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CONTRACT 4883B Amendment CLOSEDAgreement No. 4883 -B Agreement No. 4883 -B SECOND AMENDMENT TO THE AGREEMENT NO. 4883 BETWEEN THE CITY OF EL SEGUNDO AND WILLIAM AVERY & ASSOCIATES, INC. THIS SECOND AMENDMENT ( "Amendment ") is made and entered into this 26th day of September 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 of the Agreement, the City desires to amend Section 2 of the Agreement ( "Scope of Services ") to add additional recruitment services, as specified in Exhibit A, which is incorporated by reference. In exchange for Consultant's services related thereto, the City agrees to pay Consultant an additional amount not to exceed Twenty -four thousand, four hundred dollars ($24,400). 3. The Parties also desire to retroactively extend the term of the Agreement. Effective January 1, 2017, Section 8 is amended so that the term of the Agreement will expire on December 31, 2017. 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 Agreement No. 4883 remain the same. Ci 'anager i, INC. ATTET: .. 1411 Taxpayer ID No. 95- 4001710 Tr cy a v e C ty C1 rk 1 ... , APPROVED AS TO FORM: al P L"�, / F et... - Mark IT Hensley, City Attorney L5 Agreement No. 4883 -B AVP E R Y a s s o c I a l c e Los Gatos Exhibit A (Recruitment for Police Chief) Recruitment Team for the City of El Segundo Bill Avery will serve as the Project Lead in this assignment and will be supported by the administrative team of Avery Associates. Mr. Avery 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. Avery will have involvement in all aspects of this recruitment with the exception of clerical and administrative tasks. Recruitment Plan I. Position Profile and Organizational Assessment The initial assessment phase is a critical component of the search process. Mr. Avery will meet with the key decision makers to discuss the organizational needs and position requirements. For Police Chief recruitments we also find it valuable to meet with the POA and command staff personnel to identify key attributes for the new Chief. 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. 0 Gain insight of the various organizational dynamics and departmental issues that exist within the organization. e Identify the compelling aspects to these opportunities. William Avery & Associates, Inc. Labor Relations /Executive Search 3%a N. Santa Cruz Ave., Suite A Los Gatos, CA 95030 408.399.4424 Fax: 408.399.4423 www.averyassoc.net Agreement No. 4883 -B 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 and Outreach 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: • Original research, which consists of identification and contact of current incumbents or other candidates who meet the profile, but are not actively seeking other employment. • Development of a targeted candidate list based on our extensive database, contacts, referrals and recommendations from key sources and other current and former Police Command personnel who have extensive contacts and networks in these areas. • Active referral solicitation from various police safety industry sources and other contacts developed from our many years of public sector consulting. • An extensive, personalized mailing campaign to individuals identified through the means identified above and /or those affiliated with police management throughout the state and country. • Marketing and listing the position with various agencies, counties and cities within the state, region and country. This would include print advertising and web posting on police safety related websites. • Distribution of the comprehensive position announcement to various city, county, and state departments and 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 discussion of their experience, accomplishments, management philosophy and interpersonal style takes place. Agreement No. 4883 -B 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 The selected candidate will require a full POST background to be appointed as Police Chief. The cost for this comprehensive background is not included in this proposal. We can assist in identifying an approved investigator to support the City. 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. 4883 -B 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. Consulting Based on the services described in our proposal, the professional services consulting fee for this recruitment will be $17,900. If awarded the search, we would request an initial retainer of $6,900 at the outset of the search. A second invoice of $5,500 would be submitted upon the Clients acceptance of a finalist candidate group. The final balance of $5,500 would be invoiced upon acceptance of a job offer constituting completion of the 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. The consulting fee will be inclusive of all services defined within this proposal unless otherwise stated. In addition to the Professional Services Fee, normal and direct out -of- pocket expenses associated with the search are charged back to the client. Expenses for this assignment would be a not -to- exceed amount of $6,500 without the express consent of the City. These expenses include: advertising, clerical time, supplies, printing, telephone, postage and consultant travel for client discussions, meetings and local or out -of -area candidate interviews. All expense items will be detailed and billed on a monthly basis. This expense budget is not inclusive of the cost for a POST background on the selected candidate. Agreement No. 4883 -B 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.