The URL can be used to link to this page

Home My WebLink About10/01/2002, C6 - APPROVE A CONTRACT TO CONDUCT THE CITY ATTORNEY RECRUITMENT AND PROVIDE ASSISTANCE TO THE CITY COUN I counat aoi-02 acEnaa izEpoRt 1�p.A.c� C I T Y OF SAN L U IS O B I S P O FROM: Ann Slate,Human Resources Director Prepared By: Mary Kopecky,Human Resources Executive Assistant` TP SUBJECT: APPROVE A CONTRACT TO CONDUCT THE CITY ATTORNEY RECRUITMENT AND PROVIDE ASSISTANCE TO THE CITY COUNCIL. CAO RECOMMENDATION Approve and authorize the Mayor to execute a contract between the City of San Luis Obispo and Avery and Associates allowing them to conduct the City Attorney recruitment and provide assistance to the City Council in the selection process. DISCUSSION The City Attorney has submitted a letter of resignation and plans to retire from the City of San Luis Obispo during the early part of February 2003. Should the City begin a recruitment immediately it would be possible to have the position filled by the Spring of 2003. This would allow for a smooth transition and minimal disruption to City business. Historically, the City Council in San Luis Obispo has utilized the services of an executive search firm to assist in the selection of appointed officials. While the Human Resources staff has been successful in conducting a number of department head recruitments over the years, it is preferable with appointed officials to use outside assistance. There is a need for greater independence in appointed official recruitments. Staff is recommending William Avery & Associates, one of the leading public sector recruitment firms in California, as the"sole source"consultant for this effort for the following reasons: • William Avery & Associates has conducted very successful past management recruitments for the City of San Luis Obispo including our recent Fire Chief recruitment. In addition,the firm has conducted successful recruitments for other cities such as Boulder,Colorado. • Because William Avery & Associates has recruitment experience with the City and is very familiar with the City organization in its role as chief labor negotiator since 1989, staff believes that William Avery & Associates is the most qualified to assist the City Council with the City Attorney recruitment. • Mr. Avery also has an excellent understanding of the City's organizational culture and the unique qualities of the community. • By "sole sourcing" the consultant services, the City would be able to proceed much more C6-1 Approve a Contract to Conduct the City Attorney Recruitment Page 2 • By "sole sourcing" the consultant services, the City would be able to proceed much more quickly and hopefully conclude the selection process by the Spring of 2003. FISCAL EMPACT The consulting fee of$15,900 covers the performance of any and all necessary work in order to assist the City of San Luis Obispo in recruiting and hiring a City Attorney. The City would also be billed for direct expenses(advertisement,clerical time, long distance telephone,travel, etc.)with the direct expenses not to exceed $6,500. The total expenses are expected to be between $18,000- $24,000. The work to be performed includes: • Developing recruitment materials (including the candidate profile, job announcement, and employment ads) for the position, following interviews with appropriate City officials. • Conducting an outreach to seek out and recruit qualified candidates for the position. • Conducting a preliminary screening to eliminate candidates who do not possess minimum required qualifications. • Conducting initial phone interviews and subsequent face-to-face interviews with candidates. • Screening qualified candidates to provide a recommended list of finalists. In performing the screening,Avery&Associates will utilize a combination of the following techniques: 1. reference checks 2. supplemental questionnaires 3. interviews 4. background investigations • Presenting the City with the recommended list of finalists accompanied by detailed written reports. William Avery & Associates will work with the City to arrange for interviews, suggest interview questions, and attend interview sessions. • Notifying all unsuccessful candidates. • If requested, assisting with final reference checks, compensation negotiations, etc. Funding is available in the Human Resources Contract Services budget. However,this expenditure was not specifically budgeted. Funds in the contract services are earmarked for legal expenses. If any unforeseen personnel matters require outside legal consultation and representation, staff may have to request additional funding at that time if there are not adequate funds remaining after this expenditure. GAagenda reports\City Attomey Recruitment.doc C(o Z Approve a Contract to Conduct the City Attorney Recruitment Page 3 ALTERNATIVES 1. Rather than sole sourcing the consultant services, City staff could issue a Request for Proposals (RFP) for recruitment assistance and develop a list of potential search firms. The Council could then select one firm from those who respond to the RFP. That approach would add approximately two months to the timeline. That would place the actual starting date for the new City Attorney sometime in mid-June, 2003. 2. Council could direct Human Resources staff to conduct the recruitment. While this approach may be more cost effective, it is not recommended. The Council needs truly independent assistance with this selection. City staff that report directly to the CAO may be perceived as not possessing that independence, so the use of consultant services makes more sense. In addition, the Human Resources Department will also be short-staffed at this time due to the pending retirement of the Human Resources Director. 3. Also, there is a great deal of personal contact required for Appointed Official recruitments. Human Resources staff does not have the expanded personal contacts that a professional recruitment firm establishes nation-wide. Attachment 1: Agreement Wagenda reports\City Attorney Recniitment.doc C(o '3 Attachment 1 Page 1 of 3 AGREEMENT BETWEEN CITY OF SAN LUIS OBISPO AND WILLIAM AVERY & ASSOCIATES THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and WILLIAM AVERY& ASSOCIATES, INC.,hereinafter referred to as CONSULTANT, 3 '/z N. Santa Cruz Avenue, Suite A, Los Gatos, California 95030. WITNESSETH: WHEREAS, CITY has need for specialized consultant services; and WHEREAS, CONSULTANT has the training, experience and competence to perform the specialized service required by the CITY; and WHEREAS, CITY has the authority under state law to employ CONSULTANT; NOW THEREFORE,the parties to this agreement do hereby mutually agree as follows: I. DUTIES OF CONSULTANT 1. CONSULTANT will perform any and all necessary work in order to assist CITY in recruiting and hiring a City Attorney. Work to be performed includes: ■ CONSULTANT will develop recruitment materials (including the candidate profile, job announcement, and employment ads) for the position, following interviews with appropriate City officials. ■ CONSULTANT will conduct outreach to seek out and recruit qualified candidates for the position. ■ CONSULTANT will conduct preliminary screening to eliminate candidates who do not possess minimum required qualifications. • CONSULTANT will conduct initial phone interviews and subsequent face-to-face interviews with candidates. N 1 1 Agreement Between the City of z.. Luis Obispo and William Avery&Associate Attachment 1 Page 2 Page 2 of 3 ■ CONSULTANT will screen qualified candidates to provide a recommended list of finalists. In performing the screening, CONSULTANT will utilize a combination of the following techniques: 1. reference checks 2. supplemental questionnaires 3. interviews 4. background investigations ■ CONSULTANT will present the CITY with the recommended list of finalists accompanied by detailed written reports. CONSULTANT will work with the CITY to arrange for interviews, suggest interview questions, and attend interview sessions. ■ CONSULTANT will notify all unsuccessful candidates. ■ CONSULTANT will, if requested, assist with final reference checks, compensation negotiations, etc. ■ All work on this assignment will be performed by Bill Avery, Gary Brown, and Kimberly Warner of William Avery&Associates. Mr. Avery shall be the principal in charge of the project. They will be assisted by Kim Duran and her assistant Jackie Collins.. II. DUTIES OF CITY 1. CITY shall cooperate with CONSULTANT in the performance of this agreement as follows: a) Providing all information reasonably accessible to the CITY which may be helpful to CONSULTANT in the performance of services,and b) Make Mayor/Council and staff available for interviews/consultation, etc. C) Providing clerical and stenographic assistance as CONSULTANT may reasonably require on-site, and d) Providing a suitable location where interview sessions may be conducted. e) Reimburse reasonable travel and lodging expenses for the candidates invited to the finalist interviews. Agreement Between the City of ban Luis Obispo and William Avery&Associate Attachment 1 Page 3 Page 3 of 3 III. CONSIDERATION 1. For the services described above, the CITY shall pay CONSULTANT the sum of Fifteen Thousand Nine Hundred Dollars ($15,900.00). Six Thousand($6,000)Dollars will be due and payable upon commencement of work. The balance will be due upon completion of work. 2. CONSULTANT shall bill CITY for direct expenses for advertisement, clerical time, long distance telephone,travel, etc. Total billings for expenses shall not exceed Six Thousand Five Hundred Dollars($6,500.00). Expenses will be detailed and billed monthly. IV. INDEMNITY CONSULTANT shall indemnify, defend, and hold harmless the City of San Luis Obispo, its officers, agents and employees against any and all liability,claims, actions, causes of actions or demands whatsoever against them,or any of them, for injury to or death of persons or damage to property arising out of, connected with, or caused by CONSULTANT, CONSULTANT'S employees, agents or independent contractors or companies in the performance of the terms and provisions of this Agreement. WILLIAM AVERY &ASSOCIATES CITY OF SAN LUIS OBISPO William Avery, Principal Allen K. Settle, Mayor Dated: Dated: APPROVED AS TO FORM ;-zgeQBZ.. */G7. rger C' Attorney Civ-4