HomeMy WebLinkAboutCM Executive RecruitmentAGREEMENT FOR PROFESSIONAL SERVICES
FOR CONDUCTING EXECUTIVE RECRUITMENT
A /
This Agreement is made and entered into this4g day of 4,4,4f , 20,ft by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Bob Murray & Associates
(hereinafter "CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that recruitment services are required for the Police
Chief position; and
WHEREAS, the CONSULTANT has agreed to render such services.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Assistant City Manager is hereby designated the
PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of
the progress and execution of this Agreement.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONSULTANT. Valerie Gaeta Phillips is hereby designated as the PROJECT
DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution
of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT
shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services outlined in the
CONSULTANT's proposal dated August 25, 2020, marked in Exhibit A, attached hereto and
incorporated herein.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit A.
4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT a fixed fee amount and reimburse the CONSULTANT for any expenses
incurred on the CITY's behalf, for in a total arnount not -to -exceed $24,400.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
TERM OF AGREEMENT.
The term of this Agreement shall be for one (1) year commencing upon date of execution of
this Agreernent. Upon mutual agreement of the parties, and subject to the approval of the City
Manager the term of this Agreement may be extended for an additional period of up to ninety (90)
days.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to cure
or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice,
within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of tennination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONSULTANT and any and all of CONSULTANT's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after tennination.
OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
Revised 1/29/2020
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
or its agent in any such audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
perfonnance of any of their respective obligations hereunder, without the prior written consent of the
other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising
hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the teen of this Agreement, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
1. 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. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. 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. If it employs any person, CONSULTANT shall maintain worker's
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 worker's 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 worker's 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) tinder the policies.
2. The additional insured coverage under CONSULTANT'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
Revised 1/29/2020
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 worker's 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 narned 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.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney 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
Revised 1/29/2020
or CITY'S City Attorney 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 frill 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 PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest
extent pennitted by law, indemnify, release, defend with counsel approved by CITY, and hold
harmless CITY, its officers, agents, employees and volunteers (collectively, the "City
Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of
litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations
apply regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. However, to the extent that liability is caused by the active
negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification
obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active
negligence or willful misconduct. In addition, the acceptance or approval of the
CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse
the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in
defense of such claims.
B. Where the services to be provided by CONSULTANT under this Agreement are
design professional services to be performed by a design professional as that term is defined under
Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
Revised 1/2912020
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and
hold harmless CITY, its officers, agents and employees frorn any and all darnages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager:
TO CONSULTANT's Project Director:
16. INDEPENDENT CONTRACTOR.
Cristine Alilovich
City of San Rafael
1400 Fifth Ave, Room 203
San Rafael, CA 94901
Valerie Gaeta Phillips
1544 Eureka Road, Suite 280
Roseville, CA 95661
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
Revised 1/29/2020
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONSULTANT and CITY expressly intend and agree that the status of
CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEB
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any tern, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other tern, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation
of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation
by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Revised 112 912 0 2 0
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONSULTANT shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONSULTANT has provided CITY with a completed
Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any tenns of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and in any number of counterparts,
each of which shall be deemed an original, but all of which together shall constitute one document.
Counterpart signature pages may be delivered by telecopier, email or other means of electronic
transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
JI SCH TZ, City an ger
ATTEST:
Revised 1/2912020
CONSULTANT
By: / r/
Name:a r Ph , I L cep S
Title:
[If CONSULTANT is a corporation, add signature of
!� •�liltiLy�f _
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
/i
6f-CROBERT F. EPSTEIN, City Attorney
Revised 1/29/2020
second corporate officer]
By:�iP2L� ic41e.
Name:
Title:�j1,r.e—s
Exhibit A
BOB MURRAY
& ASSOCIATES
EXPCRTG IN EXCCUTIVC 6CARCH
A Proposal to Conduct an Executive Recruitment
for the Position of
POLICE CHIEF
on behalf of the
SAN RAFAEL
THF C..ITY'vVI I H A N115SION
1541 I ut,ka R".1d. ~title 2,411
R,,,o tile. ( \ 95661
9161 -x} 91180
M6i -h-I-1985 tai
August 25, 2020
MR. JIM SCHUTZ
CITY IVIANAGER
CITY OF SAN RAFAEL
1400 FIFTH AVENUE, ROOM 203
SAN RAFAEL, CA 94901
Submitted Via Email To: Cristine.Alilovich@cityofsanrafael.org
Dear Mr. Schutz:
Bob Murray & Associates is pleased to submit a proposal to conduct the Police Chief recruitment
for the City of San Rafael. The following details our qualifications and describes our systematic—
yet flexible—method of identifying, recruiting, and screening outstanding candidates on your
behalf. It also includes a proposed budget, timeline, and guarantee.
At Bob Murray & Associates, we pride ourselves on providing quality service to local
governments, non-profit agencies, and private firms. Our recruitment process helps you to
determine the direction of the search and the types of candidates you seek while capitalizing on
our decades of experience and vast network of contacts to reach those candidates. Our expertise
ensures that the candidates we present to the City of San Rafael will match the criteria you have
established, be a good fit for your organization, and be outstanding in their field.
Bob Murray & Associates is familiar with the City of San Rafael and the surrounding region. We
have most recently conducted your Fire Chief recruitment. We have previously conducted
recruitments on behalf of the Marin County cities of Corte Madera, Mill Valley, Novato, San
Rafael, Sausalito, and "Tiburon, as well as for the County of Marin, the Central Marin Sanitation
Agency, the Ross Valley Sanitary District, Sanitary District No. 5 of Marin County, and the
Tamalpais Community Services District. We have also conducted the outreach efforts on behalf
of the Ross Valley Fire Department. Our knowledge of the region, its issues, and its outstanding
quality of life will be an asset in presenting this opportunity to prospective candidates.
With respect to the Police Chief recruitment and the City of San Rafael, Bob Murray & Associates
has a national network of contacts and unparalleled experience conducting successful Police Chief
recruitments. Since the firm's founding in 2000, we have conducted over 150 Police Chief searches
for a diverse collective of agency cultures. We are currently conducting Police Chief recruitments
on behalf of the California cities of Cathedral City, Chico, Fairfield, Livermore, and Oakley. We
are also currently recruiting the Police Chief on behalf of the California State Universities of Chico,
Humboldt, and Santa Barbara. Our extensive experience in Police Chief recruitments and our
national network of contacts will provide the City of San Rafael with an outstanding candidate
pool from which to select the next Police Chief.
Recent Police Chief recruitments we have completed similar in size and scope to your upcoming
search include the following:
2020
Aurora, CO
Richmond, CA
2019
Anaheim, CA (Deputy Chief of Police)
Desert Hot Springs, CA (Deputy Police Chief)
Fontana Unified School District, CA
Hermosa Beach, CA
Los Angeles World Airport, CA
Newark, CA
Riverside, CA
Selma, CA
Westminster, CA
2018
California State University, East Bay
City of Anaheim, CA
City of Arcata, CA
City of Corona, CA
City of Delano, CA
City of Hercules, CA
City of Menifee, CA
City of San Diego, CA
City of Vancouver, WA
San Jose State University, CA
2017
City of Alhambra, CA
City of Imperial, CA
City of Indio, CA (Assistant Chief of Police)
City of San Pablo, CA
City of Santa Cruz, CA
City of Turlock, CA
City of West Covina, CA
City of Westminster, CA
Santa Ana Unified School District, CA
University of San Diego, CA (Assistant Vice
President/Chief of Public Safety)
We work as a team on every search at Bob Murray & Associates. Your Project Lead would be
Gary Phillips, who would not only direct and supervise the project team from beginning to end
but also serve as the Recruiter for the project as well.
To learn first-hand of the quality of our services and why the majority of our engagements come
from repeat and referred clients, we invite you to contact the references listed on page 14 of the
attached proposal.
We look forward to your favorable consideration of our qualifications. Please do not hesitate to
contact us at (916) 784-9080 with any questions.
Sincerely,
Valerie Gaeta Phillips
President, Bob Murray & Associates
TABLE OF CONTENTS
THE RECRUITMENT PROCESS ................................................................ 2
S||pil}|\|Dnl�9mx'xA:........................................................
Oplional Im/icn and whowo11....................................................... 2
S||p2D|*m,\/Z}mmoFDFBwxlK'u|-l/aoloTm------.2
Reachbio D/recoCtmx66lex-------------------................................ 3
S-nl`]D|`xMlrC�Nuu).Ul*................................................................................ 3
Snl`4Scm]�\C\mxu{Ds.................................................................................. 4
Sn'p5[\�xonArPxmuox\xYINn:xn|:ns-------------_---4
S,Uo`6S|uml|Pcmxc0�i(x)ma.... ...................................................................... 4
S,no`7h[\mr0xzwm�xunxpS....................................................................... 4
S'no`8EmuTnllBsu, 1\,[|an|:xs......................................................... ....... 3
S[o`9CoxxonTB\cxxm`c\,n/YuDoTm�xu.C|xoCKs....... ............ ...... 5
Sno`U>A.sS|S'r|N Nuxnlnl()N»......................................................................... 5
COSTS AND GUARANTEE ------------.-------'----------------'7
Pm`|'lsxx`�V.11or -\"\o ............... ................................................... 7
Oplionell Jrniia.----------'----_—_---'_'_--------7
GL-\x..—_................................................................
FIRMPROFILE .............................................................................................. 9
THE RECRUITMENT PROCESS
Bob Murray & Associates' recruiters are specialists in finding the perfect fit, providing security
and fairness to candidates and clients while ensuring the integrity of the search process. We
understand that superlative recruiting for the Police Chief will lead to superlative results for the
City of San Rafael. Outlined below are the steps in our proven recruitment process, refined
through our 30+ years of experience in executive search.
STEP 1 DEVELOP THE CANDIDATE PROFILE
Our understanding of the City of San Rafael's needs will be key to a successful search. Gary
Phillips will meet with the City Manager and key stakeholders to learn as much as possible about
the ideal candidate for the Police Chief position. We want to become familiar with the values and
culture of the organization, as well as to understand the current and future issues, challenges, and
opportunities in the City of San Rafael.
Mr. Phillips will review and help define the City's wish -list regarding the ideal candidate's
personality, management style, knowledge, skills, and abilities and will work with the City to
identify expectations regarding education and experience. The City Manager and Mr. Phillips will
discuss compensation, benefits, and other key information necessary to ensure that outstanding
candidates are attracted to this opportunity. The profile we develop together at this stage will
drive subsequent recruitment efforts.
Oplionul ,Verrice: Colvlwwilp �rnd Dgll lnrolrealew
We find that many of our clients value a recruitment process that opens the opportunity for
community members, business leaders, organization representatives, and employees to provide
input regarding the ideal candidate. Our recruiters are skilled in designing and facilitating forums,
town hall meetings, and online surveys that allow equitable involvement from a variety of
constituencies and in consolidating feedback into a cohesive narrative of common themes.
If the City of San Rafael so desires, we will work with the City Manager to create a customized
community and/or staff input process.
STEP 2 DESIGN/DISTRIBUTE BROCHURE AND ADVERTISEMENTS
Mr. Phillips and your dedicated Recruitment Coordinator will use the candidate profile developed
with the City of San Rafael to create a professional recruitment brochure, with the assistance of
our professional graphic designer. The four-page, full-color brochure will describe the community,
organization, position, ideal candidate, and compensation and will include pictures provided by
the City of San Rafael that you feel best represent your organization and your community.
Upon your approval, Mr. Phillips will send the brochure by postal mail and email to a targeted
audience, personally inviting potential candidates to apply for the Police Chief position. We will
also place the recruitment brochure on our website, which attracts over 11,000 unique hits weekly
and is a trusted resource for candidates seeking executive and professional positions. Two sample
brochures are included in this proposal package for your reference.
Bob \[arra &- .Assoaares Proposal fur rhe Cin- of San Rafael Page'
Mr. Phillips will also design an effective advertising campaign appropriate for the Police Chief
recruitment. Our broadest outreach comes through our active social media involvement on
Facebook, LinkedIn, and Twitter, where upcoming and current positions are posted. Sources such
as lYlertern Cily Allagatiine, the "Jobs Available" newsletter, and the Careers in Government website
will be used to reach an extensive local government audience, while position -specific postings will
be chosen to attract candidates who have built their careers in and are committed to the Police
Chief field.
Suggested Police Chief -specific advertising sources for the City of San Rafael's search include:
+ California Police Chiefs
Hispanic American Police Command Officers Association
,r National Organization of Black Lav Enforcement Executives
v National Association of Women Law Enforcement Executives
Bob Murray & Associates does not typically place ads with job aggregators or general job posting
sites such as CareerBuilder, Monster, or Indeed, as we have found that the broad reach of these
sites does not necessarily lead to quality candidates for executive and professional positions.
Reaching Direcre Candidate.
Bob Murray & Associates, a woman- and minority-owned business, is proud of its commitment
to attracting and placing diverse candidates. Not only do we place advertisements with websites
designed to attract minority and female candidates, but our President, Valerie Phillips, is a member
herself of many diversity -focused organizations including the Local Government Hispanic
Network, the League of Women in Government, the Professional Women's Network, Mexican
Professionals, and Women Leading Government. She networks frequently with fellow members
to gain insight into which potential candidates are leaders in their field.
Mr. Phillips will seek to reach candidates in communities and organizations with demographic
profiles and populations served like that of the City of San Rafael, to maximize the potential for
individuals from a wide variety of backgrounds, cultures, and life experiences to be considered for
the Police Chief position.
STEP 3 RECRUIT CANDIDATES
The strongest candidates are often those who are successful and content in their current positions
and need to be sold on a new opportunity. Our extensive network of contacts, developed through
over 1,400 successful placements, is a primary source for identifying and obtaining referrals for
these candidates. Our in-house database of 40,000 current and former executive and professional
candidates is a valuable resource that can only be built over time—time that we have invested into
perfecting our process for finding the right candidates for our clients. Our aggressive outreach
efforts are focused on phone calls to personally invite potential applicants, answer questions, and
allay any reservations, and these efforts are essential to the success of the Police Chief recruitment.
Bob MLirra- & .Associates Proposal for rhe Cirn- of San Rafael I'a,e 3
STEP 4 SCREEN CANDIDATES
Following the closing date for the recruitment, Mr. Phillips will screen all resumes we have
received, using the criteria established in the candidate profile as a basis upon which to narrow the
field of candidates. Internal candidates receive sensitive consideration, and Mr. Phillips will discuss
with the City Manager how the City of San Rafael wishes to proceed with these candidates.
STEP 5 CONDUCT PRELIMINARY INTERVIEWS
Mr. Phillips will personally interview the top 10 to 15 candidates from the resume screening, with
the goal of determining which candidates have the greatest potential to succeed in your
organization. To reduce travel -related expenses to our clients and increase efficiency in the search
process, these interviews are typically conducted via Skype, FaceTime, or other convenient
videoconferencing applications.
During these in-depth interviews, Mr. Phillips will explore each candidate's background and
experience as it relates to the Police Chief position, such as significant accomplishments, size and
scope of responsibility, and organizational culture. In addition, Mr. Phillips will discuss with the
candidates their motivation for applying for the position and assess his/her knowledge, skills, and
abilities. We will devote specific attention to establishing the likelihood of the candidate's
acceptance of the position if an offer of employment is made.
STEP 6 SEARCH PliBLIC RECORDS
Under the direction of Mr. Phillips, your dedicated Recruitment Coordinator will conduct a review
of published print and online articles for each recommended candidate. Sources include Lexis-
NexisTM, Google, social media, and our contacts in the field. This will alert Mr. Phillips to any
further detailed inquiries we may need to make before our recommendations are finalized.
STEP 7 MAKE RECOMMENDATIONS
Based on our findings during the preliminary interview process, Mr. Phillips will recommend a
limited number of candidates for your further consideration. He will make specific
recommendations and will help facilitate discussions regarding the candidate pool, but the final
determination of those to be considered will be up to you.
We typically recommend 6-8 candidates that we feel will best match your expectations, and we
prepare a detailed written report on each candidate. This bound report provided to each member
of the decision-making body includes:
- Candidate list with Recommended Finalists identified in Group I and Group 2 (primary
and secondary recommendations), as well as Inlernal candidates
+ Summary of experience, education, and salary information for each Recommended
Finalist candidate
+ Complete cover letter and resume for each Recommended Finalist candidate
List of Otber,Applicants (those who did not meet minimum qualifications or were otherwise
unsuitable, based on our screening process)
I )b \Iurnn- & Associates Pro Po ;al for the Cm' 4 San Rafael Page 4
Bob Murray & Associates maintains all search records for a period of seven (7) years following
each recruitment, and we are happy to forward cover letters and resumes for each applicant by
postal mail or email as soon as the recruitment closes to new applications.
STEP 8 FACILITATE FINAL INTERVIEV'S
Our years of experience will be invaluable as the help you develop an interview process that
objectively assesses the qualifications of each candidate. We will work with the City of San Rafael
to craft and implement an interview approach that fits your needs. This may include individual
and panel interviews by the City Manager and key stakeholders, community/employee interview
panels, writing and presentation samples, meet -and -greets, or another specialized process element
Mr. Phillips helps the City of San Rafael to design.
Mr. Phillips will be present on-site during the interviews to facilitate as necessary during the
process and to guide discussion to consensus regarding final candidates. Bound interview books
will be provided to each interview panel member containing:
+ Recruitment brochure with candidate profile
+ Interview schedule
- Suggested interview questions
Experience summary, cover letter, resume, and rating form for each
candidate
+ Ranking forms for use during the panel interview process
We will work closely with your staff to coordinate and schedule interviews and candidate travel.
Our goal is to ensure that each candidate has a very positive experience, as the way the entire
process is conducted will influence the final candidates' perception of your organization.
STEP 9 CONDUCT BACKGROUND AND REFERENCE CHECKS
Mr. Phillips and your Recruitment Coordinator will conduct detailed reference checks for up to
three (3) final candidates. To gain an accurate and honest appraisal of the candidates' strengths
and weaknesses, we will talk candidly with people who have direct knowledge of their work and
management style. In addition to gaining a 360 -degree view of candidates from the perspective
of their supervisors, subordinates and peers for the past several years, we will make a point of
speaking confidentially to individuals who may have further insight into a candidate's abilities but
who may not be on their preferred list of contacts.
Your Recruitment Coordinator will work with candidates and our professional backgrounding
firm, i-IireRight, to conduct credit, civil litigation, and motor vehicle record checks and verify
candidates' degrees.
STEP 10 ASSIST IN NEGOTIATIONS
We recognize the critical importance of successful negotiations and can serve as your
representative during this process. Mr. Phillips knows what other organizations have done to put
deals together with great candidates and what the current market is like for Police Chief positions
in organizations like the City of San Rafael's. He will be available to advise you regarding current
Bl h MUrraY & _ ,,sOcrarc,; Pro po sal for the Cin- of San Rafael Page i
approaches to difficult issues, such as housing and relocation. We will represent your interests
and advise the chosen candidate and you regarding salary, benefits, and employment agreements,
with the goal of putting together a deal that results in the appointment of your chosen candidate.
With our proven experience and vested interest in a positive outcome, we can turn a very difficult
aspect of the recruitment into one that is straightforward and agreeable for all parties involved.
COMPLETE ADMINISTRATIVE ASSISTANCE
We receive many unsolicited testimonials each year from clients and candidates alike noting our
prompt, considerate, accurate, and professional service during the search process. Throughout the
recruitment, in time intervals that suit the City of San Rafael, we will provide you with updates on
the status of the search and attend to all administrative details on your behalf.
Candidates receive immediate acknowledgement of their applications, as well as personal phone
calls and/or emails (as appropriate) advising them of their status at each critical point in the
recruitment. Candidates who receive preliminary or final interviews and are not chosen to move
forward in the interview process will receive personal calls from Mr. Phillips on behalf of the City
of San Rafael.
It is our internal company standard that all inquiries from clients and candidates receive a response
within the same business day whenever possible, and certainly within 24 hours if the inquiry is
received during the work week. Mr. Phillips will be available to the City of San Rafael by office
phone, cell phone, and email at any time to ensure a smooth and stress -free recruitment process.
Bob .MurraY & AssOciatcs Proposal for rhe Cin• 4 San Rafael Page 6
COSTS AND GUARANTEE
PROFESSIONAL FEE AND EXPENSES
The fixed, flat professional services fee for conducting the Police Chief recruitment on behalf of
the City of San Rafael is $17,500. Services provided for in this fee consist of all steps outlined in
this proposal, including three (3) days of meetings on site. The professional fee does not limit the
amount of time invested by Bob Murray & Associates in promoting a successful outcome for this
project. In fact, our mission for this project is to ensure the assist in identifying the right candidate
for the City of San Rafael. Therefore, Mr. Phillips will contact the City at the first anniversary of
the placement to confirm an effective transition has occurred.
The City of San Rafael will also be responsible for reimbursing expenses Bob Murray & Associates
incurs on your behalf. We estimate expenses for this project not to exceed $6,900. Reimbursable
expenses include (but are not limited to) such items as the cost of recruiter travel; clerical support;
brochure development; placement of ads; credit and civil background checks; education
verification; and public records searches. Postage, printing, photocopying, and telephone charges
are allocated costs and included in the expense estimate. In no instance will etpenses exceed Ibis estimate
without prior approval from the City of San Rafael.
Expense reimbursement for candidate travel related to on-site interviews will be the responsibility
of the City of San Rafael.
Prof—eiii&Tal Fees
Professional Services (Fixed Flat Fee) $17,500
Reimbursable Expenses
Example costs and approximate amounts include.-
Brochure
nclude.Brochure Design and Printing ($1,275)
Advertising ($3,000) $6,900
Background Checks — 3 candidates ($550)
Consultant Travel ($1,500)
Other expenses — supplies, shippinLy, clerical ($575)
Optional Senices
+ Community/Staff Input Forum: $1,500/day, plus travel expenses
+ Online survey with analysis of results: $250
+ Additional on-site meeting days: $1,500/day, plus travel expenses
+ Additional background checks: $250/candidate
Additional reference checks: S500/candidate
+ Other services: $250/hour or $1,500/day
Bub MUrrat 8c _\s uciares Pruliusal fur the Gn- 4 titin Rafact Page r
GUARANTEE
Should a candidate recommended by our firm position resign or be terminated within the first 12
months of employment, we will provide the City of San Rafael with professional services to secure
a replacement. Services will be provided at no cost, aside from expenses incurred on the City of
San Rafael's behalf during the new search. We are confident in our ability to recruit outstanding
candidates and do not expect the City to find it necessary to exercise this provision of our proposal.
RECRUITMENT SCHEDULE
We are prepared to start work on this assignment upon receipt of a signed professional services
agreement or other written, authorized notification. A full search can be completed in 13 16 weeks
from the date of initial meetings with our client.
The final recruitment schedule will be determined in collaboration with City of San Rafael. A
typical timeline of tasks and events is included here for reference.
Distribute Screen I I Finalist
Brochure I I Candidates Intei:vle-%-%-s
Continue
PrelinunarV-
Backgrotuids &
Recnutuig
Interviews
References
Search Public
Records
Negotiations
Week 12
Recomtneild
Candidate
Fuialists
Appoinhnent
[3Ob \[urrm R .\,,metates Proposal fnr the Circ• Of San Rafael Page 8
FIRM PROFILE
OUR STIFF
Bob Murray & associates is a small firm focusing exclusively on executive search services. We
have a team of nine (9):
Bob Murray, Folinder
Valerie Gaeta Phillips, President
+ Gary Phillips, Esecnti»e Vice President
Regan Williams, Vice President
Joel Bryden, Vice President
Carmen Valdez, SeniorExecillhe Recruiter
- Amber Smith, Principal Recridinient Coordinator
+ Zoila Couture, Senior Recruitment Coordinator
+ Gini Herndon, Contractsfldininistrator/Bookkeeper
BOB MURRAi-, FOUNDER
Mr. Murray—known simply as "Bob" to his clients and candidates throughout the western U.S.—
brings over 40 years' experience as a recruiter and is recognized as one of the top local government
recruiters in the nation. He conducted hundreds of searches for cities, counties, and special
districts and was called on to conduct searches for some of the largest, most complex organizations
in the country—and some of the smallest. Bob conducted searches for chief executives,
department heads, professional and technical positions, taking the lead on many of the firm's most
difficult assignments with great success. His clients retained him again and again, given the quality
of his work and success in finding candidates for difficult to fill positions.
As our Founder, Bob currently takes on few searches personally but continues to be an active
presence at Bob Murray & Associates, providing valued insight and experience to our team
members regarding all aspects of the recruitment process.
Mr. Murray received his Bachelor of Science Degree in Criminology from the University of
California at Berkeley with graduate studies in Public Administration at California State University
at Hayward.
VALERIE GAETA PHILLIPS, PRESIDENT AND RECRUITER
Ms. Gaeta Phillips has over 18 years of recruiting experience, including more than a decade of
recent experience in executive search for public, private, and startup companies nationwide. Since
joining Bob Murray & Associates, Valerie has completed over 40 searches in a diverse range of
fields, including city and general management, planning, finance, human resources, transportation,
communication and public relations, community and economic development, information
technology, parks and recreation, and operations. She has recruited at all levels of municipal and
non-profit organizations, from technicians and engineers to Executive Directors and Chief
Executive Officers.
N)b MUrr Y & .\ssocmtc, Proposal for the Cin. 4 titin Rafael PsIge 9
Valerie is valued for her passion for finding and retaining the most outstanding candidates for
even the most difficult or untraditional assignments and for her commitment to her clients'
success; she is also active in a variety of industry organizations and in diversity -focused
associations. Valerie is called upon often to serve as an expert speaker on topics such as managing
one's online reputation, diversity issues in municipal and non-profit leadership, and how to identify
a good "fit" for organizational culture.
Nis. Gaeta Phillips, along with Executive Vice President Gary Phillips, has a passion for helping
people, evidenced by fundraising, sponsorship, and involvement in raising awareness for
organizations such as Autism Speaks, the UC Davis M.I.N.D. Institute, and the Northern
California Special Olympics.
GAR," PHILLIPS, EXECUTIVE VICE PRESIDENT AND RECRUITER
Since joining Bob Murray & Associates, Mr. Phillips has completed over 50 searches for executives
and professionals in a wide variety of fields including animal services, city and general
management, planning, legal counsel, cyber security, and human resources. Gary's clients have
ranged from municipal government to non-profit and private sector organizations, and he has
sourced outstanding candidates for positions from the level of division managers up to City
]Managers, Executive Directors, and General Managers.
Gary started his career with a New York -based Fortune 100 company and quickly became a Senior
]Manager, building and running a large customer service organization that eventually expanded to
13 countries in Europe. He proceeded to hold senior leadership positions in several Fortune 500
companies, with noted successes such as building an organization from two to 250 employees
worldwide and growing a company from 800 to 1200 employees.
As part of an executive acquisition and recruiting team, Gary helped build a start-up enterprise
software company in San Francisco, recruiting top-notch talent and building a world-class
organization. He has maintained customer relationships in the public sector and the private sector,
including medical and financial institutions. He prides himself on finding key talent and offering
the best customer service to his clients.
Mr. Phillips, along with Ms. Gaeta -Phillips, is involved in his community as a soccer coach, as an
organizer of fundraisers for Autism Speaks and the UC Davis M.I.N.D. Institute, and as a sponsor
of the Northern California Special Olympics. Mr. Phillips received his Associate of Science degree
and completed additional coursework at Rochester Institute of Technology, NY.
REGAN WILLIAMS, SENIOR VICE PRESIDENT AND RECRUITER
Mr. Williams brings 30 years of local government experience to Bob Murray & Associates and has
over 17 years of experience in executive recruitments with our firm. In his time with Bob Murray
& Associates, Regan has conducted over 275 executive searches ranging from managers and
department heads to City Managers, Executive Directors, and General Managers. If Regan were
to have a recruiting specialty, it would be public safety positions: he has personally conducted over
60 Police Chief and 20 Fire Chief recruitments.
Bob \Luray & Asso ciates Pro po sal f()r the Cin- ()f San Rafael Page 10
Prior to joining Bob Murray & Associates, Regan served as Director of Public Safety with the City
of Sunnyvale, CA. He was involved in the development of some of Sunnyvale's most innovative
public safety programs and has a national reputation for excellence in law enforcement, as well as
in lav enforcement executive recruiting. Regan's clients find his prompt and personal attention,
insight, and expertise in recruitment and selection an asset. He is often called upon to recruit for
difficult -to -fill lav enforcement positions, such as the position of Police Chief or City Manager in
challenging political environments.
Mr. Williams received his Bachelor of Science Degree in Administration of Justice from San Jose
State University. He is also a graduate of the FBI National Academy.
JOEL BRI'DEN, VICE PRESIDENT AND RECRUITER
Mr. Bryden has over 30 years of local government experience that he brings to the firm, having
retired as Chief of Police in Walnut Creek, CA prior to joining Bob Murray & Associates in 2013.
Throughout his career, Joel has been involved in public sector consulting, with vast experience in
hiring and promotional processes, as well as interviewing candidates for advancement in all aspects
of local government.
Joel has a solid reputation as a leader in the public sector and his ability to find and evaluate
outstanding applicants for our clients is invaluable in the search process. Since joining Bob Murray
& Associates, Joel has conducted over 50 recruitments in a broad range of sectors including police,
fire, building, planning, city management, and general management. He is often called upon to
recruit specialized or difficult -to -fill positions, such as Independent Police Auditor.
1\/Ir. Bryden is a graduate of the FBI National Academy and obtained his Bachelor of Arts Degree
in Communication from San Diego State University. He is currently based in Walnut Creek, CA.
CARMEN VALDEZ, SENIOR EXECUTIVE RECRUITER
Carmen Valdez provides executive recruitment and human resource services to municipal
government agencies and non -profits. She has more than 25 years' experience in team -building,
executive search, general human resources, classification and compensation, testing, policy
development, performance management, organizational development, discipline, and other
employee relations activities.
Carmen has most recently been consulting with Municipal Resource Group, prior to which she
spent over 30 years with the City of 1\/Iilpitas, a Silicon Valley city of 70,000 residents. In this
capacity, she was responsible for collective bargaining, PEPRA and Affordable Care Act
implementation, modernizing Human Resource services to improve efficiencies and reduce
costs, revamping the Workers Compensation service delivery and completing a City-wide
strategic plan. Carmen also spent almost 2 years as the Director of Recreation Services.
In addition to her significant experience in the public sector, Carmen earned a Bachelor of Arts
degree in Business from University of Phoenix. She is also a member of Local Government
Hispanic Network and League of Women in Government. She is an avid runner and enjoys
giving back to her community.
N11) \furca. & A,,sociares Proposal fnr the Cin. of tiara Rafael Page I 1
AMBER SMITH, PRINCIPAL RECRUITMENT COORDINATOR
As Principal Recruitment Coordinator with Bob Murray & Associates, Ms. Smith acts as a liaison
between clients and candidates from beginning to end of each recruitment process. Under the
direction of each client's assigned Recruiter, :'Amber is responsible for the development and
distribution of position recruitment and advertising materials, client research, reference and
background checks, responding to requests for proposals, and providing a broad range of support
services for the recruiting team. She also provides leadership for our in-house staff and is an
invaluable resource.
Amber brings over a decade of client -oriented customer service, administrative, and management
experience to Bob Murray & Associates. Since joining our team in 2013, she has shown a
commitment to working as a partner with clients and candidates to provide a quality service and
experience.
Ms. Smith received her Bachelor of Arts degree in Business Administration from La Sierra
University, Riverside, California.
ZOILA COUTURE, SENIOR RECRUITMENT COORDINATOR
As Senior Recruitment Coordinator with Bob Murray & Associates, Ms. Couture acts as a liaison
between clients and candidates throughout each recruitment process. Under the direction of our
client's assigned Recruiter, Zoila's responsibilities include development and distribution of
position recruitment and advertising materials, candidate research, reference checks, and providing
a broad range of support services for the recruitment team.
Zoila joined our firm in 2019 with extensive experience in research, communication, and project
management. She is committed to providing the highest level of quality support and to working
as a partner with clients and candidates throughout the search process.
Ms. Couture received her Bachelor of Arts degree in Political Science from the University of
California, Davis.
GINI HERNDON, CONTRACTS ADMINISTRATOR/BOOKKEEPER
Ms. Gini Herndon is the Contracts Administrator/Bookkeeper at Bob Murray & Associates. Ms.
Herndon is the first point of contact at Bob Murray & Associates and has an extensive
administrative background in business law.
Ms. Herndon is known for her collaborative approach as she works closely with our internal team
and clients to ensure a successful search. As a first point of contact, Ms. Herndon is highly
professional and maintains a high level of confidentiality and sensitivity.
B(A) \Iurrn & \sso>ciates Pro po sal f()r the Cin of San Rafael Page 12
CORPORN TION
Bob Murray & Associates was founded in May 2000 and operated under the corporation name
MBN Services, Inc. until June 2014; our new corporation name is GVP Ventures, Inc.,
incorporated in California in 2014. Contact information for the corporation and the firm is as
follows:
GVP Ventures, Inc. OR Bob Murray & Associates
1544 Eureka Road, Ste. 280
Roseville, CA 95661
(916) 784-9080
apply@bobmurrayassoc.com
Our corporation and firm are financially sound (and have been so since 2000), with documentation
from our accountant available to your organization prior to final execution of a professional
service agreement. We have never been involved in any litigation, aside from our personnel serving
as expert witnesses when called to do so.
PROPPSSIONAL ASSOCL•17ION.S
Our firm, represented by either our President or our Executive Vice President, are involved in
the following organizations to remain engaged with current and future issues relevant to the
work we conduct on behalf of clients like City of San Rafael:
v California Special Districts Association — AfemGer
s California City Management Foundation (CCMF) — AllemGer
v California Police Chiefs Association (CPCA) — Spomor
v International City/County Management Association (ICMA) — Member
,w League of California Cities — League Parlrrer
v League of Women in Government — Sponsor/AlIemGer
v Municipal Management Association of Northern California (IV MANC)—Spoirsor/ANIember
v Municipal Management Association of Southern California (MMASC)—Sponsorlilfember
National Forum for Black Public Administrators (NFBPA) — Committee memberfor
A•larketing aril Branding
Members of our leadership team not only attend events sponsored by these associations but are
also frequently called upon to serve as panel members and to provide specialized lectures regarding
industry -specific issues.
Recent and upcoming speaking engagements and trainings provided by our staff include:
+ "Role of the Chief' class, presented by Joel Bryden on behalf of the California Police
Chiefs Association
Organization of Latino Affairs invited speaker, Valerie Phillips for Hispanic Heritage
Month; and
+ "The Next Step on Your Career Ladder: A Rung Up or a Missed Step? What City Managers
are Seeking to Create a Dream Team," Bob Murray & Associates is a leading participant
on the 1\/E\/IANC 2019 Conference Panel
Bob \furr.n & \. >ctareti Prop sal fOr the Cin Ot tiara Rafael Pag'e 13
REFERENCES
Clients and candidates are the best testament to our ability to conduct quality searches. Clients
for whom Bob Murray & Associates has recently conducted similar searches are listed below:
CLIENT. City of Fairfield, CA
POSITION.- Police Chief
REFERENCE. Mr. Stefan Chatwin, City Manager
(707) 428-7400
CLIENT.
City of Newark
POSITION.
Police Chief
REFERENCE.
Mr. David Benoun, City Manager
(510) 578-4200
CLIENT.
City of Selma, CA
POSITION.-
Police Chief
REFERENCE.
IVIS. Teresa Gallavan, City Manager
(559) 891-2250
We appreciate the Cit►T of San Rafael's consideration of our
proposal and look fbiward to [[ orking with you.
BOB MURFZAY
& AssoCIATES
EXPCRTO IN EXCCUTIVC SCARCM
Rmh Murray- & _\ssl,ctate�, Pr(ipo sal for the Cin' 4 San Rafael Page t4
CIO
RAFq�`
►1
,Ty WITH P'��
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: City Manager
Project Manager: Iman Kayani Extension: 3352
Contractor Name: Bob Murray & Associates
Contractor's Contact: Gini Herndon Contact's Email: ginih@bobmurrayassoc.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
8/27/2020
Attorney c/o Laraine.Gittens@cityofsanrafael.org
®IKK
2
City Attorney
a. Review, revise, and comment on draft agreement
8/31/2020
® LG
and return to Project Manager
8/31/2020
N LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Department Director
Approval of final agreement form to send to
9/9/2020
® CA
contractor
9/9/2020
® IKK
4
Project Manager
Forward three (3) originals of final agreement to
contractor for their signature
5
Project Manager
When necessary, contractor -signed agreement
® N/A
agendized for City Council approval *
*City Council approval required for Professional Services
N IKK
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
9/22/2020
IKK
Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed
agreement
8
City Attorney
Review and approve insurance in PINS, and bonds
�/zs*ZZ,
(for Public Works Contracts)
9
City Manager/ Mayor
Agreement executed by City Council authorized
IN W
official
10
City Clerk
Attest signatures, retains original agreement and
a�
forwards copies to Project Manager