Amend the Agreement with Management Partners for Community and Economic Development management consulting services

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1 City Council Agenda January 18, 2017 To: From: Subject: Mayor and City Council Anne Cardwell, Assistant City Manager Amend the Agreement with Management Partners for Community and Economic Development management consulting services Date: January 9, 2017 Recommendation Adopt the resolution approving the amendment to the agreement with Management Partners for management services for community and economic development for the City of Martinez. Background In July of 2016, the City contracted with Management Partners for expert consulting assistance for planning and community development functions. This assistance was to include recommending an organizational structure for planning and community development, advising planning staff and managing various projects including the general plan update, preparation of ordinances, marina master plan and waterfront park plan. The engagement was for three to four days a week for approximately six months. For the past six months, Jim Reese of Management Partners has provided the City with expert consulting advice and services but will no longer be available after mid-january. Management Partners has assigned Patrick OKeeffe to take over as the lead consultant for the City (with Dan Marks as a technical advisor on specific planning issues, as needed). An amendment to the contract was signed in early January to note this transition of assigned consultants from Management Partners. A copy of the existing contract and First Amendment is attached. It is anticipated that management consulting services will continue to be needed for approximately six more months, until the recently approved Community and Economic Development Director position is filled. As directed by the Council at the December 21, 2016 council meeting, staff will be returning on February 15, 2017 with a funding recommendation and a proposed job specification for the position and, if approved, the recruitment will begin soon thereafter. The scope of work for the contracted services has been updated as part of Management Partners December 5, 2016 proposal (attached) to provide expert advice and consulting services in the following program areas:

2 Long range planning (including the general plan update, future zoning plan update and other related documents) Current planning projects Environmental regulatory processes Economic development opportunities and projects Other City programs requiring expert advice Mr. OKeeffe will also be working on the development of a work program to implement recommendations related to Management Partners organization assessment related to community and economic development. In order to allow for continuation of these needed consulting services, the agreement must be amended to allocate additional funds to the FY budget. A copy of the proposed Second Amendment to the contract is attached for reference. Fiscal Impact The hourly rates specified in the original agreement (attached) will remain as is (i.e., $125/hour, with other consulting services provided by alternate Management Partners staff, as needed with a range of $75-$250/hour). The necessary funding of approximately $90,000 for an additional six months of consulting services will be funded with a combination of position savings from the vacant Planning Manager position of approximately $60,000, as well as savings from allocated, but unexpended funds for contract planning services of approximately $34,000. Attachments 1) Resolution 2) Management Partners Contract and First Amendment (with related attachments) 3) Proposed Contract Second Amendment APPROVED BY: Brad Kilger, City Manager 2

3 RESOLUTION NO. -17 APPROVING THE AMENDMENT TO THE AGREEMENT WITH MANAGEMENT PARTNERS FOR MANAGEMENT SERVICES FOR COMMUNITY AND ECONOMIC DEVELOPMENT WHEREAS, in July of 2016, the City contracted with Management Partners for expert consulting assistance for planning and community development functions; and WHEREAS, this assistance was to include recommending an organizational structure for planning and community development, advising planning staff and managing various projects; and WHEREAS, for the past six months, Jim Reese of Management Partners has provided the City with expert consulting advice and services but will no longer be available after mid-january; and WHEREAS, it is anticipated that management consulting services will continue to be needed for approximately four to six more months, until the recently approved Community and Economic Development Director position is filled; and WHEREAS, the scope of work for this upcoming period has been updated to provide expert advice and consulting services in the following program areas: Long range planning, current planning projects, environmental regulatory processes, economic development opportunities and projects, and other City programs requiring expert advice; and WHEREAS, development of a work program to implement recommendations related to Management Partners organization assessment related to community and economic development will also be part of the scope of work; and WHEREAS, continuation of these needed consulting services requires an amendment to the agreement to allocate additional funds to the FY budget; and WHEREAS, the necessary funding of approximately $90,000 for an additional six months of consulting services will be funded with a combination of position savings from the vacant Planning Manager position of $60,000, as well as savings from allocated, but unexpended funds for contract planning services of $34,000. NOW, THEREFORE, BE IT RESOLVED by the City Council that the amendment to the agreement with Management Partners for management services for Community and Economic Development is approved. * * * * * *

4 I HEREBY CERTIFY that the foregoing is a true and correct copy of a resolution duly adopted by the City Council of the City of Martinez at a Regular Meeting of said Council held on the 18 th day of January, 2017, by the following vote: AYES: NOES: ABSENT: RICHARD G. HERNANDEZ, CITY CLERK CITY OF MARTINEZ 2

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11 EXHIBIT A July 11, 2016 Mr. Brad Kilger City Manager City of Martinez 525 Henrietta Street Martinez, CA Dear Mr. Kilger: Thank you for the opportunity to submit a proposal to provide interim management services for the community development and planning functions for the City of Martinez. Management Partners has the expertise and skills necessary to provide this consulting service and we would be pleased to do so. Jim Reese, Special Advisor, will be the lead consultant on this engagement. About Management Partners Management Partners was founded in 1994 with a specific mission to help local government leaders improve their service to the public. We are a national consulting firm headquartered in Cincinnati, Ohio, with offices in San Jose and Costa Mesa, California. We have a wellestablished track record of helping public sector organizations throughout the United States, including all of the services provided by cities, counties, towns and special districts at the local level. During our20 years of service, we have earned a national reputation by delivering quality, actionable work products to our clients. We bring extensive experience to this project, along with first-hand knowledge of local government operations. We are distinguished by the fact that each team we assign is led and staffed by associates who have actual experience in direct public service and experience working together as a team. The work we do is not an academic exercise; it is grounded in the real world of customer service and accomplishment in the public sector. As a result, we have a bias for producing value-added work for each client that will be actionable, and will be implemented. The firm is staffed with about 80 professionals who are experienced public service managers as well as qualified management consultants. This group includes generalists as well as subjectmatter experts. Our consultants have years of experience working in all aspects of local 1730 MADISON ROAD CINCINNATI, OH FAX MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 SAN JOSE, CALIFORNIA FAX RED HILL AVENUE, SUITE 210 COSTA MESA, CALIFORNIA FAX

12 Mr. Brad Kilger EXHIBIT A Page 2 government management and have built a track record of extraordinary quality service for our clients. The firm has extensive experience helping improve both the efficiency and effectiveness of local government services. We have completed organizational staffing and improvement projects in virtually every type of local government service, including reviews of entire governments as well as selected studies of individual departments and functional activities. Management Partners services include everything required to support a local government leader, elected or appointed. Our full range of services includes the following: Organizational Analysis and Performance Audits Also called efficiency studies and organizational reviews, identifies improvements to an operation s efficiency and effectiveness. Performance Management Encompasses a wide range of management tools that can be and often are developed independently of one another, including: performance management and measurement, process management, performance budgeting, employee performance evaluation and strategic and process benchmarking. Process Improvement Examines the processes by which customers are served, an important technique for developing a program for operations improvement, including process mapping. Strategic and Business Planning Can be an important tool for focusing the efforts of an organization and fostering communication between leaders, staff and important stakeholder groups. Financial Planning, Budgeting and Analysis Assists clients in analyzing their finances and planning for the effective and efficient use of taxpayer or customer dollars. Organizational Development and Training Helps clients develop organizational capacity, a key to developing high performance organizations. Services include executive coaching, customer service training, employee and customer surveys and conflict management workshops. Sharing and Consolidation of Services Offers a more efficient way to provide services, particularly on a regional basis. Options range from the complete integration of previously separate jurisdictions to sharing or consolidating the management of individually delivered services and operations. Interim Management Assists government leaders by providing executive staff during transitional periods. Rather than just treading water, our approach to interim management combines continuation services along with organizational effectiveness analysis to provide a solid foundation for a new permanent employee. Executive Recruitment Identifies top candidates for chief executive officer positions and department director level jobs in local governments. We offer a balance of perspectives with a practitioner s bias and a proven track record of successful consulting engagements. This experience gives us a sensitivity that produces positive

13 Mr. Brad Kilger EXHIBIT A Page 3 outcomes. Each of our projects is individually tailored to the unique needs of the client. We have a deep understanding of the service environment of local government and we are proud to say that as a result of our quality work, many of our clients ask us to complete subsequent assignments. Understanding of the Engagement We understand the City of Martinez has need for expert consulting assistance in the planning and community development function. This assistance will include recommending an organizational structure for planning and community development, advising planning staff and managing various projects. Among the projects needing consulting assistance are the general plan update, preparation of ordinances, marina master plan and waterfront park plan. This engagement anticipates three or four days a week for approximately six months. Jim Reese will work for and at the direction of Management Partners, while providing expert consulting advice and services to your satisfaction. Management Partners will provide all insurance, training and administrative support (including company equipment) as necessary during the assignment. Our commitment is to provide continuous and seamless management services to you during this transition period. In addition to Jim Reese, Management Partners has other consultants who can provide expert advice to the City of Martinez, as needed. We have consultants with expertise in all local government disciplines as well as generalist management analysts.jim Reese s brief qualifications are provided below. Jim Reese, Special Advisor, has worked in California local government since Most of that time was spent working for the City of Newark, California, first as community development director and then as community development and finance director. When he retired in 2006, he was serving as assistant city manager there. Since that time, Jim has assisted the City of Orinda with its Finance Advisory Committee and he has worked in a number of interim positions, including: city manager of Patterson, director of information technology and human resources for the City of Oakland, administrative services director for the City of Pacifica and assistant city manager of Fairfield. Jim began his career on the east coast, working first in the City of Kinston, North Carolina as an ACTION Planner with the federal VISTA program. After graduate school in Atlanta, Georgia, he moved to Rock Hill, South Carolina where he worked first for the Catawba Regional Planning Council as economic development director and then for the City of Rock Hill as planning and economic development director. Jim earned a BA in urban planning from the University of Maryland and a Master s Degree in city planning from the Georgia Institute of Technology.

14 Mr. Brad Kilger EXHIBIT A Page 4 Fee Proposal Management Partners will provide interim management consulting services on an hourly rate plus mileage and tolls. During this engagement, the actual consultant hours, along with mileage and tolls, will be reimbursed by the City of Martinez at a rate of $125per hour for Jim Reese. This is a discounted rate in recognition of the anticipated duration of this project. Other consultants will be provided on an as-needed basis as requested by the City at their regular hourly rates, ranging from $75 to $250 per hour depending on the individual assigned to the project. Conclusion We appreciate the opportunity to be of assistance to the City of Martinez. Please feel free to contact either Jan Perkins ( ) or me if you have any questions about this proposal. Sincerely, Andrew Belknap Regional Vice President

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16 December 5, 2016 Mr. Brad Kilger City Manager City of Martinez 525 Henrietta Street Martinez, CA Dear Mr. Kilger: Thank you for the opportunity to submit a proposal to provide management services consulting for community and economic development for the City of Martinez. Management Partners has the expertise and skills necessary to provide this assistance and we would be pleased to do so. About Management Partners Management Partners was founded in 1994 with a specific mission to help local government leaders improve their service to the public. We are a national consulting firm headquartered in Cincinnati, Ohio, with offices in San Jose and Costa Mesa, California. We have a wellestablished track record of helping public sector organizations throughout the United States, including all of the services provided by cities, counties, towns and special districts at the local level. During our more than 20 years of service, we have earned a national reputation by delivering quality, actionable work products to our clients. We bring extensive experience to this project, along with first hand knowledge of local government operations. We are distinguished by the fact that each team we assign is led and staffed by associates who have actual experience in direct public service and experience working together as a team. The work we do is not an academic exercise; it is grounded in the real world of customer service and accomplishment in the public sector. As a result, we have a bias for producing value added work for each client that will be actionable, and will be implemented. The firm is staffed with about 80 professionals who are experienced public service managers as well as qualified management consultants. This group includes generalists as well as subjectmatter experts. Our consultants have years of experience working in all aspects of local government management and have built a track record of extraordinary quality service for our clients MADISON ROAD CINCINNATI, OH FAX MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 SAN JOSE, CALIFORNIA FAX RED HILL AVENUE, SUITE 210 COSTA MESA, CALIFORNIA FAX

17 Mr. Brad Kilger Page 2 The firm has extensive experience helping improve both the efficiency and effectiveness of local government services. We have completed organizational staffing and improvement projects in virtually every type of local government service, including reviews of entire governments as well as selected studies of individual departments and functional activities. Management Partners services include everything required to support a local government leader, elected or appointed. Our full range of services includes the following: Organizational Analysis and Performance Audits Also called efficiency studies and organizational reviews, identifies improvements to an operation s efficiency and effectiveness. Performance Management Encompasses a wide range of management tools that can be and often are developed independently of one another, including: performance management and measurement, process management, performance budgeting, employee performance evaluation and strategic and process benchmarking. Process Improvement Examines the processes by which customers are served, an important technique for developing a program for operations improvement, including process mapping. Strategic and Business Planning Can be an important tool for focusing the efforts of an organization and fostering communication between leaders, staff and important stakeholder groups. Financial Planning, Budgeting and Analysis Assists clients in analyzing their finances and planning for the effective and efficient use of taxpayer or customer dollars. Organizational Development and Training Helps clients develop organizational capacity, a key to developing high performance organizations. Services include executive coaching, customer service training, employee and customer surveys and conflict management workshops. Sharing and Consolidation of Services Offers a more efficient way to provide services, particularly on a regional basis. Options range from the complete integration of previously separate jurisdictions to sharing or consolidating the management of individually delivered services and operations. Executive Recruitment Identifies top candidates for chief executive officer positions and department director level jobs in local governments. We offer a balance of perspectives with a practitioner s bias and a proven track record of successful consulting engagements. This experience gives us a sensitivity that produces positive outcomes. Each of our projects is individually tailored to the unique needs of the client. We have a deep understanding of the service environment of local government and we are proud to say that as a result of our quality work, many of our clients ask us to complete subsequent assignments.

18 Mr. Brad Kilger Page 3 Understanding of the Engagement The City has need for expert management services consulting assistance from Management Partners in the City s community and economic development services. The following scope of work describes the expert consulting services desired from Management Partners. 1. Provide expert advice and consulting services in the following program areas: Long range planning (including the general plan update, future zoning plan update and other related documents); Current planning projects; Environmental regulatory processes; Economic development opportunities and projects; and Other City programs requiring expert advice. 2. Create a work program to implement recommendations related to Management Partners organization assessment related to community and economic development. 3. Provide expert advice to City management, staff, planning commission and other groups as needed. Matters pertaining to personnel, such as discipline, hiring, or evaluations, are not part of the scope or work, nor are execution of contracts or other written documents obligating the City. All such items will be the responsibility of the City Manager or her designee. The City anticipates needing Management Partners assistance for approximately four months. The City anticipates a need for our lead consultant to be available three days per week, with specific days and times established, to meet the needs of the City, at Management Partners discretion. Our lead consultant and other Management Partners team members will provide additional on site or off site hours on an as needed basis to ensure we meet the City s needs regarding project deadlines. Our consultants will determine the method and manner of carrying out the work, including when other experts from the firm are needed to assist with a project. Consultants We have a team of experts available for this engagement. We will assign Pat O Keeffe as the lead consultant, with Dan Marks as the primary technical advisor on specific planning issues as needed. Their qualifications are shown below. Other Management Partners consultants will be assigned on an as needed basis, within the budget specified by the contract, and with authorization by the City. Our commitment is to provide high quality project assistance to the City of Martinez. Our consultants work for and at the direction of Management Partners. Pat O Keeffe, Dan Marks and all of our other consultants report to Andrew Belknap, Regional Vice President of Management Partners. Additionally, our consultants are part of our overall team and are

19 Mr. Brad Kilger Page 4 available for assignments on other engagements, consistent with our responsibility to the City of Martinez, at the discretion of Management Partners. Management Partners will provide a monthly report to the City of Martinez, summarizing the assistance our firm has provided. We provide all insurance (including workers compensation, liability and professional errors and omissions), training and administrative support (including company equipment such as phones and computers) as necessary during the assignment. Our consultants will use their Management Partners business cards and identify themselves as consultants with our firm. If the City desires a working title for convenience of others in the City, then the title should also include consultant/management Partners or special advisor to clearly identify that the individual works for Management Partners and is not a City employee. It is important to the City, our consultants and to our firm to be clear that we are doing this work for the City as a firm and that our consultants work for Management Partners. PATRICK O KEEFFE, SPECIAL ADVISOR Patrick O Keeffe, Special Advisor, has 39 years of public sector management experience. He provides expert advice to public sector clients in a variety of disciplines, particularly focusing on community and economic development. He also serves as facilitator for policy level groups and team meetings and workshops. He has a strong understanding of policy issues as well as methods of effectively assisting groups to achieve consensus on critical issues. He began his career with the City of Concord Redevelopment Agency where he served as project manager of public facility projects and public/private economic development partnerships. Patrick then served as director of the Community Development Department/Redevelopment Agency for the City of El Cerrito. Next, he was hired as director of economic development and housing for the City of Emeryville. He served in that role for 12 years and was then appointed city manager. He has extensive expertise in planning, community development, redevelopment, economic development, capital improvement programs, public private partnerships, real estate management and financial analysis. DAN MARKS, AICP, SPECIAL ADVISOR Dan Marks has more than 23 years experience as a local government planner, including 14 years as a community development director and planning director. His areas of expertise include management and budgeting, permitting procedures, community engagement and facilitation, zoning, historic preservation, policy development, sustainable development practices and the California Environmental Quality Act. In addition to his public sector experience, Dan has also worked as a planning consultant and for non profit organizations in various capacities. He brings a deep understanding of the complexities of the development review and approval process, the policy and political context for decision making, and years of experience successfully managing departments through the ups and downs of the development cycle and fiscal constraints.

20 Mr. Brad Kilger Page 5 Other Experts Among our many other consultants who will be available to provide assistance as needed are the individuals listed below. Jay Trevino, Special Advisor (planning, community development) Steve Chase, Special Advisor (planning, community development) Daren Fields, Senior Manager (economic development) Karen Davis, Senior Management Advisor (economic development) Harrison Pugh, Management Analyst Fee Proposal and Term of Engagement Management Partners will provide interim management consulting services on an hourly rate plus mileage and tolls. During this engagement, the actual consultant hours, along with mileage and tolls, will be reimbursed by the City of Martinez at a rate of $125 per hour for Pat O Keeffe and Dan Marks. This is a discounted rate in recognition of the anticipated duration of this project. Other consultants will be provided on an as needed basis as requested by the City at their regular hourly rates, ranging from $75 to $250 per hour depending on the individual assigned to the project. Conclusion We appreciate the opportunity to be of assistance to the City of Martinez. Please feel free to contact either Jan Perkins ( ) or me if you have any questions about this proposal. Sincerely, Andrew S. Belknap Regional Vice President Accepted for the City of Martinez by: Name: Title: Date:

21 SECOND AMENDMENT TO CONTRACT OF JULY 14, 2016 BETWEEN CITY OF MARTINEZ ( CITY ) AND MANAGEMENT PARTNERS CONTRACT DATED JULY 14, 2016 BETWEEN CITY AND MANAGEMENT PARTNERS IS HEREBY AMENDED TO INCLUDE THE FOLLOWING IN ADDITION TO THE EXISTING PROVISIONS OF THE CONTRACT, WHICH REMAIN INTACT: Section 4 Payment: 1) Services are anticipated to be needed for approximately six months. 2) Note, the hourly rates and estimated number of hours per week remains the same as noted in Exhibit A of the original contract, but the scope of work is updated as is described in Exhibit B, which is the December 5, 2016 proposal from Management Partners. 3) The total not to exceed amount for the amended contract is $180,000. City of Martinez A Municipal Corporation Date: Brad Kilger, City Manager Date: By: Gerald A. Newfarmer, President and CEO