CONTRACT 5545 Professional Services Agreement CLOSED Agreement No. 5545
Agreement No. [City Clerk assigns]_
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
� HR DYNAMICS & PERFORMANCE MANAGEMENT, INC.
This AGREEMENT is made and entered into this 25th day of June, 2018, by and
between the CITY OF EL SEGUNDO, a municipal corporation and general law city
("CITY") and HR DYNAMICS & PERFORMANCE MANAGEMENT, INC., a California
Corporation ("CONSULTANT"). The parties agree as follows:
1. CONSIDERATION.
& 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
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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,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "A") the tasks performed, the percentage of the task completed during the billing
period, the cumulative percentage completed for each task, the total cost of that work
during the preceding billing month and a cumulative cash flow curve showing projected
and actual expenditures versus time to date.
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:,
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.
7. TERM. The term of this Agreement will be from June 25, 2018, to September 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";
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B. Termination as stated in Section 15,
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 Exhibit; 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
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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.
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
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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.
18.INDEMNIFICATION.
A. CONSULTANT agrees to the following:
L 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
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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.
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:
Tvpe of Insurance Limits
Commercial general liability: $2,000,000
P+efessional.Liability 00;000 , G ._
Business automobile liability $1,000,000
Workers compensation Statutory requirement
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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 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
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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.
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: If to CITY:
HR Dynamics & Performance City of EI Segundo
Management, Inc.
461 Green Orchard Place 350 Main Street
Riverside, CA 92506 EI Segundo, CA
Attention: Rhonda D. Garcia Attention: Joseph Lillio
Phone: (949) 905-0025 Phone: (310) 524-2318
Email: rhonda@hrdpm.com Email: jlillio@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.
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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.
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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]
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Agreement No. 5545
Agreement No. --ICity Clerk assignsL_
IN WITNESS WHEREOF the parties hereto have executed this Agreement the
day and year first hereinabove written.
CITY OF EL SEGUNDO HR Dynamics & Performance
A Management, Inc.
ienager a4rpte;r, Rhonda D. Garcia
Principal Consultant
............
Tracy
We ver,
City Clerk
APPROVED AS TO FORM:
M a r k4)k ne-y
City Attorney
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Agreement No. 5545
HR DYNAMICS & PERFORMANCE MANAGEMENT, INC.
PROPOSAL FOR HUMAN RESOURCES ASSESSMENT
CITY OF EL SEGUNDO
JUNE 7, 2018
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HR Dynamics & Performance Management, Inc. is pleased to provide the City of EI
Segundo with a proposal for professional Human Resources consulting services.
BACKGROUND
The City of EI Segundo's Human Resources function reports directly to the Director of
Finance & Human Resources, and provides support services to a workforce of
approximately 275 full-time equivalent employees. The City is currently recruiting for both
Human Resources Director and Human Resources Manager positions. The City desires
an Assessment of the Human Resources function for the organization, in order to define
needs and establish priorities for the new director and manager.
The new role of the HR leader must parallel the needs of progressive and changing
organizations. Successful organizations are becoming more adaptable, resilient, quick
to change direction, and customer-centered. They recognize that organizations will vie
for talent in coming years. This recognition brings about the need for employee oriented
workplaces and programs that meet the needs of employees for meaningful work, growth,
challenge, communication and effective leadership. The HR leader therefore is tasked
with providing a key internal service, or core corporate function.
Within this environment, the effective HR leader is responsible for new roles including
strategic partner, employee advocate, and change mentor. Additionally, the HR leader
must simultaneously oversee the day-to-day functions that deal with the needs and
activities of the organization's people including: recruiting, hiring, training, organizational
development, communication, performance management, coaching, policy development
and administration, salary and benefits, team building, employee relations, safety, risk
management, leadership.
Human Resources bears responsibility for all of the processes and systems related to
"people” in an organization. The role must support the work of managers who supervise
and lead the work of these people. The HR professional must develop the skills of their
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managers and their organization to do these activities well. The job of the HR professional
is a constant challenge in balancing many roles and activities in support of their
organizations.
The HR function has also changed dramatically in the last 20 years relative to ever
increasing legislation and regulatory mandates which require careful implementation and
vigilant monitoring for compliance.
A systematic and comprehensive assessment is proposed to evaluate the Human
Resources function for the City of EI Segundo in order provide a framework to maximize
opportunities and minimize shortcomings in moving the organization forward.
OBJECTIVES
A thorough assessment conducted by a skilled Human Resources professional will
achieve the following outcomes:
• Provide the City Manager with a clear understanding of intra- and inter-
departmental relations.
• Identify areas where training, technology, resources and professional development
will improve internal and external departmental performance.
• Provide feedback and recommendations on administrative services staff functions
related to Human Resources/Payroll with respect to workload, workflow, job
satisfaction, and morale.
• Provide an assessment of staffing levels related to the Human Resources function
and the current structure for efficiency and effectiveness.
• Provide an assessment of the City's compliance with regulatory requirements.
• Identify opportunities related to improvements in current methods and systems,
service enhancements, best practices, and how current human resources
challenges can be turned into opportunities.
• Provide findings, problem identification, and recommendations for the City
Manager.
METHODOLOGY
The 360-evaluation approach, through interviews, questionnaires, auditing and
observation will provide for the integration of data and highlight the strengths,
weaknesses, opportunities and threats (SWOT analysis) of the Human Resources
function within the City.
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STEP 1 — Start Project/Data Collection and Review:
1. Kick-Off Meeting - refine schedule, work plan, logistics.
2. Gather and review data (written documents) to include, but not limited to:
• Organization Chart
• Policies and Procedures Manuals
• Employee Handbook
• Employee Benefits/Compensation Plans
• Workload Indicators/Statistical Reports
• Work Plans, Strategic Plans, Goals, and Recent Accomplishments
• Human Resources Budget
• Job Descriptions and Salary Schedules
• Hiring Stats/Turnover Stats
• Exit Interview Summaries
• Employee Complaints History/Nature/Resolution
3. Preparation of customized interview questions and checklists for
compliance/auditing.
4. Preparation of job analysis questionnaires for Human Resources staff.
STEP 2 — Conduct Departmental Interviews to include department heads and
managers to seek input on:
1. HR as a strategic business partner — tie into the organizational mission, vision,
values and goals.
2. Interdepartmental relations and the effectiveness of communication.
3. The effectiveness of organizational development programs.
4. The current quality and quantity of services and level of support provided by the
Human Resources Department.
5. The responsiveness of those services, and how the quality, quantity and level of
support may need to be increased due to unmet needs.
6. Additional departmental expectations with respect to services offered and those
services that might be added and/or expanded upon to provide more efficient and
effective services.
7. Perceptions regarding disparities between policy and practice.
8. Perceptions with regard to current organizational culture and how the Human
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Resources team has been or may be impactful.
9. Perceptions regarding the Human Resources function - Strengths, Weaknesses,
Opportunities and Threats.
STEP 3 — Conduct Human Resources Staff Interviews to seek input on:
1. The vision and goals for the Human Resources function.
2. Human Resources recent accomplishments.
3. Assigned duties and responsibilities as well as knowledge, skills and abilities (Job
Analysis).
4. Current structure of the Department and availability of resources to perform
specific job duties.
5. Identification of centralized, decentralized and outsourced functions, systems and
processes.
6. Job satisfaction level.
7. Internal operations as compared to best practices,.
8. Customer service (client) focus.
9. Current workload indicators/stats.
10.Tools and professional development opportunities that may improve the
performance an output of Human Resources.
11.Perceptions regarding disparities between policy and practice.
12.Perceptions with regard to current organizational culture and how the
Administrative Services team has been or may be impactful.
13.Perceptions regarding the Human Resources function - Strengths, Weaknesses,
Opportunities and Threats.
STEP 4 — Conduct Human Resources Regulatory Compliance and Best Practices
Assessment through meetings with Human Resources staff and auditing of files/records
utilizing customized and comprehensive compliance checklists. The following functional
areas and content shall be included in the assessment:
1) EMPLOYMENT
a. Employment Application (ADA, Title VII)
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b. Recruitment (EEO) — Procedures, Sources, Documentation
c. Recruitment Branding/Marketing
d. Selection (Merit Principles/Uniform Guidelines) — Panel
Guidelines/Training/Composition Guidelines
e. Test Development—Validation/Reliability/Security of Test Material
f. Use of Standardized Rating Sheets/Scoring Methods
g. Affirmative Action Plan (if District has Federal Contracts)
h. Pre-Employment Process (Background/Reference Checking/Verification
of Degrees/Certifications, MVR Checks — H6 Form for Driving Positions)
i. Offer Letter
j. Post-Offer Drug Testing and Physical — Process and Compliance with
Lanier Case — Selection of Occupational Clinic
k. Use of Temporary Agencies/Monitoring
I. Use of 1,000 Hour Employees/Monitoring
m. New Hire Checklist/Forms
n. New Hire Legally Mandated Forms
o. At-Will Employees/Use of Employment Contracts
p. 1-9 Compliance/Current Form (Records Maintained from 1986- Present)
q. New Employee Orientation/Harassment/Discrimination Training/ Safety
Training
r. Employee Handbook — Updates/Communication/Records
s. Use of Independent Contractors —Test
t. EEO-1 Annual Reporting Compliance
u. Drug Free Workplace Act Compliance
v. Effective Use of Technology
2) ORGANIZATIONAL DEVELOPMENT
a. Performance Management System
b. Training Needs Assessment
c. Current Programs/Record keeping/Certificates of Completion
d. Supervisory/Leadership Development Training
e. Computer-based Training
f. Regular Diversity Training
g. Regular Customer Service Training
h. Regular Harassment Free Workplace Training
i. Education/Tuition Reimbursement Programs/Policies
j. Career Development/Mentoring/Coaching Programs
k. Team Building Facilitation
I. Partnerships with Local Schools/Universities
m. Internship Programs
n. Volunteer Programs
o. Youth Programs
p. Employee Recognition Programs
q. Workforce Planning/Succession Planning
r. Effective Use of Technology
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3) BMPL,OYEEILABOR RELATIONS
a. Policies/Procedures — Updates/Communication/Records
b. Grievance and Complaints Process/H andling/Tracking/ Recordkeeping—
Harassment/ Discrimination/Other
c. Employee Discipline
d. Exit Interview/Exit Checklist
e. Unemployment Insurance Administration/Claims Processing
f. Centralized Guidance to Supervisors and Managers Regarding Employee
Issues
g. Centralized Handling of ADA/Interactive Accommodation Process
h. Centralized Tracking/Reporting/Trend Analysis of Employee Relations
Activities
i. Supervisory Training — Skelly Process/Disciplinary Templates/
Documentation
j. Effective Use of Technology
4) CLASSIFICATION/COMPENSATION
a. Organizational Defined Compensation Philosophy/Policy Statement
b. Payroll Interface/Employee Transactions/Payroll Files
c. Payroll Calendar
d. Time Keeping
e. HRIS System Utilization/Effectiveness
f. Employee Paycheck Deductions
g. Established/Defined Workweek
h. FLSA Compliance — Exempt/Non-Exempt
i. Overtime Pay
j. Rest and Meal Breaks Compliance/Documentation
k. Pay Structure/Salary Schedule — Publically Available/Uniform Pay Ranges
I. Job Descriptions —ADA Compliant
m. Reclassification Policy/Process
n. Systematic Process for Maintenance of Classification/Compensation Plan
o. Merit Increase/COLA Process
p. Effective Use of Technology
5) BENEFITS MANAGEMENT
a. Open Enrollment Process
b. Comprehensive Benefit Package for Competitiveness
c. Annual Review of Benefit Costs for Effectiveness and/or Changes to Plan
Designs or Providers
d. Leave Management/Notices/Recordkeeping — FMLA/CFRA/PDL/PFL
e. COBRA Notices/Recordkeeping
f. Health Care Reform Act Compliance
g. Employee Wellness Programs
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Agreement No. 5545
h. Employee Discount Programs
i. Employee Optional Benefit Programs
j. Annual Mandated Benefit Notices
k. Summary Plan Descriptions Provided to Participants
I. Policy/Compliance with California's New Sick Leave Law
m. CalPERS — Membership, Tiers, Hiring of Retired Annuitants/Board
Member Optional Members
n. Beneficiary Checklist
o. EAP Program
p. Lactation Room
q. Annual Total Compensation Employee Benefit Statements Effective Use
of Technology
6) RECORDI4EEPING REQUIREMENTS/DOCUMENTATION
a. Legal Posters (Title VII, Wage/Hour, OSHA, Polygraph, FMLA, Minimum
Wage, etc.)
b. Personnel Files — Confidential, Content Compliant
c. Work Permits - Minors
d. Medical Files/Protected Health Information
e. Recordkeeping Requirements
f. Records Retention Schedule
g. Transparency Reports
h. Management Reports/Tools Provided by HR
i. Effective Use of Technology
7) SAFETYISECURITY
a. Workers' Compensation Program
b. OSHA Compliance/Forms/Logs —Accident/Injury Reporting and
Investigation/Follow-up Remediation
c. Workers' Compensation Files/Records
d. Return-to-Work Program
e. Safety Training Meetings/Records
f. Tagout/Lockout Program
g. Hearing Conservation Program
h. First Aide Procedures/Blood Borne Pathogens Training
i. Defensive Driver Training
j. Supervisory Training
k. Threats/Violence in the Workplace Policy/Training/Plan
I. Illness Injury Prevention Plan and Heat Illness Prevention Plan
m. DMV Pull Notice Program
n. Safety Sensitive Position Random Drug Testing Program
o. Effective Use of Technology
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Agreement No. 5545
STEP 5 —Analyze Data and Develop Recommendations:
1. Assess organization structure and staffing levels.
2. Examine performance and workload data and service delivery levels.
3. Analyze existing business practices in the context of best practices.
4. Identify alternative internal service delivery opportunities.
5. Develop findings and recommendations.
6. Prepare report.
7. Meet with the City Manager to review report and recommendations.
TIMELINE FOR COMPLETING THE ASSESSMENT
The timeline for the completion of the assessment will entail approximately thirteen (13)
weeks.
Task Week Following Start Date:
1 2 3 4 5 6 7 8 9 10 11 12 13
..........
1. Start Project/Data X
Collection and
Review
..... ___.........................
.
2. Interviews with X X
Department Heads,
Managers and
Supervisors
3. Admin. Services X
Staff Interviews and
Job Analysis
4. Human Resources X X X X X
Compliance and
Best Practices
Assessment
5. Analyze HR X X
Operations and
Develop Findings
and Recommend-
ations
...........
Final Re
6. PrepareDraftDraft and .. �..... _........................... _ _ 1 X X
� _. _._........_............_W..........__..._ww__. ._.
s
Agreement No. 5545
COMPENSATION
1) HR Assessment
For the services described above, the fee shall consist of $33,500, which includes
travel/lodging expenses, and represents approximately 240 hours at the rate of$125.00
per hour. The consultant shall submit invoices in three (3) installments, at the end of Step
3, at the end of Step 4, and upon completion of the Final Report - Step 6.
-___........... ..................................
Project Task Hours Cost Per Task
1. Start Project/Data Collection and 30 $3,750
Review
..................
... ._._.�..........................................._..........
2. Departmental Interviews 24 $3,000
3. Human Resources Staff Interviews and 16 $2,000
Job Analysis
4. HR Compliance and Best Practices 110 $13,750 1
Assessment
5. Analyze HR Operations and Develop 20 $2,500 1
Findings and Recommendations
6. Prepare Draft and Final Reports 40 $5,0001
Professional Staff Time Total 240 $30,0001
Project Cost:
Professional Staff Time $30,000
Travel/Lodging Expense $3,500
Total Project Cost $33,500
2) HR Advisement!intervention/Mentoring
* It is noted that during the course of the Assessment, there may be matters of urgency
that require immediate intervention. In such cases, the Consultant shall recommend to
the City actions needed. This work, beyond the defined scope of the HR Assessment,
when approved by the City, shall be detailed within the Consultant's invoices by project
name, "advisement" or "mentoring", and billed at the rate of$125.00 per hour. This work
and related travel time shall not exceed 132 hours @ $125 per hour, or $16,500.
Total Proposal: Not to exceed $50,000
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Agreement No. 5545
AGREEMENT
GREG CARPENTER, RHONDA D. GARCIA,
City Manager Principal Consultant
City of EI Segundo HR Dynamics &
Performance Management, Inc.
Date Date
YNAM ICS Sr
lFDAVL::: .I:::::: UzIIIA oN,114 C.:...I:::::'.
HR DYNAMICS & PERFORMANCE MANAGEMENT, INC.
Henry T. Garcia, Principal Consultant/Owner
Rhonda D. Strout-Garcia, Principal Consultant/Owner
Premier Consulting Services provided by Seasoned Public Sector Professionals
Customized to Meet the Client's Needs
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