SR 10-25-2016 3R
Ci ty Council
Report
City Council Meeting : October 25, 2016
Agenda Item: 3.R
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To: Mayor and City Council
From: Gigi Decavalles -Hughes, Director , Finance Department
Subject: Fourth Modification with Innovative Resources Consultant Group, Inc., for
Staff Development, Team Building, and Coaching Services.
Recommended Action
Staff re commends that the City Council authorize the City Manager to negotiate and
execute a fourth modification to A greement #2814 in the amount of $120,000 with
Innovative Resources Consultant Group, Inc., a California -based company, for staff
development, team building and coaching services. This will result in a five -year and
four -month amended agreement for a new total amount not to exceed $199,000, with
future year funding contingent on Council budget approval.
Executive Summary
For over ten years, the City has used the services of Innovative Resources Consultant
Group, Inc. (IRCG) to provide teams and individual staff with facilitation and leadership
training and coaching. The proprietary Personalysis® methodology used by IRCG
requires staff to submit compl eted questionnaires that note their strengths in different
situations. Over time, IRCG has worked on separate contracts and projects with the
Planning and Community Development, Housing and Economic Development, Finance,
Community and Cultural Services an d Human Resources Departments, and with the
City Manager’s Office. Work with each department has resulted in a large inventory of
employee data that is warehoused by IRCG and accessed on a frequent basis as
departments conduct training for shifting teams or responsibilities. To comply with the
City’s procurement thresholds and better track and report on the use of this sole source
consultant, and to ensure that the confidentiality of personnel data is maintained
through a standardized agreement, staff rec ommends that all work with IRCG be
included in a single, citywide agreement , and that the consolidated contract be
extended .
Background
Innovative Resources Consultant Group, Inc. (IRCG) has provided teams and individual
staff in the Planning and Communit y Development, Housing and Economic
Development, Finance, Community and Cultural Services and Human Resources
Departments and the City Manager’s Office with facilitation and leadership training and
coaching through a number of contracts with individual dep artments. Over the past 10
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years, the City has paid approximately $222,000 to IRCG on six separate agreements.
At this time, one agreement remains open. On February 4, 2014, the City entered into
agreement No. 2814 for coaching services for the Community and Cultural Services
Department for a not to exceed amount of $7,500 and an agreement term expiring on
December 31, 2014. Three additional modifications were executed between December
16, 2014 and June 16, 2016, expanding the project scope to include ong oing leadership
style workshops for division teams as well as coaching services, and increasing the
contract authority to $79,000 and the term to June 30, 2017. Other teams throughout
the City have used IRCG to conduct similar staff development, and plan to continue to
use these services in the future.
Discussion
IRCG utilizes a proprietary Personalysis® methodology to gather information on staff’s
style strengths that is then used to improve team dynamics and communication through
workshops and smaller s essions, assist individuals in improving their leadership and
management skills, and facilitate strategic planning. This work is done in a productive
manner that focuses on people’s strengths, and has proven to be a nonjudgmental,
user -friendly, and there fore an effective tool among departments. This is also one of a
number of tools and services that the Human Resources Department taps into to
develop staff. Based on recent history, it is anticipated that the City would require an
average of up to $40,0 00 per year in additional services over the next three years, for a
total contract amount not to exceed $199,000.
Vendor/Consultant Selection
For over ten years, departments have contracted with IRCG, Inc. to build an inventory of
individual staff profiles that may be accessed, using IRCG consultants, to facilitate
training and coaching. These profiles are completed using the proprietary
Personalysis® methodology. While other contractors may be certified to use this
methodology, IRCG currently warehouses the staff profiles. Additionally, the services
that IRCG provides are made more effective and efficient due to the deep
understanding of the City’s professional culture and staff relationships that IRCG has
developed . The City last conducted a competitiv e bid for similar services in September
2012 for the Housing and Economic Development Department; at that time staff
selected IRCG out of nine respondents as the best proposer to provide organizational
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development, team -building, and strategic planning ser vices . The nature of the
information that IRCG has collected could raise privacy concerns, and staff has
determined that confidentiality can be better ensured through a unified and standardized
agreement . Staff has determined that IRCG is exclusively qua lified to perform this
work, and therefore the agreement may be handled as an exception to the competitive
bidding process pursuant to Section 2.24.080 (d).
Financial Impacts and Budget Actions
The agreement modification to be awarded to IRCG is $120,000 , for an amended
agreement total not to exceed $199,000. The contract amounts would be charged to
various accounts as departments identify a need for services. Funds are available in the
FY 2016 -17 budget within the department operating budgets and would b e encumbered
as needed. Future year funding is contingent on Council budget approval.
Prepared By: Stephanie Lazicki, Principal Administrative Analyst
Approved
Forwarded to Council
Reference:
Agreement No. 10386
(CCS)