CITY OF LOMITA
CITY COUNCIL REPORT
TO: City Council
FROM: Ryan Smoot, City Manager
PREPARED BY: Lina Hernandez, Senior Management Analyst
MEETING DATE: December 19, 2023
SUBJECT: Agreement with Tripepi Smith Talent Solutions to Provide City Manager Executive Recruitment Services
RECOMMENDATION
Approve the agreement and authorize the City Manager to execute the agreement.
DISCUSSION
City Manager Ryan Smoot has announced his resignation from his position effective January 1, 2024. The City Council appointed Joe Hoefgen on December 5, 2023 to serve as Interim City Manager starting January 2, 2024 while the City conducts a search for its next permanent City Manager.
It is recommended that the city retain the services of a consulting firm with executive recruiting experience to attract, evaluate and recommend top candidates for the position of City Manager. After reviewing multiple proposals from recruiting firms, staff is confident that Tripepi Smith Talent Solutions has the necessary skills and expertise to successfully recruit a City Manager. Tripepi Smith Talent Solutions is a recruitment firm under the umbrella of Tripepi Smith Marketing and Public Affairs. Since 2016, Tripepi Smith has been providing various services to the city, including public outreach and engagement, goal setting workshops among other support services and is deeply familiar with the Lomita community and City Council.
Tripepi Smith has successfully filled various executive positions for over 180 local government agencies throughout the state. Their work includes soliciting feedback from City Council on the desired qualities of the next City Manager, developing, producing and distributing all recruitment materials, fielding candidate questions, evaluating and filtering down the candidates, facilitating interviews, completing background checks, and negotiating compensation.
Item No. 7k
Should the City Council approve the attached agreement, Tripepi Smith Talent Solutions is ready to commence the process of searching for a permanent City Manager immediately. It is anticipated the recruitment process will take approximately 14 weeks to complete.
FISCAL IMPACT
Consultant costs to conduct an executive recruitment for a City Manager are estimated at $23,500. Should the selected candidate resign or be terminated for cause within one year following the appointment, the Tripepi Smith team will conduct another search free of professional services charges, except for re-advertising, travel, and background check costs (estimated at $3,000). This agreement is for a total not to exceed cost of $30,000 to account for any unforeseen contingencies.
ATTACHMENTS
1. Agreement with Proposal (Exhibit A) from Tripepi Smith Reviewed by: Approved by:
____________________
Gary Y. Sugano Ryan Smoot
Assistant City Manager City Manager
Prepared by:
___________________________
Lina Hernandez
Senior Management Analyst
CONTRACT FOR PROFESSIONAL SERVICES
BETWEEN
THE CITY OF LOMITA AND TRIPEPI SMITH TALENT SOLUTIONS
This AGREEMENT for City Manager Executive Recruitment Services is entered into this 19
th day of December 2023, by and between the CITY OF LOMITA, a general law city and municipal corporation (“CITY”) and TRIPEPI SMITH & ASSOCIATES, INC., a California corporation (“CONSULTANT”).
R E C I T A L S
A. CITY does not have the personnel able and/or available to perform the services required under this agreement.
B. Therefore, CITY desires to contract out for City Manager Executive Recruitment Services.
C. CONSULTANT warrants to CITY that it has the qualifications, experience and facilities to perform properly and timely the services under this Agreement.
D. CITY desires to contract with CONSULTANT to perform the services as described in Exhibit A of this Agreement.
NOW, THEREFORE, based on the foregoing recitals, CITY and CONSULTANT agree as follows:
1. CONSIDERATION AND COMPENSATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, attached as Exhibit A;
B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT an amount not to exceed $30,000 on an annual basis, for CONSULTANT’s services, unless otherwise specified by written amendment to this Agreement.
D. No additional compensation shall be paid for any other expenses incurred, unless first approved by the City Manager or his designee.
E. CONSULTANT shall submit to CITY, by not later than the 10th day of each month, its bill for services itemizing the fees and costs incurred during the previous Attachment 1
month. CITY shall pay CONSULTANT all uncontested amounts set forth in the CONSULTANT'S bill within 30 days after it is received.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform the services and activities set forth in the SCOPE OF SERVICES attached hereto as Exhibit A and incorporated herein by this reference.
If any part of Exhibit A is inconsistent with the terms of this Agreement, the terms of this Agreement shall control.
B. Except as herein otherwise expressly specified to be furnished by CITY, CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space, and facilities necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement.
3. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit an invoice to CITY which lists the reimbursable costs, the specific tasks performed, and, for work that includes deliverables, the percentage of the task completed during the billing period.
4. TIME OF PERFORMANCE. The services of CONSULTANT are to commence upon receipt of a notice to proceed from CITY and shall continue until all authorized work is completed to CITY’s reasonable satisfaction, in accordance with the schedule incorporated in “Exhibit A,” unless extended in writing by CITY.
5. FAMILIARITY WITH WORK. By executing this Agreement, CONSULTANT represents that CONSULTANT has (a) thoroughly investigated and considered the scope of services to be performed; (b) carefully considered how the services should be performed; and (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.
6. KEY PERSONNEL. CONSULTANT’s key persons assigned to perform work under this Agreement are Ryder Todd Smith, Cathy Thompson, Kylie Sun, Sara Madsen, Meara Hain and other members of CONSULTANT’s team as needed. CONSULTANT shall not assign another person to be in charge of the work contemplated by this Agreement without the prior written authorization of CITY.
7. TERM OF AGREEMENT. The term of this Agreement shall commence upon execution by both parties and shall expire on December 31, 2025 unless earlier termination occurs under Section 11 of this Agreement or extended in writing by both parties. Any extensions shall be approved in writing in advance by both parties.
8. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY
resulting from changes in the services will be determined in accordance with written agreement between the parties.
9. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number.
10. PERMITS AND LICENSES. CONSULTANT will obtain and maintain during the term of this Agreement all permits, licenses, and certificates that may be required by local, state and federal laws in connection with the performance of services under this Agreement, as specified in Title VI, Chapter 2 of the Lomita Municipal Code.
11. Laws and Regulations; Employee/Labor Certification. CONSULTANT shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law.
CONSULTANT shall be liable for all violations of such laws and regulations in connection with the Services and this Agreement. All violations of such laws and regulations shall be grounds for CITY to terminate the Agreement for cause.
12. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause with a 10-day notice. Notice of termination shall be in writing.
B. CONSULTANT may terminate this Agreement. Notice will be in writing at least 30 days before the effective termination date.
C. In the event of such termination, CONSULTANT shall cease services as of the date of termination, all finished or unfinished documents, data, drawings, maps, and other materials prepared by CONSULTANT shall, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination.
D. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.
13. INDEMNIFICATION.
A. CONSULTANT shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with CONSULTANT's performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT, regardless of CITY’S passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of CITY. Should CITY in its sole discretion find CONSULTANT’S legal counsel unacceptable, then CONSULTANT shall
reimburse CITY its costs of defense, including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation.
CONSULTANT shall promptly pay any final judgment rendered against CITY (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.
B. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 17, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.
14. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.
CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.
15. INDEPENDENT CONSULTANT. CITY and CONSULTANT agree that CONSULTANT will act as an independent CONSULTANT and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.
16. AUDIT OF RECORDS.
A. CONSULTANT agrees that CITY, or designee, has the right to review, obtain, and copy all records pertaining to the performance of this Agreement.
CONSULTANT agrees to provide CITY, or designee, with any relevant information requested and will permit CITY, or designee, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this Agreement.
CONSULTANT further agrees to maintain such records for a period of three (3) years following final payment under this Agreement.
B. CONSULTANT will keep all books, records, accounts and documents pertaining to this Agreement separate from other activities unrelated to this Agreement.
17. CORRECTIVE MEASURES. CONSULTANT will promptly implement any corrective measures required by CITY regarding the requirements and obligations of this Agreement. CONSULTANT will be given a reasonable amount of time as determined by CITY to implement said corrective measures. Failure of CONSULTANT to implement required corrective measures shall result in immediate termination of this Agreement.
18. INSURANCE REQUIREMENTS.
A. CONSULTANT, at CONSULTANT’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies:
1. Workers Compensation Insurance as required by law. CONSULTANT shall require all subconsultants similarly to provide such compensation insurance for their respective employees. Any notice of cancellation or non-renewal of all Workers’ Compensation policies must be received by CITY at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against CITY, its officers, agents, employees, and volunteers for losses arising from work performed by CONSULTANT for CITY.
2. General Liability Coverage. CONSULTANT shall maintain commercial general liability insurance in an amount of not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance 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.
4. Professional Liability Coverage. CONSULTANT shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from CONSULTANT’S operations under this Agreement, whether such operations be by CONSULTANT or by its employees, subconsultants, or subconsultants. The amount of this insurance shall not be less than two million dollars ($2,000,000) on a claims-made annual aggregate basis, or a combined single-limit-per-occurrence basis. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated.
Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.
B. Endorsements. Each general liability, automobile liability and professional liability insurance policy shall be issued by a financially responsible insurance company or companies admitted and authorized to do business in the State of California, or which is approved in writing by CITY, and shall be endorsed as
follows. CONSULTANT also agrees to require all CONSULTANTs, and subconsultants to do likewise.
1. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the CONSULTANT, including materials, parts, or equipment furnished in connection with such work or operations.”
2. This policy shall be considered primary insurance as respects CITY, its elected or appointed officers, officials, employees, agents, and volunteers.
Any insurance maintained by CITY, including any self-insured retention CITY may have, shall be considered excess insurance only and shall not contribute with this policy.
3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
4. The insurer waives all rights of subrogation against CITY, its elected or appointed officers, officials, employees, or agents.
5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to CITY, its elected or appointed officers, officials, employees, agents, or volunteers.
6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days’ written notice has been received by CITY.
C. CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against CONSULTANT arising out of the work performed under this agreement.
CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.
D. Any deductibles or self-insured retentions must be declared to and approved by CITY. At CITY’s option, CONSULTANT shall demonstrate financial capability for payment of such deductibles or self-insured retentions.
E. CONSULTANT shall provide certificates of insurance with original endorsements to CITY as evidence of the insurance coverage required herein.
Certificates of such insurance shall be filed with CITY on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with CITY at all times during the term of this Agreement.
F. Failure on the part of CONSULTANT to procure or maintain required insurance
shall constitute a material breach of contract under which CITY may terminate this Agreement pursuant to Section 11 above.
G. The commercial general and automobile liability policies required by this Agreement shall allow CITY, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the CONSULTANT (as the named insured) should CONSULTANT fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. CONSULTANT understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by CONSULTANT as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should CITY pay the SIR or deductible on CONSULTANT’S behalf upon CONSULTANT’S failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, CITY may include such amounts as damages in any action against CONSULTANT for breach of this Agreement in addition to any other damages incurred by CITY due to the breach.
19. USE OF OTHER CONSULTANTS. CONSULTANT must obtain CITY’s prior written approval to use any CONSULTANTs while performing any portion of this Agreement. Such approval must include approval of the proposed CONSULTANT and the terms of compensation.
20. FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE. The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of CITY from all claims and liabilities for compensation to the CONSULTANT for anything done, furnished or relating to the CONSULTANT’S work or services. Acceptance of payment shall be any negotiation of CITY’S check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by CITY shall not constitute, nor be deemed, a release of the responsibility and liability of CONSULTANT, its employees, sub-CONSULTANTs and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by CITY for any defect or error in the work prepared by CONSULTANT, its employees, sub-CONSULTANTs and agents.
21. CORRECTIONS. In addition to the above indemnification obligations, the CONSULTANT shall correct, at its expense, all errors in the work which may be disclosed during CITY’S review of CONSULTANT’S report or plans. Should the CONSULTANT fail to make such correction in a reasonably timely manner, such correction shall be made by CITY, and the cost thereof shall be charged to CONSULTANT. In addition to all other available remedies, CITY may deduct the cost of such correction from any retention amount held by CITY or may withhold payment otherwise owed CONSULTANT under this Agreement up to the amount of the cost of correction.
22. NON-APPROPRIATION OF FUNDS. Payments to be made to CONSULTANT by CITY for services preformed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that CITY does not appropriate sufficient funds for payment of CONSULTANT’S services beyond the current fiscal year, the Agreement shall cover payment for CONSULTANT’S only to the conclusion of the last fiscal year in which CITY appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.
23. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
CITY CONSULTANT
City of Lomita
24300 Narbonne Avenue
Lomita, CA 90717
ATTN: City Manager
Tripepi Smith & Associates,
Inc.
PO Box 52152
Irvine, CA 92619
[email protected]
ATTN: Ryder Todd Smith
Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. Courtesy copies of notices may be sent via electronic mail, provided that the original notice is deposited in the U.S. mail or personally delivered as specified in this Section.
24. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.
25. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT’s or CITY’s obligations under this Agreement.
26. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.
27. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written.
28. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
29. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment with signatures of all parties to this Agreement. CITY’s city administrator, or designee, may execute any such amendment on behalf of CITY.
30. ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES. The Parties agree that this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission, scanned and delivered via electronic mail, or delivered using digital signature technology approved by CITY. Such facsimile or electronic signatures will be treated in all respects as having the same effect as an original signature.
31. FORCE MAJEURE. Should performance of this Agreement be impossible due to fire, flood, explosion, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.
32. TIME IS OF ESSENCE. Time is of the essence to comply with dates and schedules to be provided.
33. ATTORNEY’S FEES. The parties hereto acknowledge and agree that each will bear his or its own costs, expenses and attorneys' fees arising out of and/or connected with the negotiation, drafting and execution of the Agreement, and all matters arising out of or connected therewith except that, in the event any action is brought by any party hereto to enforce this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees and costs in addition to all other relief to which that party or those parties may be entitled.
34. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY.
CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload,
experience in dealing with private CONSULTANTs, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public agency.
35. DISCLOSURE REQUIRED. (CITY and CONSULTANT initials required at one of the following paragraphs)
By their respective initials next to this paragraph, CITY and CONSULTANT hereby acknowledge that CONSULTANT is a “CONSULTANT” for the purposes of the California Political Reform Act because CONSULTANT’S duties would require him or her to make one or more of the governmental decisions set forth in Fair Political Practices Commission Regulation 18700.3(a)(2) or otherwise serves in a staff capacity for which disclosure would otherwise be required were CONSULTANT employed by CITY. CONSULTANT hereby acknowledges his or her assumingoffice, annual, and leaving-office financial reporting obligations under the California Political Reform Act and the CITY’S Conflict of Interest Code and agrees to comply with those obligations at his or her expense. Prior to CONSULTANT commencing services hereunder, the City’s Manager shall prepare and deliver to CONSULTANT a memorandum detailing the extent of CONSULTANT’S disclosure obligations in accordance with the CITY’S Conflict of Interest Code.
City Initials ______
CONSULTANT Initials ______
OR
By their initials next to this paragraph, CITY and CONSULTANT hereby acknowledge that CONSULTANT is not a “CONSULTANT” for the purpose of the California Political Reform Act because CONSULTANT’S duties and responsibilities are not within the scope of the definition of CONSULTANT in Fair Political Practice Commission Regulation 18700.3(a)(2) and is otherwise not serving in staff capacity in accordance with CITY’S Conflict of Interest Code.
City Initials ______
CONSULTANT Initials ______
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
CITY OF LOMITA CONSULTANT
Ryan Smoot, City Manager By: Ryder Todd Smith, President ATTEST:
Kathleen Horn Gregory, City
Clerk
Taxpayer ID No.
APPROVED AS TO FORM:
Trevor Rusin, City Attorney
Proposal submitted for:
City of Lomita
City Manager Executive Recruitment
Submitted: November 14, 2023
By: Ryder Todd Smith, President
Cathy Thompson, Director
Kylie Sun, Business Analyst
Exhibit A
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 2
TABLE OF CONTENTS
TABLE OF CONTENTS ..................................................................................................2 1 – COVER LETTER ........................................................................................................3 2 – EXPERIENCE & QUALIFICATIONS ..........................................................................4 3 – APPROACH & METHODOLOGY ...........................................................................11 4 – PROJECT COST .....................................................................................................13 5 – PROPOSED TIMELINE ...........................................................................................15 6 – REFERENCES .........................................................................................................16 City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 3 1 – COVER LETTER
Ryan,
Thank you for the opportunity to propose to assist the City of Lomita in pursuit of its next City Manager. This proposal outlines our approach to the recruitment process and how we can best serve the City Council and the City of Lomita.
Tripepi Smith as a firm is deeply familiar with the Lomita community and City Council. For this engagement, we would hit the ground running already knowing each council member from our prior work experience and understanding the general culture in City Hall. This experience and insider knowledge uniquely positions TS Talent Solutions to be a partner with the City Council on this important search. I am also committing to be personally involved in this search through the City Council interviews and closed session discussions about potential candidates.
Tripepi Smith is a force multiplier for communication operations in cities across California.
We’ve leveraged our team's knowledge and talents to make our firm a valuable player in executive recruitment services, as well. At TS Talent Solutions, Executive Recruiter Cathy Thompson leads executive searches, bringing 28 years of local government human resources experience to the table. Plus, our Tripepi Smith team offers unrivaled design skills, content creation abilities, local government familiarity and connections to help drive awareness and interest in the positions we recruit for.
Authorization
As co-founder and president of Tripepi Smith and TS Talent Solutions, I am qualified to enter into agreements with the City of Lomita and to make the statements below on behalf of the firm. This proposal is valid for sixty (60) days from the date of submission.
Regards, Ryder Todd Smith
Co-Founder & Chief Executive Officer
TS Talent Solutions
[email protected] • (626) 536-2173
PO Box 52152, Irvine, CA 92619
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 4 2 – EXPERIENCE & QUALIFICATIONS
Tripepi Smith excels at public affairs. We work in a complex environment where successful communications go hand-in-hand with marketing and technical expertise. As a full-service public affairs and creative services firm, Tripepi Smith delivers strategy, outreach and design tailored for local government, public agencies, nonprofits and private companies — each strongly represented in our client list.
A Public Affairs Firm That Understands Talent
Tripepi Smith Talent Solutions is a staffing firm under the umbrella of Tripepi Smith Marketing and Public Affairs. The firm has been dedicated to solving problems within the local government world since its inception, so it was a natural progression to move into the area of recruitment and talent solutions. Tripepi Smith has worked with more than 180 agencies over the past year alone, as well as hundreds of city managers, department leaders and other executive staff. We know what, and who, makes an effective government leader, and we use that experience to attract, evaluate and retain high-quality talent for our clients. With a skilled team of writers, graphic artists, project managers and retired city managers, we are able to provide whatever level of support our clients need — from an attractive brochure design to full-blown culture curation and recruitment support from beginning to end.
Launching TS Talent Solutions
Through our work at Tripepi Smith, our team developed a savvy understanding of the major operations of each department with city governments in California while also building out an expansive network of relationships and platforms to connect to the local City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 5 government community. Helping cities identify talent and recruit it to help our clients succeed was a natural expansion of our work. Thus, TS Talent Solutions was born.
Creative
Tripepi Smith’s creative professionals have
worked with public and private clients on
imagery, colors and graphic design in an
array of projects. Our firm offers creative
services that address not only traditional
media such as print, websites, logo design
and advertising but also non-traditional
marketing services around email
campaigns, social media, blogging, SEO,
video production and more. This
integrated approach to content
development makes the process more
efficient and more effective for clients.
Content x Distribution = IMPACT
Tripepi Smith was born in the digital era and brings significant technical skills to the table.
Members of our team carry technical certifications in Hootsuite Social Media Marketing, Facebook Blueprint, Google Advertising, Google Analytics and Twitter Flight School, among others. We take digital seriously and recognize how critical it is to not only develop great visuals and messaging, but to ensure the audiences we want to reach actually see that content. Without content distribution, there is no impact.
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 6 TSTS Recruitment Roster
TS Talent Solutions has successfully filled the following positions:
Position City Placement Date
Chief Financial Officer City of Menifee September 2023
Community & Economic
Development Director
City of Pasco, WA July 2023
City Manager City of La Cañada Flintridge May 2023
Community Services Director City of Bell March 2023
Harbor Director City of Morro Bay February 2023
Parks & Recreation Superintendent City of Fairfield January 2023 Finance Director City of American Canyon January 2023
Finance Director City of Fairfield July 2022
DEI Manager City of San Luis Obispo February 2022
Public Works Director City of Manteca February 2022
Budget Officer City of Tracy January 2022
Parks & Recreation Director City of American Canyon January 2022 City Manager City of Tracy December 2021
Fire Chief City of Morro Bay July 2021
Public Works Director City of Morro Bay May 2021
City Attorney City of Manteca February 2021
Development Services Director City of Manteca September 2020 City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 7 Outside of our recruitment services, Tripepi Smith has been selected to work with over 180 local government agencies to help with their communications, resident outreach or recruitment needs. We can provide you with contacts at any of these clients if desired and are confident you will find them to be quite happy with our services. Local government agencies who we are currently actively supporting are indicated in bold.
California City Management
Foundation
City of Aliso Viejo
City of American Canyon
City of Azusa
City of Bellflower
City of Claremont
City of Coronado
(City of) Culver City
City of Cupertino
(City of) Daly City
City of Danville
City of Duarte
City of El Cerrito
City of Fountain Valley
City of Fullerton
City of Grover Beach
City of Hawaiian Gardens
City of Huntington Beach
City of Indian Wells
City of Industry
City of Irvine
City of La Cañada Flintridge
City of La Palma
City of La Puente
City of La Verne
City of Lake Forest
City of Laguna Beach
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City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 8 Proposed Project Team
Director Cathy Thompson will be the lead and face of the recruitment. Cathy’s years of experience and approachable personality make her a strong partner for the City of Lomita on this project. Principal Ryder Todd Smith will be tapped for strategy on positioning the opportunity and leveraging his extensive network and relationships in the City Manager community. Business Analyst Kylie Sun will be the main project manager and will execute on position placements to ensure we cast a wide net to find a pool of excellent candidates.
Junior Business Analyst Meara Hain will draft all marketing content and Senior Graphic Artist Sara Madsen will design all visual assets.
Ryder Todd Smith
Principal
Role: Strategy
Ryder has a mixed background in the worlds of government relations, technology and marketing. He served as the SVP of Operations and Chief Information Officer for a software-as-a-service startup in the financial services sector. Prior to that, he was the technology manager for a regional staffing firm. Ryder leads Tripepi Smith and is the ultimate project owner on all work handled by the firm. He is the creator of the City Internet Strategies Study, publisher of the Civic Business Journal, publisher of PublicCEO and a frequent speaker on the local government circuit. His insights have been published in Western City and PM magazines. Ryder graduated from Claremont McKenna College with a Bachelor of Arts in Philosophy, Politics, Economics and a dual degree in Economics.
Cathy Thompson
Director / Executive
Recruiter
Role: Recruitment Strategy, Interviewing, Candidate Review Cathy is a Human Resources Executive with over 28 years of experience in the public sector. She has served as Director of Human Resources and Risk Manager for the City of Norwalk, Interim Director of Human Resources/Risk Management for the City of Westminster and Interim Human Resources Consultant with the City of Pinole. While working in local government, Cathy has worked on challenging staffing issues including recruitments, labor negotiations and employee relations. She has been responsible for risk management, training and benefits administration and has served on City Budget Teams involved in the difficult task of right-sizing staff and balancing budgets. She has also directed multiple class and compensation studies during her tenure.
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 9 Cathy has filled the following positions:
• City of Menifee, Chief Financial Officer (09/2023)
• City of Pasco, Community & Economic Development Director (07/2023)
• City of La Cañada Flintridge, City Manager (05/2023)
• City of Bell, Community Services Director (03/2023)
• City of Fairfield, Parks & Recreation Superintendent (01/2023) • City of Fairfield, Finance Director (07/2022)
• City of San Luis Obispo, Deputy Building Official (11/2021) Kylie Sun
Business Analyst
Role: Project Management, Outreach Lead
Kylie brings a diverse skillset to the team from her experience in several industries, such as litigation services, academic administration and music marketing. She graduated from Biola University with a Bachelor of Science in Business Administration with a concentration in Business Management. She has a strong background in social media strategy, website development, writing and scheduling and high-volume operations due to her experiences as Administrative Assistant at Biola University, Marketing Intern at Transparent Productions, Social Media Marketing Manager at TSE Worldwide Press and Operations Associate at TSG Reporting.
Kylie has supported the following recruitments:
• City of Menifee, Chief Financial Officer (09/2023)
• City of Pasco, Community & Economic Development Director (07/2023)
• City of Bainbridge Island, City Attorney (07/2023)
• City of La Cañada Flintridge, City Manager (05/2023)
• City of Bell, Community Services Director (03/2023)
• City of Morro Bay, Harbor Director (02/2023)
• City of Fairfield, Parks & Recreation Superintendent (01/2023) • City of American Canyon, Finance Director (01/2023)
• West County Wastewater District, Records Program
Coordinator (06/2022)
• City of Fairfield, Finance Director (02/2022)
• City of San Luis Obispo, Deputy Building Official (11/2021) • City of San Luis Obispo, Diversity, Equity and Inclusion Manager (10/2021)
• City of American Canyon, Parks & Recreation Director
(10/2021)
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 10 Sara Madsen
Senior Graphic Artist
Role: Lead Designer
Sara is a talented graphic artist with a background in marketing and environmental sustainability, in which she earned her degree from San Diego State University. Her formal education in Visual Communications and passion for the environment led her to complete a Creative Design internship with ECOLIFE Conservation.
During her time with the non-profit, she advanced her strategic approach to graphic design. As a continuation of her interest in nonprofits, NGOs, and the public sector, Sara tackles graphic design, digital marketing and web development projects for clients at Tripepi Smith.
Sara has designed digital recruitment brochures for the following recruitments:
• County of Kings, District Attorney’s Office (11/2023) • City of Menifee, Chief Financial Officer (09/2023)
• City of Bainbridge Island, City Attorney (07/2023)
• City of La Cañada Flintridge, City Manager (05/2023)
• City of Morro Bay, Harbor Director (02/2023)
• City of Fairfield, Parks & Recreation Superintendent (01/2023) • City of American Canyon, Finance Director (01/2023)
• West County Wastewater District, Records Program
Coordinator (06/2022)
• City of Fairfield, Finance Director (02/2022)
Meara Hain
Junior Business
Analyst
Role: Content Development
Meara is a skilled public relations professional. Her expertise brings a diverse perspective to her client projects and allows her to curate unique content that suits client needs. She graduated from California State University, Chico with a degree in public relations and a minor in anthropology. Meara’s experience working as the lead marketing assistant for Associated Students, Chico and with the City of Chico Electrification Campaign has helped her gain valuable skills relating to client relationships, media strategy and content creation. Meara has articles published in The Orion newspaper and is skilled in capturing the voice of her clients.
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 11 3 – APPROACH & METHODOLOGY
Tripepi Smith Talent Solutions is a multifaceted recruitment consultancy service. Specific to this engagement, we offer our Talent Quest service which is traditional full executive search recruitment.
Talent Quest
Our Talent Quest service provides the most comprehensive level of traditional search services, with our TS Talent Solutions flair. Each Talent Quest is a dedicated journey to fill a specific executive-level position. Leveraging best practices in conducting recruitment and selection, we will spearhead the entire process, with the City being as involved or handsoff as it would like. Our work will include working with the City to determine a method for soliciting feedback from key stakeholders (the community, City Council, staff, peers, labor leaders, etc.) on the qualities desired in the next City Manager, developing, producing and distributing all recruitment materials (job description brochure content development and graphic design), fielding candidate questions, evaluating and filtering down the candidates, facilitating interviews, completing background checks and negotiating compensation.
Process and Methodology
Tripepi Smith will execute the following steps for the recruitment process:
1. Develop a Candidate Profile: TS Talent Solutions will meet with City staff and other key stakeholders identified by the City to develop information regarding specific issues and opportunities facing the City, to determine the desired education, experience and background of the sought-after candidate, and to identify the management skills and style desired in the new City Manager.
2. Outreach: TS Talent Solutions will execute outreach and solicitation of individuals with superior qualifications to encourage them to become part of the pool of candidates. It is anticipated that this activity will range from the circulation of announcements in professional journals to extensive personal contacts with prospective candidates. a. TS Talent Solutions will develop a digital recruitment brochure, timelines and related materials and conduct a comprehensive outreach and advertising campaign aimed at producing a diverse pool of the highest quality City Manager candidates. We will advertise the availability of the City Manager position to appropriate and diverse professional organizations, membership agencies and publications. We will source job candidates through a number of different channels, including proactively reaching out to candidates in the marketplace who may not be actively seeking the position. We will access the firm's City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 12 network of qualified candidates and other best-practice recruitment strategies utilized in the industry.
b. If desired, TS Talent Solutions will execute a community outreach and engagement project to assist with gathering community feedback on the selection of a new City Manager.
3. Evaluate and Screen: TS Talent Solutions will review, acknowledge and evaluate all resumes received based upon established criteria.
a. TS Talent Solutions will screen applicant resumes for conformance to required and desired qualifications and conduct preliminary phone interviews with the most qualified candidates. We will maintain appropriate communications and update applicants at each phase of the recruitment. We will also conduct reference and background checks on select candidate(s) prior to consideration of extending an offer of employment. b. Tripepi Smith agrees to conduct third-party background checks on the final three to five candidates that advance to the interview phase of the process.
4. Interview: TS Talent Solutions will complete personal interviews with top candidates, which will focus on an assessment of the candidates’ skills, background and experience as well as an assessment of the candidates’ interpersonal skills. Additionally, we will develop recommended interview questions and rating criteria, if needed.
a. TS Talent Solutions will coordinate the selection process and related materials needed for the interview process. Other selection/testing requirements may be appropriate. We will also make arrangements to schedule interview activities and travel arrangements for top candidates per the City of Lomita specifications.
5. Notification: TS Talent Solutions will notify all candidates who are not selected of the results.
The City will make the job offer to the final candidate. a. TS Talent Solutions will notify all candidates not selected of the City’s decision to not move forward. If desired, we will work with City staff to negotiate an employment contract with the preferred candidate.
Throughout the recruiting process TS Talent Solutions will provide an every-other-week update to key City staff noting the status of the work, number of candidates and expectations for the next two weeks.
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 13 4 – PROJECT COST
The Talent Quest level of engagement for the City Manager position will be a complete and comprehensive search to present the City of Lomita with the most capable, talented candidates available. The fee to perform the search will be $20,500, plus expenses, for an estimated total of $23,500. Those expenses will include advertising, travel and other project costs (see the Estimated Expenses section for details). Top candidates will be subject to education verifications, DMV, civil and criminal background checks and credit checks.
Payment Schedule
Fees will be collected in three installments as follows:
1. Upon Execution of the Agreement - $6,500
2. Following Presentation of Candidates - $6,500 plus expenses
3. Upon Acceptance of Offer - $7,500 plus any remaining expenses
TALENT QUEST COST NOTES
City Manager Recruitment $20,500 Fixed Cost
Estimated Expenses $3,000 Estimated
PROJECT TOTAL $23,500
Estimated Expenses
Of the estimated $3,000 expenses, posting to various digital job boards and hotspots popular with local government agencies is expected to total $2,200 . Hiring TS Talent Solutions means the City automatically agrees for the posting to be placed on PublicCEO job board (owned by Tripepi Smith) for a $425 fee. Additional expenses include travel reimbursement for Cathy Thompson to travel from Long Beach to Lomita for one (potential) on-site visit and third-party services related to background checks. If expenses appear to exceed the budget outlined above, TS Talent Solutions will discuss that budget risk with City staff and seek authorization before exceeding that expense budget.
Community Outreach Options
The City may desire to conduct community outreach and public involvement in the selection process. The options can range from a simple survey form on a website to an inperson community forum to discuss the City Manager role and the criteria the City should City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 14 consider for the selection process. Pricing for the community outreach options are separate from the fixed price as laid out above:
• Survey and Support for Marketing of Survey Participation – $1,000 • Zoom-Hosted Focus Group with City-Identified Participants – $2,250 • In-Person Focus Group with City-Identified Participants – $3,000 • 1.5 Hour In-Person Community Town Hall Forum Facilitation – $3,750 The City shall pay any fees paid to market, push or promote with online or print advertising.
Tripepi Smith Talent Solutions Guarantee
The Tripepi Smith Talent Solutions team guarantees industry standard services. If within one year following appointment, the selected candidate resigns or is terminated for cause, our team will conduct another search free of professional services charges. However, the City of Lomita will cover expenses related to the recruitment, including advertising fees, background check fees and travel costs.
Hourly Rates
Tripepi Smith uses the following rates to bill for work outside of the Talent Quest engagement. Time at Tripepi Smith is billed in 15-minute increments – i.e. we invoice our time in the following examples: 1.25, 0.75, 4.0 or 6.5 hours. Fees will be collected monthly.
These rates may be superseded by an existing active contract we have in place with the City.
Title Resource Hourly - Standard
Principal $350.00
Director / Art Director $240.00
Senior Business Analyst $190.00
Business Analyst $130.00
Junior Business Analyst $105.00
Senior Graphic Designer $175.00
Graphic Designer $120.00
Junior Graphic Designer $105.00
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 15 5 – PROPOSED TIMELINE
TS Talent Solutions is ready to commence this work immediately.
TS Talent Solutions’ proposed schedule for the City of Lomita’s City Manager recruitment includes fourteen (14) weeks of recruitment activity, however, this can be adjusted if the City would prefer a different process. The final schedule will be developed upon finalization of an agreement between Tripepi Smith and the City of Lomita.
Talent Quest Timeline: City Manager Recruitment
Week 1 Kickoff Meeting Strategic meeting between TS Talent Solutions and City of Lomita staff to outline the process and gather necessary information for the development of outreach materials.
Weeks 2-5 Marketing
Creation/Design
TS Talent Solutions will draft and design a digital recruitment brochure, job ad language and social media content for the City to use across communication platforms.
Weeks 6-9 Outreach and
Recruiting
TS Talent Solutions will post the position across agreed-upon channels and conduct aggressive outreach efforts.
Week 10 Candidate
Assessment
TS Talent Solutions will evaluate all applicants and compile a list of the top candidates along with their materials. We will conduct research on top candidates in the form of Internet searches and other public profiles to ensure prospects’ values, experiences and history match the criteria established by the organization.
Week 11 Selection and
Presentation of
Top Candidates
TS Talent Solutions will present top candidates to City of Lomita staff for consideration to determine which candidates will be interviewed.
Weeks 12-14 Interviews /
Negotiations
TS Talent Solutions will schedule interviews with candidates and provide packets for each panelist containing detailed descriptions of each candidate. We are also willing and able to support the City of Lomita in the negotiation process of the selected candidate’s compensation package.
City of Lomita / City Manager Executive Recruitment
TALENT QUEST • Profiles • Outreach • Screening • Interviews • Selection • Negotiation 16 6 – REFERENCES
References Details
City of La Cañada Flintridge
Dan Jordan
City Manager
(818) 790-8880
[email protected]
Completed 05/2023
TS Talent Solutions filled a City Manager position in
the City of La Cañada Flintridge.
Strategy: Ryder Todd Smith
Executive Recruiter: Cathy Thompson
Project Manager/Recruitment Support: Kylie Sun
Recruitment Brochure Design: Sara Madsen
City of Menifee
Armando Villa
City Manager
(951) 672-6777
[email protected]
Completed 09/2023
TS Talent Solutions filled a Chief Financial Officer
position in the City of Menifee.
Strategy: Ryder Todd Smith
Lead Recruiter: Cathy Thompson
Project Manager/Recruitment Support: Kylie Sun
Recruitment Brochure Design: Sara Madsen
City of Bell
Michael L. Antwine II
City Manager
(323) 588-6211
[email protected]
Completed 03/2023
TS Talent Solutions filled a Community Services
Director in the City of Bell.
Strategy: Ryder Todd Smith
Lead Recruiter: Cathy Thompson
Project Manager/Recruitment Support: Kylie Sun
Recruitment Brochure Design: Kevin Bostwick
To view example digital recruitment brochures, visit
TSTalentSolutions.com/Recruitment-Brochure-Samples.
We encourage you to see all the work we have done for clients at TSTalentSolutions.com.