantees and
commitments to a client. Due to our experience, knowledge and success within the management -
consulting field, we assure a client that we will only present candidates who meet a substantial
majority of the ideal qualifications that you have outlined. We are also committed to continue our
search efforts until a successful candidate is employed.
It is also our practice to replace a candidate who may voluntarily resign during the first year of
his/her employment. This same commitment applies if the client finds it necessary to terminate or
to request the resignation of the selected individual in the first year for any reason. In either case,
we invoice a client only for out -of- pocket expenses incurred in identifying a replacement.
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