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HomeMy WebLinkAboutRPMG Management Group (2)Town of Los Altos Hills Page 1 of 3 Short form Updated 4/26/22 AGREEMENT THIS AGREEMENT is made and entered into on the 25th day of August, 2023 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and RPMG Management Group (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows: 1.CONTRACTOR. Shall provide or furnish the following specified services and/or materials: Conduct meetings with management staff and City Councilmembers to assemble a work plan for the 2024 & 2025 calendar years. 2.EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement: Proposal from CONTRACTOR dated August 22nd, 2023 3.TERMS. The services and/or materials furnished under this Agreement shall commence 08/25/23 and shall be completed by 2/29/24, unless terminated pursuant to Section 5(f). 4.COMPENSATION. For the full performance of this Agreement: a.TOWN shall pay CONTRACTOR an amount not to exceed twenty one thousand two hundred fifty dollars and zero cents ($21,250.00), within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/ completion of goods/services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. b.Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods other than what is stated in the attached exhibit. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR. c.CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services. Town of Los Altos Hills Page 2 of 3 Short form Updated 4/26/22 5.GENERAL TERMS AND CONDITIONS. a.HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR’S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b.NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person. c.INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. d.CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. e.TERMINATION. This Agreement may be terminated by TOWN upon seven (7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. f.RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. 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 nece ssarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary 350 Sansome Street | Suite 300 San Francisco, CA 94104 Nelson A. Fialho Executive Director 925-437-4002 nfialho@publiclawgroup.com August 22, 2023 Mr. Peter Pirnejad City Manager Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Re: Los Altos Hills Priority Setting Proposal Dear Peter, Thank you for the opportunity to submit this proposal to provide Council priority setting planning and facilitation services to the Town of Los Altos Hills. Renne Public Management Group has the expertise and skills necessary to provide this assistance and we would be pleased to do so. About Renne Public Management Group Renne Public Management Group (RPMG) is a division of the Renne Public Law Group based in San Francisco. Our firm’s attorneys, public policy experts, and executive leadership consultants provide services and solutions for the most pressing needs and challenges facing public agencies. RPMG services include everything required to support elected and appointed leaders. We offer a balance of perspectives with a practitioner’s mindset coupled with a proven record of successful implementation. This experience gives us a sensitivity that produces positive outcomes and ensures each of our projects are individually tailored to the unique needs of the client. RPMG Services Our full range of services includes the following:  Organizational Analysis and Performance Audits – Also referred to as efficiency studies and organizational reviews, we work to identify improvements to an operation’s efficiency and effectiveness.  Performance Management – Encompasses a wide range of management tools, often developed independently of one another, including performance management and measurement, process management, performance budgeting, employee performance Los Altos Hills August 22, 2023 Page 2 evaluations, and strategic benchmarking. Process Improvement – Examines the processes by which customers are served, an important technique for developing a program for operations improvement, including process mapping. Strategic and Business Planning – A valuable tool for focusing the efforts of an organization and fostering communication between leaders, staff, and important stakeholder groups. Services include goal and priority setting, planning and facilitation for governing boards, executive teams, and departments or divisions. Financial Planning, Budgeting and Analysis – Assists clients in analyzing their finances and planning for the effective and efficient use of taxpayer or customer dollars. Organizational Development and Training – Helps clients develop organizational capacity, a key to developing high performance organizations. Services include onboarding, executive coaching, customer service training, employee and customer surveys, and conflict management workshops. Sharing and Consolidation of Services – Offers a more efficient way to provide services, particularly on a regional basis. Options range from the complete integration of previously separate jurisdictions to sharing or consolidating the management of individually delivered services and operations. Scope of Work Based on initial input from the city manager, we propose the following scope of work. RPMG consultants will plan, design and facilitate the Council’s Priority Setting workshop. The session will be held in the late-January to early-February 2024 timeframe. The work will build off of last year’s session and input from the Council, staff and various committees, as follows: Plan, design and facilitate a Council priority setting session. o Meet with staff and outside consultants to gain context and refine the process o Interview each of the five council members and prepare a summary for the City Manager o Develop agenda and finalize with the City Manager o Organize comments and work with staff to develop a PowerPoint presentation to share with the Council and facilitate the priority setting session in late-January o Develop a final report for Council and staff to review and consider Los Altos Hills August 22, 2023 Page 3 Proposed Work Plan and Timeline 1.Planning – Consultants will work with the City Manager to discuss desired outcomes and develop a plan and timeline. (August/September) 2.Interviews – Consultants will gather input from the process undertaken by Frank Benest and also facilitate 1:1 interviews with the five Councilmembers. (September) 3.Meeting Design – Based on interviews and input from the City Manager and Committees, consultants will develop a draft meeting process and agenda for review and approval by the City Manager. (November/December) 4.Meeting Facilitation – Consultants will facilitate the in-person priority setting session in January timeframe with a goal of identifying clearly defined strategic priorities and actionable projects for the development of a two-year workplan. (January) 5.Completion – Prepare a final report, to be reviewed by the City Manager and then shared with the City Council at a public meeting. (February) Term and Fee Proposal Based on the scope of work and five steps described above, the Town will be billed in accordance with the following terms: •Not to Exceed - $20,000 Work will be completed by a combination of RPMG Consultants Dan Rich (lead) and Nelson Fialho (advisor). It is anticipated that the planning, design, and meeting facilitation will take approximately 70 hours to accomplish, billable at $300 hourly. Future amendments will require mutual agreement by the City Manager and Consulting Team. In addition to the Professional Services above, normal and direct out-of-pocket expenses associated with the project are charged back to the client. Expenses for this assignment will not exceed $1,250. These expenses could include, but are not limited to, clerical/administrative time, supplies, printing, postage, consultant travel, and retreat material, as necessary. All expense items are reimbursed “at cost” and detailed and billed monthly. RPMG appreciates the opportunity to assist the Town of Los Altos Hills. Please feel free to contact us directly at 925-437-4002 (Nelson) or 650-387-2074 (Dan) if you have any questions about this proposal. Los Altos Hills August 22, 2023 Page 4 Sincerely, Nelson A. Fialho Executive Director, RPMG cc. Megan Sanders, Firm Director Dan Rich, Senior Consultant Luke Jensen, Senior Management Analyst Nicohlas Moore, Management Analyst Accepted for the Town of Los Altos Hills by: Name: _____________________ Title: _____________________ Date: _____________________ NF/C: RPMG Proposal – Town of Los Altos Hills 2.0