CONTRACT 5314 Professional Services Agreement CLOSED Agreement No. 5314
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
MANAGEMENT PARTNERS CORPORATION
This AGREEMENT is entered into this 1 st day of May, 2017, by and between the CITY
OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and
MANAGEMENT PARTNERS, an Ohio Corporation ("CONSULTANT").
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 Ei.ahtccti Thousand Six Ilundred dollars ($18,600) 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" and Exhibit `B" which are incorporated by
reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A" and
Exhibit"B"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 cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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Agreement No. 5314
4. PAYMENTS. The CITY agrees to pay CONSULTANT a flat fee as specified by Exhibit
"A" and Exhibit"B" for the tasks performed.
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. ADDITIONAL WORK.
A. CITY's city manager ("Manager") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ("Additional
Work") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Any payments for Additional Work which would cause the total amount paid to
CONSULTANT pursuant to this Agreement to exceed $25,000 must be approved
by CITY's city council. All Additional Work will be subject to all other terms
and provisions of this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. 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.
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Agreement No. 5314
8. TERM. The term of this Agreement will be from Mav 1, 2017 to April 30„ 2018. 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" and Exhibit"B";
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23
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.
10. 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 hours (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.
11. 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: Proposal for Services—Executive Team Workshop
B. Exhibit B: Proposal for Services—Strategic Planning Sessions.
12. 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.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
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Agreement No. 5314
14. 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.
15. 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 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.
16. 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 I(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.
17. 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
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Agreement No. 5314
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.
18. 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 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.
19. 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
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maintained by CONSULTANT as required by Section 23, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
20. 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.
21. 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 is it 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.
22. 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.
23. 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:
.1�j)e o nsLtratice Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
the most recent ISO-CGL Form. The amount of insurance set forth above will be
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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 0106 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 16.
24. 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.
25. 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 work remaining and a
description of the work to be done before the next schedule update.
26. 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:
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Agreement No. 5314
If to CONSULTANT: If to CITY:
Management Partners City of El Segundo
3152 Red Hill Avenue 350 Main St.
Suite 210 El Segundo, CA 90245
Costa Mesa, CA 92626
Attention: Gerald Newfarmer Attention: Joseph Lillio
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.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. 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.
29. 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.
30. 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.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Exhibits, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are two (2) Exhibits to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
33. 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
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Agreement No. 5314
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
34. 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.
35. 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.
CITY's executive manager, or designee,may execute any such amendment on behalf of CITY.
36. 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.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. 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.
40. 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]
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Agreement No. 5314
IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and
year first hereinabove written.
CITY ( S IJN I)t'.D MANAGEMENT PARTNERS
Greg Ca Niter Gerald Newfvni"t
City M, agel.- President/CEO
ATTEST:
31-1407585
Taxpayer ID No,
y
APPROVED AS TO FORM:
Mk Lsrl "
e4� for
City Attorney
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Agreement No. 5314
Management
Partners ,md�„; I
March 23,2017
Mr.Greg Carpenter
City Manager
City of El Segundo
350 Main Street
El Segundo,CA 90245
Dear Mr.Carpenter:
Thank you for the opportunity to submit a proposal to facilitate a workshop for the City of El
Segundo's executive team in late June. We understand the value to the City Manager and
executive team of allocating time to discuss expectations,particularly when new individuals
join the team.We have the experience and skills to organize and conduct productive
workshops, and we would be pleased to work with the City of El Segundo. Jan Perkins,Senior
Partner,will serve as facilitator.
Management Partners is a professional management consulting firm specializing in helping
local government leaders.The firm is staffed with 80 professionals who are experienced public
service managers as well as qualified management consultants.Our consultants carry out a full
range of projects for local government leaders including teambuilding,strategic planning,
organization reviews,executive coaching,performance management, and development process
reviews.Each assignment we undertake receives careful,professional attention and we take
pride in the quality of our work.
Our Understanding of the Engagement
This is a time of transition for the City s executive team.Several members are new,others will
be joining soon and the longest serving team members will be leaving later this year.With a
newly formed executive team,taking time for teambuilding will enable the group to ensure
they have a common set of understandings and expectations for working most effectively
together, and to plan for the strategic planning workshops with City Council and the executive
team scheduled for July and August.
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 • COSTA MESA,CALIFORNIA 92626 • 949 2221082 • FAx 408 453 6191
Agreement No. 5314
Mr.Greg Carpenter Page 2
Approach
To optimize the time of all executives during the workshop, we are proposing that careful
advance planning be done.This planning will include conducting an onsite meeting with you
and others to discuss the workshop and desired outcomes, preparing an agenda and reviewing
it with you,and coordinating workshop logistics with your staff.Following the workshop, we
will prepare a summary that documents the discussion and agreements made by the team.
The workshop will be planned through a collaborative approach between Jan Perkins and you
to ensure that the session is productive and meets the objectives of you and the team.The
following describes the plan of work anticipated for the engagement.
Activity 1—Gather Information and Prepare for Workshop
Jan will start by having a phone conversation with you to discuss the approach and schedule.
She will obtain background information as needed to provide context for the workshop.
Key tasks involved in preparing for the workshop include the following:
• Meet with executives.Jan will meet with you and others you designate to learn about
the objectives for the teambuilding session, and to get acquainted with team members
prior to the workshop.
• Prepare agenda.Jan will prepare a draft agenda and review it with you.She will finalize
the agenda based on your feedback.Items that may be on the agenda include:
• Learning more about each other,
• Setting expectations and team norms,and
• Discussing the Council strategic planning sessions to be held in July and August.
• Coordinate logistics.Jan will provide advice about room set up and other logistics to
help ensure a smooth workshop.
• Prepare supplemental materials.Jan will provide advice about any supplemental
workshop materials that may be helpful for the workshop.
Activity 2—Facilitate Workshop and Prepare Summary Report
The executive team workshop will be one day in length.It will be facilitated in a way that is
engaging,helps people become better acquainted, and builds norms for productive teamwork.
We will use a combination of small and large group activities during the day.
After the workshop,we will prepare a report summarizing the results and follow-up steps to be
taken.
Agreement No. 5314
Mr.Greg Carpenter Page 3
Facilitator
The workshop will be facilitated by Jan Perkins,Senior Partner.Her qualifications are provided
below.
Jan Perkins, Senior Partner
IIVVUpII r�u,W �?glBdlNii iriX rii r'i 1uud'i:YNO; "�;�i ,",
Jan Perkins has 30 years of management experience in local government.Before joining
Management Partners in 2005 she served in several California and Michigan jurisdictions,
including as city manager in Fremont and Morgan Hill,California.She also served the cities of
Santa Ana, California;Grand Rapids,Michigan;and Adrian,Michigan.She provides assistance
to government leaders in organizational analysis,leadership development, facilitation, strategic
planning,teambuilding,executive performance evaluation, and policy board/staff effectiveness.
Jan is a frequent speaker at conferences and has authored a number of articles including
"Hiring 2.0: 23 Creative Ways to Recruit and Keep Great Staff," which appeared in the
January/February 2011 issue of Public Management magazine; "Successful Leadership," which
appeared in the March 2005 issue of Public Management magazine; "The Value of Going Back to
the Basics," co-authored with former Fremont Mayor Gus Morrison,which appeared in the June
2005 issue of Western City magazine; "It's (Gulp)Evaluation Time,"July 2005,PM magazine;
"Ethics: Alive and Well," co-authored by Elizabeth Keller and published in the
January/February 2007 issue of Public Management,and "Assessing the Ethical Culture of Your
Agency," co-authored by JoAnne Speers and Arne Croce,which appeared in the
January/February 2007 issue of Public Management; "Building Career Resiliency:Hone Your
Ability to Grow From Adversity," co-authored with Pat Martel,which appeared in the March
2016 issue of Public Management; "Maximizing Manager Success," co-authored by Kevin
Duggan,Frank Benest and Kevin O'Rourke,published in the April 2016 issue of Public
Management, "A Constructive Dialogue:Facilitated Performance Reviews Can Provide
Meaningful Feedback," co-authored by Frank Benest,published in the November 2016 issue of
Public Management, and a variety of short articles published on the League of Women in
Government website. She has a masters in public administration from the University of
Kansas, completed the Program for Senior Executives in State and Local Government from
Harvard University and is an ICMA Credentialed Manager.
Project Hours and Cost
Management Partners estimates 35 hours will be required for the project.We will complete the
plan of work described above for a fixed fee of$7,500 which includes our expenses.
Agreement No. 5314
Mr.Greg Carpenter Page 4
Conclusion
We would enjoy working with you on this important project.Please feel free to contact either
Jan Perkins at 949-202-8870 or me if you have any questions.
Sincerely,
'el!;'A6,
Andrew Belknap
Regional Vice President
Accepted for i Ci if H Seg ii~aa.o by:
Naine•
Title:
Date: 210
Agreement No. 5314
Management
Partners
April 4,2017
Mr. Greg Carpenter
City Manager
City of El Segundo
350 Main Street
El Segundo,CA 90245
Dear Mr. Carpenter:
Thank you for the opportunity to submit a proposal to facilitate two half-day City
Council/executive staff strategic planning sessions in July and August.We understand the value
to City Council,City Manager and department heads of allocating time to develop clear
priorities.We have the experience and skills to organize and conduct these sessions, and would
be pleased to work with El Segundo.Jan Perkins,Senior Partner,will serve as facilitator.
Management Partners is a professional management consulting firm specializing in helping
local government leaders.The firm is staffed with 80 professionals who are experienced public
service managers as well as qualified management consultants.Our consultants carry out a full
range of projects for local government leaders including teambuilding,strategic planning,
organization reviews,executive coaching, performance management, and development process
reviews. Each assignment we undertake receives careful,professional attention and we take
pride in the quality of our work.
Our Understanding of the Engagement
The City of El Segundo is a full-service, general-law city of 16,924 residents located in Los
Angeles County that is governed by the council-manager form of government,with a five-
member Council.The City has a three-year Strategic Plan covering the years 2016 through 2019.
Through the Strategic Plan,the Council has set a vision for the future, established a mission,
identified its values and cultures in support of its mission and city, and has a set of goals.Five
broad goals are identified in the Strategic Plan,each of which has specific objectives and
activities identified to support and accomplish the goals.The five goals are:
• Enhance customer service and engagement,
• Support community safety and preparedness,
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 4S3 6191
3152 RED HILL AVENUE,SUITE 210 • COSTA MESA,CALIFORNIA 92626 • 949 2221082 • FAX 408 453 6191
Agreement No. 5314
Mr.Greg Carpenter Page 2
• Develop as a choice employer and workforce,
• Develop quality infrastructure and technology, and
• Champion economic development and fiscal sustainability.
The City Council and executive team conduct strategic planning every summer to develop
priorities for the following three years and to assess their progress to date on the existing
Strategic Plan.The City is facing a wide range of issues that could affect its priorities,such as
increases in pension costs,need for further upgrades in infrastructure and facilities, and staff
turnover.
Approach
To make the best use of Council's and executive team members' time during the strategic
planning sessions, careful advance planning will be done. This will include conducting
interviews with each Council member,meeting with you to discuss the two sessions,preparing
agendas for both sessions and reviewing them with you, and coordinating logistics. Following
both sessions,we will prepare a summary of the direction provided.
Both strategic planning sessions will be planned through a collaborative approach between Jan
Perkins and you to ensure that they are productive and meet the Council's and your objectives.
Jan will coordinate the schedule with you.
The following describes the plan of work anticipated for the engagement.
Activity 1 —Prepare for Strategic Planning Sessions
Jan will start by having a phone conversation with you to discuss the work plan and schedule.
She will make modifications, as needed,following that discussion.She will review relevant
materials to provide background for the workshops, such as the existing Strategic Plan,staff
updates provided to Council, and other useful information.
Jan will then spend one day onsite in City Hall to conduct in-person interviews with each
Council member and to meet with you to discuss the upcoming sessions. She can conduct any
of the interviews over the phone if one or more of the Council members are not available for an
in-person meeting.
Some of the questions Jan will ask Council members include:
• What are some of the City's key accomplishments over the past year?
• What will be most important for the City to accomplish during the next few years?
• What are your top three priorities for the coming year?
• What other issues would you like to discuss at the strategic planning sessions?
Jan will summarize the results of the interviews.
Agreement No. 5314
Mr.Greg Carpenter Page 3
Activity 2—Design and Facilitate First Strategic Planning Session
Jan will design the first session and prepare a draft agenda. She will review the draft with you
before finalizing it.She will also coordinate with designated City staff about room and other
logistics for the session.
Jan will facilitate the session in a way that is engaging and interactive,using processes to
encourage Council members and staff to have an open dialogue about priorities and
productively discuss their interests.Jan will facilitate consensus building throughout the
session.At the end of first session, a preliminary set of key priorities will be identified for
discussion at the second strategic planning session.We anticipate the first session will take
place in mid-to late-July.
Jan will summarize the results of the first session and provide those to you.
Activity 3—Design and Facilitate Second Strategic Planning Session
Following the first session,Jan will refine the agenda for the second session and discuss it with
you,making whatever modifications are important based on the results of the first session.
After the second strategic planning session,we will prepare a report that documents the
direction agreed to by the Council.We anticipate the second workshop will take place in early
to mid-August.
Facilitator
Jan Perkins, Senior Partner
Jan Perkins has 30 years of management experience in local government.Before joining
Management Partners in 2005 she served in several California and Michigan jurisdictions,
including as city manager in Fremont and Morgan Hill,California. She also served the cities of
Santa Ana, California;Grand Rapids,Michigan;and Adrian,Michigan.She provides assistance
to government leaders in organizational analysis,leadership development,facilitation,strategic
planning,teambuilding,executive performance evaluation,and policy board/staff effectiveness.
Jan is a frequent speaker at conferences and has authored a number of articles including
"Hiring 2.0: 23 Creative Ways to Recruit and Keep Great Staff," which appeared in the
January/February 2011 issue of Public Management magazine; "Successful Leadership,"which
appeared in the March 2005 issue of Public Management magazine; "The Value of Going Back to
the Basics," co-authored with former Fremont Mayor Gus Morrison,which appeared in the June
2005 issue of Western City magazine; "It's (Gulp) Evaluation Time,"July 2005, PM magazine;
"Ethics: Alive and Well," co-authored by Elizabeth Keller and published in the
January/February 2007 issue of Public Management, and "Assessing the Ethical Culture of Your
Agency," co-authored by JoAnne Speers and Arne Croce,which appeared in the
January/February 2007 issue of Public Management; "Building Career Resiliency: Hone Your
w�
Agreement No. 5314
Mr.Greg Carpenter Page 4
Ability to Grow From Adversity," co-authored with Pat Martel,which appeared in the March
2016 issue of Public Management; "Maximizing Manager Success," co-authored by Kevin
Duggan,Frank Benest and Kevin O'Rourke, published in the April 2016 issue of Public
Management, "A Constructive Dialogue:Facilitated Performance Reviews Can Provide
Meaningful Feedback," co-authored by Frank Benest,published in the November 2016 issue of
Public Management, and a variety of short articles published on the League of Women in
Government website. She has a masters in public administration from the University of
Kansas,completed the Program for Senior Executives in State and Local Government from
Harvard University and is an ICMA Credentialed Manager.
References
Five references are provided.Jan Perkins served as workshop facilitator for each of them.
'A10o, California
Management Partners has facilitated the City Council/executive team goal setting workshops
for the past several years.In 2017, we were engaged to design and facilitate two workshops for
the Vallejo City Council.The first one focused on team building and creating a set of norms for
effective teamwork and more efficient Council meetings.The second was a two-day workshop
involving the executive team and was geared toward setting priorities for the coming year.As
preparation for the two sessions we conducted individual interviews with each Council
member,met with the City Manager and executive team and prepared retreat materials,which
included a slide deck containing information on trends,risks and challenges facing the City of
Vallejo.
The result of the first session was a set of agreed upon norms and changes to Council meeting
procedures. The second workshop resulted in a set of priorities for the coming year,
concurrence with several broad goals,and agreement on how the Council will stay on track
with the priorities during the year.
Client Contact: Mr.Dan Keen,City Manager
555 Santa Clara Street
Vallejo,CA 94590
(707)648-4576
"nara Beach,California
Management Partners was engaged to facilitate a strategic planning workshop with City
Council members.In preparation for the workshop,we conducted individual interviews with
Council members, developed background materials in collaboration with staff,and created an
agenda.The workshop was conducted in a way that enabled the Council and members of the
executive team to fully participate.After the workshop, a report was prepared that documented
the Council's direction.
Agreement No. 5314
Mr.Greg Carpenter Page 5
Client Contact: Mr.John Pietig, City Manager
505 Forest Avenue
Laguna Beach, CA 92651
(949)497-0704
j'irga :ali(ornia
Management Partners was engaged to design and facilitate a City Council team building and
goal setting workshop in 2015 and a second one in 2016. In preparing for both workshops,we
conducted individual interviews with members of the Council,met with the City Manager and
executive team, reviewed progress reports, and prepared an agenda and other materials.A one-
day workshop was facilitated in each case, involving discussions about roles,norms and
priorities for the coming year.Following the workshop,we prepared a report summarizing the
decisions made.
Client Contact: Mr.Bill Gallardo, City Manager
1 Civic Center Circle
Brea, CA 92821
(714)990-7710
Santa Maria,California
Management Partners has facilitated two City Council/executive team goal setting workshops.
During both,time was allocated to discuss norms and clarify roles of the Council, City Manager
and City Attorney, as well as set priorities for the coming year. In preparation for the
workshops, individual interviews with Council members were conducted,background
materials were developed in collaboration with City staff(including information on Council
priorities and the existing work plan), and information about norms and roles was provided to
the Council.
Client Contact: Mr.Rick Haydon, City Manager
110 E. Cook Street
Santa Maria,CA 93454
(805)925-0951
Bever ,..I_ills,California
Management Partners has carried out several projects for Beverly Hills,including reviewing
personnel practices in the Police Department,providing project management services, and
facilitating a commission workshop and several annual City Council/City Manager/City
Attorney retreats. Each retreat has focused on issues of interest to the Council in that year.
Topics have included roles of the Council and staff, creating norms and expectations, and
several important policy issues.In preparation,we conducted individual interviews with each
Council member,met with the City Manager, and designed an agenda and process that would
enable the group to productively discuss issues of interest to them and reach consensus.
Agreement No. 5314
Mr.Greg Carpenter Page 6
Client Contact: Mr.Mandi Aluzri, City Manager
455 North Rexford Drive
Beverly Hills,CA 90210
(310)285-1012
Project Hours and Cost
Management Partners estimates 56 hours will be required for the workshop. We will complete
the plan of work described above for a fixed fee of$11,100,which includes our expenses.
We would enjoy working with you on this important undertaking. Please feel free to contact
either Jan Perkins at 949-202-8870 or me if you have any questions.
Sincerely,
r"
Andrew Belknap
Regional Vice President
Accepted for 1 . City of El Segtundo by:
Name:
Title:
Date: ��