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CONSULTING SERVICES AGREEMENT
City of San Rafael
Fire Captain Promotional Examination Services
This Consulting Services Agreement (Agreement)
is by and between Cooperative Personnel
Services, dba CPS HR Consulting, a California
Joint Powers Authority (CPS HR) and the Agency
named in the signature block at the end of this
Agreement (Agency, hereafter referred to as
Client), and is effective as of May 20, 2025
(Effective Date). CPS HR and the Client shall be
collectively referred to herein as the “Parties” and
individually as a “Party.”
A. Purpose. This Agreement defines CPS HR
consulting services, policies and procedures.
B. Services. CPS HR will provide certain
consulting services (Services) to Client as set
forth in the Statements of Work (attached
hereto as Exhibit (”A”). CPS HR shall perform
only the Services requested by Client, at the
times, dates, and locations specified by
Client.
C. Compensation.
1. Payment. Client will compensate CPS HR
for Services by paying certain fees as set
forth in the Statement of Work. Client will
reimburse CPS HR for business expenses as
set forth in the Statement of Work. Client will
pay all invoices within thirty (30) days from
receipt of invoice.
2. Funding. Client certifies that funding for
compensation payable to CPS HR under this
Agreement has been approved by Client’s
governing body, either as a part of the general
operating budget or as a specific item. Client
further certifies that it anticipates sufficient
cash will be available for payment of
compensation as required above.
3. Late Payment. Any invoices not paid
within thirty (30) days may incur a service
charge of the lesser of two percent (2%) or
the maximum allowable by law per month on
any outstanding overdue balances. In
addition, reasonable collection costs may be
added to any invoice not paid within ninety
(90) days.
D. Taxes. Except as expressly stated in the
Statement of Work, the fees listed therein are
in addition to, and not in lieu of, any additional
fees, assessments, levies, taxes, etc.
assessed against the transactions
contemplated herein (Taxes). With the
exception of Taxes imposed on CPS HR’ net
income, all Taxes shall be Client’s
responsibility. Client shall pay any Taxes,
which CPS HR may be required to collect and
remit, upon invoice.
E. Term and Termination of Agreement.
1. Term. The term of this Agreement is from
May 20, 2025 through December 31, 2025.
2. Immediate Termination upon Material
Breach. Either Party may terminate this
Agreement immediately upon any material
breach by the other Party.
3. Termination without Cause. Either Party
may terminate the Agreement without cause
upon thirty days written notice to the other
Party.
4. Payment on Termination. Upon
termination without cause, Client shall pay
CPS HR for all work performed through the
effective date of termination. For termination
upon material breach, Client shall pay CPS
HR for all work performed which is in
compliance with the terms of the Statement of
Work.
F. Limited Warranty.
1. Warranty. CPS HR represents and
warrants that: (i) it has the authority to enter
into this Agreement; (ii) it will comply with
applicable law; and (iii) it will provide Services
in a workmanlike manner consistent with
industry standards.
2. Warranty Disclaimer. EXCEPT AS
EXPRESSLY SET FORTH HEREIN, CPS HR
EXPRESSLY DISCLAIMS ANY AND ALL
WARRANTIES, EXPRESS OR IMPLIED,
ORAL OR WRITTEN, WITH RESPECT TO
THE SERVICES AND THE WORK
PRODUCT INCLUDING, WITHOUT
LIMITATION, ALL IMPLIED WARRANTIES
OF MERCHANTABILITY OR FITNESS FOR
ANY PARTICULAR PURPOSE OR IN
RESPECT OF ANY THIRD-PARTY
PRODUCTS OR SERVICES AND ALL
WARRANTIES IMPLIED FROM ANY
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COURSE OF DEALING AND NO
REPRESENTATIVE OF CPS HR IS
AUTHORIZED TO GIVE ANY ADDITIONAL
WARRANTY.
G. Ownership. CPS HR retains all right, title,
and interest in and to all training materials,
testing or assessment products, inventions
(patentable or otherwise), discoveries,
improvements, copyrightable works, and
any other media, materials, or other objects
produced as a result of CPS HR’ work, or
delivered by CPS HR in the course of
performing that work (collectively, “Work
Product”) which CPS HR creates in
connection with its performance of Services
hereunder.
H. Release of Information to Third Parties.
Each Party understands that information
provided to government entities may be
subject to disclosure under a public records or
freedom of information act. Each Party hereto
(each, a Recipient) shall protect and keep
confidential all non-public information
disclosed to Recipient by the other Party
(each, a Discloser) and identified as
confidential by Discloser, and shall not,
except as may be authorized by Discloser in
writing, use or disclose any such Confidential
Information during and after the term of this
Agreement. If CPS HR or Client receives a
request for disclosure of Confidential
Materials, such as a subpoena or a public
records or freedom of information request,
that Party shall immediately notify the other
Party of the request. Upon request, Client or
CPS HR shall maintain the confidentiality of
the Confidential Materials pending the grant
or denial of a protective order or the decision
of a court or administrative body as to
whether the requested materials must be
disclosed under the applicable public records
statute. Client and CPS HR shall cooperate
with each other in seeking any relief
necessary to maintain the confidentiality of
the Confidential Materials. Each Party shall
defend, indemnify and hold the other
harmless from any claim or administrative
appeal, including costs, expenses, and any
attorney fees, related to that Party pursuing
protection of the Confidential Materials from
disclosure.
I. Indemnification. CPS HR agrees to
indemnify, defend, and hold Client, its agents,
officers, employees and volunteers harmless
from and against loss or damage (including
reasonable attorney’s fees) arising from or
related to a claim of bodily injury or property
damage resulting from CPS HR’ willful
misconduct or negligent performance of this
Agreement; provided that, Client notifies CPS
HR in a commercially reasonable time, in
writing of any such claim and gives CPS HR
(at CPS HR’ expense) sole control of the
defense of same and all negotiations for its
settlement or compromise. CPS HR’ liability
to indemnify Client shall be reduced to the
extent that such loss or damage was caused
or contributed to by the act, omission,
direction or negligence of Client, its agents,
officers, employees and volunteers over
which CPS HR does not have direct control.
J. Limitation of Liability. Intentionally Omitted.
K. Miscellaneous.
1. Notices. Any notice to the parties
required or permitted under this Agreement
shall be given in writing and shall be sent to
the persons at the address listed in the
Statement of Work.
2. Dispute Resolution; Remedies.
(a) In the event of a dispute, the parties may
agree to pursue mediation or either binding or
nonbinding arbitration to resolve their dispute,
under such rules as the parties may agree.
(b) If either CPS HR or Client determines it
appropriate to file a judicial action, then, in
addition to any other remedies available at
law or in equity, Client acknowledges that
breach of this Agreement may result in
irreparable harm to CPS HR for which
damages would be an inadequate remedy
and, therefore, CPS HR shall be entitled to
seek equitable relief, including injunction.
3. Attorneys Fees. If any legal action or
arbitration or other proceeding is brought to
enforce or construe the term of this
Agreement or because of an alleged dispute,
breach or default in connection with any
provision of this Agreement, the successful or
prevailing Party shall be entitled to recover
reasonable attorneys fees and other costs
incurred in that action, arbitration or
proceeding in addition to any other relief to
which it may be entitled.
4. Governing Law. This Agreement will be
governed by the laws of the State of California
without regard to its rules concerning conflict
of laws.
5. Force Majeure. Neither Party shall be
liable for delays caused by fire, accident,
labor dispute, war, insurrection, riot, act of
government, superior force, or any other
cause reasonably beyond its control.
6. Waiver. The failure of any Party at any
time or times to require performance of any
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provision of this Agreement shall in no
manner affect its right to enforce that
provision at a later time. Nor shall the waiver
by either Party of a breach of any provision of
this Agreement be taken or held to be a
waiver of the provision itself. No waiver shall
be enforceable unless made in writing and
signed by the Party granting the waiver.
7.Test Rental and Assessment Terms.
Additional Test Rental and Assessment terms
are included as Exhibit B for the use of CPS
HR’s testing materials.
8.Entire Agreement; Modifications. This
Agreement constitutes the entire agreement
between the parties regarding the subject
matter hereof and supersedes all other
agreements, representations and warranties.
All modifications and supplements to this
Agreement must be in writing and signed by
both parties.
9.Counterparts; Facsimile Signature;
Electronic Signature. This Agreement may
be executed in any number of counterparts. If
this Agreement or any counterpart is signed
and then faxed or e-mailed by PDF or
otherwise, the faxed or -mailed copy bearing
the signature shall be as good as the original,
wet-ink signed copy for all intents and
purposes.
10. Authority to Sign. The person signing
this Agreement on behalf of the Client (the
Principal Signer) represents that he or she is
the head of the agency or is otherwise duly
authorized to sign this Agreement and to bind
the Client.
11.Ambiguities. As this Agreement has
been voluntarily and freely negotiated by both
parties, the rule that ambiguous contractual
provisions are construed against the drafter of
the provision shall be inapplicable to this
Agreement.
12.Insurance. CPS HR agrees to comply
with the Client’s insurance requirements as
set forth in in Exhibit C.
Cooperative Personnel Services dba
CPS HR Consulting,
2450 Del Paso Rd. Ste 220, Sacramento, CA 95834
By:
Authorized Signature
Name:
Title:
City of San Rafael
1400 5th Avenue, Room 210, San Rafael, CA 94901
By:
Authorized Signature
Name:
Title:
Sandy MacDonald-Hopp
Chief Financial Officer
Cristine Alilovich (Jul 2, 2025 12:12 PDT)
Cristine Alilovich
Cristine Alilovich
Cristine Alilovich
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Exhibit A
Statement of Work
All changes to this SOW must be mutually agreed to and executed in writing by duly authorized representatives of
both parties as an amendment to this SOW. Capitalized terms used herein shall have the meanings ascribed to them
in the Agreement.
1. SERVICES: CPS HR shall provide the City of San Rafael and the San Rafael Fire Department with professional
consulting services in the development and administration of the Fire Captain Promotional Process as
detailed in the CPS HR proposal dated May 20, 2025 included herein as Attachment 1 to Exhibit A.
2. CLIENT RESPONSIBILITIES:
a. Client must timely perform all those Client roles and responsibilities set forth in this SOW. Successful
completion of this project within the time specified depends largely upon an effective working relationship between
Client and CPS HR project staff. For this reason, CPS HR requests that Client designate an individual to
coordinate communication, meetings, interview schedules, and review of products with the project team.
b. Any work products developed during the activities described above will be submitted to Client’s Project
Representative for review, comment and/or approval. This is a critical step to ensure accurate, reliable, and valid
products.
3. CPS HR PROJECT MANAGER: Breana Lopez blopez@cpshr.us
4. CLIENT PROJECT MANAGER: Rhonda Castellucci rhonda.castellucci@cityofsanrafael.org
5. SERVICE FEES:
a. All Services provided to Client by CPS HR hereunder are priced on a TIME AND MATERIALS basis. Any
estimates provided by CPS HR to Client, whether written herein or given orally, shall not be binding on CPS
HR or convert this SOW into a fixed price engagement with respect to such Services. Any such estimates
are for informational purposes only, and the actual fees payable by Client may be higher or lower than such
estimates.
b. CPS HR will invoice Client at the rates listed herein and detailed further in Attachment 1 to Exhibit A.
Description of Services – Fire Captain
Deliverable Fee
Project Planning, Job Analysis, Exam Plan Development Included
Assessment Center Development and Administration
1 – 8 candidates $13,700
9 – 16 candidates $14,200
Project Outcomes (i.e., scores, candidate feedback reports) Included
Project Expenses (travel, hotel, meals, shipping, printing, etc.)
Not to Exceed
$6,000
(billed at cost)
c. Fee Assumptions.
• Testing facilities and time of Client personnel assisting in the development of the exam components will be
the responsibility of the Client.
• Client will provide a site for candidate orientation, assessor training, and the development and
administration of examination components.
• Pricing assumes developing up to four exercises.
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• Assessment Center costs for 1 – 8 candidates assume half-day assessor training and up to one day of
testing. Costs for 9 – 16 candidates assume half-day assessor training and up to two days of testing. Any
additional testing days required due to an increase in candidate count will be $1,500/day.
• Assessor recruitment and expenses (e.g., meals, travel, lodging, etc.) will be the responsibility of the
Department. CPS HR will conduct assessor recruitment for an additional $2,700. Travel, food, stipend,
and lodging expenses for assessors will remain the responsibility of the Client. CPS HR will coordinate
assessor travel arrangements for an additional $900.
• All project expenses will be billed at cost.
• CPS HR may conduct one (1) in-person meeting. All additional meetings will be conducted virtually, unless
otherwise agreed upon by the Client and CPS HR.
• If Tactical/Incident Command exercises requiring an interactive simulation are included, CPS HR
recommends utilizing one of our trained consultants to act as Dispatch, responding units, and the fire
simulator operator. The cost for this option is $650/day, plus expenses.
• Exam materials are subject to additional CPS HR Assessment Terms and Conditions. These will be
included in the contract; however, they may be provided for review at any time.
• Besides assisting the Client in responding to questions and/or inquiries regarding the testing process, we
will provide up to four (4) hours of consulting time to respond to grievances received by the Client within
six months of the last day of administration. If the process is legally challenged and/or litigated at any time
in a court of law (i.e., anywhere outside of the Client’s internal grievance processes), CPS HR will provide
services on a separate contract for additional fees for the portions of work conducted by CPS HR.
d. CPS HR will submit an invoice for payment upon completion of services. Client will pay CPS HR within thirty
(30) days following receipt of invoice.
6. In the event the project is terminated early, CPS HR will be paid such amount as is due for professional services
performed and out-of-pocket expenses incurred up to and including the effective date of termination.
7. This SOW covers work requested and performed prior to the commencement of this SOW.
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Exhibit B
Additional Test Rental / Assessment Terms
A. Purpose. This Attachment B defines CPS HR test rental, use and security policies and procedures.
CPS HR develops and rents tests for a number of purposes and in a number of formats (including but not
limited to print and electronic media). For that reason, some of the below paragraphs apply under certain
circumstances. But, unless specifically limited, each paragraph applies to all testing purposes and formats.
B. Ownership of CPS HR Tests.
1. CPS HR owns all rights, title and interest, including copyrights, in all tests provided under this
Agreement. They are the property of CPS HR and shall remain the property of CPS HR, even while in the
custody of Client.
2. Additionally, tests that have been constructed or modified based on information provided by the client
shall not be considered works made for hire, as that term is defined under U.S. Copyright Law. CPS HR shall
own all rights, title and interest, including the copyright, in any test it creates for the Client.
3. Ownership of tests specifically developed for a client and of individual test questions supplied by
Client, if any, shall be governed by a separate Agreement between CPS HR and Client.
C. Test Materials. Test Materials consist of all used and unused test booklets, proctors instructions,
proctors manuals, scoring instructions, key sheets, key overlays, keyed booklets, scoring keys, instructions,
CDs (for oral tests), and any other materials generated at the test administration, such as completed answer
sheets (if applicable), scratch paper, note paper and the like.
D. Test Security. CPS HR security standards are designed to protect the mutual interests of all Clients
that use Test Materials as well as the interests of applicants who take CPS HR tests. In order that no person
may gain special advantage by having improper access to the material, all users must sign this Agreement
and agree to fulfill its terms, before the Agreement is effective.
1. Client agrees to take all reasonable and diligent steps to keep CPS HR tests, sample tests, and
testing processes confidential and free from unauthorized access and use. This includes, but is not limited to,
client agreeing not to divulge, convey, copy in whole or part, duplicate, convert to another format or medium,
or otherwise disseminate tests, portions of tests, or test materials.
2. For on-line tests, client further agrees to take all reasonable and diligent steps to prevent any
modification to or reverse engineering of the testing software, and any transfer, storage or dissemination of
tests or testing software and data on any storage medium or computer server other than those specifically
authorized by CPS HR.
3. Should Client suspect any breach of test security, Client agrees to immediately notify CPS HR and
immediately take all steps necessary to preserve evidence of or related to the breach, whether physical or
electronic.
E. Test Review, Ordering and Administration.
1. Review Copies. Review of CPS HR tests, regardless of format, is subject to the test security
standards.
(a) Test Rental Division: To help in deciding whether to rent exams, Client may review CPS HR stock
tests and other stock test materials free of charge (e.g., stock supplements, structured interview packages,
and specialized item sets).
(b) On-line Testing: To help in deciding whether to utilize on-line testing, Client may review sample on-
line tests free of charge.
2. Ordering Testing Materials and Scheduling of Examinations.
(a) Test Rental Division:
(i) To ensure materials are received in time, Client must notify CPS HR at least 10 business days prior
to the test date of the total number of candidates in each job classification to be tested. If orders are placed
less than 10-business-days prior to the test date, rush shipment charges may apply and timely delivery
cannot be guaranteed.
(ii) Client shall rent one test booklet per candidate to be tested. CPS HR shall provide Client with Test
Materials including instructions for administering the test, sufficient test booklets and any other material CPS
HR deems necessary.
(b) On-line Testing:
(i) To ensure Client equipment is functioning and capable of administering on-line testing, Client must
request testing from CPS HR at least 10 business days prior to the test date on the first time Client utilizes
on-line testing. After Client has successfully used on-line testing, 5 working days notice is normally sufficient
for subsequent testing.
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(ii) Client recognizes that CPS HR has no control over the functioning of the internet, and any problems
with on-line testing due to the failure thereof are not attributable to CPS HR.
3. After the test date.
(a) Test Rental Division:
(i) Within 10 business days of the test date, Client shall return to CPS HR all Test Materials including all
materials provided by CPS HR for the test administration.
(ii) Client shall not reuse printed tests on the test date or on any other date but shall return Test
Materials to CPS HR, whether or not the test was administered.
(b) On-line Testing:
(i) After the scheduled test date(s), CPS HR will suspend access to the on-line test site.
(ii) Within 10 business days of the test date, Client shall destroy all CPS HR Test Materials including
scratch paper and note paper in a way that make the materials unrecoverable.
F. Additional Pricing.
1. CPS HR may charge Client for lost or compromised tests if Test Materials are not returned according
to 3(a) above. Client shall be liable for the actual cost associated with the creation of a substantially similar
replacement test up to a maximum of $15,000.
G. Candidate Inspections
1. Test Materials.
CANDIDATE INSPECTION OF TEST MATERIALS SHALL NOT BE ALLOWED EXCEPT IN CASE OF
ANSWER SHEETS AS DESCRIBED BELOW.
2. Answer Sheets.
(a) If a candidate files a protest regarding the scoring of his or her test, inspection of a candidate's own
answer sheet(s) for the purpose of detecting whether any clerical or other error has been made in the scoring
of the answer sheets shall be allowed, upon request by the Client, for a 10-business-day period immediately
following the notification to the candidate of test results.
(b) Candidates are not allowed to review the question booklet during this inspection period.
(c) Not more than one hour will normally be allowed for answer sheet(s) review. A representative of
Client’s Personnel or Administrative office shall be present to assure that no changes or marks of any kind
are made by the candidate on the answer sheet(s) or keyed answer sheet.
H. Client Responsibilities.
1. Client shall perform all parts of the testing process which are not performed by CPS HR. Client has
the responsibility for assuring that the testing process performed by Client conforms to any applicable laws,
rules or ordinances, and for the test as a whole. Under the federal Uniform Guidelines on Employee
Selection Procedures, the Client as test user is responsible for local validation efforts (e.g., SME review, job
analysis studies) and the results of the selection process, and Client understands and acknowledges that it
must be prepared to demonstrate that the process is valid and meets other testing standards if it adversely
affects groups protected by fair employment laws.
2. Client is responsible for insuring that all persons who handle or have access to Test Materials in any
capacity for Client shall do so in compliance with this Agreement, and are trained to handle Test Materials
and administer tests before they do so.
I. Legal Proceedings Involving Test Materials.
1. If Client receives notice of any administrative or court proceeding involving a CPS HR test, or a
request for disclosure of Test Materials, such as a subpoena, or a public records or freedom of information
request, Client shall notify CPS HR of such request immediately and well before a response is due.
2. Upon CPS HR request, Client shall maintain the confidentiality of the Test Materials pending the
grant or denial of a protective order or the decision of a court or administrative body as to whether the
requested Test Materials must be disclosed under the applicable public records statute.
3. Client shall cooperate with CPS HR in seeking any relief necessary to maintain the confidentiality of
the Test Materials.
4. Client shall indemnify and hold CPS HR harmless from and against any and all claims, costs,
damages, losses, liabilities and expenses (including reasonable attorney fees and costs) arising out of or in
connection with administration of a test, or with maintaining confidentiality of Test Materials.
J. Return of Test Materials.
1. Upon termination of the Agreement, Client shall immediately return to CPS HR any Test Materials
that it possesses.
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Exhibit B
Attachment 1
Authorized Representative(s) (use an additional page if needed) By signing as an Authorized Representative, I affirm
that I will handle all CPS HR Test Materials in accordance with the terms of the CPS HR Test Rental terms listed in Attachment B.
Name, Title Signature
E-mail Address Phone Number
Name, Title Signature
E-mail Address Phone Number
Name, Title Signature
E-mail Address Phone Number
Name, Title Signature
E-mail Address Phone Number
Name, Title Signature
E-mail Address Phone Number
Name, Title Signature
E-mail Address Phone Number
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EXHIBIT C
INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth below,
CPS HR Consulting referred to herein as “CONSULTANT” shall procure and
maintain in full force and effect, at no cost to the City of San Rafael referred to
herein as “CITY” insurance policies with respect to employees and vehicles assigned
to the performance of Services under this Agreement with coverage amounts, required
endorsements, certificates of insurance, and coverage verifications as defined in this
Exhibit B.
A. Scope of Coverage. During the term of this Agreement,
CONSULTANT shall maintain, at no expense to CITY, the following insurance
policies:
1. Commercial general liability. A commercial general liability
insurance policy in the minimum amount of one million dollars ($1,000,000) per
occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal
injury, or property damage.
2. Automobile liability. An automobile liability (non-owned and
hired vehicles) insurance policy in the minimum amount of one million dollars
($1,000,000) per occurrence.
3. Professional liability. If any licensed professional performs any
of the services required to be performed under this Agreement, a professional liability
insurance policy in the minimum amount of one million dollars ($1,000,000) per
occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out
of the CONSULTANT's performance of services under this Agreement. Where
CONSULTANT is a professional not required to have a professional license, CITY
reserves the right to require CONSULTANT to provide professional liability insurance
pursuant to this section.
4. Workers’ compensation. If it employs any person,
CONSULTANT shall maintain workers’ compensation insurance, as required by the
State of California, with statutory limits, and employer’s liability insurance with
limits of no less than one million dollars ($1,000,000) per accident for bodily injury
or disease. CONSULTANT’s workers’ compensation insurance shall be specifically
endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of
the CONSULTANT in subparagraph A of this section above shall also meet the
following requirements:
1. Except for professional liability insurance or workers’
compensation insurance, the insurance policies shall be specifically endorsed to include
the CITY, its officers, agents, employees, and volunteers, as additional insureds (for
both ongoing and completed operations) under the policies.
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2. The additional insured coverage under CONSULTANT’s
insurance policies shall be “primary and noncontributory” with respect to any insurance
or coverage maintained by CITY and shall not call upon CITY's insurance or self-
insurance coverage for any contribution. The “primary and noncontributory” coverage
in CONSULTANT’S policies shall be at least as broad as ISO form CG20 01 04 13.
3. Except for professional liability insurance or workers’
compensation insurance, the insurance policies shall include, in their text or by
endorsement, coverage for contractual liability and personal injury.
4. By execution of this Agreement, CONSULTANT hereby
grants to CITY a waiver of any right to subrogation which any insurer of
CONSULTANT may acquire against CITY by virtue of the payment of any loss
under such insurance. CONSULTANT agrees to obtain any endorsement that may
be necessary to effect this waiver of subrogation, but this provision applies
regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then,
following termination of this Agreement, said insurance coverage shall survive for a
period of not less than five years.
6. The insurance policies shall provide for a retroactive date of
placement coinciding with the Effective Date of this Agreement.
7. The limits of insurance required in this Agreement may be
satisfied by a combination of primary and umbrella or excess insurance. Any umbrella
or excess insurance shall contain or be endorsed to contain a provision that such
coverage shall also apply on a primary and noncontributory basis for the benefit of CITY
(if agreed to in a written contract or agreement) before CITY’S own insurance or self-
insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available
insurance proceeds broader than or in excess of the specified minimum insurance
coverage requirements and/or limits shall be available to CITY or any other additional
insured party. Furthermore, the requirements for coverage and limits shall be: (1) the
minimum coverage and limits specified in this Agreement; or (2) the broader coverage
and maximum limits of coverage of any insurance policy or proceeds available to the
named insured; whichever is greater. No representation is made that the minimum
insurance requirements of this Agreement are sufficient to cover the obligations of the
CONSULTANT under this Agreement.
9. CONSULTANT agrees to ensure that subcontractors, and any
other party involved with the Services, who is brought onto or involved in the
performance of the Services by CONSULTANT, provide the same minimum
insurance coverage required of CONSULTANT, except as with respect to limits.
CONSULTANT agrees to monitor and review all such coverage and assumes all
responsibility for ensuring that such coverage is provided in conformity with the
requirements of this Agreement. CONSUTLANT agrees that upon request by CITY,
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all agreements with, and insurance compliance documents provided by, such
subcontractors and others engaged in the performance of Services will be submitted
to CITY for review.
10. CONSULTANT agrees to be responsible for ensuring that no
contract used by any party involved in any way with the Services reserves the right to
charge CITY or CONSULTANT for the cost of additional insurance coverage
required by this Agreement. Any such provisions are to be deleted with reference to
CITY. It is not the intent of CITY to reimburse any third party for the cost of
complying with these requirements. There shall be no recourse against CITY for
payment of premiums or other amounts with respect thereto.
C. Deductibles and SIR’s. Any deductibles or self-insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the CITY
and shall not reduce the limits of liability. Policies containing any self-insured retention
(SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by
either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or
eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond
guaranteeing payment of losses and related investigations, claims administration,
attorney’s fees and defense expenses.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT
MANAGER all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or
endorsement page listing all policy endorsements for the commercial general liability
policy, and (3) excerpts of policy language or specific endorsements evidencing the
other insurance requirements set forth in this Agreement. CITY reserves the right to
obtain a full certified copy of any insurance policy and endorsements from
CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right
to exercise it later. The insurance shall be approved as to form and sufficiency by the
CITY.
CALIFORNIA
TEXAS
COLORADO
PROPOSAL
City of San Rafael
Fire Captain Promotional Examination Services
DATE: May 29, 2025
Submitted by:
Vicki Quintero Brashear
Chief of Client Services
CPS HR Consulting, 2450 Del Paso Road, Suite 220, Sacramento, CA 95834
P: (916) 471-3481, vbrashear@cpshr.us
Tax ID: 68-0067209
Attachment 1 to Exhibit A
2450 Del Paso Road, Suite 220 Sacramento, CA 95834 www.cpshr.us Tax ID: 68-0067209
Table of Contents
Cover Letter ........................................................................................... 2
Qualifications and Experience ........................................................... 3
About CPS HR Consulting .......................................................................... 3
Client Focused ................................................................................................ 3
Qualifications of Firm ................................................................................. 3
Qualifications of Staff................................................................................. 5
References .................................................................................................. 9
Approach to Work .............................................................................. 11
Project Understanding and Executive Summary ................................ 17
Project Planning, Job Analysis, and Examination Plan Development
..................................................................................................................... 18
Assessment Center Development, Administration, and Scoring ...... 20
Project Outcomes .................................................................................... 24
Project Schedule ...................................................................................... 26
Project Management and Communication Process ......................... 27
Price Proposal ...................................................................................... 30
Hourly Rates ............................................................................................... 30
Fee Assumptions ....................................................................................... 31
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Cover Letter
May 29, 2025
The City of San Rafael
Rhonda Castellucci, HR Representative II
1400 5th Avenue, Room 210
San Rafael, CA 94901
Sent via email to: rhonda.castellucci@cityofsanrafael.org
Subject: Fire Promotional Examination Services
CPS HR Consulting (CPS HR) is pleased to submit this proposal to the City of San Rafael (City) and the San Rafael
Fire Department (Department) to provide professional consulting services in the development and
administration of the upcoming Fire Captain Promotional Process.
Our CPS HR team members are available and uniquely qualified to undertake this effort in a timely manner
because of our wide resources and extensive experience in job analysis studies and examination development
and administration. We have worked extensively with public safety communities, and our test services are
recognized as among the best in the industry. In our proposal, we describe our understanding of The City of San
Rafael and the San Rafael Fire Department’s requested scope of work and our approach and methodology for
accomplishing the goals of the project. Our proposal is based upon the following elements to accomplish the City
and Department’s goals:
◼ Developing tailored professional products and providing personalized services to meet the City and
Department’s specific needs;
◼ Maintaining open communication with the City and Department to ensure the project preserves its
focus and adheres to the timeline and budget;
◼ Providing extensive professional expertise acquired through numerous similar promotional
examination processes provided to other public safety agencies throughout the State of California and
with the City of San Rafael;
◼ Providing a dedicated California-Based Project Manager who will be actively involved in all aspects of
the process in order to maintain continuity and provide consistent communication.
Thank you for the opportunity to submit this proposal. We look forward to an opportunity to discuss our proposal
with you. Should you have any questions, please feel free to contact Breana Lopez, Project Manager, at (714)
224-6459 or via email at blopez@cpshr.us.
Sincerely,
Vicki Quintero Brashear, Chief of Client Services
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Qualifications and Experience
About CPS HR Consulting
CPS HR is a client-focused human resources and management consulting firm dedicated to addressing the
unique challenges faced by government and non-profit organizations. Founded in 1985, we have earned a
reputation as a trusted advisor by leveraging our in-depth public sector expertise to deliver practical,
results-driven solutions. As a Joint Powers Authority, we are a self-supporting government agency
exclusively serving public entities. This gives us a distinct advantage in understanding and meeting the
specific needs of clients across all levels of government, including Federal, State, Local, Special Districts,
Higher Education and Non-Profit organizations.
Our unwavering commitment to delivering an unparalleled client experience is built on our comprehensive
knowledge of the complexities within the public and non-profit sectors. We assist organizations in attracting,
hiring, retaining, and motivating top talent, essential for driving organizational excellence in alignment with
their vision.
With more than 100 full-time employees and a network of 200+ project consultants and technical experts
across the nation, CPS HR has partnered with more than 2,700 public and non -profit clients throughout the
United States.
Headquartered in Sacramento, CA, with regional offices in Texas, Colorado, and Southern California, we are
strategically positioned to support your organization's growth and help your employees fulfill the promise
of public service.
Client Focused
We help clients succeed by:
◼ Understanding Their Goals: We listen to your needs, understand your business, and focus on
achieving your desired outcomes.
◼ Unlocking New Perspectives: Together we explore new ideas, expand possibilities, and consider the
broader impact on those you serve.
◼ Bringing Solutions to Life: We put plans into action, making strategies operational and effective.
◼ Empowering Their Growth: Provide you with the tools and knowledge to elevate performance and
expand capabilities for your organization and those you serve.
Qualifications of Firm
CPS HR is a national firm and a governmental JPA of the State of California. A JPA is a public agency created
pursuant to the Joint Exercise of Powers Act (Government Code 6500 et seq). This Act allows two or more
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government agencies to establish a new public entity authorized to exercise those powers jointly held. A JPA
is an instrumentality of a state or a political subdivision of a state and is not a registered corporation of any
state. Cooperative Personnel Services was established under a “Joint Powers Agreement” by the State
Personnel Board of the State of California, the counties of Sacramento and Sonoma, the Hayward Unified
School District, the City of Anaheim, and the East Bay Municipal Utility District, and its purpose is to provide
the opportunity for the joint powers “to discuss, study and solve common or similar problems with respect
to modern human resource and related management processes.”
Our Chief Executive Officer (CEO) reports to a Board of Directors representing diverse public sector agencies
across the nation. The following executive staff report to our CEO: Chief Information Officer, Chief Financial
Officer, Chief Human Resources Officer, Marketing and Business Development Director, and Client Services
Directors.
Today, as a self-supporting public agency, we offer a full range of human resources consulting services to
government and nonprofit agencies, with particular emphasis on employment testing and assessment
services.
CPS HR staff members include industrial/organizational psychologists, experienced measurement
specialists, and highly trained technicians and support staff. Our testing services include test research and
development; test validation; test rental and scoring; test logistics and administration; statistical analysis;
and the design, development, and administration of assessment centers and performance examinations.
Our staff is thoroughly familiar with the professional and regulatory standards in the testing a rea and has
extensive experience in fair employment, Section 60-3, Uniform Guidelines on Employee Selection
Procedures (1978); 43 FR 38295 (August 25, 1978), the Standards for Educational and Psychological Testing
(American Educational Research Association, American Psychological Association, and National Council on
Measurement in Education, 1999), the Principles for the Validation and Use of Personnel Selection
Procedures of the Society for Industrial and Organizational Psychology (2003), and the Guidelines and Ethical
Considerations for Assessment Center Operations (rev. 2014). In fact, several staff members have served on
national committees reviewing these documents and published articles, monographs, and textbook
chapters on testing and selection.
In over 35 years of employment testing, we have not had a successful challenge to our selection
instruments. We have had limited direct involvement in Title VII cases because our tests have rarely been
challenged. CPS HR’s approach is designed to comply with all aforementioned prevailing technical standards
and legal guidelines. We utilize these standards and guidelines to ensure best-practice in all of our
assessment and selection engagements.
CPS HR has been extremely successful in performing job analyses, developing examinations, and
administering and scoring examinations for public safety positions that are congruent with the needs of the
Department. In addition, our specific focus on the public safety arena provides us with an in -depth level of
knowledge about the jobs we study.
Page | 5
Qualifications of Staff
CPS HR has assembled a strong project team, with each member selected for his/her specific expertise and
professionalism. We have selected Ms. Breana Lopez, B.A., to be the Project Manager for this assignment
because of the strong project management skills and depth of experience with work of this nature that she
possesses. She will serve as the main point of contact for the Department, oversee daily operations, maintain
overall responsibility for the project, manage CPS HR’s project team, provide oversight for project
assignments, manage the timeline and budget, and actively participate in all project deliverables. Ms. Lopez
will be accompanied by Mr. Geoff Burcaw and Ms. Jody Lecheler, as Project Consultants who will be actively
involved in the technical aspects of the project. These team members will have direct responsibility for
fulfilling the terms of a contract that may result from this proposal.
In the unlikely event that any team member identified in this proposal needs to be replaced, we will require
the same qualifications and seek written approval from the Department prior to the commencement of work
by submitting names, contact information, qualifications, and other pertinent information. Additional
professional and technical staff may also be involved in the project, as needed, for administrative support,
as we commit our entire organization to meeting the needs of the Department. Because of the size of our
organization and experience at managing promotional processes for public safety clients, we have the depth
and breadth of staff to be responsive to your needs without using subcontractors or outside personnel.
Below is the Project Manager’s contact information. Experience at a glance and résumés of the primary team
members follow.
Project Manager Contact Information
Name: Breana Lopez, B.A.
Title: Principal Consultant, Assessment and Selection
E-mail: BLopez@cpshr.us
Location: Orange County, CA
Phone: (714) 224-6459
Page | 6
Roles and Responsibilities
Staff Roles and Responsibilities
Breana Lopez, B.A.
PROJECT MANAGER:
◼ Oversees daily operations
◼ Develops and ensures the project plan is in alignment with the needs of the
Department
◼ Manages costs by ensuring the project remains within the appropriate scope
and expenditure targets
◼ Acts as primary client liaison and interfaces directly with Department
representatives
◼ Oversees project team
◼ Defines the direction of the team on the project
◼ Identifies and secures the necessary resources and manages tasks/ performance
◼ Uses reports and status meetings to control progress/address hurdles
◼ Ensures project is delivered within budget and scope and on time
◼ Ensures compliance with terms and conditions of contracts
◼ Primary consultant responsible for project activities and deliverables, including,
but not limited to, creation of the test plans, written examination development
and administration, assessment development and administration, and report
development
◼ Provides any specialized services that may be needed
Geoff Burcaw, M.S.
Jody Lecheler, M.S.
PROJECT CONSULTANT:
◼ In concert with Project Manager, reviews and approves the project plan and
methodologies
◼ Assists with the development of all project deliverables
◼ Uses reports and status meetings to control progress/address hurdles
Administrative Support
ADDITIONAL ASSISTANCE:
◼ Assists with project deliverables, as needed
Résumés
Breana Lopez, B.A.
Ms. Lopez is qualified in the design, development, and administration of assessment center processes for public
safety promotional opportunities, along with having experience in test development and assessment center
logistics. She develops customized assessment exercises, candidate orientation materials, assessor scoring
criteria, training materials, and all other work associated with assessment centers. She conducts candidate
orientations and training sessions for assessors. Ms. Lopez spent a significant amount of time with the City of
Anaheim responsible for the design, development, and evaluation of City -wide employee development and
training programs. She also served as the Public Safety Recruitment Specialist planning and coordinating all
selection and recruitment activities for both sworn and civilian personnel, ensuring decisions were made in
Page | 7
accordance with merit system principles and in compliance with laws, regulations, rules, and bargaining
agreements.
Employment History
◼ Principal Human Resources Consultant, CPS HR Consulting
◼ Senior Human Resources Consultant, CPS HR Consulting
◼ Public Safety Recruitment Specialist, City of Anaheim, CA
◼ Organizational Development Specialist, City of Anaheim, CA
Professional Experience
◼ Designs, develops, and administers valid, legally-defensible assessment centers used for selection
and promotion within public safety agencies and other public entities
◼ Conducts job analyses, develops written examination test plans, and develops behaviorally-based
exercises
◼ Facilitates meetings with SME panels to obtain department -/position-specific information for use in
the development of assessment center exercises, written test plans, and job analysis data
◼ Develops customized assessment exercises, candidate orientation materials, assessor scoring criteria,
training materials, and all other work associated with assessment centers
◼ Conducts training sessions for assessors to learn behavioral scoring and conducts orientation
sessions for candidates to provide them with information regarding their assessment process
◼ Develops customized candidate feedback reports documenting candidate assessment performance
◼ Developed new Onboarding Process for the City of Anaheim
◼ Partnered in the development of a competency model for City of Anaheim to align organizational
goals with employee training and performance goals
◼ Coordinated annual Citywide Training Catalog and program for the City of Anaheim
◼ Partnered in the development of a new performance appraisal system for performance
management, training, and succession planning for the City of Anaheim
◼ Assisted in the development and implementation of Mission, Vision, Values for Public Safety
Departments
Education
◼ B.A., Social Sciences (Political Science & Economics), California State University, San Marcos
Page | 8
Jody Lecheler, M.S.
Ms. Lecheler has over eight years of human resources experience with a specialty in developing,
administering, and assessing public safety examinations. Before joining CPS HR, she worked with local
government agencies at the Personnel Board of Jefferson Co unty to develop and administer entry-level and
promotional public safety and administrative exams. Her work included collaborating with public safety
professionals from across the county to achieve fair and consistent employment tests. She excels in projec t
management and working with subject matter experts to deliver quality work products in an efficient
manner.
Employment History
◼ Senior HR Consultant, CPS HR Consulting
◼ Test Administration and Assessment Coordinator; Assessment & Development Specialist,
Personnel Board of Jefferson County
◼ Employee Selection Specialist, Maryland Department of Transportation
Professional Experience
◼ Conducting job analyses to identify job responsibilities and critical competencies by conducting
site observations, focus groups, surveys, and data analysis
◼ Facilitating meetings with subject matter experts to understand employment needs and obtain
job-specific information for the purposes of job analyses and test development
◼ Developing and validating legally defensible pre-employment assessments tools such as minimum
qualifications, structured interviews, role plays, and work samples
◼ Developing behaviorally-anchored benchmark rating scales to standardize the assessment of
selection tools
◼ Training assessors and subject matter experts on the assessment process to ensure standardized
scoring of candidates
◼ Coordinating the administration and assessment of pre -employment test processes to include
coordinating candidates, subject matter experts, facilities, staff, and documentation
◼ Communicating with test candidates to explain processes, expectations, and answer questions
◼ Analyzing data and calculating various psychometric statistics (e.g., item analysis, adverse impact,
t-tests, reliability, pass rate)
◼ Writing technical reports to document job analysis and testing methodologies
◼ Ensuring projects are completed with quality in a timely manner to meet expectations and needs
of stakeholders
Education
◼ M.S., Industrial and Organizational Psychology, Western Kentucky University
◼ B.S., Psychology, Ball State University
Page | 9
Geoff Burcaw, M.S., SPHR, SHRM-SCP
Mr. Burcaw is a Senior Personnel Management Consultant with CPS HR Consulting. He has over 17 years of
professional-level experience in human resources with specialization in job analysis and employment test
development. Mr. Burcaw’s experience includes human resources consulting for state and local government
agencies, and providing human resources litigation support to private industry.
Employment History
◼ Senior Personnel Management Consultant, CPS HR Consulting
◼ Assessment Development Specialist, Personnel Board of Jefferson County, Alabama
◼ Human Resources Consultant, SHL USA
◼ Job Analyst, Human Resources Research Organization
Professional Experience
◼ Developing cognitive ability, aptitude, and performance tests for unskilled, semi -skilled, and skilled
job classifications, including test specifications, item writing, and standard setting
◼ Developing selection and assessment processes, such as written tests, structured interviews,
situational judgment tests, and assessment center exercises, for professional and management
classifications, including behaviorally-anchored rating scales and other scoring criteria, and
interviewer/rater training
◼ Developing organizational assessment tools, such as culture surveys and motivation assessments
◼ Conducting employee focus groups to assess organizational climate and job satisfaction
◼ Performing job analysis studies that include conducting job audit interviews, work observations, and
subject matter expert focus groups
◼ Conducting standard setting procedures for employment and licensure/certification tests using
subject matter expert panels
◼ Conducting statistical analysis of survey and test performance data, including item analysis and
adverse impact analysis
◼ Auditing selection processes to ensure compliance with federal employment law and state and local
government civil service rules
◼ Developing classification specifications, duty statements, and job announcements
References
Page | 10
CPS HR has been providing public safety testing and assessment services for over 35 years. The following
table provides three client references.
Client Name Project Description Contact Information
Alameda County
Fire Department
(2021-Present)
Job analysis, written examination
development and administration,
assessment center development
and administration for the ranks of
Captain and Battalion Chief.
Maria Tabora, Human Resources
1405 Lakeside Drive
Oakland, CA 94612
Phone: (510) 272-6463
Email: Maria.Trabor@acgov.org
Oakland Fire
Department
(2017-Present)
Job analysis, written examination
development and administration,
assessment center development
and administration for the ranks of
Fire Investigator, Assistant Fire
Marshal, Fire Captain, and Fire
Battalion Chief.
Matthew Nichelini, Deputy Chief
150 Frank H. Ogawa Plaza
Oakland, CA 94612
Phone: (510) 755-5839
Email: MNichelini@Oaklandca.gov
City of Richmond,
CA
Fire Department
(2013 – Present)
Job analysis, written examination
development and administration,
and practical exam development
and administration for
Driver/Engineer; job analysis,
written examination development
and administration, assessment
center development and
administration for Fire Captain,
Battalion Chief, Fire Marshal, and
Fire Inspector.
Aaron Osorio, Fire Chief
Richmond Fire Department
440 Civic Center Plaza
Richmond, CA 94804
Phone: (510) 307.8021
Email:
Aaron_Osorio@ci.richmond.ca.us
The following table is a comprehensive chart of agencies for whom we have provided public safety
examination services within the past five years that contain a similar scope and complexity as this project.
All of the projects listed in the chart include job analysis, written examination development and
administration, and/or assessment center development and administration. Please note that because most
of our client relationships are ongoing, most of the projects within the client list below were conducted
multiple times across testing cycles – the list specifies only the ranks that were tested within each
Department. Further, those clients in bold are clients with whom we are currently developing processes or
for whom we have developed processes in the pas t 12 months.
Page | 11
Public Safety Clients (Past Five Years)
Agency Service Provided
Alameda County Sheriff's Office · Sergeant Promotional Process
· Lieutenant Promotional Process
Alameda County Fire Department · Battalion Chief Promotional Process
· Captain Promotional Process
Anaheim Fire Department
· Battalion Chief Promotional Process
· Captain Promotional Process
· Engineer Promotional Process
· Firefighter/Paramedic Assessment Process
Anaheim Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Aptos La Selva Fire Department · Captain Promotional Process
Arcata Fire Department · Assistant Chief Promotional Process
· Captain Promotional Process
Arizona Department of Public Safety · Captain Promotional Process
Arlington Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Arvada Fire Protection District
· Captain Promotional Process
· Firefighter/Paramedic Testing Process
· Lieutenant Promotional Process
Berthoud Fire Protection District · Lieutenant Promotional Process
· Engineer Promotional Process
Bloomington Fire Department · Battalion Chief Promotional Process
· Captain Promotional Process
Boca Raton Fire Rescue Services
· Battalion Chief/Division Chief Promotional Process
· EMS Captain Promotional Process
· Captain Promotional Process
· Lieutenant Promotional Process
· Senior Fire Inspector
· Firefighter/Driver Promotional Process
· Fire Prevention Officer Promotional Process
Boca Raton Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Boulder Rural Fire Department · Captain Promotional Process
Broward County Sheriff's Office
· Driver Engineer Promotional Process
· Fire Lieutenant Promotional Process
· Fire Captain Promotional Process
· Battalion Chief Promotional Process
Page | 12
Cape Coral Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
California Department of Corrections and
Rehabilitation
· Fire Captain Occupational Analysis
Cathedral City Fire Department · Battalion Chief Promotional Process
Chamblee Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Chicago Police Department · Captain Job Analysis
· Commander Job Analysis
Cobb County Emergency Services (911)
Department
· Operations Supervisor Promotional Process
· Shift Supervisor Promotional Process
Cobb County Fire Department
· Captain Promotional Process
· Lieutenant Promotional Process
· Engineer Promotional Process
Cobb County Police Department
· Captain Promotional Process
· Lieutenant Promotional Process
· Sergeant Promotional Process
Colorado River Fire Protection District · Lieutenant Promotional Process
· Battalion Chief Promotional Process
Connecticut State Police
· Major Promotional Process
· Captain Promotional Process
· Lieutenant Promotional Process
· Master Sergeant Promotional Process
· Sergeant Promotional Process
Conyers Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Davie Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Davie Fire Rescue Department
· Lieutenant Promotional Process
· Captain Promotional Process
· Battalion Chief Promotional Process
Daytona Beach Fire Department · Battalion Chief Promotional Process
· Driver Engineer Promotional Process
DeKalb County Fire Rescue Department · Captain Promotional Process
DeKalb County Police Department
· Captain Promotional Process
· Lieutenant Promotional Process
· Sergeant Promotional Process
Page | 13
Deltona Fire Rescue Department · Lieutenant Promotional Process
Dothan Police Department
· Lieutenant Promotional Process
· Sergeant Promotional Process
· Corporal Promotional Process
El Segundo Police Department
· Sergeant Promotional Process
· Lieutenant Promotional Process
· Captain Promotional Process
El Paso County Sheriff's Office
· Deputy Sergeant Promotional Process
· Deputy Lieutenant Promotional Process
· Detention Sergeant Promotional Process
· Detention Lieutenant Promotional Process
· Floor Control Officer Promotional Process
Eugene Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Farmers Branch Police Department · Lieutenant Promotional Process
Fort Smith Fire Department · Battalion Chief Promotional Process
Fort Smith Police Department
· Captain Promotional Process
· Lieutenant Promotional Process
· Sergeant Promotional Process
Fremont, CA Fire Department · Battalion Chief Promotional Process
· Captain Promotional Process
Fremont, CA Police Department · Sergeant Promotional Process
Fremont, NE Fire Department · Assistant Fire Chief Promotional Process
Georgetown Fire Department · Battalion Chief Promotional Process
· Lieutenant Promotional Process
Glendora Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Hermosa Beach Police Department · Sergeant Promotional Process
Hutchinson Police Department · Sergeant Promotional Process
Irvine Police Department
· Detective Promotional Process
· Field Training Officer Process
· Lieutenant Promotional Process
Kennesaw Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Kissimmee Fire Department · Battalion Chief Promotional Process
· Lieutenant Promotional Process
Page | 14
Laguna Beach Fire Department · Battalion Chief Promotional Process
· Captain Promotional Process
Las Vegas Department of Public Safety
· Corrections Officer Lieutenant Promotional Process
· Municipal Court Marshal Sergeant Promotional
Process
· Deputy City Marshal Sergeant Promotional Process
Lathrop Police Department
· Commander Promotional Process
· Sergeant Promotional Process
· Officer Lateral Hiring Process
Lexington Division of Fire and Emergency Services
· Major Promotional Process
· Captain Promotional Process
· Lieutenant Promotional Process
Lexington Division of Police Services · Lieutenant Promotional Process
· Sergeant Promotional Process
Lincoln Fire and Rescue · Captain Promotional Process
· Fire Apparatus Operator Promotional Process
Long Beach Police Department · Sergeant Promotional Process
· Lieutenant Promotional Process
Loveland Fire Rescue Authority · Captain Promotional Process
· Lieutenant Promotional Process
Maricopa County Sheriff’s Office
· LEO Lieutenant Promotional Process
· LEO Sergeant Promotional Process
· Detention Captain Promotional Process
· Detention Lieutenant Promotional Process
· Detention Sergeant Promotional Process
Marietta Fire Department · Lieutenant Promotional Process
· Firefighter Engineer Promotional Process
Mobile Police Department
· Major Promotional Process
· Captain Promotional Process
· Lieutenant Promotional Process
· Sergeant Promotional Process
Monterey Park Police Department · Captain Promotional Process
Oakland Police Department · Captain Promotional Process
Page | 15
· Sergeant Promotional Process
· Lieutenant Promotional Process
Oakland Fire Department
· Fire Investigator Promotional Process
· Assistant Fire Marshal Promotional Process
· Battalion Chief Promotional Process
· Fire Lieutenant Promotional Process
· Captain Promotional Process
Park City Fire District · Captain Promotional Process
Provo Police Department · Lieutenant Promotional Process
· Sergeant Promotional Process
Richmond Fire Department
· Battalion Chief Promotional Process
· Fire Captain Promotional Process
· Driver Engineer Promotional Process
Sacramento Police Department
· Lieutenant Promotional Process
· Sergeant Promotional Process
· Dispatcher III Promotional Process
Sacramento Fire Department
· Battalion Chief Promotional Process
· Captain Promotional Process
· Engineer Promotional Process
Sandy Springs Police Department · Captain Promotional Process
· Sergeant Promotional Process
San Joaquin County Sheriff's Office · Deputy Sergeant Promotional Process
San Jose Police Department
· Captain Promotional Process
· Lieutenant Promotional Process
· Sergeant Promotional Process
San Jose Fire Department · Fire Prevention Inspector
South Adams County Fire Department · Lieutenant Promotional Process
· Captain Promotional Process
South Metro Fire Department
· Engineer Promotional Process
· Lieutenant Promotional Process
· Captain Promotional Process
Sunrise Fire Rescue Department · Engineer Promotional Process
· Captain Promotional Process
Stockton Police Department · Captain Promotional Process
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 16
Tucson Police Department
· Lieutenant Promotional Process
· Sergeant Promotional Process
· Detective Promotional Process
· Officer Job Analysis and Written Examination
Tucson Fire Department · Captain Promotional Process
· Battalion Chief Promotional Process
University of California, Davis Fire Department · Assistant Chief Promotional Process
Vallejo Fire Department
· Battalion Chief Promotional Process
· Captain Promotional Process
· Engineer Promotional Process
Vallejo Police Department
· Lieutenant Promotional Process
· Sergeant Promotional Process
· Corporal Promotional Process
Virginia Beach Fire Department
· Battalion Chief Promotional Process
· Captain Promotional Process
· Firefighter Recruit Selection Process
West Metro Fire Protection District
· Assistant Chief Promotional Process
· Captain Promotional Process
· Lieutenant Promotional Process
· Engineer Promotional Process
Westminster Police Department
· Sergeant Promotional Process
· Commander Promotional Process
· Detective Promotional Process
Whittier Police Department · Sergeant Promotional Process
· Lieutenant Promotional Process
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 17
Approach to Work
Project Understanding and Executive Summary
It is our understanding that the Department is seeking a vendor to provide promotional testing
services for the rank of Fire Captain. The project deliverables resulting from a contract with CPS
HR will be designed to be legally defensible as valid and job-related procedures and fully comply
with the aforementioned Uniform Guidelines, Standards, Principles, and Guidelines and Ethical
Considerations, Department policy, and other related professional standards.
The purpose of this proposal is to offer our services to conduct a job analysis for the target rank;
develop the examination plan; and design, develop, and administer legally defensible, validated
selection tools for use at the target rank. To accomplish these objectives, the proposed process
includes the following primary components, which are outlined and further described below.
Project Planning, Job Analysis, and Examination Plan Development
• Schedule and conduct meetings in conjunction with Department personnel
• Conduct a job analysis (if applicable)
• Create examination plans that reflect the job analysis results
Assessment Center Development, Administration, and Scoring
• Research, develop, and customize job-related exercises
• Conduct a candidate orientation session
• Train assessors for the assessment center
• Administer the assessment center
Project Outcomes
• Compile and provide candidate scores
• Provide feedback reports for candidates
• Gather candidate feedback regarding impressions and opinions about the promotional
process
• Provide technical and litigation assistance and expert testimony, as needed
Project Management and Communication Process
• Monitor and control the project
• Provide oversight and quality assurance
• Respond in a timely manner to all requests and needs
• Recognize, report, and resolve any developments or changes that may affect the project
CPS HR consultants will work closely with the Department in all phases of development and
implementation of this plan.
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 18
Project Planning, Job Analysis, and Examination Plan
Development
Project Planning
The first activity of this project will be to meet with representatives from the Department to
discuss the project schedule, objectives, and personnel roles for the term of the contract and
define any parts of the project that may require clarification. We will review all applicable
Department materials and any additional information, such as the job descr iptions, previous job
analysis data, etc., concerning the target rank at this time.
CPS HR will also develop a detailed project plan consisting of project objectives and timelines. As
the project evolves and when time requirements, specifications, major project components,
project constraints, or resources change, CPS HR will revise and update the project plan.
Job Analysis
CPS HR’s experience with job analysis is extensive, as it is a critical component of the testing and
assessment practice. Our job analysis studies utilize a task -based methodology (designed to
comply with all prevailing technical standards and legal guidelines) that ensures completeness
and legal defensibility such that the job analytic data can withstand scrutiny of challenge and/or
question as to its application in any testing process.
The purpose of the job analysis is to do the following:
CPS HR will initiate the job analysis process by reviewing information pertaining to the rank,
including duty statements/job descriptions and any other available job -specific information.
Furthermore, given our experience with promotional testing and assessment and job analysis
studies for public safety, we have a database of tasks and KSAOs from which to pull.
From the information gathered, CPS HR will develop a preliminary list of tasks and KSAOs for the
target rank. CPS HR will then convene a small panel of departmental subject matter experts
(SMEs) with significant knowledge of the target rank to review the initial list of tasks and KSAOs
Identify the important and frequently performed tasks and duties associated with the target rank;
Identify the overall criticality of the knowledge, skills, abilities, and other characteristics (KSAOs)
required to perform the tasks;
Determine the linkage between the critical tasks and KSAOs; and
Determine where and when the KSAOs are acquired and how important they are to successful job
performance for the target rank.
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 19
for accuracy and completeness and assist in the development of task and KSAO statements that
capture the unique aspects of the target rank. It is assumed that no more than a half-day meeting
will be needed with the SMEs to finalize the task and KSAO lists. It is also anticipated that the
SME group will be gender and ethnically diverse (if possible) to ensure the integrity of the job
analysis process from its inception and to decrease the likelihood of any unanticipated biases
being introduced into the process.
CPS HR will then construct the job analysis questionnaire (JAQ) for distribution to the incumbents
and first-level supervisors for the target rank to solicit ratings regarding the frequency and
criticality of job tasks and the criticality of KSAOs required upon appointment to the rank.
Following respondent completion of the JAQ, CPS HR will analyze the data to establish the
frequency and importance of each task, the overall criticality of each KSAO, and when an
incumbent must possess each KSAO. The documented job analysis data will then serve as the
basis for subsequent examination design for the target rank. The JAQs can be distributed in a
web-based format and/or in hard copy format, based upon ease of completion consideration for
the respondents and the Department’s preference. Typically, completion of the questionnaire
takes approximately two hours, although respondents will be provided with an ample overall
response time of approximately two weeks to facilitate completion of the questionnaire in such
a manner so as not to interfere with their regular duties and to ensure the collection of accurate,
complete ratings. Respondents can also revisit the questionnaire at any time and continue from
where they left off.
It is intended that the thoroughness of the job analysis and the resultant data will ensure that
future job analysis activities/studies for the target rank should only need to be of a confirmatory
nature, thus reducing future expense to the Department in terms of both time and staff
resources.
CPS HR Consulting and the City of San Rafael Fire Department conducted a thorough job analysis
in January 2024. Because a current job analysis exists, CPS HR may conduct a confirmatory job
analysis whereby subject matter experts (SMEs) identified and provided by the Department, will
review the previously- developed tasks and KSAs for accuracy and completeness, and either
review/reconfirm the task and KSA rating results, or provide new ratings of the tasks and KSAs
related to importance and frequency of tasks performed, importance of KSAs, and if the KSAs
are needed upon entry into the classification.
Examination Plan Development
An SME panel of Department representatives will be convened to assist in the examination
development process. This group(s) of SMEs will be selected by the Department and may include
the same SMEs who participate in the job analysis process.
The first step will be a review of the job analysis results for the target rank. Specifically, those
critically important and/or frequently occurring job behaviors, tasks, and KSAOs that are
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 20
amenable to the testing process will be identified. The initial criteria utilized in reviewing the job
behaviors, tasks, and KSAOs will include the following:
Based on these considerations, CPS HR staff will work with the SME panel to select the job
behaviors, tasks, and KSAOs to incorporate into a series of performance exercises appropriate to
the target rank. The examination development process will be guided by CPS HR staff to ensure
that the procedures are standardized; that the KSAOs/job behaviors are measurable and/or
observable; that the criteria for evaluating these KSAOs/job behaviors are clear; and that a lucid,
reasonable scoring method is produced.
Assessment Center Development, Administration,
and Scoring
Develop Assessment Center
There will be an assessment center process comprised of multiple exercise components created
as part of this project for the target rank. CPS HR will work with the SME panel(s) to design and
develop the content and structure of each individual exercise. Based on the job analysis data and
associated study materials, organizational level of the rank, the actual number of candidates to
be tested, policy, and the input of the Department, varying possibilities can be used and are
described below; this list is not exhaustive. Regardless of which exercises are chosen, all of th em
will be customized to meet the needs of the Department and the target rank.
1. Background & Experience Exercise
This exercise requires candidate to submit written responses to a set of pre -defined
questions related to their background and experience. Responses are reviewed and
•Only those job behaviors/tasks/KSAOs that can be adequately (and
reasonably) measured in the testing process will be considered.
Measurability
•Job Behaviors/Tasks/KSAOs that require specific skill training after hire or
promotion in order to be successfully performed will be avoided.
Training Considerations
•Those job behaviors/tasks/KSAOs that are deemed to be difficult or
impossible to standardize, or to otherwise administer in a consistent manner,
will be avoided.
Reliability/Standardization Considerations
•Job Behaviors/Tasks/KSAOs that would entail a prohibitively high financial
outlay to simulate will be avoided.
Financial Considerations
Proposal to The City of San Rafael
Fire Captain Examination Services
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validated by internal SMEs and discussed with the candidate during assessment center
prior to final scoring of the candidate’s responses.
2. Incident Command Exercise
This type of exercise is designed to assess one’s ability and readiness to take command of
and run an emergency scene or tactical situation. CPS HR staff has extensive experience
in creating emergency scene scenarios and tactical situations for use in prom otional
testing processes, including those involving computerized presentation (e.g., via Digital
Combustion) and/or interactive communications. CPS HR is also able to provide trained
consultants to serve as fire simulator operators and role players for th is exercise.
3. Role-Play Exercise
This type of exercise requires the candidate to interact with one or more role players in
connection with a specific job-related problem such as subordinate counseling,
inadequate subordinate performance, conflict resolution, citizen interaction, etc.
4. Oral Presentation Exercise
This type of exercise requires the candidate to plan and organize his/her thoughts and
make notes for a short presentation and/or training on a specific job-related issue (e.g.,
presentation of a new Department policy or procedure to subordinates, training on
equipment, presentation of information to a citizen group, etc.) or plan for a specific
audience. Standardized questions of the candidate may be asked following the
presentation of information.
5. In-Basket Exercise
The In-Basket Exercise can be either written (narrative response) or verbal in nature – the
different methods are described below. We can review the pros and cons of each
methodology if so desired by the Department.
a. Verbal In-Basket Exercise
This exercise provides job-related materials for review and action by the candidate. It
is designed to test the candidate’s ability to “think on his/her feet” by providing a brief
opportunity to review the materials (approximately seven – 10 items), formulate a
plan of action, and verbally provide information regarding his/her actions for
established short- and long-term tasks, rationale for the actions, and priority level
assigned to each item. Standardized questions may be asked following each
candidate’s presentation of the materials.
b. Written In-Basket Exercise
In this methodology, candidates review in-basket materials, but communicate actions,
rationale, and priority level in writing. Typically, this type of exercise contains more
items and requires between one to six hours of response time. This can be combined
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Fire Captain Examination Services
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with other exercises to create a “Day -in-the-Life” experience for candidates and
include a follow-up structured interview.
6. Structured Interview
This type of interview requires that the aspects of the process be as similar as possible for
each candidate. Candidates are asked a predefined set of questions that may be general,
behavioral, or situational and measure their individual perspectives on supervisory issues.
The standardization of questions ensures that each candidate is evaluated in a consistent
fashion and critical KSAOs are assessed through job-related questions.
7. Memo/Report Writing Exercise
This exercise can take any number of forms, each designed to focus on the candidate’s
ability to communicate job-related knowledge and skills in a written format, such as
preparing a follow-up memo on a situation discussed or dealt with in the In-Basket or
Role-Play Exercise. A Written Exercise can be developed and administered as a stand -
alone exercise (e.g., a Written In-Basket) or as part of another exercise.
8. Problem-Solving Exercise
This type of exercise allows each candidate the opportunity to prepare for and respond
to different problem situations (approximately two – four) that may be faced on the job.
These situations may consist of subordinate issues, administrative issues, etc.
We have customized and administered these exercises in different combinations for all of our
assessment clients, and we have found them all to be job-related and effective in allowing
candidates to demonstrate their readiness for promotion. CPS HR will wor k with SMEs to
determine the content of which each exercise will be comprised (based on the job analysis data),
and the SMEs will ensure the validity by linking each exercise to the appropriate KSAO. CPS HR
will draft the exercises and scoring criteria and then meet with the SMEs for a final review of all
exercise components.
Conduct Candidate Orientation Session
Prior to the administration of the assessment center, CPS HR will provide a candidate orientation
session for candidates to gain valuable written and verbal information regarding the promotional
process. We anticipate the session to be one hour in length. The orientation session will be
designed to familiarize eligible candidates with a definition and overview of the testing process
and specific assessment activities, the assessment dimensions that are the focus and basis of the
testing process, guidance as to expected behavior and how to p erform one’s best during the
testing process, etc. Candidates will also have an opportunity to ask general questions of the CPS
HR consultant(s) during the orientation session. Candidates will be provided with a manual to
review and study.
The orientation session may be conducted virtually, as necessary. It may also be videotaped
and/or conducted on more than one occasion in order to accommodate candidate work
Proposal to The City of San Rafael
Fire Captain Examination Services
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schedules and the Department’s operational needs. Furthermore, extra copies of the manual
associated with the orientation will be left with the Department to be distributed to those
candidates who are unable to attend the seminar.
Assessor Training
In preparation for the administration of the assessment center, the Department will recruit a
gender, age, and ethnically diverse group of qualified assessors to assist in the evaluation of the
candidate group. The assessor group will consist of fire service personnel at or above the target
rank being assessed with background and expertise for the applicable target rank. Based on our
experience with similar promotional processes and assessment centers, we recommend having
two or more assessors serve on each exercise panel, plus role players (if applicable). Final
approval of all assessors and role players (if applicable) will be by mutual agreement between
CPS HR and the Department.
Prior to the administration of any assessment exercises created as part of this project, CPS HR
will develop and conduct a four-hour training session for the assessors. A training manual for
each assessor will be provided, and the training session will involve the assessment techniques
developed as part of this project and ensure that the assessors are competent in observing,
recording, classifying, and evaluating candidate behavior. In addition, relevant information
concerning the Department and its operational philosophy and procedures will be presented.
During the training, assessors will be allowed to practice observing and rating performance and
behavior through a series of exercises. Through this process, the assessors’ familiarity with the
operational definitions of the specific assessment dimensions (i.e., KSAOs) will be enhanced. The
assessors will also be able to standardize their evaluation process and begin to fun ction as a team.
The training agenda will include such topic areas as the following:
◼ Review of applicable Department information;
◼ Review of the scoring schedule and administrative procedures, including assessor
responsibilities, site logistics, applicable forms, etc.;
◼ Review of the KSAOs/assessment dimensions to be evaluated, their operational
definitions, and the assessment model utilized; and
◼ Behavioral observation, classification, and evaluation methods, including assessor
training exercises.
Administer the Assessment Center
CPS HR project staff will be on-hand to administer all components of the assessment center for
Fire Captain. CPS HR has extensive experience in the administration of public safety promotional
assessments and will provide materials needed for the administration of the exercises, including
candidate instructions and materials, assessor materials, exercise adminis tration and rating
materials, and any additional materials or resources deemed appropriate by the Department to
Proposal to The City of San Rafael
Fire Captain Examination Services
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maintain the security and integrity of the process. CPS HR will ensure the shipping of all materials
is secure and that only CPS HR consultants will have access to all assessment documents.
All candidates will receive the same exercises, and security will be ensured through
confidentiality agreements and appropriate scheduling. The assessment will be administered live
(i.e., without the use of videotape), and assessors will remain on their as signed exercise panel
throughout the assessment process. Candidates will be scored on a five-point Likert-type scale
across each dimension for each assessment exercise, and each group of assessors will be required
to agree on a consensus score for each applicable dimension associated with their exercise – final
scores will be on a 100-point scale.
Upon completion of the administration of each assessment center (i.e., the last administration
day), CPS HR will facilitate a debrief session discussing the overall process with Department
representatives and the assessors who observed and scored the candidates. CPS HR will also
review the overall averages of candidate scores for each dimension and provide feedback to the
Department regarding areas of strength and potential areas for improvement – this will assist
the Department with planning for training a nd development of personnel.
Project Outcomes
Compile Data
CPS HR will compile and provide overall candidate scores. Scores will be base d on the terms set
forth in the Department policy and will include assessment scores, and any other testing
components provided by the Department. The total score will be based on the appropriate
weighting of each component and will include any necessary pass/fail data. CPS HR will provide
the scores in the format deemed appropriate by the Department (e.g., in a spreadsheet).
Gather Candidate Feedback Regarding the Promotional Process
As each candidate exits the promotional process, he/she will have the opportunity to provide
information regarding his/her overall impressions of the process. Candidates are encouraged to
document their feedback regarding their perceived fairness of the process, the applicability of
the process/exercises to the Department and position for which they are testing, whether or not
the candidate orientation session was beneficial, overall comments/concerns, etc. (They can
provide this information anonymously.) This data will be compiled, and a final document will be
provided to the Department to be used as documentation of candidate feedback for the current
process and guidance for future processes at no additional cost.
Provide Candidate Feedback Reports
Following the administration of each promotional process, CPS HR will provide the Department
with individual feedback reports to distribute to each participating candidate. These reports will
include assessment scores and information detailing each candidate’s strengths and weaknesses
across the testing dimensions and against the group average. Furthermore, they will include
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 25
information on how each candidate can better his/her performance in future assessments and
on the job.
Provide Technical and Litigation Assistance and Expert Testimony, As
Needed
CPS HR’s approach is designed to comply with all aforementioned prevailing technical standards
and legal guidelines. We utilize these standards and guidelines to ensure best-practice in all our
assessment and selection engagements.
CPS HR consultants will be available on brief notice to provide technical and professional
assistance to Department representatives and expert testimony throughout the life of the
agreement. Furthermore, besides assisting the Department in responding to questions and
inquiries regarding the promotional process, we will provide, without charge, four hours of
consulting time in defense of the process if legally challenged and/or litigated within six months
of administration. Additional hours will be at the rate specified in the Price Proposal section of
this proposal. CPS HR will provide litigation support as requested by the Department.
We will provide, without charge, four hours of consulting time
in defense of the process.
In addition, CPS HR has a professional relationship with Dr. David Friedland, who is available to
provide expert testimony if his services are desired by the Department. Dr. Friedland is an expert
in job analysis, test development and validation, statistics, and equal employment opportunity
issues. He is recognized by the Court as an expert in employment discrimination litigation and
government compliance reviews. Dr. Friedland has served as a litigation consultant in more than
30 cases, including several landmark employment discrimination cases. He has been retained by
defense counsel in approximately 60 percent of cases and plaintiff counsel in 40 percent,
including counsel for government compliance agencies. Litigation cases have included individual
and class action cases involving charges of discrimination based on race, sex, national origin, age,
and disability. Litigation issues have included hiring, promotions, layoffs, wrongful termination,
compensation discrimination, and improper application of pers onnel policies. Dr. Friedland has
testified in both state and federal courts as well as in arbitrations and labor -management and
civil service hearings.
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 26
Project Schedule
CPS HR staff members are available and ready to begin the project immediately upon contract
award. Dates for other milestones will be set during project kick -off through mutual agreement.
The following timeline will be subject to negotiation and revision a t the request and agreement
of the involved parties and in consideration of Department policies (e.g., required application
study periods); however, we anticipate utilizing the following guidelines to assist us in planning
throughout the project and meeting the planned project schedule immediately.
Task Week
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Project Planning, Job Analysis, and Examination Plan Development
Contract Start ➢
Project Planning ➢
Confirmatory Job Analysis ➢ ➢ ➢
Examination Plan ➢
Assessment Center Development, Administration, and Scoring
Develop Assessment ➢ ➢ ➢ ➢ ➢ ➢ ➢ ➢ ➢
Conduct Candidate
Orientation1
➢
Train Assessors ➢
Administer Assessment ➢
Project Outcomes
Compile and Provide
Rank-Ordered Scores
➢
Gather Candidate
Feedback about the
Process
➢
Provide Candidate
Feedback Reports
➢
Provide Technical and
Litigation Assistance Ongoing
Project Management and Communication
Throughout the Contract
1 Candidate Orientation may be conducted any time after the exam plan has been established.
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 27
Project Management and Communication Process
CPS HR uses a comprehensive approach for planning, organizing, directing, and controlling
consulting engagements. Our approach is designed to ensure a focused and efficiently executed
project. We use sound project management procedures and ongoing communication to ensure
project success.
CPS HR is convinced that the key ingredient to a successful consulting assignment is an effective
combination of sound project management procedures, high-quality project team members, and
good customer service. Effective project management is required to provide for the orchestration
and timely flow of activities, an ongoing feedback and adjustment mechanism, and the judicious
use of time. Our project management process includes three primary components.
◼ Providing ongoing monitoring and control of project activities. Unforeseen developments
or changes in circumstances may warrant changes in emphasis, revisions to the approach
in certain areas, or other modifications of planned work activities. Active project
management provides greater assurance that such redirection will occur when warranted
by circumstances.
◼ Ensuring the optimum management of the time available to complete the project .
Effective time management is a skill required of experienced professionals. Sound project
management can optimize the overall effectiveness of the project team's efforts and
provide a greater assurance of meeting milestones and budgets.
◼ Providing for the continuous reinforcement of the project's objectives . A major role of
project management is to ensure that the consulting team consistently adheres to the
proper perspective in facilitating the project.
CPS HR is dedicated to the commitment of its full complement of resources for the success of all
projects. The team members who will be working on this project will be readily accessible and
are committed to meeting all deadlines and scheduled timeframes.
Monitor and Control the Project
When a project begins, one of our first activities is to ensure that we have an accurate estimate
of the level of effort required of each professional. These estimates are used to monitor the
progress of each consultant against the work plan and project sc hedule. On a weekly basis
throughout the project, professional hours are collected, accumulated, and distributed against
project tasks so we can compare actual with budgeted performance.
An additional element related to the area of project control is the role of the Project Manager in
monitoring the field work. The Project Manager is continuously involved in the review of ongoing
activities to ensure that cost, schedule, and quality objectives are met. The Project Manager
maintains frequent communication with project team members to coordinate ongoing activities
and exchange pertinent information.
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 28
Periodic progress reports are another element of our project management and control system.
The objective of project management is to provide close control and management of the team's
efforts. It is our practice to provide the client with verbal interim p rogress reports based upon
our project tracking.
Provide Oversight and Quality Assurance
We are committed to meeting the highest professional standards of quality. Team members are
selected for their relevant experience and professional maturity in dealing with project
environments such as this. Each will spend an appreciable portion of his or her effort in the
review, constructive challenge, and direction of assigned responsibilities.
Our quality assurance procedures include executive level and/or independent peer review of
results and progress on a scheduled basis by senior professionals or technical advisors. These
individuals provide a critical challenge to the direction and results of project efforts to ensure the
project is comprehensive in its breadth and thorough in its depth.
Peer review of engagement reports and documentation is critical to our success. At least one
knowledgeable person other than the consultant preparing the document/product must review,
critique, and understand the document/deliverable before it is considered ready for delivery to
the client. CPS HR’s Project Manager is directly involved in preparing and submitting project
deliverables. No documents or materials of any kind are delivered to the client without the
Project Manager’s review and approval.
We firmly believe the most important factors in ensuring the highest quality of client satisfaction
are the commitment the consultant brings to the engagement and the experience of the firm and
the individual consultants working on the engagement.
Respond in a Timely Manner
Beyond the communication capabilities and routine project management practices identified
above, our project team also has the depth and breadth necessary to meet time requirements of
projects. It is our policy to make the best possible use of working time both on - and off-site. Our
work schedules are completely flexible, and the client liaison (Project Manager) assigned to the
project may be accessible from 8:00 AM to 6:00 PM PST. Furthermore, as part of our practice,
client calls and e-mails will be addressed no later than 24 hours upon receipt, if not earlier.
Recognize, Report, and Resolve Developments or Changes
Although we do not anticipate any issues arising during the course of the contract, we have
methods and practices in place to immediately resolve such situations. In order to identify
problems or variations in performance that need to be addressed, we use a “Problem
Recognition/Problem Escalation” process in which the client and/or CPS HR team members may
escalate issues at any time through a detailed systematic process. In the “Plan” phase, the
problem/process is identified and the problem/process is defined and described. It is then
investigated, further described, and analyzed for all of the possible causes (root cause analysis).
A solution and action plan(s) are selected, along with improvement targets. in the “Do” phase,
lkg
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 29
the problem or issue is addressed through implementation of the process change. In the third
step, “Check/Study,” CPS HR confirms and evaluates the results of the change. Finally, in the last
step, “Act,” CPS HR standardizes the new process or re -engages. We also utilize the “Project
Quality Control Plan,” which outlines key processes and activities to be taken to ensure the
quality of performance is met or exceeded on projects, and manage the time and resources used.
Any issues that may arise will be immediately documented and reported to the Department, and
the Department will be notified of all actions taken to resolve such issues.
Meet and Exceed the Department’s Expectations
The vision and values of CPS HR as an organization and for all of its personnel is centered around
two primary values:
◼ Satisfy the Client. We will exceed client expectations whenever possible. We commit to
quality and will assure that clients feel they have received a valuable service or product
for the fee paid.
◼ Value Ethical Behavior. We model and reinforce honest and ethical behavior in all
business relationships, including interactions with the Board members, clients, CPS HR
staff, vendors, and the general public.
Our goal, therefore, is to ensure that our project team will meet or exceed the Department’s
expectations for all phases of the project and we will work diligently with the Department staff
to meet fully the objectives of the project. We intend to accomplish this through our combination
of sound project management procedures, good customer service, and solid communication
strategies.
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 30
Price Proposal
CPS HR is a public agency that has succeeded as an independent, self-supporting entity because
of our mission to provide other government agencies with high -quality testing products and
services at a reasonable cost. The proposed fee schedule is subject to negotiation and revision
at the request and agreement of the involved parties.
Description of Services – Fire Captain
Deliverable Fee
Project Planning, Job Analysis, Exam Plan Development Included
Assessment Center Development and Administration
1 – 8 candidates $13,700
9 – 16 candidates $14,200
Project Outcomes (i.e., scores, candidate feedback reports) Included
Project Expenses (travel, hotel, meals, shipping, printing, etc.)
Not to Exceed
$6,000
(billed at cost)
Hourly Rates
Hours for any additional services not covered in the RFP shall be billed at $1 50/hour; however,
the hours will first be agreed upon between CPS HR and the Department.
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 31
Fee Assumptions
◼ Testing facilities and time of City/Department personnel assisting in the development of
the exam components will be the responsibility of the City/Department.
◼ The City/Department will provide a site for candidate orientation, assessor training, and
the development and administration of examination components.
◼ Pricing assumes developing up to four exercises.
◼ Assessment Center costs for 1 – 8 candidates assume half-day assessor training and up to
one day of testing. Costs for 9 – 16 candidates assume half-day assessor training and up
to two days of testing. Any additional testing days required due to an increase in
candidate count will be $1,500/day.
◼ Assessor recruitment and expenses (e.g., meals, travel, lodging, etc.) will be the
responsibility of the Department. CPS HR will conduct assessor recruitment for an
additional $2,700. Travel, food, stipend, and lodging expenses for assessors will remain
the responsibility of the Department. CPS HR will coordinate assessor travel
arrangements for an additional $900.
◼ All project expenses will be billed at cost.
◼ CPS may conduct one (1) in-person meeting. All additional meetings will be conducted
virtually, unless otherwise agreed upon by the City/Department and CPS HR Consulting.
◼ If Tactical/Incident Command exercises requiring an interactive simulation are included,
CPS HR recommends utilizing one of our trained consultants to act as Dispatch,
responding units, and the fire simulator operator. The cost for this option is $650/day,
plus expenses.
◼ Exam materials are subject to additional CPS HR Assessment Terms and Conditions. These
will be included in the contract; however, they may be provided for review at any time.
◼ Besides assisting the City in responding to questions and/or inquiries regarding the
testing process, we will provide up to four (4) hours of consulting time to respond to
grievances received by the City within six months of the last day of administration. If the
process is legally challenged and/or litigated at any time in a court of law (i.e., anywhere
outside of the City’s internal grievance processes), CPS HR will provide services on a
separate contract for additional fees for the portions of work conducted by CPS HR.
Proposal to The City of San Rafael
Fire Captain Examination Services
Page | 32
We thank you for your consideration of our proposal. We are committed to providing high
quality and expert solutions and look forward to partnering with The City of San Rafael and
the San Rafael Fire Department in this important endeavor.
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
Step RESPONSIBLE
DEPARTMENT
DESCRIPTION COMPLETED
DATE
REVIEWER
Check/Initial
1 Project Manager
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
N/A
5/22/2025
☒
☒
2 City Attorney
a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
6/16/2025
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enter a date.
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contractor
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Forward three (3) originals of final agreement to
contractor for their signature
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5 Project Manager When necessary, contractor-signed agreement
agendized for City Council approval *
*City Council approval required for Professional Services
Agreements and purchases of goods and services that exceed
$75,000; and for Public Works Contracts that exceed $175,000
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PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
6 Project Manager Forward signed original agreements to City
Attorney with printed copy of this routing form
6/27/2025 TW
7 City Attorney Review and approve hard copy of signed
agreement
8 City Attorney Review and approve insurance in PINS , and bonds
(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
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Fire
Project Manager: Thomas Wong Extension: 5360
Contractor Name: CPS HR Consulting
Contractor’s Contact: Vicki Quintero Contact’s Email: vicki@cpshr.us
☐ FPPC: Check if Contractor/Consultant must file Form 700
CPS Exec - City of San Rafael - Fire Captain
Promotional Process Consulting Agreement
06-25-25
Final Audit Report 2025-07-02
Created:2025-06-27
By:Thomas Wong (Thomas.Wong@cityofsanrafael.org)
Status:Signed
Transaction ID:CBJCHBCAABAAczojl_-7FAIPkF6U_tZq-jU9ipEnqCHz
"CPS Exec - City of San Rafael - Fire Captain Promotional Proc
ess Consulting Agreement 06-25-25" History
Document created by Thomas Wong (Thomas.Wong@cityofsanrafael.org)
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Approval Date: 2025-06-27 - 5:48:35 PM GMT - Time Source: server
Email viewed by cristine.alilovich@cityofsanrafael.org
2025-07-02 - 3:14:39 PM GMT
Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich
2025-07-02 - 7:12:52 PM GMT
Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org)
Signature Date: 2025-07-02 - 7:12:54 PM GMT - Time Source: server
Agreement completed.
2025-07-02 - 7:12:54 PM GMT