HomeMy WebLinkAbout05102 - MATHIS & ASSOCIATES RECRUITMENT SERVICES FOR ASSISTANT CITY MANAGER AND DIRECTOR OF PLANNING DOCUMENT TRACKING
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Report: Detailed Transactions Detail March 28, 2006
C0^1Etion: Document Numbera5lro
Document# Description Approval Date Expiration Date Closed Date
A5102 Recruitment Services for ACM& Dir of Planning -not to exceed$29,000 05/18/2005
Company Name: Mathis &Associates
Address: , ,
Group: CITY MANAGER
Service: In File
xRef: CITY MANAGER
Ins. Status: No Certificate on file.
Document Tracking Items:
Due Completed Tracking Amount Amount
Code Item Description Date Date Date Added Paid
MO 7676- not prov by dept 05/18/2005
letter agreement on file 03/28/2006
per Jay-- ok to close this agreement 03/28/2006
END OF REPORT
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08/02/2005 09:32 FAX 7072521349 MATHIS ASSOCIATES 0 002
08/02/20!05 09:24 FAX 760 323 R207 CITY OF PALM SPRINGS Q 002
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City of Palm S"p' rings
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David H. Ready, QV Manager
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June 07, 2005
Bill Mathis, Ph.D.
Mathis & Associates
3435 Valle Verde Drive
Napa, CA 94558
RED Letter Agreement for Executive Search and Placement Services —Assistant City
Manager/Development Services and Director of Planning Services
Dear Dr. Mathis;
It is the intent of this correspondence to establish by letter agreement (hereinafter "Letter
Agreement") a contractual relationship between your firm (hereinafter"Consultant") and the City
of Palm Springs (hereinafter"City to provide executive search and placement services for the
two City positions referenced above (hereinafter "Project"). All services rendered under this
Agreement shall be performed in accordance with your written proposal dated April 13, 2005,
and your subsequent email message dated Ago 23. M, both of which are attached hereto
as Exhibit "A" and incorporated herein by this reference.
City acknowledges that Consultant has proposed a fixed price of Twenty Nine Thousand Dollars
($25,000) for-completing the Project described In Exhibit "A". City agrees, upon execution of
this agreement, to make an Initial.payment (hereinafter"Retainer Amount") of Seven Thousand
-Dollars ($7,000) to 'engage Consultant's services. Any amount incurred above the Retainer '
Amours# shall'be billed by Consultant no more frequently than monthly during the term of this
Letter Agreement. Payments by C4 will be made to Consultant within thirty (30) days of receipt
of Consultant's acceptable, undisputed and itemized invoice. In no event should Consultant's
billings, including the Retainer Amount, exceed the fixed price without prior written authorization
by the City.
The City and Consultant both acknowledge their respective duties and responsibilities. As a
condition to this agreement, Consultant agrees to maintain at all times throughout the entire
term af this Letter Agreement the following policies of insurance_
a) General-Liability ingurance. For all operations of the Consultant or any sub-contractor
in performing the work provided for herein;thel Consultant shall obtain and maintain in
full force and effect throughout the entire term,of this Agreement, a broad form
comprehensive general liability (occurrence) policy within a minimum limit of One
Million Dollars ($1,000,000) aggregate and One Million Dollars ($1,000,000) per
occurrence for bodily injury and property damage, The insurance shall protect the
68/02/2005 09:33 FAX 70UU 323 44
MATHIS ASSOCIATES U003
,�yor u4r euoo ua:zb r'e�x 7uu 32J,6207 CITY of PALM SPRINGS -- [dJ 003
Letter to Dr. Mathis
June 7, 2005
Page 2
applicant and the City from any claim for damages for bodily injury„ Including
accidental death, as well as from any claim for property damage which may arise
from operation performed by the applicant, Its agents, employees, and/or
subgrantees. Copies of the policies or endorsements evidencing the required
insurance coverage shall be filed with the City Clerk prior to beginning work.
b) Business Automotive Insurance. A policy of comprehensive business automobile
liability insurance written on a per occurrence basis with a single limit liability In the
amount of$500,000 bodily Injury and property damage. Said policy shall include
coverage for owned, non owned, leased and hired cars.
In addition to the coverage described above, Consultant agrees to hold harmless, indemnify,
and defend City, its officers, employees,'agents, representatives, and successors-in-interest
against any and all loss, damage, cost, or expenses which City, its officers, employees, agents,
representatives, and successors-in-interest may incur or be required to pay by reason of any
injury or property damage caused or incurred by Consultant, its employees, subcontractors, or
agents in the performance of this Letter Agreement, The parties Intend that Consultant shall
perform the services required by this Letter Agreement as an independent Consultant engaged
by City and not as an officer, employee or partner of the City.
The term of this Agreement is for a period of One Hundred and Twenty (120) days commencing
April 19, 2005. The City reserves the right to terminate this Letter Agreement by providing a
written "Notice of Termination"to Consultant at lead five (5) days prior to the date of
termination specified in said Notice. However, in no event shall this Letter Agreement remain
valid past August 19, 2005, unless otherwise extended by written approval cf the City.
Should this Letter Agreement be acceptable to you, please sign this letter at the space provided
and return the original to this office. A copy of this correspondence will be mailed back to you
for your records.
I look forward to working with you on this project. if you have any questions or need further
clarification regarding this matter, please contact Troy Butzlaff, Assistant-City Manager, at (760)
322�5:436:
Sincerely,
David H. Ready
City Manager
In Agre en
By:
Date
Attachnnent , ExhibitA
3435 Valle Verde Dr.
Napa, CA 94558
707/252-2151 — 707/252-1349
Mathis I @napanet.net—www.MathisAssociates.coin
DATE: April 13, 2005
TO: Phil Carter, PMC
Attention: David Ready, City Manager
City of Palm Springs
FROM: Dr. Bill Mathis
Management Consultant
RE, Revised Proposal — Planning Director Recruitment
City of Palm Springs
Thank you for the opportunity to joint association with PMC to work under their
agreement and recruiting a Planning Director for the City of Palm Springs. We
will work with you in the City of Palm Springs. We will work with you in the City
and with Phil's team to background and complete details for selection of the best
available Community Development type of Planning Director.
History I Credentials
Dr. Mathis &Associates have been in the public sector for 34 years,both at a
national and state.level. Dr. Mathis' primary business has been in Teambuilding
and Setting Goals with Councils and City Managers across the country— Florida,
Washington, D.C.,Arizona, Oregon, Kansas City, Seattle, and California.
Providing services to the National League of Cities, ICMA, and League Cities have
maintained current connections and personal recognition of the best City
Managers, Councils, and public officials in the country.
Process for Selection:
r. Dr. Mathis, City Manager, and Phil Carter meet to outline traits and
characteristics of the"best fit as seen by Manager as well as salary,
benefits and potential strategies on luring the best talent possible to Palm
Springs.
4 , `
Proposal-Planning Director Recruitment- City of Palm Springs
2. Bill Mathis will offer with key staff, as needed, to gain additional
understanding of needs internally.
3. The Mathis Team will develop a brochure and prepare ads for a speeded
up selection of the Planning Professional. Ads to appear in Jobs Available
and League of Cities.
4. Dr. Mathis will send and offer to solicit at least ro-i5 well known and
successful candidates directly for a personal invitation. Recent activities in
San Mateo County, Plumas County, and City of Indio provide ample
reason for success if salary and housing are adequate.
5. Set time for candidate interview panel (as agreed by City Manager /
Carter) and final selection, salary negotiation and start date. Let's attempt
to complete within three weeks.
6. Phil and Staff to assist with back-grounding and character references. Bill
Mathis will provide additional management profiles of five finalists.
Confidentiality of candidates should be guaranteed.
Cost: $20,000 total in coordination with PMC specialists
Retainer: $7,000
Phil Carter R.William Mathis
President, PMC Management Consultant
See Reference List
Reference List - for Dr. Bill Mathis
Riverside County Transportation Commission
Eric Haley (951-787-7-141)
City of Indio
City Manager, Glenn Southard (760-342-65oo)
Mayor Melanie Fesmire (760-347-7387)
Mayor Pro Tern Gene Gilbert (760-772-3140)
Conejo/MRCA
Sheryl Lewanda,Administrator Services Director
(8o5-381-12o6)
San Mateo County
Marcia Raines, Director of Environmental Services (650-599-
1388)
City of Sierra Madre
Mayor Rob Stocldy(626-445-7350)
City Manager, John Gillison (626-355-7135)
City of Beverly Hills
Mayor,Tom Levyn (310-285-1012)
City Manager, Rod Wood(3r0-285-1012)
City of Atascadero
City Manager,Wade McKinney (805-461-5o1o)
City of Fresno
Mayor Alan Autry(559-621-7782)
City of Yorba Linda
Mayor Keri Lynn Wilson (714-779-9081)
City Manager,Tammy Gates (714-961-7100
Port of San Diego
CEO, Bruce Hollingsworth (61g-686-6212)
Other references may be provided upon request