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HomeMy WebLinkAboutCM Organizational Development Services 2024; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH JACOB GREEN & ASSOCIATES, INC FOR ORGANIZATIONAL DEVELOPMENT SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and JACOB GREEN & ASSOCIATES, INC (hereinafter "CONSULTANT"), is made and entered into as of the Aug 1, 2024 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated January 22, 2024 to perform professional services in connection with CITY'S organizational development project, for an amount not to exceed $70,400 (the "Agreement"); and WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article I of the Agreement, entitled "SERVICES TO BE PROVIDED" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated May 31, 2024, attached to this First Amendment as Exhibit A and incorporated herein by reference. 2. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL CONSULTANT Jacob r-eeh B y: a.ob�,er CRISTINE ALILOVICH, City Manager Name: Jacob Green Title: President and CEO ATTEST: [If Consultant is a corporation, add signature of $" second corporate officer] Brenna Nurmi ((or) (Aug 1. 2024iW.12 PDT) LINDSAY LARA, City Clerk By: APPROVED AS TO FORM: Name: Title:_ Robert F. Epstein (Aug 1, 202412:09 PDT) ROBERT F. EPSTEIN, City Attorney 2 PROPOSAL FOR WORK PLANNING SERVICES r' r MAY 2024 fR, Cover Letter Page 1 Section A Pages 2-3 Section B Pages 4-8 Section C Pages 9-10 LETTER FROM CEO JACOB GREEN SCOPE OF SERVICES YOUR TEAM PROPOSAL COST Y I j JACOB GREEN' —&ASSOCIATES---J 1.888.4.IGA.IST I INFOOJACOBGREENANDASSOCIATES.COM May 31, 2024 Cristine Alilovich, City Manager City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Dear City Manager Alilovich, Thank you for your interest in having Jacob Green & Associates, Inc. (JGA) provide continued work planning services for the City of San Rafael. We understand that the City is looking to build on the successful Work Planning Pilot completed in May 2024. The City has decided to implement work planning on a Departmental basis and has requested a proposal for additional Departmental work planning activities. This approach will allow each Department to align its goals and resources more effectively with the City's overarching strategic plan and core service delivery. JGA brings extensive experience and a proven track record in municipal work planning and organizational development. Our team is committed to delivering tailored solutions that foster collaboration, enhance operational efficiency, and drive measurable results. We are excited about the opportunity to partner with the City of San Rafael in this endeavor and help you continue to build on the organizational successes already achieved. Thank you once again for considering JGA for this important project. We look forward to the opportunity to deepen our collaboration and support the City of San Rafael in achieving organizational success. Sincerely, Jacob Green President & CEO PAGE I --- --- IA& ns o c iOs - B GREENS, \TES SCOPE OF SECTION A , JACOB GREEN; &ASSOCIATES -- DEPARTMENT WORK PLANNING The following steps will be repeated for each Department selected by the City Manager for inclusion in the Work Planning process. STEP 1: KICKOFF MEETING Marking the beginning of the work planning facilitation process, JGA will host a meeting for the relevant staff and stakeholders. This kickoff meeting will set the stage to ensure the team is aligned and ready to move forward with work plan development. STEP 2: FACILITATED WORK PLAN DEVELOPMENT JGA will collaborate closely with the Department to develop comprehensive work plans that align with the City's strategic goals and Department priorities over a 12- or 18-month reporting horizon. The Department will provide JGA with a list of projects or programs (up to 15) to be included in the virtual work planning sessions. During these sessions, JGA will work with key stakeholders identified by the City to document a comprehensive work plan, including timelines, owners, risks, resource allocations, budget, and other important factors. JGA may provide a template work plan for staff to begin the drafting process in collaboration with JGA facilitators. The Department may provide JGA with additional work plan content (project or program data, etc.) to be included in the final deliverable, even if it wasn't part of the Work Planning sessions. STEP 3: WORK PLAN DRAFTING Throughout the drafting phase, JGA's expertise in strategic planning, data analysis, stakeholder engagement, and documentation will be instrumental in ensuring the development of comprehensive and actionable work plans that effectively solidify the Department's goals. We will engage in reviewing and refining the work plans. JGA will be responsible for developing the work plan drafts/graphical content; and will make necessary adjustments to ensure the plans are comprehensive, feasible, and reflective of the collective input received to produce the work plan draft and associated graphical content. STEP 4: WORK PLAN DELIVERY JGA will provide the Department with a final work plan document. YOUR PAGE 4 rJACOB GREEN' �- &ASSOCIATES- -� JGA'S TEAM VIDEO LINK J,�CQB GREEN AND ASSOCIATES - JGA - YOUR FIRST CALL JACOB GREEN, MPA Jacob is a nationally recognized local government expert in organization and leadership development. As an Assistant City Manager for the City of San Juan Capistrano and the City of Ontario, he has managed hundreds of employees and managed numerous government Departments As a trainer, keynote speaker, facilitator and coach, Jacob has worked with municipal clients, as well as commercial clients such as Mattel, FedEx, Hyundai Capital, ADP and many others. In 2019, Jacob distilled his personal and professional experiences into an Amazon Best -Selling book: "See Change Clearly: Leveraging Adversity to Sharpen Your Vision and Build Resilient Teams." Jacob has received numerous awards for his leadership, including the National Caring Award, the Orange County Human Relations Award, Most Inspiring Student at UC Irvine, and is the youngest recipient of the Gene Lentzner Humanitarian Award. Jacob has his Bachelor of Arts in Social Sciences with a Minor in Public Administration (MPA) degree from California State. University, Long Beach, and was recently awarded an honorary doctorate degree from Western University of School and Health Sciences. NIUOLE BEAUH Director of Strategic initiatives // Senior FaclllCa Lor Nicole Beach is a project management and strategy delivery leader who specializes in assisting organizations in realizing value by aligning strategy with execution. Nicole collaborates closely with our clients to develop work plans that ensure their success in executing strategic goals and provides project management oversight across all projects. Before joining JGA, Nicole amassed a wealth of experience leading complex technology, organizational, and strategic projects, including M&A integrations, ERP implementations, and process improvement initiatives. Most recently, she oversaw Project Management Offices and Strategic Portfolio Management for SAFEbuilt, Citrix, and Sport Clips. Nicole holds certifications as a Project Management Professional (PMP) and Lean Six Sigma Green Belt. She also earned an MBA with a concentration in Process Improvement from Nova Southeastern University. JOHN ANDREWS John Andrews spent more than 37 years serving in various capacities with four different Southern California municipal agencies. From January 2009 to September 2020, he served as Director of Economic Development & Redevelopment for the City of Ontario, responsible for the oversight and implementation of Ontario's Economic Development, Business Retention and Attraction, and Communications/Marketing programs. John spent most of his local government career with the Community Development Commission of the City of Pasadena. He also served as Director of Economic Development/Redevelopment for the City of Azusa, and Downtown Development Manager for the City of Riverside. John has represented two local agencies on Business Improvement District boards and participated in the development and implementation of comprehensive downtown revitalization strategies. He served as a member of the San Bernardino County Workforce Development Board and currently serves as an economic development advisor to the City of Ontario. John holds a Bachelor of Science Degree in Urban and Regional Planning from California State Polytechnic University, Pomona, and has completed graduate studies in Public Administration at California State University, Northridge. TERI LEDOUX Teri Ledoux served in local government for over 25 years. Starting as an unpaid Intern in the City Manager's Office, Teri quickly realized a passion for serving the community through problem solving, analysis, and most important through teamwork. Holding positions as Analyst, Assistant to the City Manager, Director of Administrative Services, Assistant City Manager and City Manager in 3 cities (within 3 different counties) over her career provided Teri the opportunity to constantly learn and grow. While Teri's City Manager position came relatively late in her career, she was able to take years of watching and learning from others to work side by side with her team to accomplish what seemed to be impossible. Teri worked in cities with large and small populations, cities with healthy and not so healthy budgets, and cities with very different issues. This journey led to Teri to return home to the City of San Bernardino late in her career where she was able to lead the City through the final steps of bankruptcy. Her major accomplishment during this time was successfully leading the community engagement effort to replace the expiring .25 ($9M) sales tax measure with a 1% ($40M) sales tax measure. The importance of giving back to our upcoming leaders is a priority for Teri. Teri holds a Bachelor's Degree in Business Administration and a Master's Degree in Public Administration. 1 KATHRYN HAMEL Kathryn Hamel, Ph.D, is a seasoned executive with over 28 years of experience in the public, non-profit, and private sectors. She previously worked as a Vice President and Chief Executive Officer for two non-profit mental health organizations. Before transitioning into nonprofit leadership, she served as the Senior Vice -President of Human Resources and Organizational Development for a private, accredited international university. She also served her community for nearly 2S years as a law - enforcement professional for two midsized municipal police Departments and retired as a police lieutenant in 2019. In addition to her professional accomplishments, Dr. Hamel is chairperson of the International Association of Chiefs of Police Engagement and Education Subcommittee, a subcommittee of the Human and Civil Rights Committee. She was recognized as the Advocate of the Year from the Greater Irvine Chamber of Commerce in 2023, and the Mental Health Professional of the Year from the Mental Health Association of Orange County in 2022. She is pursuing a Master's Degree in Clinical Psychology, projected to be completed in late 2024. In addition, she holds a Doctoral Degree in Organizational Public Safety Leadership & Criminal Justice from Capella University, a Master's Degree in Criminal Justice from Chapman University, and a Bachelor's Degree in Vocational Education and Occupational Studies from California State University, Long Beach. Dr. Hamel also holds two professional certifications in trauma and resilience and a third professional certification in the prevention of human trafficking from Florida State University. She is the author of Body, Mind, and Badge: Strategies for Navigating Law Enforcement Trauma and Resilience and co-author of 'A Trauma -Informed Approach to Labor & Sex Trafficking,' published in Police Chief magazine in 2023. NICOLI HILSCHER Senior Project Manager Nicoli Hilscher has over 21 years of experience in Federal and Local Government. She retired from the United States Air Force in the top two percent of the active enlisted force, as a Senior Master Sergeant. Nicoli has an extensive background in Leadership Development, Training Facilitation, Project Management, and Instructional Development. She has held positions internationally in various levels of leadership providing long-term organizational growth in diverse, fast -paced environments. Nicoli is a cross- functional leader overseeing operations, professional development, and recognition programs for organizations ranging from 20 to 300 personnel. She oversees JGA's Project Management Office, ensuring high -quality service delivery to all JGA clients. MEGHAN MURRAY i9 o;rrt �;po� lalist Meghan Murray has over 20 years of experience in the Federal Government. She retired from the United States Air Force and has a background in Data Analytics, Operations Management, Program Management, Executive Administration, and Continuous Process Improvement. Meghan has directed multiple programs valued at $1 billion while managing risk, safety, and compliance. Additionally, Meghan holds a Master of Science degree with a specialty in Human Resource Management, bringing to the team extensive knowledge in team leadership, strategic planning, and data - driven decision- making. One of Meghan's most notable projects was being a strategic team lead of the Organization of the Future, which led to the establishment of the latest branch of the military, the United States Space Force. Leveraging her extensive knowledge in team management, the team successfully transitioned over 300 subject matter experts to become the face of the Space Force. JACOB GREEN Ss ASS,DCIATE S 1 PROPOSAL COST SECTION C PAGE 9 IT JA OB GREEN Department Work Planning Travel Materials Invoicing Schedule for each Work Plan developed: 25% - Upon Completion of Step 1 25% - Upon Completion of Step 2 25% - Upon Completion of Step 3 25% - Upon Completion of Step 4 $16,400 / Department Included Included The prices, specifications, and conditions covered within this proposal are satisfactory and hereby accepted. JGA is authorized to do the work as specified. Signature: Name/Title: Date: -_ JACOBGREENANDASSOCIATES.COM The costs outlined in this proposal are considered valid and binding for a period of 90 days, commencing from the date of the proposal's issuance. During this timeframe, the provided pricing and estimates for products, services, and associated expenses will remain unchanged, subject to the terms and conditions specified in the proposal document. Any modifications or alterations to the proposal, as well as adjustments to the costs, will require mutual agreement between the involved parties.. PAGE 10 - 'JACOB GREEN', &ASSOC[ATE S 1 st Amendment - Jacob Green Associates PSA Final Audit Report 2024-07-11 Created: 2024-07-09 By: Bernadette Sullivan (bemadette.sullivan@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAfXsEAXzbB8m8bgtLrkghtFJ2bwBxat1 "1 st Amendment - Jacob Green Associates PSA" History Document created by Bernadette Sullivan (bernadette.sullivan@cityofsanrafael.org) 2024-07-09 - 11:48:48 PM GMT 2+ Document emailed to Jacob Green (Jacob@jacobgreenandassociates.com) for signature 2024-07-09 - 11:48:52 PM GMT Email viewed by Jacob Green (Jacob@jacobgreenandassociates.com) 2024-07-10-1:57:37 AM GMT bQ Signer Jacob Green (Jacob@jacobgreenandassociates.com) entered name at signing as Jacob Green 2024-07-11 - 6:55:04 PM GMT fcY© Document e-signed by Jacob Green (Jacob@jacobgreenandassociates.com) Signature Date: 2024-07-11 - 6:55:06 PM GMT - Time Source: server Agreement completed. 2024-07-11 - 6:55:06 PM GMT Q Adobe Acrobat Sign �p,N4 RAF,q�I �1 i z F Ty WITH A� CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: City Manager Project Manager: Bernadette Sullivan Extension: Teams Contractor Name: Jacob Green & Associates, Inc. Contractor's Contact: Nicole Beach Contact's Email: nicoleb@jacobgreenandassociates.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City N/A Attorney c/o Laraine.Gittens@cityofsanrafael.org �] 2 City Attorney a. Review, revise, and comment on draft agreement 7/9/2024 and return to Project Manager 7/9/2024 ® NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑X NT 3 Department Director Approval of final agreement form to send to 7/9/2024 X —is— contractor 4 Project Manager Forward three (3) originals of final agreement to 7/11/2024 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑X N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 7/11/2024 BS Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement Review and approve insurance in PINS, and bonds 8 City Attorney (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager 1 st Amendment - Jacob Green & Associates - Organizational Development Services Final Audit Report 2024-08-01 Created: 2024-07-19 By: Nataly Torres (nataly.tor-es@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAw7FtupCnld_FxrOSugl7lPBAbdOroEPF r'1 st Amendment - Jacob Green & Associates - Organizational D evelopment Services" History Document created by Nataly Torres(nataly.torres@cityofsanrafael.org) 2024-07-19 - 5:55:13 PM GMT- IP address: 99.145.194.25 C-► Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-07-19 - 5:56:41 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-08-01 - 5:38:10 PM GMT- IP address: 104.47.64.254 P4 New document URL requested by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-08-01 - 5:38:14 PM GMT- IP address: 199.88.113.8 d0 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-08-01 - 5:44:27 PM GMT - Time Source: server- IP address: 199.88.113.8 P-. Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-08-01 - 5:44:32 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-08-01 - 7:07:01 PM GMT- IP address: 104.28.124.163 60 Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-08-01 - 7:09:04 PM GMT- IP address: 104.28.124.163 60 Document e-signed by Robert F. Epstein (rob.epstein@cityofsanrafael.org) Signature Date: 2024-08-01 - 7:09:06 PM GMT - Time Source: server- IP address: 104.28.124.163 E-4' Document emailed to city.clerk@cityofsanrafael.org for approval 2024-08-01 - 7:09:11 PM GMT SAN RAFAEL Adobe te Acrobat Sign Email viewed by city.clerk@cityofsanrafael.org 2024-08-01 - 8:42:54 PM GMT- IP address: 104.47.65.254 60 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-08-01 - 8:43:05 PM GMT- IP address: 199.88.113.8 d0 Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-08-01 - 8:43:07 PM GMT - Time Source: server- IP address: 199.88.113.8 P-4 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-08-01 - 8:43:14 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-08-01 - 8:46:46 PM GMT- IP address: 169.155.224.117 rE Nataly Torres(nataly.torres@cityofsanrafael.org) added alternate signer John Stefanski (John. Stefanski@cityofsan rafael.org). The original signer cristine.alilovich@cityofsanrafael.org can still sign. 2024-08-01 - 9:00:43 PM GMT- IP address: 199.88.113.8 P-. Document emailed to John Stefanski (John.Stefanski@cityofsanrafael.org) for signature 2024-08-01 - 9:00:43 PM GMT ,El Email viewed by John Stefanski (John.Stefanski@cityofsanrafael.org) 2024-08-01 - 9:05:04 PM GMT- IP address: 199.88.113.8 &0 Document e-signed by John Stefanski (John.Stefanski@cityofsanrafael.org) Signature Date: 2024-08-01-11:10:04 PM GMT - Time Source: server- IP address: 199.88.113.8 E'er Document emailed to city.clerk@cityofsanrafael.org for signature 2024-08-01 - 11:10:07 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-08-01 - 11:11:58 PM GMT- IP address: 104.47.65.254 40 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-08-01-11:12:19 PM GMT- IP address: 199.88.113.8 &o Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-08-01 - 11:12:21 PM GMT - Time Source: server- IP address: 199.88.113.8 !� Agreement completed. 2024-08-01 - 11:12:21 PM GMT SAN RAFAELPowered by Adobe Adobe Acrobat Sign