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HomeMy WebLinkAboutAGMT - Mills Group, Inc. (City Mgr Recruitment Svcs) l,, c • IP A' 656 6 AGREEMENT BETWEEN THE CITY OF SEAL BEACH AND THE MILLS GROUP FOR CITY MANAGER RECRUITMENT SERVICES This agreement, effective immediately, is entered into by and between THE MILLS GROUP, INC. ( "CONSULTANT ") and the CITY OF SEAL BEACH ( "CITY'). WITNESSETH: WHEREAS, CITY has need for specialized consultant services; and WHEREAS, CONSULTANT has the training, experience and competence to perform the specialized services required by the CITY; and NOW THEREFORE, the parties to this agreement do hereby mutually agree as follows: (A) DUTIES OF CONSULTANT 1. CONSULTANT shall perform any and all necessary work ( "SERVICES ") in order to assist the CITY in recruiting and hiring a qualified City Manager. CONSULTANT shall perform the tasks described in the proposal dated January 16, 2007 ( "PROPOSAL ") and the "Draft Recruiting Timeline" dated January 2007 ( "TIMELINE ") attached thereto. The PROPOSAL, including all attachments, is attached hereto as Exhibit A and incorporated by this reference. Consultant shall: a. Meet with CITY Officials and others deemed appropriate by the CITY. b. Develop recruitment materials (including the candidate profile, job announcement, and employment ads) for the CITY. c. Conduct outreach to seek out and recruit qualified candidates for the position. d. Conduct preliminary screening to eliminate candidates who do not possess minimum required qualifications. e. Provide a recommended list of finalists. In performing the screening, CONSULTANT will utilize a combination of the following techniques: 1. Resume review 2. Phone interviews 3. Formal interviews 4. Initial reference interviews C _ • • Page 2 f. 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. g. Notify all unsuccessful candidates. h. Assist, upon request, with final reference checks, compensation negotiations, etc. 2. Lisa Mills shall be the sole contact on the recruitment. 3. Time is of the Essence. Time is of the essence for the performance of the SERVICES. CONSULTANT shall use her best efforts to meet the deadlines set forth on the TIMELINE attached as Exhibit A. CONSULTANT shall not be deemed to be in default where failure or delay in the performance of any of its obligations under this Agreement is caused by floods, earthquakes, fires, wars, riots or other hostilities or causes that are beyond CONSULTANT's control. 4. Independent Contractor. CONSULTANT is and shall at all times remain, as to City, a wholly independent contractor. Neither City nor any of its agents shall have control over the conduct of CONSULTANT or any of CONSULTANT 's employees, except as herein set forth. CONSULTANT shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of CITY. 5. Assignment. CONSULTANT may not assign this agreement. 6. Interests of Consultant. CONSULTANT affirms that it presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the services contemplated by this Agreement. No person having any such interest shall be employed by or be associated with CONSULTANT. (B) DUTIES OF CITY 1. CITY shall cooperate with CONSULTANT as follows: a. Providing all information reasonably accessible to CITY which may be helpful to CONSULTANT in the performance of its services, and b. Making staff available for interviews /consultation, etc. c. Providing clerical and stenographic assistance as CONSULTANT may reasonably require at City Hall, and d. Providing a suitable location where interview sessions may be conducted. Mills (recruiting firm) (2) • • Page 3 (C) CONSIDERATION 1. CITY shall pay CONSULTANT $16,000 for all SERVICES rendered. $8,000 shall be due and payable upon commencement of the SERVICES. The balance ($8,000) will be due upon completion of the SERVICES and within 30 days of the hiring of a new City Manager by CITY. 2. CONSULTANT shall bill CITY for direct expenses incurred including advertisement, brochures, and background checks. Total billings for expenses shall not exceed $4,500. Expenses will be detailed and billed at the end of the recruitment. 3. If the individual who is hired by CITY as the City Manager either resigns or is terminated within the first year of his or her employment, then CONSULTANT will conduct a new recruitment at no additional charge to CITY, except that CONSULTANT may bill CITY for its direct expenses in conducting the recruitment in accordance with paragraph 2 of this Section. (D) INDEMNITY 1. CONSULTANT shall indemnify, defend, and hold harmless the CITY, 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 (or in any way arising from) the terms and provisions of this Agreement. 2. CITY shall indemnify, defend, and hold harmless the CONSULTANT, 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 CITY, CITY'S employees, agents or independent contractors or companies in the performance of (or in any way arising from) the terms and provisions of this Agreement. (E) INSURANCE 1. CONSULTANT shall at all time during the term of this Agreement carry, maintain, and keep in full force and effect, with an insurance company admitted to do business in California with a minimum rating of A in the latest edition of Best's Insurance Guide: (1) a policy or policies of broad -form comprehensive general liability insurance with minimum limits of $1,000,000.00 combined single limit coverage against any injury, death, loss or damage as a result of wrongful or negligent acts by CONSULTANT, its officers, employees, agents, and independent contractors in performance of services under this Agreement; (2) professional liability insurance with a minimum limit of $1,000,000.00; (3) automotive liability insurance with a minimum combined single limits coverage of $1,000,000.00; and (4) worker's compensation insurance with a minimum limit of $1,000,000.00 or the amount required by law, whichever is greater. CONSULTANT agrees that it will not cancel, reduce or otherwise modify said insurance coverage. Mills (recruiting firm) (2) Page 4 • • 2. The insurance provided by CONSULTANT shall be primary to any coverage available to CITY. The policies of insurance required by this Agreement shall include provisions for waiver of subrogation. (F) GENERAL PROVISIONS 1. This Agreement shall in all respects be interpreted, enforced and governed by and under the laws of the State of California. Venue and jurisdiction with respect to any action, claim or other proceeding arising under or in relation to this Agreement shall be exclusively in the State Courts located within the County of Orange, State of California. 2. In the event of any dispute, action, proceeding or controversy regarding the existence, validity, interpretation, performance, enforcement or claimed breach of this Agreement, the prevailing party shall be entitled to recover all of the prevailing party's costs, including actual attorneys' fees incurred in connection therewith. 3. This Agreement shall be binding on and inure to the benefit of the Parties and their respective successors and assigns. 4. This Agreement cannot be modified or changed except by written instrument signed by both of the Parties hereto. 5. This Agreement, and any other documents incorporated herein by specific reference, represents the entire and integrated agreement between CONSULTANT AND CITY. This Agreement supersedes all prior oral or written negotiations, representations or agreements. 6. The CITY may terminate this Agreement at any time without penalty upon ten days written notice to CONSULTANT. CONSULTANT may terminate this Agreement due to CITY's failure to pay for CONSULTANT's services, as specified herein, provided that CONSULTANT first shall provide thirty days advance written notice to CITY and an opportunity to cure the default. 7. Notice shall be provided at the addresses supplied by the parties. 1 !)C_ AtIL: Lisa ills, President City Man er Date 2i 0 Dated: / ' Z Y O ATTEST: dry_ City Clerk Mills (recruiting firm) (2) 1 • • • theMillsgroup January 16, 2007 Mayor and City Council Members City of Seal Beach 211 8th Street Seal Beach, CA 90740 Subject: City Manager Recruitment Dear Honorable Mayor and City Council Members: The Mills Group is pleased to submit this proposal to the City of Seal Beach for recruitment of a new City Manager. The City's coastal location and quaint, small town atmosphere should be highly desirable for City Manager candidates. It will take a special individual to meet the community's high standards and expectations. We believe our firm is well suited to personalize this recruitment for your City. Our firm's local office allows us to be very responsive throughout the recruitment process. Description of Firm/Staffing The Mills Group opened for business in July 2001. Our office is located in Santa Ana, California. We have successfully conducted a variety of public sector executive searches. Lisa Mills is President of our company and has a long history of public service, business relationships and networking. Ms. Mills will be responsible for completing the executive search. At one point in Ms. Mills' career, she served as a City Council Member and previously served as Chairman of the City of Santa Ana's Planning and Redevelopment Commissions. She understands the essential need for having a City Manager who can implement the City Council's vision, while endearing him/herself to the community. Ron Phulps is Chief Executive Officer and has 32 years of statewide executive service involving the public safety field. Mr. Phulps will complete the background search on each of the final candidates. More detailed information on the company and its principal officers is attached. Outline of Our Approach in Handling the Recruitments We will meet with each of the City Council members to discuss the ideal candidate and the specific job requirements for your City Manager. Our objective is to find the best individual among all candidates that meets your approved candidate profile. 2314 North Olive Lane Santa Ana,CA 92706-1936 714 938-3878 Tel 714 1 972-1894 Fax wwwthemillsgroup.net • • January 16, 2007 Page 2 The City Council must decide if the City Manager recruitment should be a statewide or nationwide recruitment. Advertisements will be placed in publications and websites such as Jobs Available, International City Managers Association (ICMA) and Western City. The Mills Group will develop the ads and coordinate printing in the selected publications. We will also develop an attractive, professional brochure and mail copies to appropriate contacts via the California League of Cities and other sources. The Mills Group will actively seek out individuals with superior qualifications and solicit their interest in working for the City of Seal Beach. We will receive, acknowledge, and review all resumes. A preliminary screening process will narrow the list to a designated number of individuals representing the highest caliber of candidates. This list will be reviewed with the City Council and a short list of candidates will be selected. The top finalists will then be interviewed by the City Council. The Mills Group will conclude the background investigations on the top candidates and assist in the employment negotiations with the new City Manager. Throughout this process, we will provide progress reports and confer with the City Council or their designee. Compensation The cost of the executive search is a flat fee of$16,000 plus expenses related to advertising, brochures, and conducting background checks. The expenses should not exceed $4,500. No travel expenses are required. Two payments are proposed: $8,000 in advance to begin the search process and the remainder billed once the candidate is hired. If the selected candidate should be terminated or leave within one year, we will conduct a new search for no additional fee. Timeline/Project Priority The Mills Group is prepared to begin the executive recruitment for the City Manager once the City provides a notice to proceed. This recruitment can be completed within 90 days. A draft timeline is attached. References We have attached a list of client references. Additional references will be submitted upon request. The Mills Group gives the City of Seal Beach full authorization to contact any of our references. We have not encountered any difficulties in past recruitments; all projects have been completed on schedule and within budget. • • January 16, 2007 Page 3 The Mills Group recognizes the importance of this position, and we will devote all the necessary resources to meet your needs. I will serve as your primary contact during this recruitment. If you have any questions or desire any modifications, please call me at (714)938-3878. Si 'r• , isa Mills I he Mills Group 0 • • * N / // en § ® 2 co I a.0 ƒ in \ % ] 5 - / / / /\ \ } / k \ / / / —I ) ) \ f, } § % ! w - AQa » \ � / ( ° ) 2 % . ° o i = 2 0. § � fƒ � C § ct » \ J & G _ k » \ / P. • •%pi Ls cct \ \ / 0 \ / ) 0 L. E / • / \ \ 0 \ ) ) \ k } \ ` \ 3 0 ! { ] C 7 • ! _ 0 \ / _ \ \ C \ • 3 ) § . / / \ \ \ \ \ \ / \ 5 2 \ ) � § 0 E / ( © .» .e .; / o 0 ( ) ƒ \ ƒ d \/ j ) § - \ / 7 • • About the Firm The Mills Group is a woman-owned firm based in Santa Ma, California. The primary service offered is recruitment for executive level positions for public agencies and special districts. Additional services include private sector recruitment, facilitations and special investigations. The firm is in sound financial condition. The Mills Group was formed after blending 55 years of very successful public sector professional careers of its two principal officers. Ms. Lisa Mills, President of The Mills Group, acquired 21 years of combined public sector expertise while working for the County of Orange, and then for the Orange County Transportation Authority (OCTA). Ms. Mills culminated her career as the Chief Executive Officer at the OCTA. Ms. Mills has an additional 10 years of civic experience serving the City of Santa Ma on the Redevelopment Commission, Planning Commission, and, as its elected councilwoman from 1992-1996. Ms. Mills also has extensive collateral experience involving leadership and mentoring. Mr. Ron Phulps, Chief Executive Officer of the Mills Group, has 34 years in the public safety field. His last 32 years culminated with retirement from the California Highway Patrol as an Assistant Chief in the San Diego area. Mr. Phulps has extensive experience in executive level planning, investigations and operations. Mr. Phulps is currently a licensed private investigator for The Mills Group. The Mills Group has completed executive recruitments for the Cities of Alameda, Aliso Viejo, Anaheim, Brea, Irvine, Orange, Pasadena, Poway, Santa Monica, South Pasadena, San Clemente, Stanton, Westminster, and Walnut Creek; the Counties of Orange, Santa Barbara and Contra Costa;the San Bernardino Associated Governments, the Los Angeles Metropolitan Transportation Authority, the Riverside Transit Agency, the San Diego Metropolitan Transit System, the Riverside County Transportation Commission, SunLine Transit Agency, Antelope Valley Transit Authority, Transportation Corridor Agencies and the Orange County Fire Authority. The firm is currently working on recruitments for Santa Barbara County and the Orange County Fire Authority. If selected to conduct an executive search, Lisa Mills will serve as the contact person for this assignment. Lisa Mills, President The Mills Group 2314 N. Olive Lane Santa Ma, CA 92706-1936 (714) 938-3878 (714) 972-1894 fax lmills@themillsgroup.net • • Lisa Mills, President The Mills Group Ms. Lisa Mills has more than 20 years experience working in the public sector. Her public service career included various positions for the County of Orange, and it concluded with her rising through the ranks to Chief Executive Officer of the Orange County Transportation Authority. Her responsibilities included: • CEO duties reporting directly to a 14 member Board of Directors • Developing local, regional, state, and federal partnerships • Directing programs and operations involving 1,600 employees and a $526 million budget • Extensive personnel issues including hiring, mentoring and career development of personnel • Executive member of the Orange County Bankruptcy Recovery Team • Leadership responsibility in consolidation of two major public agencies • Managed departments for: Finance, Human Resources, External Affairs, Operations, Project Development, and Internal Audits During her public service career, she was elected as a Santa Ana City Councilwoman and had been appointed to positions on the Santa Ana Redevelopment Commission and the Planning Commission. Ms. Mills has received several awards for her professional and personal achievements: The Pioneering Women Award, presented by the National Association of Women Business Owners; the National Transportation Institute's 1999 Champions Award for Leadership and Training; State Assembly award for work excellence involving the minority business community; and, named as one of the top 30 alumni from the University of California, Irvine. In addition to extensive executive training, Ms. Mills has a Bachelor's Degree in Social Ecology and Post Graduate work in Environmental Studies. Lisa blended her executive public service expertise into her own corporation, the Mills Group, in 2001. She designed this executive recruitment company to share her passion for finding the right person for the right position. As a small business owner, she can be more"hands on" and directly available to her clients. The Mills Group focuses on public agencies and special districts. Recent recruitments have been provided to the cities of Aliso Viejo, Anaheim, Cypress, Irvine, Orange, Placentia, Santa Monica, Walnut Creek and Poway; and the Orange County Fire Authority, the San Bernardino Associated Governments, Transportation Corridor Agencies, Riverside Transit Agency, and North County Transit District in San Diego County. Additionally, the Mills Group offers professional facilitations and executive investigations. The Mills Group is located in Santa Ma, California. Ms. Mills can be reached at (714) 938-3878 or by e-mail at lmills athemillsgroup.net. • • Ron Phulps Chief Executive Officer The Mills Group Mr. Ron Phulps has been the licensed Private Investigator(P.I. 22574) for The Mills Group since 2001. In this capacity, he specializes in pre-employment background investigations. He brings various additional skills to the Mills Group, honed from his long career in the public sector and relationships with local, State and federal agencies. Previously, Mr. Phulps retired from the California Highway Patrol as Assistant Chief with 32 years and a variety of executive experience. He served his entire career in metropolitan regions including the San Francisco Bay area, Sacramento Headquarters, and Southern California. Mr. Phulps offers the following specialties and services: • Background Investigations • Strategic Planning • Criminal Investigations • Internal Investigations • Equal Employment Opportunity Investigations • Sexual Harassment Investigations • Grievance Resolution • Leadership Appraisals' "Leadership Appraisals are an effective method of assessing office morale within a department. Confidential interviews focus on the leadership styles of supervisors and managers. Positive findings are identified and given appropriate recognition. Findings which suggest, "improvement is needed" are ideally developed into individual performance contracts and annual reviews. This service is a method for validating good leadership, or pointing the way for developing a better style. This same process can be modified more broadly for organizational appraisals and development. In addition to extensive executive training and experience, Mr. Phulps has a Bachelor's Degree in Criminal Justice Administration and a Master's Degree in Public Administration. ^ • • co e7 @ / § f $ « t ., = o ƒ / fG �k \ \ / (\ W 1 \ / } \ ) j Oc ) § a _ ` \/ \$ \g \� � \/ 7 \ / £ § / § 7 § \ •§ § f n U \cu 2 I- 0 } } ) � / p .: t cl / v ) ~ � CCH _ ) « h ) 0 ,k1 ® NZ . } §\ ƒ //\ \ ( \ \ \ \ \ // / \ � . oriO3 } ) 3 § / /) /2 ) aXaa: ) 2 ) _ < \ ) j . co ( _ ! § ° / 2 / >EP j ƒ \ � j - t ] .§ f ° 0 ° ) • %c 03 4 @ � � � b � � � ) \� ( / \ \ § ] 2 /) j § \ \ /§ \ // \ Z