DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3
CITY OF RICHMOND
CONTRACT AMENDMENT
Department: Human Resources Project Manager: Sharrone Taylor Project Manager E-mail: Project Manager Phone No:
[email protected] (510) 620-6803
P.R. No: Vendor No: 2276 P.O./Contract No: 5788
Description of Services:
Recruitment, and Coaching and Training Services
Amendment No. 2 modifies the: (2nd or subsequent amendments attach Amendment History page) • Term, Payment Limit and Service Plan Payment Limit and Service Plan ]Term and Service Plan Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:
Company Name: CPS HR Consulting
Street Address: 2450 Del Paso Road, Suite 220
City, State, Zip Code: Sacramento, CA 95834
Contact Person: Sandy MacDonald-Hopp
Telephone: (916) 471-3112 Email: [email protected] Business License No: N/A / Expiration Date:
A California [I corporation, [ limited liability corporation I general partnership, L1 limited partnership, 1] individual, L non-profit corporation, • individual dba as [specify:]
[Z other Ispecify:1 Joint Powers Authority
2. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on October 5, 2021 , which original term commenced on September 28, 2021 and terminates June 30, 2025 with an original contract payment limit of $ 50,000.00 . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.
3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
Signatures. These signatures attest the parties' agreement hereto:
CITY OF RICHMOND, CALIFORNIA CONTRACTOR:
a municipal corporation
- DocuSigned by: CPS HR Consulting
Eduardo Martines
By (*The Corporation Chairperson of the Board, President or -088C42782800481... Vice-President shoul signed ye line below.) Title: Sandy MacDonald-Hopp
By_ -7440B1446845440.-
I hereby certify that the Original Contract CFO
Title:_
and this Amendment have been approved
by the City Council or executed by the City (*The Corporation Chief Financial Officer, Secretary or Manager. Assistant Secretary should sign on the line below.) - DocuSigned by:
Pamela Cleristian
By By:_
-66643BFF4A43406...
City Clerk
Title:_
(NOTE: Pursuant to California Corporations
Approved as to form: Code Section 313, if Contractor is a - DocuSigned by: corporation or nonprofit organization, this Shannon Moore Contract (1) should be signed by the
By. Chairperson of the Board, President or
-9404A62FF5A8436.
City Attorney Vice-President and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
List of Attachments: should have both signatures conform to
1. Amendment Provisions designated representative groups pursuant
2. Updated Insurance Certificates to Corporations Code Section 313.
Contract Amendment/EJ/TE 09-26-07
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Contract Amendment between the City of Richmond and
CPS HR Consulting
Amendment No. P.O./Contract No.
2 5788
AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)
1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:
"2. Term. The effective date of this Contract is
September 28, 2021
(Insert original contract commencement date)
and it terminates
June 30, 2025
(Insert new contract termination date)
unless sooner terminated as provided herein."
Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by$ 200,000.00 _ Paragraph 3 of the Original Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ 439,080.00 including expenses."
"The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000."
3. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:
See attached proposals for Fire Promotional and Training services.
Contract Amendment/EJ/TE 9-26-07
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3
CPS HRCONSULTING
PROPOSAL
City of Richmond
Fire Department Testing Services
June 26, 2023
SUBMITTED BY:
VICKI QUINTERO BRASHEAR
Director of Products and Services
CPS HR Consulting
2450 Del Paso Rd, Suite 220
Sacramento, CA 95834
P: 916-471-3481
[email protected]
Tax ID: 68-0067209
www.cpshr.us Your Path to Performance
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Table of Contents
Qualifications and Experience. 4
About CPS HR 4
Qualifications of Firm... 4.
Qualifications of Staff 5
Roles and Responsibilities.. 6
Résumés
Approach to Work.. 11
Project Understanding .. 11
Project Planning, Job Analysis, and Examination Plan Development 12 Written Examination Development, Administration, and Scoring 15 Assessment Center Development, Administration, and Scoring 16 Project Outcomes 20
Project Management and Communication Process 22
Price Proposal 25
Fee Assumptions .... ..26
CPS HR - CONSULTING Page | 2
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
June 26, 2023
Sharrone Taylor
Interim Human Resources Director
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Via e-mail to: sharrone [email protected]
Subject Line: Fire Department Testing Services
CPS HR Consulting (CPS HR) is pleased to submit this proposal to Richmond Fire Department (Department) to provide professional consulting services in the development and administration of Fire testing services.
Our CPS HR team members are available and uniquely qualified to undertake this effort in a timely manner because of our wide resources and extensive experience in job analysis studies and examination development and administration. We have worked extensively with public safety communities, and our test services are recognized as among the best in the industry. In our proposal, we describe our understanding of the Department's requested scope of work and our approach and methodology for accomplishing the goals of the project. Our proposal is based upon the following elements to accomplish the Department's goals:
• Developing tailored professional products and providing personalized services to meet the Department's specific needs;
• Maintaining open communication with the Department to ensure the project preserves its focus and adheres to the timeline and budget;
• Providing extensive professional expertise acquired through numerous similar promotional examination processes provided to other public safety agencies throughout the State of California, including the Richmond Fire Department;
Providing a dedicated Project Manager who will be actively involved in all aspects of the process in order to maintain continuity and provide consistent communication.
Thank you for the opportunity to submit this proposal. We look forward to an opportunity to discuss our proposal with you. Should you have any questions, please feel free to contact Breana Lopez, Project Manager, at (714) 224-6459 or via email at [email protected].
Sincerely,
Vicki Quintero Brashear, Director of Products and Services CPS HR CONSULTING Page | 3
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Qualifications and Experience
About CPS HR
CPS HR is an innovative, client-centered human resources and management consulting firm specializing in solving the unique problems and challenges faced by government and non-profit agencies. As a self-supporting public agency, we understand the needs of public sector clients and have served as a trusted advisor to our clients for more than 35 years. Our mission is to transform human resource management in the public sector and our vision to enable people to realize the promise of public service.
As a network of thought leaders in HR Systems, CPS HR delivers breakthrough solutions that dramatically transform public sector organizations to positively impact the communities they serve. By establishing centers of excellence and communities of practice, we provide your organization with the latest knowledge and the expertise to put that knowledge into action. With headquarters in Sacramento, CA; field offices in Austin, TX and Littleton, CO; and partners throughout the country, our clients draw experience from a powerful national network.
CPS HR offers clients a comprehensive range of competitively priced services, all of which can be customized to meet your organization's specific needs. We are committed to supporting and developing strategic organizational leadership and human resource management in the public sector. We offer expertise in the areas of organizational strategy, recruitment and selection, training and development, and organization and workforce management.
Through our collaborative process, client-centered approach, and nationwide network of distinguished partner organizations, CPS HR has the experience and capabilities to help your organization evolve and enable your employees to realize the promise of public service.
Qualifications of Firm
Founded as a local government services unit of the California State Personnel Board, CPS HR became a joint-powers agency in 1985. Today, as a self-supporting public agency, we offer a full range of human resources consulting services to government and nonprofit agencies, with particular emphasis on employment testing and assessment services.
CPS HR staff members include industrial/organizational psychologists, experienced measurement specialists, and highly trained technicians and support staff. Our testing services include test research and development; test validation; test rental and scoring; test logistics and administration; statistical analysis; and the design, development, and administration of assessment centers and performance examinations. Our staff is thoroughly familiar with the professional and regulatory standards in the testing area and has extensive experience in fair employment, Section 60-3, Uniform Guidelines on Employee Selection Procedures (1978); 43 FR 38295 (August 25, 1978), the Standards for Educational and Psychological Testing (American CPS HR CONSULTING Page | 4
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Educational Research Association, American Psychological Association, and National Council on Measurement in Education, 1999), the Principles for the Validation and Use of Personnel Selection Procedures of the Society for Industrial and Organizational Psychology (2003), and the Guidelines and Ethical Considerations for Assessment Center Operations (rev. 2014). In fact, several staff members have served on national committees reviewing these documents and published articles, monographs, and textbook chapters on testing and selection.
In over 35 years of employment testing, we have not had a successful challenge to our selection instruments. We have had limited direct involvement in Title VIl cases because our tests have rarely been challenged. CPS HR's approach is designed to comply with all aforementioned prevailing technical standards and legal guidelines. We utilize these standards and guidelines to ensure best-practice in all of our assessment and selection engagements.
CPS HR has been extremely successful in performing job analyses, developing examinations, and administering and scoring examinations for public safety positions that are congruent with the needs of the Department. In addition, our specific focus on the public safety arena provides us with an in-depth level of knowledge about the jobs we study.
Qualifications of Staff
CPS HR has assembled a strong project team, with each member selected for his/her specific expertise and professionalism. We have selected Ms. Breana Lopez, B.A., to be the Project Manager for this assignment because of the strong project management skills and depth of experience with work of this nature that she possesses. She will serve as the main point of contact for the Department, oversee daily operations, maintain overall responsibility for the project, manage CPS HR's project team, provide oversight for project assignments, manage the timeline and budget, and actively participate in all project deliverables. Ms. Lopez will be accompanied by Mr. Geoff Burcaw and Mr. Matthew Christoffersen, as Project Consultants who will be actively involved in the technical aspects of the project. These team members will have direct responsibility for fulfilling the terms of a contract that may result from this proposal.
In the unlikely event that any team member identified in this proposal needs to be replaced, we will require the same qualifications and seek written approval from the Department prior to the commencement of work by submitting names, contact information, qualifications, and other pertinent information. Additional professional and technical staff may also be involved in the project, as needed, for administrative support, as we commit our entire organization to meeting the needs of the Department. Because of the size of our organization and experience at managing promotional processes for public safety clients, we have the depth and breadth of staff to be responsive to your needs without using subcontractors or outside personnel.
Below is the Project Manager's contact information. Experience at a glance and résumés of the primary team members follow.
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DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Project Manager Contact Information
Name: Breana Lopez, B.A.
Title: Senior Consultant, Assessment and Selection
E-mail: [email protected]
Location: Orange County, CA
Phone: (714) 224-6459
Roles and Responsibilities
Staff Roles and Responsibilities
Breana Lopez, B.A. PROJECT MANAGER:
• Oversees daily operations
• Develops and ensures the project plan is in alignment with the needs of the Department
Manages costs by ensuring the project remains within the appropriate scope and expenditure targets
Acts as primary client liaison and interfaces directly with Department representatives
Oversees project team
Defines the direction of the team on the project
Identifies and secures the necessary resources and manages tasks/ performance
Uses reports and status meetings to control progress/address hurdles Ensures project is delivered within budget and scope and on time Ensures compliance with terms and conditions of contracts Primary consultant responsible for project activities and deliverables, including, but not limited to, creation of the test plans, written examination development and administration, assessment development and administration, and report development
• Provides any specialized services that may be needed
Geoff Burcaw, M.S. PROJECT CONSULTANT:
Matthew Christoffersen • In concert with Project Manager, reviews and approves the project plan and methodologies
• Assists with the development of all project deliverables • Uses reports and status meetings to control progress/address hurdles Administrative Support ADDITIONAL ASSISTANCE:
• Assists with project deliverables, as needed
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DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Résumés
Breana Lopez, B.A.
Ms. Lopez is qualified in the design, development, and administration of assessment center processes for public safety promotional opportunities, along with having experience in test development and assessment center logistics. She develops customized assessment exercises, candidate orientation materials, assessor scoring criteria, training materials, and all other work associated with assessment centers. She conducts candidate orientations and training sessions for assessors. Ms. Lopez spent a significant amount of time with the City of Anaheim responsible for the design, development, and evaluation of City-wide employee development and training programs. She also served as the Public Safety Recruitment Specialist planning and coordinating all selection and recruitment activities for both sworn and civilian personnel, ensuring decisions were made in accordance with merit system principles and in compliance with laws, regulations, rules, and bargaining agreements.
Employment History
• Senior Human Resources Consultant, CPS HR Consulting
Public Safety Recruitment Specialist, City of Anaheim, CA Organizational Development Specialist, City of Anaheim, CA Professional Experience
• Designs, develops, and administers valid, legally-defensible assessment centers used for selection and promotion within public safety agencies and other public entities • Conducts job analyses, develops written examination test plans, and develops behaviorally-based exercises
• Facilitates meetings with SME panels to obtain department-/position-specific information for use in the development of assessment center exercises, written test plans, and job analysis data
• Develops customized assessment exercises, candidate orientation materials, assessor scoring criteria, training materials, and all other work associated with assessment centers • Conducts training sessions for assessors to learn behavioral scoring and conducts orientation sessions for candidates to provide them with information regarding their assessment process
Develops customized candidate feedback reports documenting candidate assessment performance
Developed new Onboarding Process for the City of Anaheim CPS HR CONSULTING Page | 7
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Partnered in the development of a competency model for City of Anaheim to align organizational goals with employee training and performance goals Coordinated annual Citywide Training Catalog and program for the City of Anaheim Partnered in the development of a new performance appraisal system for performance management, training, and succession planning for the City of Anaheim • Assisted in the development and implementation of Mission, Vision, Values for Public Safety Departments
Education
• B.A., Social Sciences (Political Science & Economics), California State University, San Marcos
Geoff Burcaw, M.S., SPHR, SHRM-SCP
Mr. Burcaw is a Senior Personnel Management Consultant with CPS HR Consulting. He has over 17 years of professional-level experience in human resources with specialization in job analysis and employment test development. Mr. Burcaw's experience includes human resources consulting for state and local government agencies, and providing human resources litigation support to private industry.
Employment History
Senior Personnel Management Consultant, CPS HR Consulting Assessment Development Specialist, Personnel Board of Jefferson County, Alabama Human Resources Consultant, SHL USA
Job Analyst, Human Resources Research Organization
Professional Experience
• Developing cognitive ability, aptitude, and performance tests for unskilled, semi-skilled, and skilled job classifications, including test specifications, item writing, and standard setting
Developing selection and assessment processes, such as written tests, structured interviews, situational judgment tests, and assessment center exercises, for professional and management classifications, including behaviorally-anchored rating scales and other scoring criteria, and interviewer/rater training
Developing organizational assessment tools, such as culture surveys and motivation assessments
• Conducting employee focus groups to assess organizational climate and job satisfaction CPS HR CONSULTING Page | 8
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
• Performing job analysis studies that include conducting job audit interviews, work observations, and subject matter expert focus groups
• Conducting standard setting procedures for employment and licensure/certification tests using subject matter expert panels
• Conducting statistical analysis of survey and test performance data, including item analysis and adverse impact analysis
• Auditing selection processes to ensure compliance with federal employment law and state and local government civil service rules
• Developing classification specifications, duty statements, and job announcements Matthew Christoffersen, M.S.
Mr. Christoffersen has nearly 5 years of professional-level experience working in human resources and specializes in custom assessment development, assessment administration, and facilitation of assessment scoring. Before joining CPS HR, he spent several years as an internal consultant within a county government agency in Orlando, Florida. There he provided consultation to HR staff and hiring authorities regarding recruitment and selection strategy, as well as developing custom, job-specific assessment tools for selection and promotion. He has worked with a wide variety of job classifications within government departments including Fire Rescue, Corrections, Public Works, Utilities, Human Resources, and more.
Employment History
• Senior Consultant, CPS HR Consulting
Employment and Assessment Advisor; Employment and Assessment Sr. Analyst; Employment and Assessment Analyst, Orange County (Florida) Government Professional Experience
• Facilitating subject matter expert (SME) meetings and focus groups to obtain job-specific information for the purpose of job description revision, recruitment and selection system planning, and custom assessment development.
Developing content for use in custom assessments for entry-level through management- level positions. Assessment types include multiple choice, critical incident, situational judgement, oral presentation, in-basket, structured interview, and role play. • Developing behaviorally anchored rating scales and other scoring criteria for use in scoring customized, job-specific assessments.
• Administering assessment exercises to groups of candidates, up to 100 at a time, using standardized methods to ensure consistency and fairness.
Facilitating rater training of diverse groups of assessors prior to administering and scoring custom assessments to promote consistency across raters and across candidates.
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DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Conducting employee and SME focus groups, interviews, job shadows, and benchmarking studies for job reclassification, compensation adjustments, and organizational climate evaluation.
Education
M.S., Industrial and Organizational Psychology, University of Central Florida B.S., Psychology, The College at Brockport, State University of New York CPS HR ICONSULTING Page | 10
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Approach to Work
Project Understanding
It is our understanding that the Department is seeking a vendor to provide testing processes for the ranks Fire Captain and Fire Battalion Chief. The project deliverables resulting from a contract with CPS HR will be designed to be legally defensible as valid and job-related procedures and fully comply with the aforementioned Uniform Guidelines, Standards, Principles, and Guidelines and Ethical Considerations, Department policy, and other related professional standards.
The purpose of this proposal is to offer our services to conduct a job analysis for the target ranks; develop the examination plan; and design, develop, and administer legally defensible, validated selection tools for use at the target rank. To accomplish these objectives, the proposed process includes the following primary components, which are outlined and further described below.
Project Planning, Job Analyses, and Examination Plan Development • Schedule and conduct meetings in conjunction with Department personnel • Conduct confirmatory job analyses
• Create examination plans that reflect the job analysis results Written Examination Development, Administration, and Scoring • Develop a written examination for each rank
• Administer and score the written examinations
• Provide statistical and analytical data for the written examinations Assessment Center Development, Administration, and Scoring • Research, develop, and customize job-related exercises • Conduct a candidate orientation session for each rank • Train assessors for the assessment center
• Administer the processes
Project Outcomes
• Compile and provide candidate scores
• Provide feedback reports for candidates
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Fire Department Testing Services
• Gather candidate feedback regarding impressions and opinions about the applicable process
• Provide technical and litigation assistance and expert testimony, as needed Project Management and Communication Process
• Monitor and control the project
• Provide oversight and quality assurance
• Respond in a timely manner to all requests and needs
• Recognize, report, and resolve any developments or changes that may affect the project CPS HR consultants will work closely with the Department in all phases of development and implementation of this plan.
Project Planning, Job Analysis, and Examination Plan
Development
Project Planning
The first activity of this project will be to meet with representatives from the Department to discuss the project schedule, objectives, and personnel roles for the term of the contract and define any parts of the project that may require clarification. We will review all applicable Department materials and any additional information, such as the job descriptions, previous job analysis data, etc., concerning the target rank at this time.
CPS HR will also develop a detailed project plan consisting of project objectives and timelines. As the project evolves and when time requirements, specifications, major project components, project constraints, or resources change, CPS HR will revise and update the project plan.
Job Analyses
In order to validate the promotional processes, CPS HR will conduct a job analysis for each rank.
CPS HR's experience with job analysis is extensive, as it is a critical component of the testing and assessment practice. Our job analysis studies utilize a task-based methodology (designed to comply with all prevailing technical standards and legal guidelines) that ensures completeness and legal defensibility such that the job analytic data can withstand scrutiny of challenge and/or question as to its application in any testing process.
The purpose of the job analysis is to do the following:
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DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
Identify the important and frequently performed tasks and duties associated with the target rank;
Identify the overall criticality of the knowledge, skills, abilities, and other characteristics (KSAOs) required to perform the tasks;
Determine the linkage between the critical tasks and KAOs; and Determine where and when the KAOs are acquired and how important they are to successful job performance for the target rank.
CPS HR will initiate the job analysis process for each rank by reviewing information pertaining to the rank, including duty statements/job descriptions and any other available job-specific information. Furthermore, given our experience with promotional testing and assessment and job analysis studies for public safety, we have a database of tasks and KAOs from which to pull.
From the information gathered, CPS HR will develop a preliminary list of tasks and KAOs for the target rank. CPS HR will then convene a small panel of departmental subject matter experts (SMEs) with significant knowledge of the target rank to review the initial list of tasks and KSAOS for accuracy and completeness and assist in the development of task and KAO statements that capture the unique aspects of the rank. It is assumed that no more than a half-day meeting will be needed with the SMEs to finalize the task and SAO lists. It is also anticipated that the SME group will be gender and ethnically diverse (if possible) to ensure the integrity of the job analysis processes from inception and to decrease the likelihood of any unanticipated biases being introduced into the process.
CPS HR will then construct the job analysis questionnaire (JAQ) for distribution to the incumbents and first-level supervisors for the target rank to solicit ratings regarding the frequency and criticality of job tasks and the criticality of KAOs required upon appointment to the target rank.
Following respondent completion of the JAQ, CPS HR will analyze the data to establish the frequency and importance of each task, the overall criticality of each KAO, the linkage between the tasks and KAOs, and when an incumbent must possess each KAO. The documented job analysis data will then serve as the basis for subsequent examination design for the target rank.
The JAOs can be distributed in a web-based format and/or in hard copy format, based upon ease of completion consideration for the respondents and the Department's preference. Typically, completion of the questionnaire takes approximately two hours, although respondents will be provided with an ample overall response time of approximately two weeks to facilitate completion of the questionnaire in such a manner so as not to interfere with their regular duties CPS HR CONSULTING Page | 13
DocuSign Envelope ID: F30B8312-9BE9-48E6-A769-BF37BE2F38A3 Proposal to the City of Richmond
Fire Department Testing Services
and to ensure the collection of accurate, complete ratings. Respondents can also revisit the questionnaire at any time and continue from where they left off.
It is intended that the thoroughness of the job analysis and the resultant data will ensure that future job analysis activities/studies for the target rank should only need to be of a confirmatory nature, thus reducing future expense to the Department in terms of both time and staff resources.
When a current job analysis exist, CPS HR will conduct a confirmatory job analysis whereby subject matter experts (SMEs) identified and provided by the Department, will review the previously-developed tasks and KAs for accuracy and completeness, and either review/reconfirm the task and KSA rating results, or provide new ratings of the tasks and KAs related to importance and frequency of tasks performed, importance of KAs, and if the KAs are needed upon entry into the classification.
Examination Plan Development
An SME panel of Department representatives will be convened to assist in the examination development processes. This group(s) of SMEs will be selected by the Department and may include the same SMEs who participate in the job analysis process.
The first step will be a review of the job analysis results for the target rank. Specifically, those critically important and/or frequently occurring job behaviors, tasks, and KSAOs that are amenable to the testing process will be identified. The initial criteria utilized in reviewing the job behaviors, tasks, and KAOs will include the following:
Measurability
• Only those job behaviors/tasks/KSAOs that can be adequately (and reasonably) measured in the testing process will be considered.
Training Considerations
• Job Behaviors/Tasks/KSAOs that require specific skill training after hire or promotion in order to be successfully performed will be avoided.
Reliability/Standardization Considerations
• Those job behaviors/tasks/KSAOs that are deemed to be difficult or impossible to standardize, or to otherwise administer in a consistent manner, will be avoided.
Financial Considerations
• Job Behaviors/Tasks/KSAOs that would entail a prohibitively high financial outlay to simulate will be avoided.
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Fire Department Testing Services
Based on these considerations, CPS HR staff will work with the SME panel to select the job behaviors, tasks, and KSAOs to incorporate into a series of performance exercises appropriate to the target rank. The examination development process will be guided by CPS HR staff to ensure that the procedures are standardized; that the KSAOs/job behaviors are measurable and/or observable; that the criteria for evaluating these KAOs/job behaviors are clear; and that a lucid, reasonable scoring method is produced.
Written Examination Development, Administration, and
Scoring
Develop a Written Examination
There may be a timed, written, multiple-choice job-knowledge examination created as part of this project for each rank. Test items will be developed by CPS HR's pool of trained item writers and identified as to source, edition, and page in accord with the applicable examination reading list. In order to ensure the integrity and security of the examination process, CPS HR will develop a larger pool of items than necessary for review by the SMEs. The SMEs (under a confidentiality agreement and if approved to do so by the City) will then review the entire group of test items, eliminating those that are not relevant, appropriate, or applicable and editing others as necessary. Following review of the test items, CPS HR will choose those items to be included in the final version of the examination, thus limiting the exposure of test materials to members of the SME committee and protecting against the possibility of a security breach. We have utilized this methodology with other organizations and have found it to be both highly successful and well-accepted in the testing community.
Administer the Written Examinations
Once the final version of each written examination is developed, the tests will be administered to candidates. CPS HR has extensive experience in the administration of written tests and will provide all materials necessary for the administration of the examination, including proctor's instructions, test booklets, item appeal forms, and answer sheets in order to maintain the security and integrity of the testing process.
Immediately following the administration of each written examination, candidates will have an opportunity to appeal any items they feel may be unfair or inconsistent with the source material (unless City/Department policy dictates otherwise). CPS HR staff and SMEs will review all item appeals and provide an initial decision as to each outcome on a case-by-case basis.
Score the Written Examinations
Following the administration of the written test and appeals process (if applicable), CPS HR will electronically score the tests and evaluate the item and test statistics (i.e., reliability estimates, standard error of measurement, mean, standard deviation, etc.). Additionally, item difficulty statistics and discrimination indices will be used to identify questionable items and to evaluate CPS HR CONSULTING Page | 15
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Fire Department Testing Services
internal consistency reliability. Furthermore, CPS HR will again review all appeals from candidates regarding the testing process against the resulting test statistics. Based on the outcome of the appeals processes and item statistics evaluation processes, CPS HR will either rekey (i.e., allow for more than one correct answer) or eliminate (i.e., give all candidates one point) items as needed. CPS HR will then compute the candidate scores and provide a ranked list of results (according to City policy) within 48 hours of receipt of answer sheets.
Pass Point Setting
Prior to the administration of the written examinations, CPS HR can assist the City with developing a suggested pass point by using a Modified Angoff procedure. With this procedure, SMEs rate each examination item according to the extent to which the KAO measured by the item is necessary for job success, the relationship between the difficulty of the item and the difficulty of the associated on-the-job behavior, and the probability that a minimally qualified candidate would get the item correct. These ratings are mathematically combined to establish a Minimal Acceptable Competence (MAC) level for each item. The MAC levels are then used to calculate the pass point for the examination. Pass points can also be established for individual sections within the written examination. According to the Uniform Guidelines and case law, the only legally defensible way to establish a pass point is by utilizing a formal methodology such as the one described above. Therefore, CPS HR cannot recommend a cut score without conducting this procedure with SMEs. If the Department does not wish to use a Modified Angoff procedure, CPS HR can discuss with the City different options for pass point setting; however, the City will make the final pass point determination.
Assessment Center Development, Administration, and
Scoring
Assessment Center Development
There may be an assessment center process comprised of exercise components created as part of this project for the ranks for Captain and Battalion Chief. CPS HR will work with the SME panel(s) to design and develop the content and structure of each individual exercise. Based on the job analysis data and associated study materials, organizational level of the target rank, the actual number of candidates to be tested, policy, and the input of the Department, various components can be used and are described below. All exercises will be customized to meet the needs of the Department and the target rank, and the list below is not exhaustive.
1. Background & Experience Exercise
This exercise requires candidate to submit written responses to a set of pre-defined questions related to their background and experience. Responses are reviewed and validated by internal SMEs and discussed with the candidate during assessment center prior to final scoring of the candidate's responses.
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Fire Department Testing Services
2. Incident Command Exercise
This type of exercise is designed to assess one's ability and readiness to take command of and run an emergency scene or tactical situation. CPS HR staff has extensive experience in creating emergency scene scenarios and tactical situations for use in promotional testing processes, including those involving computerized presentation (e.g., via Digital Combustion) and/or interactive communications. CPS HR also provides trained consultants to serve as fire simulator operators and role players for this exercise.
3. Role-Play Exercise
This type of exercise requires the candidate to interact with one or more role players in connection with a specific job-related problem such as subordinate counseling, inadequate subordinate performance, conflict resolution, citizen interaction, etc.
4. Oral Presentation Exercise
This type of exercise requires the candidate to plan and organize his/her thoughts and make notes for a short presentation and/or training on a specific job-related issue (e.g., presentation of a new Department policy or procedure to subordinates, training on equipment, presentation of information to a citizen group, etc.) or plan for a specific audience. Standardized questions of the candidate may be asked following the presentation of information.
5. In-Basket Exercise
The In-Basket Exercise can be either written (narrative response) or verbal in nature - the different methods are described below. We can review the pros and cons of each methodology if so desired by the Department.
a. Verbal In-Basket Exercise
This exercise provides job-related materials for review and action by the candidate. It is designed to test the candidate's ability to "think on his/her feet" by providing a brief opportunity to review the materials (approximately seven - 10 items), formulate a plan of action, and verbally provide information regarding his/her actions for established short- and long-term tasks, rationale for the actions, and priority level assigned to each item. Standardized questions may be asked following each candidate's presentation of the materials.
b. Written In-Basket Exercise
In this methodology, candidates review in-basket materials, but communicate actions, rationale, and priority level in writing. Typically, this type of exercise contains more items and requires between one to six hours of response time. This can be combined with other exercises to create a "Day-in-the-Life" experience for candidates and include a follow-up structured interview.
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Fire Department Testing Services
6. Structured Interview
This type of interview requires that the aspects of the process be as similar as possible for each candidate. Candidates are asked a predefined set of questions that may be general, behavioral, or situational and measure their individual perspectives on supervisory issues.
The standardization of questions ensures that each candidate is evaluated in a consistent fashion and critical KAOs are assessed through job-related questions.
7. Memo/Report Writing Exercise
This exercise can take any number of forms, each designed to focus on the candidate's ability to communicate job-related knowledge and skills in a written format, such as preparing a follow-up memo on a situation discussed or dealt with in the In-Basket or Role-Play Exercise. A Written Exercise can be developed and administered as a stand- alone exercise (e.g., a Written In-Basket) or as part of another exercise.
8. Problem-Solving Exercise
This type of exercise allows each candidate the opportunity to prepare for and respond to different problem situations (approximately two - four) that may be faced on the job.
These situations may consist of subordinate issues, administrative issues, etc.
We have customized and administered these exercises in different combinations for all of our assessment clients, and we have found them all to be job-related and effective in allowing candidates to demonstrate their readiness for promotion. CPS HR will work with SMEs to determine the content of which each exercise will be comprised (based on the job analysis data), and the SMEs will ensure the validity by linking each exercise to the appropriate KAO. CPS HR will draft the exercises and scoring criteria and then meet with the SMEs for a final review of all exercise components.
Conduct Candidate Orientation Sessions
Prior to the administration of an examination for each rank, CPS HR will provide a candidate orientation session for candidates to gain valuable written and verbal information regarding the applicable promotional process. We anticipate the session being one to two hours in length. The orientation session will be designed to familiarize eligible candidates with a definition and overview of the testing process and specific assessment activities, the assessment dimensions that are the focus and basis of the testing process, guidance as to expected behavior and how to perform one's best during the testing process, etc. Candidates will also have an opportunity to ask general questions of the CPS HR consultants) during the orientation session. Candidates will be provided with a manual to review and study.
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Fire Department Testing Services
The orientation process may be conducted virtually, as necessary. It may also be videotaped and/or conducted on more than one occasion in order to accommodate candidate work schedules and the Department's operational needs. Furthermore, extra copies of the manual associated with the orientation will be left with the Department to be distributed to those candidates who are unable to attend the seminar.
Recruit and Train Assessors
In preparation for the administration of each assessment center, the Department will recruit a gender, age, and ethnically diverse group of qualified assessors to assist in the evaluation of the candidate group. The assessor group will consist of fire service personnel at or above the target rank being assessed with the background and expertise for the applicable target rank. Based on our experience with similar promotional processes and assessment centers, we recommend having two or more assessors serve on each exercise panel, plus role players (if applicable). Final approval of all assessors and role players (if applicable) will be by mutual agreement between CPS HR and the Department.
Prior to the administration of any assessment exercises created as part of this project, CPS HR will develop and conduct a four- to eight-hour training session for the assessors. A training manual for each assessor will be provided, and the training session will involve the assessment techniques developed as part of this project and ensure that the assessors are competent in observing, recording, classifying, and evaluating candidate behavior. In addition, relevant information concerning the Department and its operational philosophy and procedures will be presented. During the training, assessors will be allowed to practice observing and rating performance and behavior through a series of exercises. Through this process, the assessors' familiarity with the operational definitions of the specific assessment dimensions (i.e., KAOs) will be enhanced. The assessors will also be able to standardize their evaluation process and begin to function as a team.
The training agenda will include such topic areas as the following:
• Review of applicable Department information;
• Review of the scoring schedule and administrative procedures, including assessor responsibilities, site logistics, applicable forms, etc.; • Review of the KSAOs/assessment dimensions to be evaluated, their operational definitions, and the assessment model utilized; and
• Behavioral observation, classification, and evaluation methods, including assessor training exercises.
Administer the Examination
CPS HR project staff will be on-stie to administer all components of the assessment centers for each rank. CPS HR has extensive experience in the administration of public safety promotional assessment and will provide materials needed for the administration of the exercises, including CPS HR CONSULTING Page | 19
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Fire Department Testing Services
candidate instructions and materials, assessor materials, exercise administration and rating materials, and any additional materials or resources deemed appropriate by the Department to maintain the security and integrity of the process. CPS HR will ensure the shipping of all materials is secure and that only CPS HR consultants will have access to all assessment documents.
All candidates for will receive the same exercises, and security will be ensured through confidentiality agreements and appropriate scheduling. Assessors will remain on their assigned exercise panel throughout the assessment process. Candidates will be scored on a five-point Likert-type scale across each dimension for each assessment exercise, and each group of assessors will be required to agree on a consensus score for each applicable dimension associated with their exercise - final scores will be on a 100-point scale.
Upon completion of the administration of the assessment (i.e., the last administration day) for each rank, CPS HR will hold a debrief session discussing the overall process with Department representatives and the assessors who observed and scored the candidates. CPS HR will also review the overall averages of candidate scores for each dimension and provide feedback to the Department regarding areas of strength and potential areas for improvement - this will assist the Department with planning for training and development of personnel.
Project Outcomes
Compile and Provide Candidate Scores
CPS HR will compile and provide overall candidate scores. Scores will be based on the terms set forth in the Department policy and will include assessment scores, and any other testing components provided by the Department. The total score may be based on the appropriate weighting of each component and will include any necessary pass/fail data. CPS HR will provide the scores in the format deemed appropriate by the Department (e.g., in a spreadsheet).
Gather Candidate Feedback Regarding the Promotional Process As each candidate exits the promotional process for each target rank, he/she will have the opportunity to provide information regarding his/her overall impressions of the process.
Candidates are encouraged to document their feedback regarding their perceived fairness of the process, the applicability of the process/exercises to the Department and position for which they are testing, whether or not the candidate orientation session was beneficial, overall comments/concerns, etc. (They can provide this information anonymously.) This data will be compiled, and a final document will be provided to the Department to be used as documentation of candidate feedback for the current process and guidance for future processes at no additional cost.
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Provide Candidate Feedback Reports
Following the administration of each promotional process, CPS HR will provide the Department with individual feedback reports to distribute to each participating candidate. These reports will include assessment scores and information detailing each candidate's strengths and weaknesses across the testing dimensions and against the group average. Furthermore, they will include information on how each candidate can better his/her performance in future assessments and on the job.
Provide Technical and Litigation Assistance and Expert Testimony, As Needed
CPS HR's approach is designed to comply with all aforementioned prevailing technical standards and legal guidelines. We utilize these standards and guidelines to ensure best-practice in all our assessment and selection engagements.
CPS HR consultants will be available on brief notice to provide technical and professional assistance to Department representatives and expert testimony throughout the life of the agreement. Furthermore, besides assisting the Department in responding to questions and inquiries regarding the promotional process, we will provide, without charge, four hours of consulting time in defense of the process if legally challenged and/or litigated within six months of administration. Additional hours will be at the rate specified in the Price Proposal section of this proposal. CPS HR will provide litigation support as requested by the Department.
We will provide, without charge, four hours of consulting time in defense of the process.
In addition, CPS HR has a professional relationship with Dr. David Friedland, who is available to provide expert testimony if his services are desired by the Department. Dr. Friedland is an expert in job analysis, test development and validation, statistics, and equal employment opportunity issues. He is recognized by the Court as an expert in employment discrimination litigation and government compliance reviews. Dr. Friedland has served as a litigation consultant in more than 30 cases, including several landmark employment discrimination cases. He has been retained by defense counsel in approximately 60 percent of cases and plaintiff counsel in 40 percent, including counsel for government compliance agencies. Litigation cases have included individual and class action cases involving charges of discrimination based on race, sex, national origin, age, and disability. Litigation issues have included hiring, promotions, layoffs, wrongful termination, compensation discrimination, and improper application of personnel policies. Dr. Friedland has testified in both state and federal courts as well as in arbitrations and labor-management and civil service hearings.
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Fire Department Testing Services
Project Management and Communication Process
CPS HR uses a comprehensive approach for planning, organizing, directing, and controlling consulting engagements. Our approach is designed to ensure a focused and efficiently executed project. We use sound project management procedures and ongoing communication to ensure project success.
CPS HR is convinced that the key ingredient to a successful consulting assignment is an effective combination of sound project management procedures, high-quality project team members, and good customer service. Effective project management is required to provide for the orchestration and timely flow of activities, an ongoing feedback and adjustment mechanism, and the judicious use of time. Our project management process includes three primary components. • Providing ongoing monitoring and control of project activities. Unforeseen developments or changes in circumstances may warrant changes in emphasis, revisions to the approach in certain areas, or other modifications of planned work activities. Active project management provides greater assurance that such redirection will occur when warranted by circumstances.
• Ensuring the optimum management of the time available to complete the project.
Effective time management is a skill required of experienced professionals. Sound project management can optimize the overall effectiveness of the project team's efforts and provide a greater assurance of meeting milestones and budgets.
Providing for the continuous reinforcement of the project's objectives. A major role of project management is to ensure that the consulting team consistently adheres to the proper perspective in facilitating the project.
CPS HR is dedicated to the commitment of its full complement of resources for the success of all projects. The team members who will be working on this project will be readily accessible and are committed to meeting all deadlines and scheduled timeframes.
Monitor and Control the Project
When a project begins, one of our first activities is to ensure that we have an accurate estimate of the level of effort required of each professional. These estimates are used to monitor the progress of each consultant against the work plan and project schedule. On a weekly basis throughout the project, professional hours are collected, accumulated, and distributed against project tasks so we can compare actual with budgeted performance.
An additional element related to the area of project control is the role of the Project Manager in monitoring the field work. The Project Manager is continuously involved in the review of ongoing activities to ensure that cost, schedule, and quality objectives are met. The Project Manager maintains frequent communication with project team members to coordinate ongoing activities and exchange pertinent information.
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Fire Department Testing Services
Periodic progress reports are another element of our project management and control system.
The objective of project management is to provide close control and management of the team's efforts. It is our practice to provide the client with verbal interim progress reports based upon our project tracking.
Provide Oversight and Quality Assurance
We are committed to meeting the highest professional standards of quality. Team members are selected for their relevant experience and professional maturity in dealing with project environments such as this. Each will spend an appreciable portion of his or her effort in the review, constructive challenge, and direction of assigned responsibilities.
Our quality assurance procedures include executive level and/or independent peer review of results and progress on a scheduled basis by senior professionals or technical advisors. These individuals provide a critical challenge to the direction and results of project efforts to ensure the project is comprehensive in its breadth and thorough in its depth.
Peer review of engagement reports and documentation is critical to our success. At least one knowledgeable person other than the consultant preparing the document/product must review, critique, and understand the document/deliverable before it is considered ready for delivery to the client. CPS HR's Project Manager is directly involved in preparing and submitting project deliverables. No documents or materials of any kind are delivered to the client without the Project Manager's review and approval.
We firmly believe the most important factors in ensuring the highest quality of client satisfaction are the commitment the consultant brings to the engagement and the experience of the firm and the individual consultants working on the engagement.
Respond in a Timely Manner
Beyond the communication capabilities and routine project management practices identified above, our project team also has the depth and breadth necessary to meet time requirements of projects. It is our policy to make the best possible use of working time both on- and off-site. Our work schedules are completely flexible, and the client liaison (Project Manager) assigned to the project will do their best to be accessible from 8:00 AM to 6:00 PM PST. Furthermore, as part of our practice, client calls and e-mails will be addressed as soon as possible, usually within 24 hours upon receipt.
Recognize, Report, and Resolve Developments or Changes
Although we do not anticipate any issues arising during the course of the contract, we have methods and practices in place to immediately resolve such situations. In order to identify problems or variations in performance that need to be addressed, we use a "Problem Recognition/Problem Escalation" process in which the client and/or CPS HR team members may escalate issues at any time through a detailed systematic process. In the "Plan" phase, the problem/process is identified, and the problem/process is defined and described. It is then CPS HR CONSULTING Page | 23
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Fire Department Testing Services
investigated, further described, and analyzed for all of the possible causes (root cause analysis).
A solution and action plan(s) are selected, along with improvement targets. In the "Do" phase, the problem or issue is addressed through implementation of the process change. In the third step, "Check/Study," CPS HR confirms and evaluates the results of the change. Finally, in the last step, "Act," CPS HR standardizes the new process or re-engages. We also utilize the "Project Quality Control Plan," which outlines key processes and activities to be taken to ensure the quality of performance is met or exceeded on projects, and manage the time and resources used.
Any issues that may arise will be immediately documented and reported to the Department, and the Department will be notified of all actions taken to resolve such issues.
Meet and Exceed the Department's Expectations
The vision and values of CPS HR as an organization and for all of its personnel is centered around two primary values:
• Satisfy the Client. We will exceed client expectations whenever possible. We commit to quality and will assure that clients feel they have received a valuable service or product for the fee paid.
• Value Ethical Behavior. We model and reinforce honest and ethical behavior in all business relationships, including interactions with the Board members, clients, CPS HR staff, vendors, and the general public.
Our goal, therefore, is to ensure that our project team will meet or exceed the Department's expectations for all phases of the project and we will work diligently with the Department staff to meet fully the objectives of the project. We intend to accomplish this through our combination of sound project management procedures, good customer service, and solid communication strategies.
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Fire Department Testing Services
Price Proposal
CPS HR is a public agency that has succeeded as an independent, self-supporting entity because of our mission to provide other government agencies with high-quality testing products and services at a reasonable cost. The proposed fee schedule is subject to negotiation and revision at the request and agreement of the involved parties.
Written Examinations
Costs include development of a customized written examination; review of a draft written examination with City representatives; printing and delivery of the final examination and other materials (proctor's report, answer sheets, etc.); scoring; a discussion of the examination results with City representatives; and assistance responding to inquiries about the written examination.
Description Price Total Cost
Base Fee (per rank) $6,700 $13,400
Per-Candidate Fee $16.75 TBD
Assessment Centers
Costs include conducting a confirmatory job analysis, development of up to three assessment center exercises, face-to-face and virtual meetings to develop assessment center content, candidate orientation sessions, all necessary forms for the assessment center, assessor training, staff to administer the assessment center, candidate scores, candidate feedback reports, and assistance responding to inquiries about the assessment center.
Task Price Total Cost
Promotional Assessment Center Professional Fees: $13,900 Professional Fees: $27,800 (1-15 candidates) Expenses (not to exceed): $4,000 Expenses (not to exceed): $8,000 Promotional Assessment Center Professional Fees: $15,900 Professional Fees: $31,800 (16-30 candidates) Expenses (not to exceed): $5,750 Expenses (not to exceed): $11,500 CPS HR CONSULTING Page | 25
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Fire Department Testing Services
Fee Assumptions
• Testing facilities and time of Department personnel assisting in the development of the exam components will be the responsibility of the Department. • The Department will provide a site for candidate orientation, assessor training, and the development and administration of examination components. • Assessor recruitment and expenses (e.g., meals, travel, lodging, etc.) will be the responsibility of the Department. CPS HR will conduct assessor recruitment for an additional $2,500 per rank. Travel, food, stipend, and lodging expenses for assessors will remain the responsibility of the Department.
• All project expenses will be billed at cost.
• If Tactical/Incident Command exercises requiring an interactive simulation are included, CPS HR recommends utilizing one of our trained consultants to act as Dispatch, responding units, and the fire simulator operator. The cost for this option is $550/day, plus expenses.
Besides assisting the City in responding to questions and/or inquiries regarding the testing process, we will provide up to four (4) hours of consulting time to respond to grievances received by the City within six months of the last day of administration. If the process is legally challenged and/or litigated at any time in a court of law (i.e., anywhere outside of the City's internal grievance processes), CPS HR will provide services on a separate contract for additional fees for the portions of work conducted by CPS HR.
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