SR 03-27-2018 3F
City Council
Report
City Council Meeting: March 27, 2018
Agenda Item: 3.F
1 of 3
To: Mayor and City Council
From: Donna Peter, Director, Human Resources Department
Subject: Authorization to execute a contract modification with the Hawkins Company
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to agreement #10473 (CCS) in the amount of $68,000
with The Hawkins Company, a California-based company, for executive recruitment
services. This will result in a three year amended agreement with a new total amount
not to exceed $208,000, with future year funding contingent on Council budget
approval.
Executive Summary
On occasion, City staff enlists an executive recruitment firm to assist with hard-to-fill,
specialized vacancies at management and director levels. One firm in particular, The
Hawkins Company, has been used recently by staff to recruit for the positions of
Director of Library Services, Assistant City Manager, Deputy City Manager and City
Architect. To continue this successful relationship, the agreement currently in place
with The Hawkins Company requires a one-year extension and additional funds for a
total contract term of three years and an amount not to exceed $208,000. This change
will allow for the City to utilize their services for the positions of Water Resources
Manager, Human Resources Manager and one additional unanticipated vacancy that
would require a more specialized focus the Hawkins Company provides.
Discussion
The Human Resources Department performs 200 recruitments annually with a staff
consisting of four recruitment analysts and two technicians. An executive recruitment
requires extensive targeted outreach to attract top candidates from a diverse pool of
potential applicants: thorough background investigations; and industry specific contacts.
While Human Resources staff has the capability to perform duties of this complexity, the
2 of 3
time and resources required for specialized and proactive candidate recruitment,
detracts from filling other important vacancies occurring throughout the City. The
Hawkins Company has continued to prove its value by providing comprehensive
recruitments that include strong candidate profiles, targeted marketing outreach,
screenings, selection and backgrounds. The City has been consistently impressed with
the quality, quantity and diversity of the candidates recruited and the excellent customer
service provided throughout the recruitment and selection process.
The Hawkins Company was selected following a Request for Proposals (RFP) for
Executive Recruitment Services in August 2015. Hawkins was chosen as one of the top
3 bidders out of 12 proposals. The additional top 2 firms were Teri Black & Co., and
Ralph Anderson & Associates. Teri Black & Co was selected to recruit for the City’s
Fire Chief in 2016 and Ralph Anderson & Associates provided executive recruitment
services for Chief Information Officer, and Chief of Police. These firms were evaluated
and chosen, based on qualifications, experience, fees, references, services, and ability
to engage a diverse pool of potential candidates to meet the City’s needs.
A one-year agreement with The Hawkins Company was entered into on August 15,
2016 for an amount not exceed $34,500. On June 13, 2017 City Council approved a
first modification to the original agreement extending the contract termination date to
June 30, 2018 for a total amount not to exceed $140,000 (Attachment B). Since that
time, The Hawkins Company has conducted recruitments for Assistant City Manager,
Deputy City Manager and City Architect.
A second modification will extend the contract term to June 30, 2019 and allow for three
additional recruitments at the cost of $34,000 each, bringing the total value of the
contract to $208,000.
Financial Impacts and Budget Actions
The modification to be awarded to The Hawkins Company is $68,000, for an amended
agreement total not to exceed $208,000. Funds are included in the FY 2017-19
Adopted Biennial Budget in various departments.
3 of 3
Prepared By: Tatiana Morrison, Executive Administrative Assistant
Approved
Forwarded to Council
Attachments:
A. The Hawkins Company OAKS INITIATIVE 2018
B. REPORT 2540 June 13, 2017 Hawkins Staff Report
City Council
Report
City Council Meeting: June 13, 2017
Agenda Item: 3.R
1 of 3
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 to 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 recruitments 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, marketing 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
3.R
Packet Pg. 430
2 of 3
Company were 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 conducting 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 Library 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 Associates 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 Proposals (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 Associates, 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’ qualifications,
experience, fees, references, services, and ability to engage a diverse pool of potential
3.R
Packet Pg. 431
3 of 3
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 management 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
The 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
Forwarded to Council
Attachments:
A. Andersen Oaks Form 5.2017
B. Hawkins Oaks Initiative.signed._5.17.17pdf
3.R
Packet Pg. 432
3.R.a
Packet Pg. 433
At
t
a
c
h
m
e
n
t
:
A
n
d
e
r
s
e
n
O
a
k
s
F
o
r
m
5
.
2
0
1
7
(
2
5
4
0
:
E
x
e
c
u
t
i
v
e
R
e
c
r
u
i
t
m
e
n
t
P
S
A
M
o
d
i
f
i
c
a
t
i
o
n
s
)
3.R.a
Packet Pg. 434
At
t
a
c
h
m
e
n
t
:
A
n
d
e
r
s
e
n
O
a
k
s
F
o
r
m
5
.
2
0
1
7
(
2
5
4
0
:
E
x
e
c
u
t
i
v
e
R
e
c
r
u
i
t
m
e
n
t
P
S
A
M
o
d
i
f
i
c
a
t
i
o
n
s
)
3.R.b
Packet Pg. 435
At
t
a
c
h
m
e
n
t
:
H
a
w
k
i
n
s
O
a
k
s
I
n
i
t
i
a
t
i
v
e
.
s
i
g
n
e
d
.
_
5
.
1
7
.
1
7
p
d
f
(
2
5
4
0
:
E
x
e
c
u
t
i
v
e
R
e
c
r
u
i
t
m
e
n
t
P
S
A
M
o
d
i
f
i
c
a
t
i
o
n
s
)
3.R.b
Packet Pg. 436
At
t
a
c
h
m
e
n
t
:
H
a
w
k
i
n
s
O
a
k
s
I
n
i
t
i
a
t
i
v
e
.
s
i
g
n
e
d
.
_
5
.
1
7
.
1
7
p
d
f
(
2
5
4
0
:
E
x
e
c
u
t
i
v
e
R
e
c
r
u
i
t
m
e
n
t
P
S
A
M
o
d
i
f
i
c
a
t
i
o
n
s
)
REFERENCE:
Modified Agreement
No. 10473
(CCS)