SR 06-13-2017 3R
Ci ty Council
Report
City Council Meeting : June 1 3, 2017
Agenda Item: 3.R
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To: Mayor and City Council
From: Donna Peter, Director , Human Resources Department
Subject: The Hawkins Company and Ralph Andersen & Associates PSA Modification
Staff recommends that the City Council authorize the City Manager to negotiate and
execute:
1. A first modification to agreement number 3170 in the amount of $105,500 with
The Hawkins Company, a California -based company, for executive recruitment
services. This will result in a 2 year amended agreement with a new total
amount not to exceed $140,000.
2. A first modification to agreement number 3131 in the amount of $78,000 with
Ralph Andersen and Associates, a California -based company, for executive
recruitment services. This will result in a 2 year amended agreement with a new
total amount not t o exceed $110,000.
Executive Summary
The City requires professional services to conduct executive recruiting for some difficult
to fill management and executive positions. A one -year amendment to the existing
contracts with Ralph Andersen and Associates to increase the amount by $78,000, for a
total contract amount not to exceed $110,000, and The Hawkins Company to increase
the amount by $105,500, for a total contract amount not to exceed $140,000, is
recommended in order to expeditiously conduct recruit ments for critical management
and executive positions.
Background
Human resources contracts with full -service Executive Recruitment firms to assist in the
difficult management and executive positions. The recruitments include candidate
profiles, marketi ng materials, sourcing, screening, selection process, and backgrounds.
Discussion
In 2015, the Human Resources Department conducted a Request for Proposal (RFP)
for executive recruiting services. Ralph Andersen and Associates and the Hawkins
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Company wer e two of the firms selected based on their qualifications, fees and
references. A one year agreement with Ralph Andersen and Associates was entered
into on March 24, 2016 for an amount not to exceed $32,000 to conduct recruitments
which included conductin g a recruitment for the Chief Information Officer. A one -year
agreement with The Hawkins Company was entered into on August 15, 2016 for an
amount not exceed $34,500 to conduct recruitments which included conducting a
recruitment for the Director of Libra ry Services. Staff is requesting a one -year extension
of the original contracts, which have a termination date of June 30, 2017. The request
would extend the contracts through June 30, 2018, and increase the amount to
$110,000 for Ralph Andersen and Asso ciates and $140,000 for The Hawkins Company.
This is to allow them to conduct additional on -going recruitments for the City. As of
June 2017, the contract amounts will be exhausted.
Consultant Selection
In August 2015, the city issued a Request for P roposals (RFP) for Executive
Recruitment Services. The RFP was posted on the City’s on -line bidding site, and
notices were advertised in the SMDP in accordance with City Charter and Municipal
Code provisions. Twelve firms responded. A selection panel of st aff from Human
Resources and the department director reviewed responses.
We received proposals from the following vendors: Teri Black & Company, Ralph
Andersen and Associates, The Hawkins Company, Strategic Government Resources,
William Avery and Associa tes, CPR HR Consulting, Bob Murray and Associates,
Alliance Resource Consulting, David Gomez and Associates, Domain Experts, J.
Powers Recruiting, Accounting Principals, and Staff Mark
Evaluation was based on the following selection criteria: the firms’ q ualifications,
experience, fees, references, services, and ability to engage a diverse pool of potential
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candidates to meet the City’s needs. Based on this criteria and the criteria in SMMC
2.24.073, Ralph Andersen and Associates and The Hawkins Company we re selected to
as the best qualified firms to conduct two executive recruitments in 2016 based on the
firms’ experience handling municipal executive recruitment. The City would recommend
utilizing the services of these two firms for current and future man agement and
executive recruitments through 2018.
Financial Impacts and Budget Actions
The modification to be awarded to Ralph Andersen and Associates is $78,000, for an
amended agreement total not to exceed $110,000. The modification to be awarded to
T he Hawkins Company is $105,500, for an amended agreement total not to exceed
$140,000. Funds are included in the FY 2017 -19 Proposed Biennial Budget in various
departments.
Prepared By: Tatiana Morrison, Executive Administrative Assistant
Approved
Forw arded to Council
Attachments:
A. Andersen Oaks Form 5.2017
B. Hawkins Oaks Initiative.signed._5.17.17pdf
REFERENCE:
Modified
Agreement No. 10437
(CCS)