HomeMy WebLinkAboutPeckham & Kckenney Executive SearchCONSULTING SERVICES AGREEMENT BETWEEN
THE TOWN OF LOS ALTOS HILLS AND
CITY MANAGEMENT ADVISORS LLC
THIS AGREEMENT for consulting services is made by and between the Town of Los Altos Hills
("Town") and City Management Advisors LLC ("Consultant") doing business as Peckham & McKenney
Executive Search (together referred to as the "Parties") as of August 16, 2023 (the "Effective Date").
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to Town the services described in the Scope of Work attached as Exhibit A , and incorporated
herein, at the time and place and in the manner specified therein. In the event of a conflict in or
inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on December 31, 2023, the date of completion specified in Exhibit A, and Consultant
shall complete the work described in Exhibit A on or before that date, unless the term of
the Agreement is otherwise terminated or extended, as provided for in Section 8. The
time provided to Consultant to complete the services required by this Agreement shall not
affect the Town's right to terminate the Agreement, as referenced in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement according to the standards observed by a competent practitioner of the
profession in which Consultant is engaged.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that Town, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from Town of such desire of Town,
reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Section 1.1 above and to satisfy Consultant's obligations hereunder.
Section 2. COMPENSATION. Town hereby agrees to pay Consultant a sum not to exceed $26,000,
notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be
performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the
Agreement shall prevail. Town shall pay Consultant for services rendered pursuant to this Agreement at
the time and in the manner set forth herein. The payments specified below shall be the only payments from
Town to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices
to Town in the manner specified herein. Except as specifically authorized by Town in writing, Consultant
shall not bill Town for duplicate services performed by more than one person.
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Consultant and Town acknowledge and agree that compensation paid by Town to Consultant under this
Agreement is based upon Consultant's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. Town
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the
term of this Agreement, in accordance with the process of payment terms in Attachment A.
Invoices shall contain the following information:
Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice,
etc.;
The beginning and ending dates of the billing period;
A Task Summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement, and
the phase of the recruitment
2.2 Monthly Payment. Town shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred. Town
shall have 30 days from the receipt of an invoice that complies with all of the requirements
above to pay Consultant.
2.3 Total Payment. Town shall pay for the services to be rendered by Consultant pursuant to
this Agreement. Town shall not pay any additional sum for any expense or cost
whatsoever incurred by Consultant in rendering services pursuant to this Agreement.
Town shall make no payment for any extra, further, or additional service pursuant to this
Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
2.4 Reimbursable Expenses. Reimbursable expenses are specified below, and shall not
exceed $0. Expenses not listed below are not chargeable to Town. Reimbursable
expenses are included in the total amount of compensation provided under this Agreement
that shall not be exceeded.
2.5 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.6 Payment upon Termination. In the event that the Town or Consultant terminates this
Agreement pursuant to Section 8, the Town shall compensate the Consultant for all
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outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Consultant shall maintain adequate logs and
timesheets to verify costs incurred to that date,
2.7 Authorization to Perform Services. The Consultant is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. Town shall make available to Consultant only the facilities and equipment
listed in this section, and only under the terms and conditions set forth herein.
Town shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be
reasonably necessary for Consultant's use while consulting with Town employees and reviewing records
and the information in possession of the Town. The location, quantity, and time of furnishing those facilities
shall be in the sole discretion of Town. In no event shall Town be obligated to furnish any facility that may
involve incurring any direct expense, including but not limited to computer, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement,
Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and
amounts of insurance listed below against claims for injuries to persons or damages to property that may
arise from or in connection with the performance of the work hereunder by the Consultant and its agents,
representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall
provide proof satisfactory to Town of such insurance that meets the requirements of this section and under
forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work to
the Town. Consultant shall maintain the insurance policies required by this section throughout the term of
this Agreement. The cost of such insurance shall be included in the Consultant's bid, Consultant shall not
allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance
required herein for the subcontractor(s) and provided evidence that such insurance is in effect to Town.
Verification of the required insurance shall be submitted and made part of this Agreement prior to
execution. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any
and all persons employed directly or indirectly by Consultant. The Statutory Workers'
Compensation Insurance and Employer's Liability Insurance shall be provided with limits of
not less than $1,000,000 per accident. In the alternative, Consultant may rely on a self-
insurance program to meet those requirements, but only if the program of self-insurance
complies fully with the provisions of the California Labor Code. Determination of whether a
self-insurance program meets the standards of the Labor Code shall be solely in the
discretion of the Contract Administrator. The insurer, if insurance is provided, or the
Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation
against the Town and its officers, officials, employees, and volunteers for loss arising from
work performed under this Agreement.
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4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain
commercial general and automobile liability insurance for the term of this
Agreement in an amount not less than $2,000,000 per occurrence/$4,000,000
aggregate (commercial general) and $1,000,000 per occurrence/$2,000,000
aggregate (auto) for risks associated with the work contemplated by this
Agreement. If a Commercial General Liability Insurance or an Automobile Liability
form or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed under this
Agreement or the general aggregate limit shall be at least twice the required
occurrence limit. Such coverage shall include but shall not be limited to, protection
against claims arising from bodily and personal injury, including death resulting
therefrom, and damage to property resulting from activities contemplated under
this Agreement, including the use of owned and non -owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 (most recent edition) covering comprehensive General Liability on an
"occurrence" basis. Automobile coverage shall be at least as broad as Insurance
Services Office Automobile Liability form CA 0001 (most recent edition), Code 1
(any auto). No endorsement shall be attached limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an occurrence basis, and
not on a claims -made basis.
Town, its officers, officials, employees, and volunteers are to be covered
as insureds as respects: liability arising out of work or operations
performed by or on behalf of the Consultant; or automobiles owned,
leased, hired, or borrowed by the Consultant
For any claims related to this Agreement or the work hereunder, the
Consultant's insurance covered shall be primary insurance as respects
the Town, its officers, officials, employees, and volunteers. Any insurance
or self-insurance maintained by the Town, its officers, officials, employees,
or volunteers shall be excess of the Consultant's insurance and shall not
contribute with it.
Each insurance policy required by this clause shall be endorsed to state
that coverage shall not be canceled by either party, except after 30 days'
prior written notice has been provided to the Town.
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4.3 Professional Liability Insurance.
4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain
for the period covered by this Agreement professional liability insurance for
licensed professionals performing work pursuant to this Agreement in an amount
not less than $1,000,000 covering the licensed professionals' errors and
omissions. Any deductible or self-insured retention shall not exceed $150,000 per
claim.
4.3.2 Claims -made limitations. The following provisions shall apply if the professional
liability coverage is written on a claims -made form:
The retroactive date of the policy must be shown and must be before the
date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be
provided for at least five years after completion of the Agreement or the
work, so long as commercially available at reasonable rates.
C. If coverage is canceled or not renewed and it is not replaced with another
claims -made policy form with a retroactive date that precedes the date of
this Agreement, Consultant must purchase an extended period coverage
for a minimum of five years after completion of work under this
Agreement.
A copy of the claim reporting requirements must be submitted to the Town
for review prior to the commencement of any work under this Agreement.
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than AMI.
4.4.2 Verification of coverage. Prior to beginning any work under this Agreement,
Consultant shall furnish Town with complete copies of all policies delivered to
Consultant by the insurer, including complete copies of all endorsements attached
to those policies. All copies of policies and endorsements shall show the signature
of a person authorized by that insurer to bind coverage on its behalf. If the Town
does not receive the required insurance documents prior to the Consultant
beginning work, it shall not waive the Consultant's obligation to provide them, The
Town reserves the right to require complete copies of all required insurance
policies at any time.
4.4.3 Deductibles and Self -Insured Retentions. Consultant shall disclose to and
obtain the written approval of Town for the self-insured retentions and deductibles
before beginning any of the services or work called for by any term of this
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Agreement. At the option of the Town, either: the insurer shall reduce or eliminate
such deductibles or self-insured retentions as respects the Town, its officers,
employees, and volunteers; or the Consultant shall provide a financial guarantee
satisfactory to the Town guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
4.4.4 Wasting Policies. No policy required by this Section 4 shall include a "wasting"
policy limit (i.e. limit that is eroded by the cost of defense).
4.4.5 Waiver of Subrogation. Consultant hereby agrees to waive subrogation which
any insurer or contractor may require from vendor by virtue of the payment of any
loss. Consultant agrees to obtain any endorsements that may be necessary to
affect this waiver of subrogation.
The Workers' Compensation policy shall be endorsed with a waiver of subrogation
in favor of the entity for all work performed by the consultant, its employees,
agents, and subcontractors.
4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.5 Remedies. In addition to any other remedies Town may have if Consultant fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, Town may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies Town may have and are not the exclusive remedy for
Consultant's breach:
■ Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement;
■ Order Consultant to stop work under this Agreement or withhold any payment that
becomes due to Consultant hereunder, or both stop work and withhold any payment,
until Consultant demonstrates compliance with the requirements hereof; and/or
■ Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES.
Consultant shall indemnify, defend with counsel acceptable to Town, and hold harmless Town and its
officers, officials, employees, agents and volunteers from and against any and all liability, loss, damage,
claims, expenses, and costs (including without limitation, attorney's fees and costs and fees of litigation)
(collectively, "Liability") of every nature arising out of or in connection with Consultant's performance of the
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Services or its failure to comply with any of its obligations contained in this Agreement, except such Liability
caused by the sole negligence or willful misconduct of Town.
The Consultant's obligation to defend and indemnify shall not be excused because of the Consultant's
inability to evaluate Liability or because the Consultant evaluates Liability and determines that the
Consultant is not liable to the claimant. The Consultant must respond within 30 days, to the tender of any
claim for defense and indemnity by the Town, unless this time has been extended by the Town. If the
Consultant fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any
other remedy authorized by law, so much of the money due the Consultant under and by virtue of this
Agreement as shall reasonably be considered necessary by the Town, may be retained by the Town until
disposition has been made of the claim or suit for damages, or until the Consultant accepts or rejects the
tender of defense, whichever occurs first.
With respect to third party claims against the Consultant, the Consultant waives any and all rights of any
type to express or implied indemnity against the Indemnitees.
Notwithstanding the forgoing, to the extent this Agreement is a "construction contract" as defined by
California Civil Code Section 2782, as may be amended from time to time, such duties of consultant to
indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782.
In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services
under this Agreement is determined by a court of competent jurisdiction or the California Public Employees
Retirement System (PERS) to be eligible for enrollment in PERS as an employee of Town, Consultant shall
indemnify, defend, and hold harmless Town for the payment of any employee and/or employer
contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well
as for the payment of any penalties and interest on such contributions, which would otherwise be the
responsibility of Town.
Section 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall
be an independent contractor and shall not be an employee of Town. Town shall have the
right to control Consultant only insofar as the results of Consultant's services rendered
pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise Town shall not have the right to control the means by which
Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding
any other Town, state, or federal policy, rule, regulation, law, or ordinance to the contrary,
Consultant and any of its employees, agents, and subcontractors providing services under
this Agreement shall not qualify for or become entitled to, and hereby agree to waive any
and all claims to, any compensation, benefit, or any incident of employment by Town,
including but not limited to eligibility to enroll in the California Public Employees Retirement
System (PERS) as an employee of Town and entitlement to any contribution to be paid by
Town for employer contributions and/or employee contributions for PERS benefits.
6.2 Consultant Not an Agent. Except as Town may specify in writing, Consultant shall have
no authority, express or implied, to act on behalf of Town in any capacity whatsoever as an
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agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind Town to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Consultant and any subcontractors
shall comply with all applicable rules and regulations to which Town is bound by the terms
of such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to Town that Consultant and
its employees, agents, and any subcontractors have all licenses, permits, qualifications,
and approvals of whatsoever nature that are legally required to practice their respective
professions. Consultant represents and warrants to Town that Consultant and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect
at all times during the term of this Agreement any licenses, permits, and approvals that are
legally required to practice their respective professions. In addition to the foregoing,
Consultant and any subcontractors shall obtain and maintain during the term of this
Agreement valid Business Licenses from Town.
7.5 Nondiscrimination and Egual Opportunity. Consultant shall not discriminate, on the
basis of a person's race, religion, color, national origin, age, physical or mental handicap or
disability, medical condition, marital status, sex, or sexual orientation, against any
employee, applicant for employment, subcontractor, bidder for a subcontract, or participant
in, recipient of, or applicant for any services or programs provided by Consultant under this
Agreement. Consultant shall comply with all applicable federal, state, and local laws,
policies, rules, and requirements related to equal opportunity and nondiscrimination in
employment, contracting, and the provision of any services that are the subject of this
Agreement, including but not limited to the satisfaction of any positive obligations required
of Consultant thereby.
Consultant shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. Town may cancel this Agreement at any time and without cause upon
written notification to Consultant.
Consultant may cancel this Agreement upon 10 days' written notice to Town and shall
include in such notice the reasons for cancellation.
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In the event of termination, Consultant shall be entitled to compensation for services
performed to the effective date of termination; Town, however, may condition payment of
such compensation upon Consultant delivering to Town any or all documents,
photographs, computer software, video and audio tapes, and other materials provided to
Consultant or prepared by or for Consultant or the Town in connection with this
Agreement.
8.2 Extension. Town may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Consultant understands and
agrees that, if Town grants such an extension, Town shall have no obligation to provide
Consultant with compensation beyond the maximum amount provided for in this
Agreement. Similarly, unless authorized by the Contract Administrator, Town shall have
no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred
during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.4 Assignment and Subcontracting_ Town and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and is based upon a
determination of Consultant's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to Town for entering into this
Agreement was and is the professional reputation and competence of Consultant.
Consultant may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Consultant shall not subcontract any portion of the
performance contemplated and provided for herein, other than to the subcontractors noted
in the proposal, without prior written approval of the Contract Administrator,
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between Town and Consultant shall survive
the termination .of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms
of this Agreement, Town's remedies shall included, but not be limited to, the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A not
finished by Consultant; or
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8.6.4 Charge Consultant the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the amount that
Town would have paid Consultant pursuant to Section 2 if Consultant had
completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Consultant prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the Town. Consultant hereby agrees to deliver
those documents to the Town upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the Town and are
not necessarily suitable for any future or other use. Town and Consultant agree that, until
final approval by Town, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both
parties.
9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the Town under this Agreement for a minimum of 3 years, or for any longer period
required by law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this
Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of
the Town. Under California Government Code Section 8546.7, if the amount of public
funds expended under this Agreement exceeds $10,000.00, the Agreement shall be
subject to the examination and audit of the State Auditor, at the request of Town or as part
of any audit of the Town, for a period of 3 years after final payment under the Agreement.
Section 10 MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys' fees in addition to any other relief to which
that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Santa Clara or in the United States District Court
for the Northern District of California.
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10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the parties.
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equal or
less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within
the corporate limits of Town or whose business, regardless of location, would place
Consultant in a "conflict of interest," as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 et seq.
Consultant shall not employ any Town official in the work performed pursuant to this
Agreement. No officer or employee of Town shall have any financial interest in this
Agreement that would violate California Government Code Sections 1090 et seq.
Consultant hereby warrants that it is not now, nor has it been in the previous 12 months,
an employee, agent, appointee, or official of the Town. If Consultant was an employee,
agent, appointee, or official of the Town in the previous twelve months, Consultant
warrants that it did not participate in any manner in the forming of this Agreement.
Consultant understands that, if this Agreement is made in violation of Government Code §
1090 et seq., the entire Agreement is void and Consultant will not be entitled to any
compensation for services performed pursuant to this Agreement, including reimbursement
of expenses, and Consultant will be required to reimburse the Town for any sums paid to
the Consultant. Consultant understands that, in addition to the foregoing, it may be subject
to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will
be disqualified from holding public office in the State of California.
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration. This Agreement shall be administered by the City Manager or
his/her designee ("Contract Administrator"). All correspondence, communications and
meetings shall be directed to or through the Contract Administrator or his or her designee.
The Consultant shall only take direction regarding the services provided under this
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Agreement from the Contract Administrator. Furthermore, Consultant agrees that the
Contract Administrator shall be included any meeting, teleconference or written
communication between any Town representative including Committee members and the
Consultant. The Town may modify the Contract Administrator at any time upon providing
written notice to the Consultant.
10.10 Notices. Any written notice to Consultant shall be sent to:
Peckham and McKenney
300 Harding Boulevard, Suite 203D
Roseville, CA 95678
Any written notice to Town shall be sent to:
Peter Pirnejad
26379 Fremont Road
Los Altos Hills, CA 94022
10.11 Professional Seal. Where applicable in the determination of the contract administrator,
the first page of a technical report, first page of design specifications, and each page of
construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design responsibility," as in the
following example.
Seal and Signature of Registered Professional with
report/design responsibility,
10.12 Integration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibits A and B represents the entire and integrated agreement
between Town and Consultant and supersedes all prior negotiations, representations, or
agreements, either written or oral.
Exhibit A Scope of Services
Exhibit B Payment Schedule
10.13 Counterparts, This Agreement may be executed in multiple counterparts, each of which
shall be an original and all of which together shall constitute one agreement.
[SIGNATURES ON FOLLOWING PAGE]
Consulting Services Agreement between Effective Date: August 14, 2023
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The Parties have executed this Agreement as of the Effective Date.
TO OF LOS OS HILLS
4
Peter Pimejad, City Manager
Attest:
(/ -4 � �� P -C
Deborah Padavan, City Clerk
Approved as to Form:
M41, 06���
Steven T. Mattas, Town Attorney
1070873.1
CONSULT NT
�itl such, Managing Member
Consulting Services Agreement between Effective Date: August 14, 2023
Town of Los Altos Hills and Peckham and McKenney Page 13 of 13
EXHIBIT A
SCOPE OF SERVICES
The full scope of services under this agreement are included in the attached proposal from the Consultant.
Consulting Services Agreement between Effective Date: August 14. 2023
Town of Los Altos Hills and Peckham and McKenney--Exhibit A Page 1 of 1
COMPENSATION SCHEDULE
This is a fixed -cost agreement in the amount of $26,000.
Consulting Services Agreement between Effective Date: August 14, 2023
Town of Los Altos Hills and Peckham and McKenney--Exhibit B Page 1 of 1
Peckham & McKenney, 300 Harding Boulevard, Suite 203D, Roseville, CA 95678
WHY CHOOSE US? 1
EXPERIENCE 2
YOUR RECRUITMENT TEAM 4
THE SEARCH PROCESS AND SCHEDULE 5
COST OF SERVICES 6
Cost of Services
Process of Payment
Insurance
GUARANTEE AND DIVERSITY 7
Guarantee
Diversity Statement
Peckham & McKenney, 300 Harding Boulevard, Suite 203D, Roseville, CA 95678
OUR COMMITMENT To YOU
Peckham & McKenney, by maintaining the quality, style,
values and culture established by Bobbl.Peckham and Phil
McKenney, perforins on the promise that an executive:
search firm must be dedicated: to providing its clients and
candidates. with professional and responsive service, and
a personal, hands-on approach. Our business philosophy
is founded on the understanding that we are in a "people"
rotated industry and that attention to others' needs is the key
to providing e#Iective customer; service.
• We believe in honesty. No client should ever appoint
an individual without being fully knowledgeable of
the candidate's complete background and history.
,Additionally, no candidate should ever enter into a.
new career opportunity without full disclosure of any
organizational "issues:'
• We keep everyone involvedd, in. the recruitment process
informed, Not only do we provide regular updates, to
our clients, we also have a reputation for keeping; our
candidates up to date,
We do not recruit staff from our., client agencies for.
another recruitment during an active engagement, nor
do we "parallel process" a candidate, thereby pitting one
client against another for the same candidate.
• We tlo not recruit our placements — even.. Should.
a placement of ours have an interest in a position for
which we sire recruiting, they may choose to apply. If
they become it finalist, we ask that they speak to their
supervisor to alert them of their intent.
• We are retained only by cities, counties and special
districts. We are not retained by applicants or non-
governmental agencies,
• We do not over commit ourselves to too many
searches. Your recruiter maintains a .small, limited
number of concurrent searches at all times in order to
focus specifically And diligently on recruiting qualified
candidates for your vacancy.
• We commit to diversity in, its broadest possible
definition in every aspect of each executive recruitment.
Peckham & McKcnney has a well established reputation
of placing; women and people with diverse backgrounds.
21 Peckham & McKenney
EXPERIENCE
With out recruitment team that solely consists of retired City Managers, Police Chiefs and Department Heads,
and our expert support team, Peckham & McKenny brings more experience and knowledge of local
government and executive search than any other California recruiter. just a few of our recent recruitments
related to your search for this critical position from the last few years include:.
Auburn, CA
Cosumnes CSD
Encinitas, CA
Hayward Area Recreation and Park District, CA
Hollister, CA
Pomona, CA
Scotts Valley, CA
Winters, CA
Auburn, CA
Administrative Services Director
Director of Human Resources
Finance Manager
Administrative Services Director
Administrative Services Director
HR/Risk Manager
Administrative Services Director
Director of Administrative Services
Administrative Services Director
Please don't hesitate to contact these agencies as well as our large Est of current and former clients on our website
(here); they will attest to our quality of service, on-going communication throughout the process, personal and
direct outreach and sourcing of candidates, quality applicant pool, written materials and interview facilitation.
As an ambassador of our clients, Peckham & McKenny is also known for maintaining ongoing communications
with our applicants throughout the search process, treating every applicant with respect, and appropriately
informing candidates to support their best effort. The numerous compliments we have received from applicants
fairly illustrate this reputation.
Comfortable and Professional Experience
"I'd like to thank you again for your support and
guidance throughout the recruitment and selection
process. It was a comfortable and professional
experience, and I attribute a great deal, of that to you. It's
my hope that our professional paths may cross again in
the future." Candidate
Straightforward, Friendly. and Humane
Recruitment Process
I wanted to let you know what terrific job I
thought you and Peckham & McKetmey did
on the recru itment. It was. absolutely the most
straightforward, friendly, and bumane recruitment
process I've ever par ticipated in. And I would feel the
same way even if the outcome was not successful for
me." Candidate
3 1 Peckham & McKenney
It really has been, "All about fit!
"From the construction of the colorful candidate
profile, to being responsive to phone calls, texts and
my questions, I have been thoroughly impressed with
the professionalism and approach of Peckham &
McKenney, Maria Hurtado and Joyce Johnson have been
the team that have shepherded nay application through
the municipal hiring processes, and I can speak highly
for both of them, Should I need a recruiter to help fill
a critical position in my new city, I will be calling on
Maria Hurtado and Peckham & McKenney. And, by the
way, it really has been, "All about fit!" Candidate
You Made Me Feel. So Comfortable
"This is my first time working with a recruiting company,
and I'm so happy for having; the opportunity to work
with your company, wow! I truly enjoyed the process!
Your interview skills are amazing! You made.me feel so
comfortable and I felt like I was just talking shop with a
longtime friend, Thanks for the personal touch that you
include in your job,1. believe that this is what makes your
firm so desirable and successful." Candidate
Testimonials from clients and candidates are at httl2s://www.peckhamandmckennev.com/testimonials.
Please feel free to call any of the communities listed herein, or on our website here, or as follows as a reference
about the firm, our recruiters, and our service. Additionally, you may contact any of Roberta's references:
City of Colton
Bill Smith, City Manager, (909) 370-5051, BSmith@coltonca.gov
Tom Cody, Human Resources & Risk Management Director, (909) 370-5063; tcody@coltonca.gov
Town of Fairfax
Heather Abrams, Town Manager, (415) 453-1584; habrams@townoffairfax.org
City of Seaside
Craig Malin, former City Manager, (563) 529-1542; craigthomasmalin@gmail.com
Donna Williamson, Attorney, Liebert Cassidy Whitmore (retired); (415) 309-4837
City of Sand City
Vibeke Norgaard, City Manager, (415) 516-6674; vibeke@sandcityca.org
YOUR RECRUITMENT TEAM
41 Peckham & McKenney
Our Approach
With every Peckham & McKenney recruitment, your
Recruiter has the entire Peckham & McKenney team
of Recruiters and administrative personnel for
backup, support, collaboration, and sourcing.
However, when you retain Peckham & McKenney,
your Recruiter serves as your single point of contact
throughout the entire search process and is fully
responsible for its success. Moreover, in order to
fully focus on your search and finding applicants that
fit with the ideal candidate you are seeking, your
Recruiter also maintains no more than 6 active
searches.
The Executive Recruiter for you in this search is
Roberta Greathouse.
Roberta Greathouse, Executive Recruiter
The Peckham & Mckenney Team
Roberta is a dynamic professional with strong leadership, critical thinking, and problem -
solving skills. She enjoyed a 34 -year career in the public sector, retiring from the City of
Seaside as the Human Resources Director and Risk Manager. Roberta has experience in
every aspect of human resources including labor and employee relations, recruitment,
selection, classification and compensation, employee benefits, workers' compensation,
and employee development. Roberta led the City through a myriad of organizational
challenges including multiple rounds of layoffs and labor concessions due to economic
crises.
Roberta served as the City's Acting City Manager for almost one year during a time of unprecedented City
growth in the areas of economic development and capital improvement. Roberta was recognized for being an
accessible and collaborative leader with outstanding organizational, communication, and customer service skills.
Prior to joining Seaside's team, Roberta served the City of Monterey for 18 years. She worked in a variety of
roles in the Public Facilities, Human Resources, and Fire Departments. As the manager of the fire administration
division, Roberta had the opportunity to negotiate and manage fire protection contracts with the Army and two
local jurisdictions and she established the first activity based costing system for the department.
Roberta holds a Bachelors degree from Colorado State University, is a Senior Certified Human Resources
Professional (IPMA-SCP), and certified Risk Management Practitioner (RMP). She was nominated for the
California Joint Powers Insurance Authority's coveted Capstone Award in 2016 for her leadership in Risk
Management.
Roberta is supported by the following team.
Joyce Johnson, Operations Manager
Joyce Johnson joined Peckham & McKenney in 2005 and serves as the firm's Operations Manager. She has
over 30 years' experience in the field of administrative and executive support for all aspects of the executive
5 1 Peckham & McKenney
recruitment process. She oversees internal administration of the firm as well as directing contract administrative
support in the areas of advertising and design, web posting, and duplication and mailing services. Prior to joining
Peckham & McKenny, Ms. Johnson oversaw internal administration in the Western Region headquarters of
two national management consulting and executive recruitment firms. Ms. Johnson is complimented regularly
on her strong customer orientation working with both clients and candidates alike. Ms. Johnson holds an
Associate of Arts degree from American River College.
Tayler Bergstrom, Research Assistant
Tayler Bergstrom joined Peckham & McKenny in 2022 and currently serves as a Research Associate. Tayler is
currently pursuing a PhD at UCLA where she worked previously as a lab manager overseeing various research
projects. Prior to that, Tayler graduated from UC San Diego with a Bachelor of Science degree in Psychology.
Linda Pucilowski, Graphic Designer
With nearly 30 years of experience, Linda Pucilowski provides her expert design and marketing skills to Peckham
& McKenney. She is the firm's "go -to" professional for all advertising and brochure design and creation. Ms.
Pucilowski holds a Bachelor's degree from California State University, Sacramento.
Rachel Moran, Website & Social Media Assistant
Rachel Moran has been in the graphic design field since 2007 and prides herself on creating eye-catching visual
art. She supports the Peckham & McKenney team by handling all website visual and technical design as well as
social media. Ms. Moran graduated from the Art Institute of Houston obtaining her Bachelor's Degree in Fine
Arts with a concentration in Graphic Design.
6 1 Peckham & McKenney
THE SEARCH PROCESS AND SCHEDULE
Peckham & McKenney is committed to finding, the best fit for your position. Our process is. 12 to 14 weeks
and generally involves, the following phases:
PROJECT ORGANIZATION (PRL -RECRUITMENT) — We will meet to, discusi the search timeline, process and logistics
for conducting a successful search.
DEVELOPMENT Or THLCANDIDATE PROFILE (zWEEKS) -WC will meet with agency members to listento specific.
expectations of the position; learn the background and experiences desired in the ideal candidate-, and understand
the organizational, culture and interests to create an attractive Candidate Profile marketing brochure,
RmttuITMENT (4 To 6 WEEKS) - Our main focus in outreach will, be direct, personalcontact with, quality potential
candidates. Additionally, ads will be pjaced in industry publications and social media to broadly market the
opportunity. Our client agency is continuously updated on our progress.
SUPPLEMENTAity REVIEW (2 WEEKS) - Upon Our review of the resumes received, supplemental questionnaires will
be sent to candidates who appear in most alignment with the Candidate Profile. Followinga thorough review of
the supplemental questionnaires, we will. conduct preliminary telephone interviews. Internet researchwill also be
conducted so that we may probe the candidate regarding any areas of concern.
REcommrNDATION OF CAN DIDATES/SELLCTION OF FINALISTS (I w tLK) — A report will be provided to the agency
that includes, among a variety of documents, a full listing of all candidates for review and the materials
submitted by candidates recommended for an interview,
INTERVIEW PROCESS (Z WEEKS) — Your recruiter will facilitate the interview process, inclusive of an orientation
session at the beginning, and a discussion of candidates at the end,, I
QUALIPICXrION(I WEEK)- Once a finalist is selected, areference check and thorough background check will be
conducted. Assistance with negotiating compensation will also be provided.
71 Peckham & McKenney
COST OF SERVICES
The fee to conduct the entire search process for your next Administrative Services Director recruitment is
$26,000.
Peckham 8r, McKenny is unique
among, recruiting firms for several
reasons including having a fixed all-
inclusive fee. We have found that an
all-inclusive foe for the, Search process,
is simpler, cost-effective, and efficient.
Ile all-inclusive fee above includes
Professional fees and expenses
(out-of�pockct costs associated
with advertising, Recruiter travel,
administrative support / printing
/ copying/ postage / materials,
telephone / technology; internet
research checks on recommended
candidates, and full background check
on selected finalist only). For services
not specified herein, we will, discuss
your interests andan appropriate, fee,
PROCESS 01,713AYMENT
One-third of the all-inclusive fee- is
due as a retainer upon execution ofthe
agreement, `This retainor covers: upfront
,and necessary expenses incurred by
Peckham & McKenney on the. Chy�
behalf for the preparatory work and
advertising. If the retainer, is not received
by Peckham &Mcl(enney withiri 30
days of execution of the agreement, we
will suspend the recruitment process until
payment is received. Tic second one-
third of the full payment will be invoiced.
1 month from contract execution, and
it is due within30days Ulowing the
invoice date, `Ihe final onethird of the
full payment will be invoiced 2 months
from contract execution, and it is due
within 30 days following the invoice date,
AGRELMENT
Pcclthq,m,& McKenny is the
operating name of City. Management
Advisors LLC, Anton Dahlerbruch,
Managing Member
INSURANCE
Peckham &. McKenney carries
Professional Liability Insurance
($1,000,000 limit), Commercial
General Liability Insurance
($2,000,00 General Liability,
and $4,,000,000 Products) and
Automobile Liability Insurance
1,000,0,00). Our Insurance, Broker
is 13&B PremicrInsurance Solutions,
Agoura Hills, CA,
8 1 Peckham & McKeiiney
GUARANTEE
We are pleased to share that the Peclebam & McKenney
success randplacement record areparticulary strong.
We erre confident that our rerruitmentprocess will result
in a quality candidate that will stay in your employment.
Divrmsay STATEMENT
OUR GUARA1tiNTLE:
• We will connect with you and our placement in
6 months and 1 year after the appointment to check-in.
• We will conduct a second search within 6 months of
our search process if a candidate is not placed.
• If the placement vacates the position within 1 year from
the date of accepting the offer (external candidates only
and except in the event of budgetary cutbacks,
promotion, position elimination, or illness/death, etc.),
we agree to conduct a second search within 6 months
of the vacancy.
Recognizing the current market for finding competent
and successful executives, and the changes in strategy that
would be needed for a second search, the cost of a second
search will be expenses (typically around $8,000) and 50%
of the professional services fee.
Peckham & McKenney is committed
to diversity in its broadest possible
definition in every aspect of cacti
executive recruitment our firm
provides. We tame pride in the
placement of women and applicants
of diversity, and are known for long,
successful tenures of candidates
selected by the agency;
Peckham & McKenney does not
discriminate on the, basis of race,
color, religion, creed, sex/gender,.
national origin/aricestry, disability,
pregnancy, sexual orientation (including
transgender status)" marriage or family
status, military statics, or age;; We are
fully compliant with all applicable;
federal and state employment laws and
regulations in all of our recruitments,
For over 30 years, founder Bobbi
Peckham has been a champion of
women seeking executive leadership
positions within local government.,
With our diverse team of Recruiters,
j'e:ckham &McKenney supports,
.
promotes: and advocates for diversity in
the recruitment; and hiring processes:.
In addition to our outreach methods,
Peckhani & McKenney routinely
advertises with the National Forum of
Black Public Administrators (NFBPA),
Local Government I:lispanic Networld
(LGI•IN) and CxvicPRIDE as well
as the National Diversity Network to
ensure placement of your opportunity
with the following atiline venues.
•
African American nils Network
o Asian Job Network
• Ilisability Job Network
Latino Job Network
® LGBT Job :Network
• Retirement f ob Network
Veteran Job Network
• Women'64oh Network
91 Peckham & McKenney