Agenda packet — Roseville City Council, January 18, 2023 (part 4 of 8)

* In addition, Sterling Talent Solutions www.sterlingtalentsolutions.ca) is utilized for executive and management background checks.

Bobbi (Peckham) McKenney and Phil McKenney additionally provide counsel.

Our Reputation - Peckham & McKenney is one of the most trusted and respected executive recruitment firms in the country. Time and again, we receive unsolicited compliments from clients and candidates relating to our integrity and high ethics, follow-through, and service.

Not only are we committed to providing our clients with well-qualified candidates, but we also take pride in treating both our clients and candidates with utmost respect. This commitment has led to multi-year retainer agreements with a number of agencies, as well as numerous client and candidate testimonials about their experiences with us, which you can find on our website at www.PeckhamAndMcKenney.com.
“All about fit” -We recognize that every agency and community we serve is unique, and the candidate you ultimately select must “fit.” We take the time to become familiar with your community, organizational culture, and issues and challenges in order to identify and recruit the best candidates for your consideration. Nearly 89% of our placements stay in those positions for over five years, which is a testament to their “fit.” Diversity Statement - Peckham & McKenney is committed to diversity in its broadest possible definition in every aspect of each executive recruitment our firm provides. Peckham & McKenney does not discriminate on the basis of race, color, religion, creed, sex/gender, national origin/ancestry, disability, pregnancy, sexual orientation (including transgender status), marriage or family status, military status, or age. We are fully compliant with all applicable federal and state employment laws and regulations in all of our recruitments.

Our average for female and minority placements is approximately 53%. Of that average, 37% of our placements are female. Firm founder Bobbi Peckham has a 30 year legacy as a champion of women seeking executive leadership positions within local government, succeeding in the field and promoting women as few others have. The Peckham & McKenney team continues to go to great lengths to support women, people of color, and all diversity in the management profession and in the recruitment and hiring processes.

In addition to all other outreach methods, our firm utilizes the National Diversity Network, which ensures placement of your opportunity with the following online platforms. • African American Job Network
• Asian Job Network
• Disability Job Network
• Latino Job Network
• LGBT Job Network
• Retirement Job Network
• Veteran Job Network
• Women’s Job Network
City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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Ethics Time and again, we receive unsolicited comments from clients and candidates relating to our integrity and high ethics.
§ First, we believe in honesty. No client should ever appoint an individual without being fully knowledgeable of the candidate’s complete background and history. Conversely, no candidate should ever enter into a new career opportunity without full disclosure of any organizational “issues.”
§ We strive to keep everyone involved in a recruitment process informed of the status. Not only do we provide regular updates to our clients, but we also have a reputation for keeping our candidates posted.
§ As recruitment professionals, we do not recruit our placements -- ever. Should a placement of ours have an interest in a position for which we are recruiting, they may choose to apply.

However, if they become a finalist, we ask that they speak to their supervisor to alert them of their intent.
§ During an active engagement, we do not recruit staff from our client agencies for another recruitment. Nor do we “parallel process” a candidate, thereby pitting one client against another for the same candidate.
§ We are retained only by client agencies and not by our candidates. While we have a reputation for being actively involved in the profession and providing training, workshops, and general advice to candidates, we represent only our clients. In addition, we always represent and speak of our clients in a positive manner; during the recruitment engagement as well as years after.

City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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TAB D
RECRUITMENT UNDERSTANDING1

THE SEARCH PROCESS
A standard search process for each recruitment takes 12- to 14-weeks. While we will customize the search and project schedule to fit the specific interests and needs of the City of Roseville, the search process by Peckham & McKenney typically includes the following steps:

Project Organization – Prior to beginning the recruitment, necessary documentation (insurance, business license, etc.) will be processed. We ask that the City identify a single point of contact that will serve as our liaison throughout the recruitment, providing necessary information to us, responding to our questions, and receiving and distributing all correspondence. A single point of contact will ensure timely and clear communication throughout the process.

We will request a conference call with the City Manager, hiring authority, and/or the appropriate City staff person(s) to discuss the process, listen to specific desires and expectations, and respond to any questions or concerns. We will discuss expected parameters of the search, the search timeline, and schedule future meeting dates. During this phase of the process, we will also discuss and determine with the City Manager or designee the extent of involvement of other individuals in the search process, reference and background checks of candidates, and the finalist interview process. Furthermore, during this phase, we will request compensation and benefits, organization charts, budget data, and high-resolution photos to be used in an attractive brochure to market the opportunity.

Your recruiter will provide recommendations on best practices as well as various other considerations. Please note that decisions on the extent of involvement of others as well as additional components to the finalist interview process such as preliminary reference checks can impact the search, search timeline, and potentially the cost of the recruitment process.

Development of Candidate Profile (virtual meeting #1) – This step provides for the development of the Candidate Profile(s) that will serve as a guide in the identification of potential candidates, outreach and recruitment efforts, screening and selection for the position.

The Candidate Profile includes information relating to the City of Roseville; current and future issues and opportunities; expectations, goals, and objectives leading to the success of the new hire; and the background and experience, leadership style, skills and abilities, and personality traits of the ideal candidate. While the Candidate Profile is definitely and specifically tailored to each specific position, there will be basic, general city information that is included in every 1 Please see the two Candidate Profiles (Sacramento County Deputy County Executive Public Safety & Justice and City of Hayward Assistant City Manager, attached to this Proposal, as examples of executive recruitments Peckham & McKenney has performed in the past.

City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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Candidate Profiles; with concurrent or sequential recruitments, there will be economies of scale that may provide the City with fee reductions.

Your recruiter will develop the Candidate Profile following individual conversations with the City Manager, hiring authority, City’s leadership and department team, and other individuals identified in the initial conference call (see Project Organization above).

The Candidate Profile will be provided to our point of contact for review. We ask that all revisions and corrections be provided to us in a timely manner in order to maintain the agreedupon search timeline. Our marketing and design professional will then prepare an attractive marketing brochure incorporating the Candidate Profile. Upon completing the Candidate Profile, the brochure will be widely distributed, posted on the Peckham & McKenney website, and provided to the City for posting. Advertisements will be placed in the appropriate industry publications and/or websites, and our firm will assume responsibility for presenting your opportunity in an accurate and professional manner. Social media, including LinkedIn and other platforms, will be used as appropriate.

Recruitment –The main focus of our outreach will be direct phone contact with quality potential candidates. With decades of executive search experience, we have developed an extensive outreach database that is continuously updated and utilized. Our recruiting efforts will focus on direct and aggressive recruiting of individuals within the search parameters established during the Candidate Profile Development. We believe direct recruiting produces the most qualified candidates.

Throughout this active search process, we will regularly update the City of the recruitment status and share questions, concerns, and comments received from potential candidates as they consider the opportunity. By doing so, we “team” with the City to ensure that all issues and concerns of candidates are discussed and understood, thereby eliminating surprises once the resume filing deadline has occurred.

Applicants will be requested to submit an application consisting of a cover letter and resume.

As applications are received, they will be promptly acknowledged within 48 hours, and we will personally respond to all inquiries. Once the resume filing deadline has passed, we will update the City on the status of the recruitment, the number of resumes received, and our intent for preliminary interviews.

Preliminary Interviews – Upon our review of the resumes received, supplemental questionnaires will be sent to candidates who appear most in alignment with the Candidate Profile. In the supplemental questionnaire, applicants will be asked to address a few questions pertaining to the position that are based on information learned during Candidate Profile Development. The supplemental questionnaire is intended, in part, to ascertain the applicant’s familiarity with the City and writing ability. Overall, the supplemental questionnaire is utilized to ascertain the most qualified applicants for the position.

City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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Following a thorough review of the supplemental questionnaires, we will conduct a telephone conversation (“preliminary interview”) with the individuals that most closely align with the Candidate Profile. Internet research will also be conducted so that we may probe the candidate regarding any areas of concern.

Candidates will be advised of the search schedule and updated regularly as to their status.

Recommendation of Candidates/Selection of Finalists (virtual meeting #2) – A bound report will be provided to the City Manager and/or the appropriate staff prior for discussion of our recommendation of leading candidates for the City to consider for an interview. This report will include a full listing of all candidates who applied for the position, as well as the cover letters, resumes, and supplemental materials of the recommended group of candidates for further consideration. We may include a first and second tier of candidates within our recommendation.

The purpose of the meeting is to provide an overview of each recommended candidate, as well as share any concerns or negative information, in order for the City to select finalists to interview. Once a group of finalists has been determined, we will revisit early decisions relating to the finalist interview process.

A one-day finalist interview process is standard for initial finalist interviews (with the leading 4 to 8 candidates), however, the City may want to consider multiple interview panels, tours, meet-and-greet sessions, one-on-one interviews, presentations, or other selection options.

Your recruiter will again provide recommendations on the finalist interview process.

Peckham & McKenney will notify all candidates of their status. Those candidates selected as finalists will be notified and provided with all necessary information to attend finalist interviews with the City. We will prepare an interview schedule, provide a menu of potential interview questions, and confirm with our point of contact all necessary details. It is the City’s responsibility to assemble the interview panel.

If necessary, finalists will make their own travel plans and reservations. It is customary that the City reimburse finalists for round-trip airfare, car rental, and lodging necessary to attend the interviews with the City. We will confirm this with the City representatives at our meeting to recommend candidates.

Finalist Interview Process (on-site or virtual meeting #3) – Your recruiter will provide facilitation during the finalist interview process. An orientation session will be held at the beginning of the process, and we will facilitate a review and discussion of the finalists at the end of the day. Interview materials, including suggested interview questions, evaluation and ranking sheets will be provided. Again, a standard finalist interview process of the leading 4 to 8 candidates is typically conducted within one day. Should the process desired by the City require more than 1 day with your recruiter, an additional fee will be charged. Typically, the City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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City will then narrow the applicant pool to 2 to 3 candidates and independently conduct the second in-person, one-on-one interviews in order to make a final selection.

Qualification – Once the finalist candidate has been selected and a conditional offer has been made by the City of Roseville, a thorough background check will be conducted that is compliant with the Fair Credit Reporting Act and Investigative Consumer Reporting Agencies Act. Peckham & McKenney utilizes the services of Sterling Talent Solutions (www.sterlingtalentsolutions.ca), the world’s largest company focused entirely on conducting background checks. A background check of this nature necessitates a candidate having a conditional offer of employment. This investigation will verify degree verification; certifications; and criminal, civil, credit, and motor vehicle records. We encourage our clients to consider further vetting the candidate through a Department of Justice LiveScan (California clients) in order to ensure that all known criminal history records (beyond seven years) are investigated.

Your recruiter will also personally contact professional references, and a full report will be provided. This comprehensive process ensures that only the most thoroughly screened candidate is hired. In addition, negotiation assistance will be provided as requested by the City of Roseville.

Peckham & McKenney’s qualification process of internet-based research, background checking through Sterling Talent Solutions, and reference checking has proven successful for our clients through the years. In addition to relying on our services, clients are encouraged to utilize the background checking protocols they normally would use in hiring a position of this type. Enhanced reference checking and background investigation, if any, beyond the scope of this proposal is the City’s responsibility.

Our ultimate goal is to exceed your expectations and successfully place a candidate who “fits” your organization and community’s needs now and into the future.

City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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TAB E

PROJECT PLAN

SEARCH SCHEDULE
This sample schedule anticipates a 14-week process for a search process. Your recruiter is responsible for each task of the search process. The search process can/will be tailored to achieve the interests of the City of Roseville relative to receiving input in preparation of the Candidate Profile and the interview process.

ACTIVITY TIME FRAME
I. Project Organization Pre-Recruitment
• Conference call discussion of recruitment process
• Formalize project schedule
II. Development of Candidate Profile Two Weeks • Virtual meeting #1 with the City to discuss Candidate Profile • Develop Candidate Profile/Marketing Brochure and obtain approval • Develop advertising and recruiting plan
III. Recruitment Six Weeks
• Advertise, network, and electronically post in appropriate platforms • Distribute candidate profile to industry professionals • Post opportunity on City and Peckham & McKenney website • Focused outreach to individuals within the parameters of the Candidate Profile • Respond to all inquiries and acknowledge all resumes received within 48 hours IV. Preliminary Interviews Two Weeks • Screen resumes and conduct Internet research • Identify leading candidates and request supplemental questionnaires • Review supplemental questionnaires
• Conduct preliminary interviews with leading candidates V. Recommendation of Candidates/Selection of Finalists One Week • Provide written recommendation of candidates to the City • Virtual meeting #2 to provide overview of recommended candidates • City selects finalist candidates for finalist interview process • Peckham & McKenney notifies all candidates of status in recruitment process VI. Finalist Interview Process Two Weeks
• On-site or virtual meeting #3 to facilitate finalist interviews • Assist City throughout process and provide recommendations • City selects candidate or leading 2-3 candidates for further consideration • City conducts second interview process
VII. Qualification One Week • Conduct thorough background and reference checks on leading candidate • Provide negotiation assistance
• Exceed expectations and successfully place candidate who “fits.” Behind the scenes, Peckham & McKenney’s graphics designer, website/social media consultant, and office/administrative team support your recruiter in aspects of each search; your one point of contact throughout each search and the person responsible for each search is City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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the recruiter conducting the search. In support of the recruitment, we ask the City of Roseville to a) please be responsive and timely in communications, review of documents, etc., in order to help us maintain the schedule and b) provide a flip chart, easel and markers for the postinterview debriefing.

In today’s competitive recruiting environment, our goal is to have a process that is efficient and effective; as such, we ask that the City of Roseville work with us to identify future meeting dates that will be published in the Candidate Profile. This will ensure that the momentum of the search process is consistent and that all parties are available thereby leading to a successful and timely outcome. At the conclusion of the process, we also respectfully request that the written public announcement of the appointment attribute the recruitment to Peckham & McKenney Executive Search.

City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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TAB F

COST OF SERVICES
Cost of Services
Peckham & McKenney is unique among recruiting firms for several reasons including having a fixed all-inclusive fee. Over years of experience, we have found that an all-inclusive fee is simpler, cost-effective, and efficient. This also provides that the client knows the full, complete fee for our service; we do not invoice “reimbursables” for any portion of the recruitment nor do we provide hourly rates or monthly invoices (please see below Process of Payment).

Because of the amount of outreach and direct work that will be necessary to find candidates in this very difficult job market, recognizing the generality of the positions in the City’s RFP, and acknowledging that searches may be concurrent, sequential and/or at various times through 2027, our fixed fee to conduct the search process for each position will range between $24,500 and $31,500. Our all-inclusive fee includes all professional fees and expenses (out-of-pocket costs associated with advertising, consultant travel, administrative support / printing / copying / postage / materials, telephone / technology, partial background checks on recommended candidates, and full background check on selected finalist only for each position).

The fee quoted above is for a full recruitment process as described in The Search Process, including 3 to 4 days of meetings. The first virtual meeting (1 to 2 days) is to develop the Candidate Profile; the second virtual meeting (1 day) is to provide a recommendation of candidates; and the third on-site or virtual meeting (1 day) is to facilitate finalist interviews.

Additional Service Costs
The following “menu” details fees for additional requested services. Some fees may be negotiated.

Additional meeting day (up to 4 days as detailed herein are included) $500 - $1,000/mtg + travel exp Each additional full background check $600/each
Community or staff survey $1,500
Additional placement within organization* $5,000 (if selected within 1 year) *If the City of Roseville hires an additional candidate from among those recommended for another position within one year of the close of each recruitment, a fee of $5,000 will be charged to the City.

Process of Payment
One-third of the all-inclusive fee is due as a retainer upon execution of the agreement. This retainer covers upfront and necessary expenses incurred by Peckham & McKenney on the City’s behalf for recruitment preparation, Candidate Profile preparation and advertising. If the retainer is not received by Peckham & McKenney within 30 days of execution of the agreement, we will suspend the recruitment process until payment is received. The second third of the full payment will be invoiced one month from contract execution, and it is due City of Roseville
Executive Recruitment Proposal
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within 30 days following the invoice date. The final third of the full payment will be invoiced two months from contract execution, and it is due within 30 days following the invoice date.

If the City of Roseville requires a different payment schedule, this must be agreed upon within the contract. Peckham & McKenney expects payment of all invoices in a timely manner.

Placement Guarantee Our placement record is particularly strong in that 89% of the candidates we have placed remain in those positions for over five years. In the unlikely event, however, that a candidate recommended by our firm (external candidates only) leaves your employment for any reason within the first year from the date of appointment (except in the event of budgetary cutbacks, promotion, position elimination, or illness/death), we agree to provide a one-time replacement at half (50%) of the fee.

Reopening the Recruitment Throughout the recruitment process, all of our efforts are made to ensure a successful placement of a candidate who fits the Candidate Profile. It is extremely rare that our recruitment process fails to produce a preferred candidate in the first instance. If the search process, however, does not produce a successful placement, and there is an understanding that the City of Roseville and Peckham & McKenney each take appropriate responsibility for the outcome, we will conduct a second recruitment process for each position at 50% of the respective search.

As Albert Einstein said, the definition of insanity is “doing the same thing over and over again and expecting different results.” Prior to reopening the recruitment again, we will thoroughly review with the City what adjustments in approach, compensation, or other variables may be necessary to ensure a successful outcome.

City of Roseville
Executive Recruitment Proposal
by Peckham & McKenney Executive Search

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RESOLUTION NO. 23-004

APPROVING AN AGREEMENT FOR RECRUITMENT SERVICES, BY AND BETWEEN

THE CITY OF ROSEVILLE AND RALPH ANDERSEN & ASSOCIATES, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF

ROSEVILLE
WHEREAS, an Agreement for Recruitment Services, by and between the City of Roseville and Ralph Andersen & Associates, has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072412.DOCX; 11/2/2022]

AGREEMENT FOR RECRUITMENT SERVICES
THIS AGREEMENT is made and entered into this ___ day of ____________, 20__, by and between the City of Roseville, a municipal corporation (“CITY”), and the recruitment firm Ralph Andersen & Associates, a California corporation (“RECRUITER”); and WITNESSETH:

WHEREAS, CITY from time to time is in need of executive recruitment and search firms to provide recruitment and search services and assistance to the Roseville Human Resources Department (“HR”); and
WHEREAS, RECRUITER is willing to provide such services on a per recruitment taskbased basis; and NOW, THEREFORE, the Parties agree as follows:

1. Scope of Services and Duties. CITY retains RECRUITER to provide recruitment and search services from time to time upon the request of HR to advise, assist, and search for candidates for CITY employment, as more fully described in EXHIBIT “A” attached hereto and incorporated herein by reference.

2. Specific Work Assignments. RECRUITER shall receive work assignments from HR on an as-needed basis. The work assignments shall generally be communicated by written notice from HR to RECRUITER. If a work assignment is communicated orally, RECRUITER shall provide a written confirmation to HR describing the work assignment. CITY reserves the right to unilaterally assign similar work to other recruitment firms, as it deems prudent, and the use of RECRUITER shall in no way be considered an exclusive agreement to provide or use similar services. CITY makes no specific guarantee of a minimum or maximum number of hours or amount of tasks, assignments, or services. The assignment of any work hereunder is expressly contingent upon the availability of funds.

3. Fees for Services. For services performed under this Agreement, CITY shall pay RECRUITER in accordance with the fee schedules and rates included in EXHIBIT “A” and that in no event, inclusive of any and all fees, costs, reimbursable expenses, or any other charge, shall any single assignment and recruitment exceed thirty-two thousand dollars ($32,000).

5. Term; Termination; Amendments. This Agreement shall be effective upon approval by the Roseville City Council and shall continue in effect for a period of five (5) years, or until terminated by either Party. This Agreement may be terminated by CITY, with or without [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072412.DOCX; 11/2/2022] 2 cause, at any time upon written notice. RECRUITER may terminate this Agreement only upon the consent of CITY or upon 60 days written notice. Upon termination, RECRUITER shall turn over all client files to CITY. There shall be no amendment or modification to this Agreement except by written agreement between the Parties.

6. Independent Contractor. RECRUITER, inclusive of its agents, officers, employees, volunteers, independent contractors, and subcontractors, shall act as an independent contractor, and covenants and agrees that it will conduct itself consistent with such status, that it will neither hold itself out as, nor claim to be, an officer or employee of CITY by reason of this Agreement.

RECRUITER and CITY agree that: (a) RECRUITER is free from the control and direction of CITY in connection with the performance of the work; (b) RECRUITER is providing services directly to CITY; (c) RECRUITER has and will maintain at all relevant times a business license; (d) RECRUITER maintains a business location that is separate from CITY; (e) RECRUITER is customarily engaged in an independently established business of the same nature as that involved in the work performed hereunder; (f) RECRUITER actually contracts with other businesses to provide the same or similar services and maintains a clientele without restrictions from CITY; (g) RECRUITER advertises and holds itself out to the public as available to provide the same or similar services; (h) RECRUITER provides its own tools, vehicles, and equipment to perform the services; (i) RECRUITER has negotiated its own rates; (j) RECRUITER set its own hours and location of work in accomplishing CITY’s on-call needs; and (k) RECRUITER has the right to control the manner and means of accomplishing the result desired and exercises its own expert independent judgement.

7. Insurance. RECRUITER agrees to continuously maintain, in full force and effect, the following minimum policies of insurance during the term of this Agreement.

Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the full coverage and maximum limits of any insurance proceeds available to the named insureds, whichever is greater. c. Cancellation/Modification. RECRUITER shall provide ten (10) days written notice to CITY prior to cancellation or modification of any insurance required by this Agreement.
d. Umbrella/Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and excess insurance. Any excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract) before CITY’s own insurance shall be called upon to protect it as a named insured. e. Subcontractors. RECRUITER agrees to include in its contracts with all subcontractors the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, to the extent they apply to the scope of the subcontractor’s work.

Furthermore, RECRUITER shall require its subcontractors to agree to be bound to RECRUITER and CITY in the same manner and to the same extent as RECRUITER is bound to CITY under this Agreement. Additionally, RECRUITER shall obligate its subcontractors to comply with these same provisions with respect to any tertiary subcontractor, regardless of tier. A copy of CITY’s indemnity and insurance provisions will be furnished to the subcontractor or tertiary subcontractor upon request.
f. Self-Insured Retentions. All self-insured retentions (“SIR”) must be disclosed to Risk Management for approval and shall not reduce the limits of liability.

Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
g. Waiver of Subrogation. RECRUITER hereby agrees to waive subrogation which any insurer of RECRUITER may acquire from RECRUITER by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072412.DOCX; 11/2/2022] 4 policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of CITY, its officers, agents, employees and volunteers for all worked performed by RECRUITER, its employees, agents and subcontractors.
h. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve RECRUITER of liability in excess of such coverage, nor shall it preclude CITY from taking such other actions as are available to it under any other provisions of this Agreement or law.

8. Indemnification. To the fullest extent allowed by law, RECRUITER shall defend, indemnify, and save and hold harmless CITY, its officers, agents, employees and volunteers from any claims, suits or actions of every name, kind and description brought forth, or on account of, injuries to or death of any person (including but not limited to workers and the public), or damage to property, resulting from or arising out of RECRUITER's willful misconduct or negligent act or omission while engaged in the performance of obligations or exercise of rights created by this Agreement, except those matters arising from CITY's sole negligence or willful misconduct. The parties intend that this provision shall be broadly construed.

RECRUITER agrees to defend and indemnify CITY if, despite the parties intent and practice, any venue, agency, or court with competent jurisdiction determines that RECRUITER and/or any of its agents, officers, employees, volunteers, independent contractors, or subcontractors, are characterized as employee(s) of CITY.

RECRUITER’s responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The defense and indemnity obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement.

9. Notice. All notices, invoices, reports or other communication required by this Agreement shall be properly given if delivered in person, or sent by first class mail, facsimile, or overnight delivery to the following addresses:

CITY: RECRUITER
Human Resources Department Heather Renschler, President/CEO 311 Vernon Street 5800 Stanford Ranch Road, Suite 410
Roseville, CA 95678 Rocklin, CA 95765
Either party may amend its address for notice by giving notice to the other party.

10. Assignment. RECRUITER is employed to perform unique personal services.

RECRUITER shall not assign this Agreement without the prior written consent of CITY.

RECRUITER shall not employ or otherwise incur any obligation to pay other specialists or experts for services in connection with this Agreement, without prior written consent of CITY. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072412.DOCX; 11/2/2022] 5 11. Attorney’s Fees; Venue; Governing Law. If either party commences any legal action against the other party arising out of this Agreement or the performance hereof, the prevailing party in such action shall be entitled to recover its reasonable litigation expenses, including but not limited to, court costs, expert witness fees, discovery expenses, and attorney’s fees. Any action arising out of this Agreement shall be brought in Placer County, California, regardless of where else venue may lie. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

12. Ability to Perform. RECRUITER agrees and represents that it has the time, ability and professional expertise to perform the services required under this Agreement.

13. Compliance with Laws. RECRUITER shall comply with all federal, state and local laws, ordinances and policies as may be applicable to the performance of services under this Agreement.

14. Governing Agreement. In the event of any conflict between this Agreement and its EXHIBITS, the provisions of this Agreement shall govern. In the event of any conflict between any of the EXHIBITS, the provisions of the first in order of attachment shall govern.

15. Successors in Interest. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

16. Copyright, Ownership and Use of Materials. All tangible material (“Material”) created or delivered pursuant to this Agreement is considered a work made for hire under the Copyright Act. To the extent such Material does not qualify as a work made for hire, RECRUITER hereby assigns to CITY all right, title, and interest, including but not limited to all copyrights, in all Material created by RECRUITER in its performance under this Agreement.

17. Records. RECRUITER and its subcontractors shall maintain all files and records relating to the services performed hereunder during the term of this Agreement and for a period of not less than one (1) year after the date of termination or expiration. Provided, however, that in the event of litigation or settlement of claims arising from the performance of this Agreement, RECRUITER and its subcontractors shall maintain all files and records until such litigation, appeals or claims are resolved. Duly authorized representatives of CITY shall have right of [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072412.DOCX; 11/2/2022] 6 access during normal business hours and after reasonable notice to RECRUITER’s and subcontractors’ files and records relating to the services performed hereunder, and may review and copy the files and records at appropriate stages during performance of the services and during the one (1) year period following termination or expiration of this Agreement.

RECRUITER shall include the provisions in its contracts with all subcontractors.

18. Time is of the Essence. Time is of the essence of this Agreement.

19. Representations and Warranties. RECRUITER warrants that it has not employed or retained any company or person, other than a bona fide employee working for RECRUITER, to solicit or secure this Agreement, and that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, CITY shall have the right to terminate as void this Agreement, without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

20. Severability. If any of the provisions contained in this Agreement are for any reason held invalid or unenforceable, such holding shall not affect the remaining provisions or the validity and enforceability of the Agreement as a whole.

21. Integrated Agreement. This is an integrated Agreement and contains all of the terms, considerations, understandings and promises of the Parties. It shall be read as whole.

CITY OF ROSEVILLE, a RALPH ANDERSEN & ASSOCIATES,
municipal corporation a California corporation
BY: _________________________ BY: _________________________

DOMINICK CASEY
City Manager its: __________________________
[SIGNATURES CONTINUED ON FOLLOWING PAGE]
Chief Financial Officer

[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072412.DOCX; 11/2/2022] EXHIBIT “A”
5800 Stanford Ranch Road
Suite 410
Rocklin, California 95765
916.630.4900
www.ralphandersen.com
September 26, 2022
Ms. Stacey Peterson
Human Resources Director
City of Roseville
311 Vernon Street
Roseville, California 95678
Via Email: [email protected]
Re: RFP #11-015 Executive Search Firms/Recruitment Consultants Dear Ms. Peterson:

Ralph Andersen & Associates is pleased to submit our proposal to provide executive search services for the City of Roseville. Currently, Ralph Andersen & Associates has a master contract with the City of Roseville for On-Call Executive Recruitment Services that is due to expire January 9, 2023. The firm is also familiar with the area having an office in the neighboring community of Rocklin.

The executive recruitment techniques used by Ralph Andersen & Associates have been developed and used successfully with hundreds of clients for more than 50 years. With the reputation of Ralph Andersen & Associates you will have the opportunity to consider candidates located throughout the State of California, the Western Region, as well as from across the United States.

Our mission and commitment to the City of Roseville is to provide the highest quality of search services in the industry as measured by the comprehensive nature of our search process, the caliber of candidates we present, and the success of those candidates in our client’s organizations.

The City of Roseville will have Ms. Heather Renschler, President/CEO of Ralph Andersen & Associates, as the Project Director. Ms. Renschler is legally able to bind the firm and is reachable at:

Ms. Heather Renschler
President/CEO
Ralph Andersen & Associates
5800 Stanford Ranch Road, Suite 410
Rocklin, California 95765
(916) 630-4900
fax (916) 630-4911
cell (916) 804-2885
email [email protected]
We are proud of how we market and represent our clients; all of the design, graphics, and printing of our marketing material is done in-house so we can control the quality and production timing. Samples included are the City of Manhattan Beach (Chief of Police) and the City of Scottsdale, Arizona (City Treasurer/CFO). For additional examples of our brochures, please visit the Career Opportunities page of our website at www.ralphandersen.com.

The Project Director, Ms. Heather Renschler, will perform the services and adhere to the requirements described in the City’s RFP, including Addendum 1 dated September 9, 2022.

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Thank you very much for your consideration of this proposal. We are ready to proceed upon notification of approval. You may reach me at (916) 630-4900 or more directly on my cell at (916) 804-2885 should you have any questions or need further clarification.

Sincerely,

RALPH ANDERSEN & ASSOCIATES
Heather Renschler
President/CEO
5800 Stanford Ranch Road
Suite 410
Rocklin, California 95765
916.630.4900
www.ralphandersen.com
A. Firm Qualifications
Executive Summary
Attracting top talent has never been more complex and Ralph Andersen & Associates is highly qualified to assist the City of Roseville with recruiting for new high-level executive or hard to recruit positions. We have conducted more successful executive recruitments than any other firm since 1972. From helping you to create a competency-based interviewing framework for your new senior, executive, or other highly specialized position to assessing candidates and attracting top human capital, our search professionals offer an unparalleled depth of experience, national reach, and industry knowledge.

The City has requested our proposal to assist in the identification and recruitment of a highly qualified group of candidates for the new high-level executive or hard to recruit positions. In particular, the City is seeking a firm with the national reach and professional experience to clearly assess your organizational needs and formulate a strategy to deliver results.

At Ralph Andersen & Associates, we believe that gaining a complete understanding of our client’s specific objectives and priorities is essential prior to launching any search assignment. This process includes the identification and incorporation of a variety of important details such as the candidate’s desired skills and experience as well as the critical “soft skills” related to temperament, personality, management philosophy, and other factors that will ultimately determine the candidate’s “fit” with the organization.

We begin each search by working closely with your leadership, stakeholders, staff, and, when appropriate, your community to ensure a complete picture of the desired candidate pool is developed.

Our team-oriented approach matched with this 360-degree perspective means we ensure that a complete understanding of the organization’s mission and culture translates into those specific traits and characteristics necessary to ensure the selected candidate is successful in the position.

We understand that the City expects aggressive, personalized outreach to identify a diverse and highly qualified applicant pool. We will begin with fully detailed profiles of the desired candidate’s characteristics and build a recruitment strategy that is tailored to meet your specific needs. The resulting outreach and advertising campaign will incorporate the extensive use of personal outreach to recruit a diverse and highly qualified group of candidates.

Ralph Andersen & Associates has been providing practical, responsive executive search and management consulting services to the local public sector and related industries since 1972. With each new assignment, we earn our reputation as the nation’s premier local government consulting organization.

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• Human Resources Consulting – The firm provides a full range of contemporary human resources consulting including classification studies, compensation studies, benefits analysis, pay plan development, executive pay, and pay for performance. Key staff have proven success in working with labor groups and elected officials in identifying solutions and solving challenging problems. Services also include expert witness services for mediation and arbitration hearings. Our approach to consulting services is characterized by proven methods, extensive data collection, accurate analysis, and effective communication and messaging.

Services to be Completed by City Staff and/or SubConsultants Ralph Andersen & Associates will not be using any Sub-Consultants in the performance of recruitments for the City of Roseville. We do, however, approach each search as a partnership with our municipal clients. We work together through various stages of the project.

The Project Director would need assistance from City staff in obtaining information to facilitate the development of the position profile and recruitment brochure. Depending on the position being recruited, assistance with setting up meetings and/or interviews with appropriate City staff or key stakeholders may also be needed.

Additionally, the City may also need to provide the following items:
• Current organization chart
• Updated position description
• Salary range and benefits package
• Relocation package – if available
• City electronic logo
• Pictures of the City of Roseville, Department, and staff (high resolution) • Current budget information
• Current number of employees
• Opportunities and Challenges for the position (discussed during on-site visit) • What the City of Roseville is looking for in ideal candidates (discussed during on-site visit) • Education requirements, certifications, and years of required senior executive experience (discussed during on-site visit)
• Input from key stakeholders on ideal candidates (if requested by the City) • The City of Roseville and its HR Representatives will review the search report on the top candidates as outlined in Task 5 and conduct finalist interviews as outlined in Task 6

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Firm Organization
Ralph Andersen & Associates’ organization chart is provided below. The firms staff size has remained relatively consistent over the past five years and has ranged from its current size of 17 up to 22 employees.

Corporate and Staffing
Structure
Robert J. Burg
Executive Vice
President
Heather Renschler
President/CEO
Management Consulting
and Executive Search
Practice Manager
Executive Search
Consultants Research
Associates
Graphics
Recruitment
Manager Senior Recruitment
Coordinator
Support Staff
Senior Recruitment
Coordinator
Contracts/Proposal
Manager
Executive Search
National Practice Leaders
Heather Renschler
(Western/Midwest Regions)
Robert Burg
Health & Human Services
and Public Health
(East Coast)
Ralph Andersen & Associates
Updated March 2022
(1)Former City Manager (2)Former Assistant City Manager (3)Former Utility General Manager (4)Former County Manager (5)Former Chief of Police Doug Johnson
Vice President
Human Resources
Consulting and
Executive Search
Other Members of the
Search Team
David Morgan(1)
John Rossi(3)
Fred Wilson(1)
John Slaughter(4)
Serena Wright-Black(2)
Daniel Hahn(5)
David Ready(1)
Recruitment
Coordinator Accounting
Research Assistant Research Assistant
Consultant

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Sub-Consultants / Sub-Contractors
Ralph Andersen & Associates will not be using any sub-consultants or sub-contractors.

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D. Recruitment Understanding
The successful search process relies heavily on person-to-person contact to identify outstanding potential candidates and, in the evaluation phase, to gain a complete understanding of the background, experience, and management style of the top candidates. The executive recruitment techniques used by Ralph Andersen & Associates have been developed and used successfully with hundreds of clients for more than 50 years.

We feel that the key elements of the full search process, which can be tailored to fit the specific needs of the City and will include:
• Developing a comprehensive position profile based upon information obtained in various meetings with the City Manager, Human Resources Staff, and other designated staff as appropriate.
• Extensive personal outreach (both in person and via telephone) to highly qualified candidates in California, the Western United States, and nationally if desired. • A marketing strategy that uses selected advertising to supplement the extensive candidate identification process, the Internet, and professional contacts throughout an expanded region.
• A screening process that narrows the field of candidates to those that most closely match the needs of the City and is based on screening interviews with the top candidates.

Candidates’ education, experience, and credentials are matched to the criteria established in the position profile.
• Candidates (if deemed qualified and viable by the Recruiter) would be screened via Zoom. • Delivering a product in the form of a search report that recommends a top group of candidates and provides the decision-makers with detailed information about their backgrounds and experience.
• Assistance during the interview and selection process and in the negotiation of a compensation package.

Ralph Andersen & Associates has an outstanding reputation for being thorough and professional in the approach it takes in recruitments. Each candidate’s match with the position is based on the individual’s own set of professional experiences, management style, education and credentials, and overall fit with the organization and executive leadership.

Diversity, Gender Equity, and Social Media
Philosophical Approach / Match – Our approach to each recruitment is that we believe diversity is inclusive, not exclusive, and a successful search is one that offers a diverse pool of highly qualified candidates, regardless of ethnicity, gender or other personal characteristics. We also believe an equally important measure of recruitment success is whether the pool of candidates has gender balance.

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More specifically, with many positions, we strongly believe in the concept of an organization having a “people person” at the helm of a department combined with the required technical attributes. These types of personal attributes also include a candidate’s ability to promote a healthy organization to the fullest and, of course, encouraging good work-life balance. In today’s competitive environment, top candidates are aspiring leaders with a strong public service focus, an appreciation for equity and diversity, technologically savvy, and willing to incorporate best practices. Additionally, we look for those individuals who have a proven track record of accomplishment with culture and organizational change in a thoughtful fashion. Also, we look for strategic alignment with the overall organizational needs.

Examples of Targeted Outreach for Minority Candidates – To increase the opportunity for a diverse candidate pool, we will do specific and targeted outreach. Two key examples would be the International Hispanic Network (IHN) and the National Forum for Black Public Administrators (NFBPA). We rely on these organizations to expand the candidate pool through specific advertisements and our outreach directly to their network.

Examples of Targeted Outreach for Gender Equity – To encourage gender equity in the candidate pool, we not only identify qualified women through our network but often use publications, newsletters, and websites specific to women in a particular profession. Additionally, the Project Director for the City of Roseville has been involved with Women in Government and often uses this source for distribution to an active and involved audience of local government professionals.

Knowing our Client’s Culture –We take great pride in knowing our client and the client’s culture.

We work hard to match the needs of our client to candidates that submit for a specific position. We demonstrate this in the written text of the brochure and in our screening of candidates. A large part of our success is getting this right from the humanistic side.

Track Record of Women and Minority Placements – Currently, and over past decades, Ralph Andersen & Associates has a long track record of placing women and minority candidates in key executive level positions. Our Women and Minority Placements listing can be provided upon request.

We are very proud of our success assisting our clients in this fashion.

Social Media – Ralph Andersen & Associates has a presence on LinkedIn, Twitter, and Facebook and uses social media to supplement our outreach to potential candidates. We subscribe to an added software, “Recruiter Professional Services,” that requires the payment of an annual paid subscription.

This allows us to search, view bios, and ultimately contact candidates more directly through LinkedIn.

Most recently we have been testing the ability to target specific groups and professions through paid “tweets.” We have also used this method to reach candidates in geographic regions.

Sample Brochures
As requested, the following recruitment brochure are attached for your review:
• City of Manhattan Beach, California – Chief of Police • City of Scottsdale, Arizona – City Treasurer/CFO
To see additional samples of our recruitment brochures, as well as our digital presence, please visit the Career Opportunities page of our website at www.ralphandersen.com.

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E. Project Plan
Work Plan
The City has requested assistance with recruiting outstanding candidates for openings for high-level executive or hard to recruit positions within the City. Recruitments will be under the direction of Ms.

Heather Renschler, Project Director. Other members of the firm will assist as needed. For simplicity, the tasks in this work plan have been detailed as the “designated position.” Task 1 – Review Project Management Approach
Ms. Heather Renschler will be the Project Director on these search assignments. The first task will include established individual and/or group video meetings with the Hiring Authority and others (done via the Zoom Technologies application), as appropriate, to finalize the recruiting and selection process. This will include discussion of the project management for each search, review of the work plan, confirmation of timing, and communication methods. Working collaboratively with the Hiring Authority and the City’s Human Resources staff, this task will result in a more definitive timetable.

As part of our overall approach to this search, the Project Director will deliver regular status reports at each stage of the search. In addition, the Project Director will be highly accessible and responsive to client requests and inquiries.

Task 2 – Develop Electronic Position Profile
The position profile for the “designated position” is the guide for the entire search process. The development of the profile includes the collection of technical information and recruitment criteria.

Technical Information
The Project Director will conduct video meetings with the Hiring Authority, Human Resources Department, key staff members, and others as directed by the City to gain an understanding of the experience and professional background requirements desired in the “designated position.” These meetings, all done via video conferencing, will also help the Search Consultant gain an understanding of the work environment and the issues facing the City of Roseville.

Recruitment Criteria
The recruitment criteria are those personal and professional characteristics and experiences desired in the “designated position.” The criteria should reflect the goals and priorities of the City of Roseville.

Subsequent to the development and adoption of the candidate profile, the technical information and recruitment criteria will be documented in an information brochure prepared by Ralph Andersen & Associates. The electronic brochure will be reviewed by the City in draft format, revised as appropriate, and published for use throughout the search.

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Task 3 – Outreach and Recruiting
This task is among the most important of the entire search. It is the focus of the activities of the Search Consultant and includes specific outreach and recruiting activities briefly described below.

Outreach
An accelerated outreach and advertising campaign will be developed. It will include the placement of ads in professional publications and Internet sites appropriate for the position being recruited. Specific Internet sites related to government will be used as a method of extending the specific outreach in a short period of time.

Additionally, the advertisement and the full text of the position profile (the recruitment brochure) will be placed on Ralph Andersen & Associates’ website, which is accessed by a large number of qualified candidates. This method of outreach to potential applicants provides a confidential source that is monitored by many key level executives on an ongoing basis.

Candidate Identification
Ralph Andersen & Associates will use their extensive contacts to focus the recruiting effort.

In making these contacts, the Search Consultant will target those individuals who meet the criteria set by the City. Each of the candidates identified through the recruiting efforts will be sent an information brochure. Candidates will also be contacted directly to discuss the position and to solicit their interest in being considered.

Both the outreach and recruiting activities will result in applications and resumes from interested candidates. As they are received, resumes will be acknowledged and candidates will be advised of the general timing of the search process. The following tasks involve the actual selection process, once all resumes have been received.

Task 4 – Candidate Evaluation
This task will be conducted following the application closing date. It includes the following specific activities:

Screening
All of the applications will be carefully reviewed. Those that meet the recruitment criteria and minimum qualifications will be identified and subject to a more detailed evaluation. This evaluation will include consideration of such factors as professional experience, and size and complexity of the candidate’s current organization as compared to the candidate profile.

Preliminary Research and Internet Review
The research staff of Ralph Andersen & Associates, under the direction of the Project Director, will conduct preliminary research and internet review for those candidates identified as the most qualified as a result of the screening process. This level of research will be done on a limited number of candidates to learn more about each candidate’s public profile and related information that is available on the internet.

Preliminary Interviews via Video Technology
The Search Consultant will conduct preliminary interviews with the top group of candidates identified through the screening and preliminary research and Internet review processes.

The interviews are extensive and designed to gain additional information about the

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candidates’ experience, management style, and “fit” with the recruitment criteria. Interviews will be conducted using video technology.

The screening portion of the candidate evaluation process typically reduces a field of applicants to approximately four (4) to six (6) individuals. Those individuals will be reviewed with the Hiring Authority and/or Human Resources Staff prior to proceeding with the individual interviews.

Task 5 – Search Report
After completing Task 4, all documentation will be supplied to the City electronically. No hard copies will be supplied to the City for any phase of this search engagement. The Project Director will prepare detailed information for review including resumes uploaded to a file sharing system (i.e., DropBox or ShareFile). The Project Director will conduct a video conference call (using Zoom) with the Hiring Authority or other designated representative to review the search report on the top candidates. The report divides all of the candidates into four groups including 1) the top group of candidates that are recommended to be interviewed via video by the Hiring Authority; 2) a backup group to the first group; 3) no further consideration group; and 4) lacks minimum qualifications. The search report will include candidate resumes and cover letters. The results of preliminary media research will be included.

Important to note, Ralph Andersen & Associates does not conduct in-person screening interviews with candidates. All interviews are done using video technology. Also, we typically conduct references on the selected top candidate. Periodically, we may recommend conducting references on the top two candidates to assist the governing body in the final selection and is done in the final stages of the search process. Verifications such as credit check, DMV Report and civil/criminal are typically conducted once a contingent offer is made to the selected candidate unless the finalist candidate(s) give explicit approval and sign a release to proceed. Verifications are not conducted on all finalists other than more standard education check before interviewing (Round #1) with the City.

The results of the Search Report will be a confirmed group of finalist candidates that the Hiring Authority.

Task 6 – Selection
The final selection process will vary depending upon the desires of the City. The typical services provided by Ralph Andersen & Associates in the selection process are described briefly below:
• The Project Director will coordinate the selection process for the finalist group of candidates.

This includes handling the logistical matters with candidates and with the City. • Ralph Andersen & Associates will prepare an electronic interview booklet (uploaded to a file sharing program such as DropBox or ShareFile) that includes the resume, cover letter, and preliminary media research for each candidate. In addition, this electronic information will contain suggested questions and areas for discussion based upon the recruitment criteria. Electronic copies of the interview booklet will be provided in advance of the candidate interviews. No hard copies of material will be provided. Should the City desire hard copies, a supplemental cost may apply.
• The Project Director will facilitate the Interviews to assist the City through the selection process. This assistance will include an initial orientation, candidate introductions, and facilitation of discussion of candidates after all interviews have been completed. • Additionally, verifications will be made on the top two candidates and will include education verifications, Department of Motor Vehicle check, and credit check. Due to legislation, criminal checks (“Ban the Box”) are only permissible when a contingent offer of employment

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is made. The results of these verifications will be discussed with the City at the appropriate time.
• Reference checks will be conducted on the top candidate. The results of these reference checks will be discussed with the City at the appropriate time during a closed session. • As needed, the Search Consultant is available to provide assistance to the City in the final selection as may be desired. This assistance may include providing or obtaining any additional information desired to assist in making the final selection decision.

Task 7 – Negotiation
The Project Director is available to assist the City in negotiating a compensation package with the selected candidate. This includes recommendations on setting compensation levels.

Task 8 – Close Out
After the City has reached agreement with the individual selected for the position, the Search Consultant will close out the search. These activities will include advising all of the finalist candidates of the status of the search by telephone.

Project Timing
Ralph Andersen & Associates will complete the search within 75 to 90 days from the execution of the agreement to the presentation of candidates. Negotiation with the top candidate will take an additional week or two after finalist interviews. We are prepared to begin this search upon verbal notification to proceed.

A brief overview of the recruitment schedule is presented on below (schedule does not include transition time by Selected Candidate to join the City).

Month 1 Month 2 Month 3
Week Week Week
1 2 3 4 1 2 3 4 1 2 3 4
Search firm selected
Consultant evaluates organization; position
criteria established
Candidates identified and screened
Consultant interviews and conducts
preliminary research
Consultant recommends candidates; client
selects finalists for interview
Client-candidate interviews
Preferred candidate
selected; negotiations
Selection Made

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F. Cost Proposal
Search efforts for the City will be tailored to meet the unique needs of each recruitment effort. The following is a range of fees set forth by Ralph Andersen & Associates for searches to be initiated beginning January 2023:

City of Roseville
Recruitment Process
Beginning January 2023
Responsible Entity
Fixed Fee
for Professional Services
and Expenses*
Department Director $27,000 – $28,000
Department Director – Public Safety $27,000 – $28,000
Department Director – Technology $26,000 – $27,000
Department Deputy Director $24,500 – $26,500
Ralph Andersen & Associates reserves the right to adjust fees on an annual basis. *Expenses included in this fixed fee include such items as advertising, consultant interaction (video and/or on-site meetings as needed) clerical, graphic design, research, and long-distance telephone charges. On top candidates, Internet and Lexis/Nexis searches will be conducted. Additionally, education verifications, DMV check, wants and warrants, civil and criminal litigation search, and credit check will be conducted on the top two candidates. Reference checks will be conducted on the top candidate.

Invoicing for Services – Ralph Andersen & Associates will bill the City in four installments as follows:
• Following kick-off and finalization of recruitment brochure (Payment #1) • After the closing date (Payment #2)
• After finalist interviews (Payment #3)
• Upon placement (Payment #4)
Progress payments will be due upon receipt.

Brochure – A full color informational brochure will be developed for the City. All pictures will be the responsibility of the City. The City will also be responsible for ensuring that there are no copyright restrictions on the photographs supplied to Ralph Andersen & Associates and that the City will agree to pay any and all related charges or fines if a copyright violation is incurred either during the search itself or subsequently.

Exception – Any candidate travel is the full responsibility of the City.

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Ralph Andersen & Associates’ Guarantee
Ralph Andersen & Associates offers the industry-standard guarantee on our search services. If within a one-year period after appointment the high-level executive or hard to recruit position for the City of Roseville resigns or is dismissed for cause, we will conduct another search free of all charges for professional services. The City of Roseville would be expected to pay for the reimbursement of all incurred costs.

Should the initial outreach efforts not result in a successful placement, Ralph Andersen & Associates will continue the outreach efforts until the ideal candidate is found. The City will be responsible for expenses based on actual receipts.

RESOLUTION NO. 23-005

APPROVING AN AGREEMENT FOR RECRUITMENT SERVICES, BY AND BETWEEN THE CITY OF ROSEVILLE AND WILLIAM AVERY & ASSOCIATES, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, an Agreement for Recruitment Services, by and between the City of Roseville and William Avery & Associates, Inc., has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072413.DOCX; 11/2/2022]

AGREEMENT FOR RECRUITMENT SERVICES
THIS AGREEMENT is made and entered into this ___ day of ____________, 20__, by and between the City of Roseville, a municipal corporation (“CITY”), and the recruitment firm William Avery & Associates, Inc., a California corporation (“RECRUITER”); and WITNESSETH:

5. Term; Termination; Amendments. This Agreement shall be effective upon approval by the Roseville City Council and shall continue in effect for a period of five (5) years, or until terminated by either Party. This Agreement may be terminated by CITY, with or without [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072413.DOCX; 11/2/2022] 2 cause, at any time upon written notice. RECRUITER may terminate this Agreement only upon the consent of CITY or upon 60 days written notice. Upon termination, RECRUITER shall turn over all client files to CITY. There shall be no amendment or modification to this Agreement except by written agreement between the Parties.

7. Insurance. RECRUITER agrees to continuously maintain, in full force and effect, the following minimum policies of insurance during the term of this Agreement.

Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072413.DOCX; 11/2/2022] 4 g. Waiver of Subrogation. RECRUITER hereby agrees to waive subrogation which any insurer of RECRUITER may acquire from RECRUITER by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of CITY, its officers, agents, employees and volunteers for all worked performed by RECRUITER, its employees, agents and subcontractors.
h. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve RECRUITER of liability in excess of such coverage, nor shall it preclude CITY from taking such other actions as are available to it under any other provisions of this Agreement or law.

CITY: RECRUITER
Human Resources Department Bill Avery, Owner/Principal
311 Vernon Street 16 Lyndon Avenue, Suite 200
Roseville, CA 95678 Los Gatos, CA 95030
Either party may amend its address for notice by giving notice to the other party. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072413.DOCX; 11/2/2022] 5 10. Assignment. RECRUITER is employed to perform unique personal services.

RECRUITER shall not assign this Agreement without the prior written consent of CITY.

RECRUITER shall not employ or otherwise incur any obligation to pay other specialists or experts for services in connection with this Agreement, without prior written consent of CITY.

11. Attorney’s Fees; Venue; Governing Law. If either party commences any legal action against the other party arising out of this Agreement or the performance hereof, the prevailing party in such action shall be entitled to recover its reasonable litigation expenses, including but not limited to, court costs, expert witness fees, discovery expenses, and attorney’s fees. Any action arising out of this Agreement shall be brought in Placer County, California, regardless of where else venue may lie. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

12. Ability to Perform. RECRUITER agrees and represents that it has the time, ability and professional expertise to perform the services required under this Agreement.

13. Compliance with Laws. RECRUITER shall comply with all federal, state and local laws, ordinances and policies as may be applicable to the performance of services under this Agreement.

15. Successors in Interest. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

RECRUITER shall execute any documents necessary to effectuate such assignment. In the event that RECRUITER uses, employs, designates, or retains any person or entity who is not an employee of RECRUITER, to perform any work required of it pursuant to this Agreement, RECRUITER shall require said person or entity to execute an agreement containing the preceding paragraph.
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072413.DOCX; 11/2/2022] 6 17. Records. RECRUITER and its subcontractors shall maintain all files and records relating to the services performed hereunder during the term of this Agreement and for a period of not less than one (1) year after the date of termination or expiration. Provided, however, that in the event of litigation or settlement of claims arising from the performance of this Agreement, RECRUITER and its subcontractors shall maintain all files and records until such litigation, appeals or claims are resolved. Duly authorized representatives of CITY shall have right of access during normal business hours and after reasonable notice to RECRUITER’s and subcontractors’ files and records relating to the services performed hereunder, and may review and copy the files and records at appropriate stages during performance of the services and during the one (1) year period following termination or expiration of this Agreement.

RECRUITER shall include the provisions in its contracts with all subcontractors.

18. Time is of the Essence. Time is of the essence of this Agreement.

21. Integrated Agreement. This is an integrated Agreement and contains all of the terms, considerations, understandings and promises of the Parties. It shall be read as whole.

IN WITNESS WHEREOF, the City of Roseville, a municipal corporation, has authorized the execution of this Agreement in duplicate by its City Manager and attested to by its City Clerk under the authority of Resolution No. _________, adopted by the Council of the City of Roseville on the ___ day of ___________, 20__, and RECRUITER has caused this Agreement to be executed.
[SIGNATURES ON FOLLOWING PAGE]

[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072413.DOCX; 11/2/2022] EXHIBIT “A”
Los Gatos
William Avery & Associates, Inc.

Consultants to Management
16 Lyndon Ave., Suite 200
Los Gatos, CA 95030
408.399.4424
Fax: 408.399.4423
www.averyassoc.net
September 26, 2022
Carmen Avalos, City Clerk
City of Roseville
311 Vernon Street
Roseville, CA 95678
Dear Ms. Avalos
Thank you for the opportunity to submit our proposal in consideration for executive recruitment services for the City of Roseville. We feel well suited to fulfill your executive search requirements based on our track record of successful recruitments, our service approach, and overall recruitment expertise.

William Avery & Associates, Inc. (Avery Associates) is a successful and service focused Management Consulting firm based in Los Gatos, California. Incorporated in 1982, the firm specializes in Executive Search, Labor Relations and Human Resources/Management Consulting.

The firm currently includes two Principals and several key consultants. Bill Avery, the founder of Avery Associates, heads and manages the firm. He oversees the Labor Relations practice and is heavily involved in the search business including leading key searches. Paul Kimura focuses on and manages the Executive Search and Recruitment practice. Key staff members include Bill Lopez and Kristi Ward, who support the search practice and the firm’s administrative staff includes Tomi Ewing and Jackie Collins. Temporary staff as needed augments the team.

Avery Associates is an executive recruitment firm that conducts searches for senior level personnel in the areas of municipal, county and special district management. Our collective background includes executive experience in the public sector and extensive experience in municipal recruitment. On an annual basis we complete 50-60 searches at all executive levels of local government.

Contacts, location and authorized representatives of Avery Associates are:

Bill Avery, Owner/Principal Paul Kimura, Principal
16 Lyndon Ave., Suite 200 16 Lyndon Ave., Suite 200
Los Gatos, CA 95030 Los Gatos, CA 95030
(office) 408 399-4424 (office) 408 399-4424
(cell) 408 472-7873 (cell) 408 472-7936
(email) [email protected] (email) [email protected] (fax) 408 399-4423 (fax) 408 399-4423
We believe our knowledge and background in municipal recruitment and our expertise in executive recruitment methodology will provide the basis for your positive consideration of our firm. And we appreciate the opportunity to present our credentials.

We understand the scope and nature of the project and services required by the RFP and are confident of our ability to successfully meet the recruitment needs of the City of Roseville.

Our proposal for recruitment services is effective for ninety (90) days following our date of submission.

If you have any questions regarding our services or this proposal, please do not hesitate to call Paul Kimura or me at 408.399.4424.

Sincerely,

William H. Avery
WHA:jmc
1 PROPOSAL FOR THE CITY OF ROSEVILLE

RECRUITMENT FOR EXECUTIVE SEARCH SERVICES
William Avery & Associates, Inc. – Overview
William Avery & Associates, Inc. (Avery Associates) is a successful and service focused Management Consulting firm based in Los Gatos, California. Incorporated in 1982, the firm specializes in Executive Search, Labor Relations and Human Resources/Management Consulting.

Mr. Avery, having served in the past as a City Manager, provides the firm with direct experience and knowledge of city administration. Mr. Kimura’s expertise in executive, technical and business recruitment, which he gained during his nineteen years of high technology experience, provides the basis for many of the recruitment strategies and tactics utilized by the firm. (Their profiles are attached.) Collectively and combined, the firms Principals offer exceptional expertise in the area of public sector recruitment and consulting.

Firm Qualifications/Experience – What Differentiates Avery Associates Exceptional service delivery and a very high-quality work product provide excellent results for our clients. This begins with the initial client meetings, which lead to detailed timelines for deliverables followed by weekly recruitment status updates following initiation of the search.

Our candidate outreach efforts are professionally and confidentially conducted. The evaluation materials we provide clients are routinely characterized as accurate, comprehensive and of very high quality. We believe more so than any other public sector recruitment firm. This is largely based on our interview system utilizing behavioral interview techniques, which we describe in our recruitment plan. This leads to a quality product with excellent end results for our clients.

The service element is based on two factors: The first is the collective service philosophy from all of our organizational team members. They are each dedicated to providing service and support to clients. The second factor is based on the high level of engagement and participation from the firm Principals in every search assignment. This hands-on involvement includes client interface, identifying and developing the ideal candidate profile and position specification, development of the search strategy, candidate outreach, interviewing and assessment, completion of reference interviews, candidate presentation, final interview facilitation and when desired, negotiation of employment terms with the successful candidate. 2 Recruitment Team for the City of Roseville
Bill Avery and Paul Kimura serve as the Principals in charge of all recruitment projects and will be personally involved with initial client meetings. Mr. Avery and/or Mr. Kimura will also have active involvement in the development of the position specification, outreach strategy, candidate outreach, qualifying, interviewing and assessment and referencing of candidates, presentation of candidates and participation in the final interview process with the client, and will be available throughout the search process to provide other related consulting services. Bill Lopez and Kristi Ward may serve as members of the project team based on the position being recruited. Their roles would involve assessment and proactive outreach, qualifying of candidates and referencing of candidates.

Mr. Avery and/or Mr. Kimura will be personally involved in the initial client meetings, development of the ideal candidate profile and search strategy, interviewing and assessment of candidates, the presentation of candidates, attendance at final interviews and will be available throughout the search process to provide other related consulting services. Their profiles are attached.

Recruitment Plan/Methodology
I. Position Profile and Organizational Assessment
The initial assessment phase is a critical component of the search process. Mr. Avery and/or Mr. Kimura will meet with the key decision makers to discuss the organizational needs and position requirements and to formalize the recruitment brochure.

Our goal for this aspect of the recruitment process is to:
• Understand the City priorities for the positions.
• Develop a clear understanding and consensus on the expertise, experience, education, performance attributes and operational style of the ideal candidate. • Discuss the goals, objectives, deliverables, and challenges related to the positions.
• Gain insight of the various organizational dynamics and departmental issues that exist within the organization.
• Identify the compelling aspects to the opportunities.

The subsequent ideal candidate profile would be developed from the above discussions and incorporated into the formal position announcement. The candidate profile is also utilized in various other means as a marketing tool, for advertising copy, postings, and for other announcements.
3 II. Development of the Search Strategy
Our search strategy will be developed in conjunction with the organizational assessment.

The final approach is based on your input and considerations during the assessment activity. We would incorporate the following elements into this search:
• Original research, which consists of identification and contact of current incumbents or other candidates who meet the profile, but are not actively seeking other employment. • Development of a targeted candidate list based on our extensive database of key executive contacts, referrals and recommendations from key sources, and other current and former City Management personnel who have extensive contacts and networks in this area.
• Public information sources that include various membership listings such as Western City, ICMA and the various municipal organizations within the Western U.S. • An extensive mailing campaign to current city managers and select assistant managers throughout the Western U.S.
• Print advertising in ICMA Newsletter, Jobs Available and any other print publications deemed appropriate by the City.
• Internet job postings on national public sector employment bulletin boards, City Management and Municipal association-based websites, and our company website.

III. Candidate Assessment
Our assessment process involves several “tiers” of evaluation. All candidates responding to this position will initially be evaluated based on their resume and if appropriate, an extensive phone “screening” by a member of the project team. Candidates who pass the initial “qualifying” criteria are then scheduled for a formal interview with Mr. Avery or Mr. Kimura. These extended personal interviews typically take one hour and a thorough discussion of their experience, accomplishments, management philosophy and interpersonal style takes place.

In interviewing candidates, we utilize a methodology based on “behavioral” interview techniques. Fundamentally, this approach explores a candidate’s past accomplishments and experiences that relate to the position being considered. The philosophy here is that the best indicator of future performance is to evaluate past behavior. This methodology allows the firm to “project” how a candidate would approach and address the key challenges in the new position.

Those individuals who best fit the position requirements will have a Candidate Assessment Report developed by the Principal who conducted the interview. Additionally, two initial 4 reference interviews are performed on these candidates. The reference interviews provide our clients with additional insights on the candidate’s “behavior” and style.

IV. Candidate Presentation
Upon completion of formal interviews, a selection of candidates for presentation is made. We feel our extensive qualification, interview, and reference interviewing process and the knowledge gained during our initial assessment period; enable our client to proceed with fewer rather than more finalists. However, we will not restrict or limit the number of candidates recommended as this decision is related to the overall strength and depth of the candidate pool.

The final candidates are presented in our extensive candidate presentation “book”. Each finalist will have a file consisting of a candidate summary sheet, the submitted cover letter and resume, the Candidate Assessment Report (based on the “behavioral” interview), and two candidate reference interviews. This extensive profile on each recommended candidate continually generates positive feedback from our clients as it provides extensive detail beyond just a resume.

The Candidate book also identifies other candidates who were given secondary consideration, which provides the client insight on others who were interviewed. Candidate summary sheets are created for everyone who submitted a resume would also be included.

This provides the client an insight to the level and nature of response for their position.

V. Selection Process
Once the final candidate interview group is identified, we will assist in the structuring of the interview process and coordinate the interview scheduling activity. Our firm will also provide candidates with guidance related to travel planning, hotel accommodations, as well as other interview planning issues. Our firm will also develop potential interview questions and be in attendance during final interviews to help facilitate the process and to lead an end of day debrief and evaluation process.

VI. Position Closure and Follow-Up
Based on the firm’s experience in human resource management and executive search, we are able to assist our clients in formulating appropriate compensation and other employment arrangements. We will be available throughout our retention to assist in this process.

As a matter of policy, Avery Associates monitors the transition and progress of any executive we place with a client. Within the first three to six months following the hired individual joining the City, we will speak with that individual to ensure the transition has effectively occurred. During the same period we will also review the individual’s status with your office.
6 Consulting Fees
Avery Associates bids its services based on a Professional Services Project Fee and an out-ofpocket not-to-exceed expense budget. Our pricing proposal is based on the nature of the position being recruited. Based on the services described in our proposal, our fees are as follows:

Professional Not to Exceed
Position Services Fee Expenses
City Manager (or other positions *$19,900 $6,500
appointed by City Council)
Assistant City Manager, $18,900 $5,500
Department Head
Deputy/Asst Dept Head/ $18,400 $5,500
Division Manager
*Should the City award multiple assignments to us concurrently, we would provide a discount to the combined Professional Services Fees by up to 10% and the combined not-to-exceed recruitment expense budgets by up to 15%.

In addition to the Professional Services Fee, normal and direct out-of-pocket expenses associated with the search are charged back to the client. We charge actual expenses and do not “mark up”.

Expenses related to the search include print and website advertising costs, clerical time, supplies, printing, telephone, postage, background checks and all consultant travel for local and out-ofarea candidate interviews. This expense limit is all-inclusive and would cover all of our costs, including travel, associated with the searches.

Insurance Requirements
State Farm:

General Liability - 2,000,000 limit, 10,000 deductible
Hired and Non-Owned Automobile – 2,000,000 coverage
Employers Compensation Insurance Co.:

Workers Comp
Each accident – 1,000,000
Policy limit – 1,000,000
Each employee – 1,000,000
Landmark American Insurance Co.:

Professional Liability
Limit – 1,000,000 per claim/ 1M aggregate
If we are selected, we are able to provide all required certificates of insurance.

RESOLUTION NO. 23-006

APPROVING AN AGREEMENT FOR RECRUITMENT SERVICES, BY AND BETWEEN

THE CITY OF ROSEVILLE AND COOPERATIVE PERSONNEL SERVICES DBA CPS HR

CONSULTING, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON

BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, an Agreement for Recruitment Services, by and between the City of Roseville and Cooperative Personnel Services dba CPS HR Consulting, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072379.DOCX; 11/15/2022]

AGREEMENT FOR RECRUITMENT SERVICES
THIS AGREEMENT is made and entered into this ___ day of ____________, 20__, by and between the City of Roseville, a municipal corporation (“CITY”), and the recruitment firm Cooperative Personnel Services dba CPS HR Consulting, a California Joint Powers Authority (“RECRUITER”); and
WITNESSETH:

5. Term; Termination; Amendments. This Agreement shall be effective upon approval by the Roseville City Council and shall continue in effect for a period of five (5) years, [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072379.DOCX; 11/15/2022] 2 or until terminated by either Party. This Agreement may be terminated by CITY, with or without cause, at any time upon written notice. RECRUITER may terminate this Agreement only upon the consent of CITY or upon 60 days written notice. Upon termination, RECRUITER shall turn over all client files to CITY. There shall be no amendment or modification to this Agreement except by written agreement between the Parties.

7. Insurance. RECRUITER agrees to continuously maintain, in full force and effect, the following minimum policies of insurance during the term of this Agreement.

Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
g. Waiver of Subrogation. RECRUITER hereby agrees to waive subrogation which any insurer of RECRUITER may acquire from RECRUITER by virtue of the payment of [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072379.DOCX; 11/15/2022] 4 any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of CITY, its officers, agents, employees and volunteers for all worked performed by RECRUITER, its employees, agents and subcontractors.
h. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve RECRUITER of liability in excess of such coverage, nor shall it preclude CITY from taking such other actions as are available to it under any other provisions of this Agreement or law.

CITY: RECRUITER
Human Resources Department Melissa Asher, Senior Practice Leader, 311 Vernon Street Products & Services
Roseville, CA 95678 2450 Del Paso Road, Suite 220
Sacramento, CA 95834
Either party may amend its address for notice by giving notice to the other party.

10. Assignment. RECRUITER is employed to perform unique personal services.

RECRUITER shall not assign this Agreement without the prior written consent of CITY. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072379.DOCX; 11/15/2022] 5 RECRUITER shall not employ or otherwise incur any obligation to pay other specialists or experts for services in connection with this Agreement, without prior written consent of CITY.

12. Ability to Perform. RECRUITER agrees and represents that it has the time, ability and professional expertise to perform the services required under this Agreement.

13. Compliance with Laws. RECRUITER shall comply with all federal, state and local laws, ordinances and policies as may be applicable to the performance of services under this Agreement.

15. Successors in Interest. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072379.DOCX; 11/15/2022] EXHIBIT “A”
2450 Del Paso Road, Suite 220 Sacramento, CA 95834 www.cpshr.us Tax ID: 68-0067209 September 26, 2022
City of Roseville
Attn: City Clerk Department
311 Vernon Street
Roseville, CA 95678
Submitted via email to: [email protected] Subject: On-Call Executive Search Firms/Recruitment Consultants CPS HR Consulting (CPS HR) is pleased to have the opportunity to submit a proposal to assist the City of Roseville (City) with on-call executive search and recruitment services. We are uniquely qualified to undertake this effort as we have vast experience in assisting public agencies with executive search, screening, and placement.

We understand that each agency is unique, and our extensive experience allows us to tailor our process to specifically meet your needs. Our work with local government agencies throughout the United States gives us an in-depth understanding of government operations, programs, and services.

CPS HR offers a broad spectrum of human resource services while delivering personalized, resultsoriented services, utilizing best practice methods of recruitment and selection strategies from our team of recruitment experts. Each recruitment is an opportunity to shape and prepare your organization for the future. We understand how important this transition is for you and are perfectly placed to assist you in this endeavor. Once this project begins, we will work with the City to tailor our process to highlight this exciting opportunity and attract the best possible candidates.

Contact Person Authorized to Sign
Contracts
Contact Information (Address, Phone, and Email)
Melissa Asher, Senior Practice
Leader of Products and Services
Physical: 2450 Del Paso Road, Suite 220, Sacramento, CA 95834 Mailing: 2450 Del Paso Road, Suite 160, Sacramento, CA 95834 (916) 471-3358; [email protected]
CPS HR will perform the services and adhere to the requirements described in the RFP, including any additional information provided in addendum #1. It is our commitment to work in partnership with your organization to a successful result.

Thank you for the opportunity to be considered for this assignment. This proposal is valid for a period of 90 days from the submittal due date of September 26, 2022. Should you have questions or comments about the information presented in this proposal, please contact me at [email protected] or (916) 471-3358.

Sincerely,
Melissa Asher, Senior Practice Leader, Products and Services Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 1
TAB A – Firm’s Qualifications
About CPS HR Consulting
CPS HR Consulting has been assisting organizations with their talent management needs for over 35 years. We have unique expertise in delivering HR management and consulting services, employment testing, and assessment services to government agencies throughout North America. Our core competency is its knowledge of and expertise in the public sector.

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.

CPS HR occupies a unique position among its competitors in the field of government consulting; as a Joint Powers Authority, whose charter mandates that we serve only public sector clients, we actively serve all government sectors including Federal, State, Local, Special Districts, Higher Education, and Non-Profit Organizations. This singular position provides CPS HR with a systemic and extensive understanding of how each government sector is inter-connected to each other and to their communities. That understanding, combined with our knowledge of public and private sector best practices, translates into meaningful and practical solutions for our clients’ operational and business needs.

With more than 85 full-time employees as well as 200+ project consultants and technical experts nationwide, CPS HR delivers breakthrough solutions that help public sector organizations impact the communities they serve. CPS HR has worked with more than 1,200 government and public/non-profit clients throughout the United States and Canada.

Our headquarters are located in Sacramento, California. We have regional offices in Austin, TX; Littleton, CO; and Orange County, CA.
●● ●
OUR VISION:

Enabling people to
realize the promise of
public service
Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 2
Recruitment Experts
CPS HR specializes in the recruitment and selection of key professionals for cities, counties, special districts, and non-profits. Working in partnership with the governing body or selection team, we develop customized search strategies that focus on locating and recruiting qualified candidates who match the agency’s unique needs. We do not use subcontractor for these services. Our wealth of recruitment experience has been gained through more than 20 years of placing top and mid-level executives in public agencies throughout the United States.  Unmatched Recruitment Experience for Government Agencies. CPS HR has extensive experience in recruiting executive-level professionals for public agencies across the United States. As a public agency ourselves, we understand how to work with and within government. Our understanding of public sector culture and policy uniquely sets us apart from our competitors.
 Focus on Diversity Recruiting. In the past three years, 57% of the candidates placed by CPS HR are female, members of ethnic minorities or both. To continue this trend, CPS HR is constantly assessing the best methods for reaching the broadest network of possible candidates. To that end, we have just signed a contract with Zoom Info, a new sourcing platform, which includes a diversity sourcing filter.
 Seasoned Executive Recruiters. Our recruiters possess a high level of expertise in recruiting and placing executive-level professionals. Our staff of experts includes an exceptional group of full-time employees as well as a full complement of subject matter experts, intermittent employees, and part-time employees with a variety of public and private sector experience.
 Detailed Needs Assessments. We conduct a detailed needs assessment to identify 1) future organizational direction; 2) challenges facing the position; 3) the working style and organizational climate; and 4) required core and job specific competencies as well as personal and professional characteristics.
 Success Recruiting Non-Job Seeking Talent. We recognize that the very best candidates for some types of positions may not be looking for a career change, therefore, our recruitment team takes a very aggressive approach to identify and recruit such candidates.
 Vast Pool of Public Agency Contacts. CPS HR maintains a database of candidates and an extensive network of external resources to leverage for executive-level positions. We utilize our vast pool of public and non-profit contacts to deliver a strong list of competitive candidates who will be well prepared to assist you in the accomplishment of your specific mission and goals.
 Satisfied Clients. Our executive search client satisfaction rating averages 4.6 on a scale of 5. While many companies talk about client satisfaction, how many measure the impact of that through assessing client satisfaction by distributing written surveys and tying the results of these surveys to their performance management system? CPS HR Consulting does. A client satisfaction survey is sent at the end of every engagement requesting feedback on the quality of our staff, deliverables, and the overall consulting relationship.

Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 17
TAB C: Qualifications of Team
Our Recruiting Team
Project Managers
CPS HR has assembled a strong project team, with each member selected for his/her specific expertise, experience working in the public sector and professionalism. We have selected Ms.

Pamela Derby to be the Project Manager for Executive level recruitments and Ms. Christina Peacock to be the Project Manager for Middle Management/Specialized level recruitments.

They will serve as the main point of contacts for the City coordinating all aspects of each project including the project staff, finalizing project plans and deliverables, organizing and securing resources, managing communications, monitoring project progress, resolving any problems, and ensuring timely and successful completion of the engagement.

Consultants and Roles
CPS HR has a uniquely qualified team of professionals to assist the City with recruitments.

Ms. Derby will be joined by Executive Recruiters, Andrew Nelson, Kylie Wilson, David Niemeyer, Fatima Nukic, and Rachael Danke. Ms. Peacock will be joined by Principal Consultant, Lisa Conner, and Senior Consultants, Michelle Pellegrino and Debbie Gutman. Our team of professionals have decades of combined experience in providing recruitment and selection services. We are committed to meeting the highest professional standards of quality. Each of the team members has broad and deep experience in public sector and are readily available to assist the City with this project. Brief biographies of Project Staff are provided under the following organizational graph.

We are committed to providing each of our clients the same level of service excellence, and we take great care not to take on more work than this commitment allows. We will not utilize subcontractors for these services.

Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 23
TAB D: Recruitment Understanding
Key Stakeholder Involvement
The Hiring Authority on behalf of the City of Roseville must be intimately involved in the recruitment and selection process. Our approach assumes their direct participation in key phases. At the discretion of the Hiring Authority, other key stakeholders may also be invited to provide input for the development of the candidate profile.

City’s Needs
A critical first step in a successful search is for the Hiring Authority to define the professional and personal qualities required of the Incumbent. CPS HR has developed a very effective process that will permit the Hiring Authority to clarify the preferred future direction for the City; the specific challenges the City is likely to face in achieving this future direction; the working style and organizational climate the Hiring Authority wishes to establish with the Incumbent; and ultimately, the professional and personal qualities required of the Incumbent.

Commitment to Communication
Throughout the recruitment and selection process, we are strongly committed to keeping you fully informed of our progress. We will collaborate with you to provide updates on the status of the recruitment via your preferred method of communication (phone conference, email, etc.).

We place the highest level of importance on customer service and responding in a timely manner to all client and candidate inquiries. Our previous clients and candidates have expressed a sincere appreciation for our level of service and responsiveness to the management of the recruitment process. As a result, we have many long-term relationships with clients that have led to opportunities to assist them with multiple recruitments.

Aggressive, Proactive, and Robust Recruitment
We take an aggressive approach in identifying and recruiting the best available candidates. There are those candidates who would gladly rise to the professional challenge and apply for positions within your organization; however, some of the best candidates are often not actively seeking a new position and may only consider a change once we present them with your opportunity.

Evoking the sense of vision and opportunity in qualified persons is among the responsibilities of CPS HR, and we pride ourselves in our efforts to reach the best available potential candidates.

We directly email the outreach brochure, post messages, and connect with potential candidates on business media such as LinkedIn, and of course, pick up the phone and call qualified individuals and referral sources.

Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 24
Recruitment Process
As a public agency, CPS HR conducts only public sector recruitments, and has done so for the past 20+ years. We have conducted recruitments for jurisdictions from 5,000 to 10,000,000. Examples include our recently completed recruitments for the City of Littleton CO.

Earlier this year, CPS HR was retained by the City to conduct their City Manager search. Our process included individual conversations with each Council member, the Mayor, and all department heads to ascertain the attributes they were seeking in a new City Manager. In addition, we conducted discussions with several external stakeholders identified by the City Council and deployed an online survey that was made available to all staff and the public at large.

This information was used to create an attractive recruitment brochure.

During the four-week marketing period, ads were placed on 12 applicable job site boards and an initial e-mail blast was sent to approximately 7,100 city management professionals. Follow-up contacts were then made with referral sources and individuals we considered to be a good fit for the ideal candidate attributes identified by the City. In all, there were 78 applicants. We then conducted comprehensive screening interviews with 16 candidates who most closely matched the City’s profile. Media checks were conducted on all of the candidates chosen for screening. Of those 16, seven individuals were recommended for further consideration by the City Council.

CPS HR facilitated virtual interviews for those seven candidates with both the City Council and the leadership team. We assisted with the creation of questions and evaluation materials, the scheduling of candidates, preparing the panel members to conduct the interviews, and facilitating the debrief sessions and ranking of the candidates. Three candidates were identified out of this process as finalists. Reference checks were then conducted on each of the three finalists with prior supervisors, direct reports and colleagues.

A final two-day process was held in Littleton that included interviews with the leadership team, a community panel, and a panel of city managers, a staff meet and greet, community meet and greet, individual interviews with Council, and a collective interview with Council. CPS HR facilitated this entire process and produced all evaluation materials. After the Council identified a top candidate, CPS HR conducted a final background check and assisted with employment agreement negotiations. The success of this process lead the City to retain CPS HR to then conduct the recruitment for the Human Resources Director.

In addition to our standard process, CPS HR strives to attract the most highly qualified, diverse candidate pool possible. We are pleased that our diligent efforts have resulted in more than 57% of our executive level placements being people of color and/or female candidates within the past three years.

An excellent example of this was our recruitment for the Human Resources Manager for the Puget Sound Clean Air Agency (PSCAA). Several years ago, the City of Seattle instituted their Race and Social Justice Initiative. As a collaborating agency, PSCAA is committed to ensuring this policy is reflected in their hiring practices. While it is standard for CPS HR to research demographics and use that information in our outreach processes, we developed an outreach plan that went a Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 25
bit beyond our normal efforts. For example, we placed advertisements in several non-traditional publications including the Northwest Asian Weekly, Seattle Chinese Post, Seattle Chinese Times, and La Raza NW. In addition, we reached out to tribal nations throughout the state. This aggressive approach resulted in an applicant pool of 75 candidates – 66% female (typical for an HR position); 8% Asian; 11% Latino; 16% African American and 65% Caucasian. Our finalist candidate pool included two African American males, one African American female, two Latino females, one Asian female, one Caucasian female and one white male. PSCAA was extremely pleased with the results of the process and appointed a highly qualified Latino female who has served the agency in an exceptional manner.

Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 26
TAB E: Project Plan
Scope of Work
Our proposed process is designed to provide the City of Roseville with the full range of services required to ensure the ultimate selection of a new hire uniquely suited to the City’s needs. We offer three levels of service:
• Full Recruitment – All Phases I-III
• Partial Recruitment – Phase I and II
• Outreach Only Services
The phases are described below.

PHASE I – Strategic Recruitment Plan
The first step in this engagement is a thorough review of the City’s needs, culture, and goals; the recruitment and selection process; and the schedule. CPS HR is prepared to meet with key stakeholders to obtain input in developing the ideal candidate profile and to assist us in understanding key issues and challenges. Activities for this phase at each recruitment level will include:

Executive Search
 Foster client collaboration.
 Create a tailored plan for your agency and unique position.  Review of job duties and compensation for marketability.  Define ideal candidate profile with Hiring Authority and key stakeholders.  Identify testing/assessment needs.
 Conduct stakeholder engagement (surveys, focus group, community meetings).  Leadership assessment
Middle Management/Specialized
 Foster client collaboration.
 Create a tailored plan for your agency and unique position.  Review of job duties and compensation for marketability.  Define ideal candidate profile with Hiring Authority and key stakeholders.  Identify testing/assessment needs.

Strategic
Recruitment
Plan
Phase I
Marketing &
Applicant
Screening
Phase II
Selection
Phase III
Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 27
PHASE II – Marketing and Applicant Screening
The recruitment process is tailored to fit the City’s specific wants and needs, with targeted advertising, combined with personal contacts with qualified individuals from our extensive database.

CPS HR will prepare, submit for your approval, and publish advertisements in appropriate magazines, journals, newsletters, job bulletins, and websites to attract candidates on a nationwide, regional, local, or targeted basis based on the recruitment strategy. CPS HR is focused on reaching a diverse candidate pool and would recommend publications/websites that are targeted to minority and female candidates.

CPS HR would execute the following tasks for this phase at each recruitment level including:

Executive Search
 Create an attractive and informative electronic flip book type of brochure to market the position.
 Conduct targeted research to identify ideal passive candidates.  Execute active and passive sourcing of candidates through e-mail, phone, and social media.
 Devise advertising & marketing strategy.
 Develop innovative media campaigns.
 Review applicant resumes and ensure minimum qualifications are met utilizing client’s applicant tracking system or CPS HR’s applicant tracking system.  Facilitate comprehensive screening interviews.

Middle Management/Specialized
 Create a two-page to four-page colored brochure.
 Identify advertising sources.
 Coordinate advertising placements.
 Create targeted marketing campaigns.
 Conduct active and passive sourcing of candidates through e-mail, phone, and social media.
 Review applicant resumes and ensure minimum qualifications are met utilizing the City’s applicant tracking system or CPS HR’s applicant tracking system, NEOGOV.  Develop and administer secondary rated screening.
 Provide list of qualified candidates.

Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 28
PHASE III – Selection
CPS HR will design a selection process based on information gathered in Phase I. We will meet with the City to review this process and discuss the City’s preferred approach in assessing the final candidates.

We can coordinate all aspects of the selection process for the City. This includes preparing appropriate materials such as interview questions, evaluation manuals, and other assessment exercises; and facilitating the interviews.

CPS HR will be available to complete the following components of this phase at each recruitment level:

Executive Search
 Develop and facilitate all required selection processes including development of interview questions and/or assessments.
 Coordinate all candidate communication and scheduling.  Train interview panel and handle onsite facilitation of interview process.  Execute extensive background and reference checks.
 Provide assistance with contract negotiation.
 Facilitate appointment of selected candidate.
 Prepare a written report that summarizes the results of the recruitment process.

Middle Management/Specialized
 Develop interview questions and/or other requested selection tools.  Develop and facilitate training of interview panel for the City’s interview process.  Coordinate all candidate communication and scheduling.  Facilitate hiring interview process.
 Conduct professional reference checks available upon request.  Facilitate appointment of selected candidate upon request.  Prepare a written report that summarizes the results of the recruitment process Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 29
Outreach Services
Task 1 - Review and Finalize the Recruitment Process and Schedule The first step in this engagement is a thorough review of the following with the Hiring Authority:
 Understand City’s needs, culture, and goals.
 Discuss recruitment outreach process efforts to date, so we complement rather than duplicate efforts.
 Develop a schedule aligned with the recruitment process.

This will ensure that City’s needs are met in the most complete manner possible.

Task 2 - Candidate Profile and Recruitment Strategy Development This task will be accomplished during a discussion involving the relevant City stakeholders and CPS HR. It will result in the identification of the personal and professional attributes required for the position and will include the following activities:
 Development of a recruitment brochure, inclusive of photos that will highlight the unique benefits and favorable conditions that would attract a new incumbent. In this way, we can draw attention to the reasons why your position and region would be a great opportunity for a candidate.
 CPS HR will identify and provide City with a list of suggested advertising sources which may not have been considered previously to reach the best candidates.

CPS HR is focused on reaching a diverse candidate pool and would recommend publications/websites that are targeted to minority and female candidates.

Task 3 - Targeted Outreach
CPS HR will prepare an email distribution list containing prospective candidates and referral sources gleaned from our database and new research in targeted regional areas as well as with other public sector organizations. This will include a regional and statewide search.

These individuals will receive a link to the recruitment brochure, along with a personal invitation to contact CPS HR should they have any questions about the position.

Based upon CPS HR’s research and contact with prospective candidates, including the use of LinkedIn, CPS HR will also make personal phone calls to prospective applicants we identify as the most promising based on the candidate profile and requirements of the position.

Task 4 – Report
CPS HR will prepare a report summarizing all outreach activities. The report will contain a listing of all advertisements placed as well as all active and passive outreach efforts completed inclusive of how many candidates were targeted in each effort.

Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 30
Project Timeline
The project team CPS HR has selected is prepared to begin work upon receipt of a fully-executed contractual agreement. Dependent on the recruitment level selected, recruitment and selection activities can be completed in two to four months. The precise schedule will depend on the placement of advertising in the appropriate professional journals, and the ability to schedule, as quickly as possible, the initial client kick off meeting. A proposed schedule of major milestones is presented below.

Full Recruitment Timeline:

Task Name Phase I Phase II Phase III
Weeks 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Executive Search
Middle Management/
Specialized
Partial Recruitment Timeline:

Task Name Phase I Phase II
Weeks 1 2 3 4 5 6 7 8 9 10
Executive Search
Middle Management/
Specialized
Proposal to City of Roseville
On-Call Executive Search Firms/Recruitment Consultants
Page | 31
TAB F – Cost Proposal
Professional Services
Our professional fixed fee covers all CPS HR services associated with the recruitment process selected (Outreach Only, Partial Recruitment or Full Recruitment), including the necessary field visits. Travel expenses for candidates who are invited forward in the interview process are not included in our current price proposal.

Service Pricing
Full - Executive Recruitment* $25,000 Flat Fee
Partial - Executive Recruitment $19,000 Flat Fee
Full – Middle Management/Specialized $19,000 Flat Fee
Partial – Middle Management/Specialized $16,000 Flat Fee Outreach Only $3,500 Flat Fee
Outreach Only Plus Brochure $5,000 Flat Fee (includes brochure) Outreach Plus Advertising $7,500 Flat Fee (includes brochure and direct advertising)
*Professional fees would be billed and paid monthly.

Optional Expense for Middle Management/Specialized Recruitments The client has the option to utilize CPS HR Consulting’s applicant tracking system, NEOGOV, to run their recruitment. The cost for utilizing this system is $1,000 per recruitment. The client will have user access to be able to view candidate contact and application information. Additionally, CPS HR can export candidate data to allow the client to upload necessary information into their systems.

RESOLUTION NO. 23-007

APPROVING AN AGREEMENT FOR RECRUITMENT SERVICES, BY AND BETWEEN THE CITY OF ROSEVILLE AND GALLAGHER BENEFIT SERVICES, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, an Agreement for Recruitment Services, by and between the City of Roseville and Gallagher Benefit Services, Inc., has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D016\P005\00072820.DOCX; 11/16/2022]

AGREEMENT FOR RECRUITMENT SERVICES
THIS AGREEMENT (“Agreement”) is made and entered into this ___ day of ____________, 20__, by and between the City of Roseville, a municipal corporation (“CITY”), and the recruitment firm Gallagher Benefit Services, Inc., a Delaware corporation (“RECRUITER”). CITY and RECRUITER are referred to in this Agreement individually as “Party” and collectively as “Parties”.

WITNESSETH:

4. Statements and Payments. RECRUITER shall provide invoices to the CITY for all fees and expenses. The invoice(s) shall be itemized to include the task completed and a description of the services performed. Invoices shall be considered due and payable upon receipt, and shall be overdue 30 days after receipt.
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D016\P005\00072820.DOCX; 11/16/2022] 2 5. Term; Termination; Amendments. This Agreement shall be effective upon approval by the Roseville City Council and shall continue in effect for a period of five (5) years, or until terminated by either Party. This Agreement may be terminated by CITY, with or without cause, at any time upon written notice. RECRUITER may terminate this Agreement only upon the consent of CITY or upon 60 days written notice. Upon termination, RECRUITER shall turn over all client files to CITY. There shall be no amendment or modification to this Agreement except by written agreement between the Parties.

7. Insurance. RECRUITER agrees to continuously maintain, in full force and effect, the following minimum policies of insurance during the term of this Agreement.

COVERAGE LIMITS OF LIABILITY
Workers’ Compensation Statutory
Commercial General Liability $1,000,000 each occurrence $2,000,000 aggregate
Personal Injury:
$1,000,000 each occurrence
$2,000,000 aggregate
Automobile Liability $1,000,000 combined single limit
Professional Liability (errors and $1,000,000 per claim omissions) $2,000,000 aggregate
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D016\P005\00072820.DOCX; 11/16/2022] 3 a. Form. RECRUITER shall submit a certificate evidencing such coverage for the period covered by this Agreement in a form satisfactory to Risk Management and the City Attorney, prior to undertaking any work hereunder. Any insurance written on a claims made basis is subject to the approval of Risk Management and the City Attorney. b. Additional Insureds. RECRUITER shall also provide a separate endorsement form or section of the policy showing CITY, its officers, agents, employees and volunteers as additional insureds for the Commercial General Liability. Such insurance shall specifically cover the negligence tort liability of RECRUITER. The additional insured coverage under the RECRUITER’s Commercial General Liability policy shall be primary and noncontributory, as evidenced by a separate endorsement or section of the policy, and shall not seek contribution from CITY’s insurance or self-insurance. In addition, the additional insured coverage shall be at least as broad as the Insurance Services Office (“ISO”) CG 20 01 Endorsement. Any available insurance proceeds in excess of the specified minimum insurance coverage requirements and limits shall be available to the additional insureds. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the full coverage and maximum limits of any insurance proceeds available to the named insureds, whichever is greater.
c. Cancellation/Modification. Any cancelled or non-renewed policy will be replaced with no coverage gap and a current Certificate of Insurance will be provided to the CITY.
d. Umbrella/Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and excess insurance. e. Subcontractors. RECRUITER agrees to include in its contracts with all subcontractors the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, to the extent they apply to the scope of the subcontractor’s work.

CITY reserves the right to obtain a full certified copy of any insurance endorsements. The failure to exercise this right shall not constitute a waiver of such right. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D016\P005\00072820.DOCX; 11/16/2022] 4 g. Waiver of Subrogation. RECRUITER hereby agrees to waive subrogation which any insurer of RECRUITER may acquire from RECRUITER by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of CITY, its officers, agents, employees and volunteers for all worked performed by RECRUITER, its employees, agents and subcontractors.
h. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve RECRUITER of liability in excess of such coverage, nor shall it preclude CITY from taking such other actions as are available to it under any other provisions of this Agreement or law.

CITY: RECRUITER
Human Resources Department Frank Rojas, Recruitment Manager 311 Vernon Street 2835 Seventh Street
Roseville, CA 95678 Berkeley, CA 94710
Either party may amend its address for notice by giving notice to the other party. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D016\P005\00072820.DOCX; 11/16/2022] 5 10. Assignment. RECRUITER is employed to perform unique personal services.

RECRUITER shall not assign this Agreement without the prior written consent of CITY.

RECRUITER shall not employ or otherwise incur any obligation to pay other specialists or experts for services in connection with this Agreement, without prior written consent of CITY.

12. Ability to Perform. RECRUITER agrees and represents that it has the time, ability and professional expertise to perform the services required under this Agreement.

13. Compliance with Laws. RECRUITER shall comply with all federal, state and local laws, ordinances and policies as may be applicable to the performance of services under this Agreement.

15. Successors in Interest. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

Material constitutes the scope of work outlined in Exhibit A and attached hereto, and all written and other tangible expressions, including but not limited to, drawings (including computer aided drawings), papers, documents, reports, surveys, renderings, exhibits, sketches, maps, models, prints, paintings or photographs, in any and all media or formats in which such materials have been created or are maintained. All Material furnished by RECRUITER is, and shall remain, the property of CITY. However, RECRUITER shall retain sole and exclusive ownership of all right, title, and interest in, and to, its intellectual property and derivatives thereof which no data or Confidential Information of the CITY was used to create and which was developed entirely using RECRUITER’s own resources, including any and all pre-existing or independently developed know-how, methods, processes and other materials prepared by RECRUITER. To the extent RECRUITER’s intellectual property is necessary for the CITY to use the deliverables, provided under this Agreement, RECRUITER grants to CITY a non-exclusive, royalty-free license to RECRUITER’s intellectual property solely for CITY’s use of such deliverables. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D016\P005\00072820.DOCX; 11/16/2022] 6 RECRUITER shall execute any documents necessary to effectuate such assignment. In the event that RECRUITER uses, employs, designates, or retains any person or entity who is not an employee of RECRUITER, to perform any work required of it pursuant to this Agreement, RECRUITER shall require said person or entity to execute an agreement containing the preceding paragraph.

17. Records. RECRUITER and its subcontractors shall maintain all files and records relating to the services performed hereunder during the term of this Agreement and for a period of not less than one (1) year after the date of termination or expiration. Provided, however, that in the event of litigation or settlement of claims arising from the performance of this Agreement, RECRUITER and its subcontractors shall maintain all files and records until such litigation, appeals or claims are resolved. Duly authorized representatives of CITY shall have right of access during normal business hours and after reasonable notice to RECRUITER’s and subcontractors’ files and records relating to the services performed hereunder, and may review and copy the files and records at appropriate stages during performance of the services and during the one (1) year period following termination or expiration of this Agreement.

RECRUITER shall include the provisions in its contracts with all subcontractors.

18. Time is of the Essence. Time is of the essence of this Agreement.

21. Integrated Agreement. This is an integrated Agreement and contains all of the terms, considerations, understandings and promises of the Parties. It shall be read as whole.

[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D016\P005\00072820.DOCX; 11/16/2022] EXHIBIT “A”

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
September 26, 2022
City of Roseville
Attn: City Clerk Department
311 Vernon Street,
Roseville, CA 95678
Dear City Clerk Department,
Thank you for the opportunity to submit our proposal in response to RFP #11-015 - On-Call Executive Search Firms/Recruitment Consultants, to assist the City of Roseville with Executive Recruitment services. We are excited about the possibility of developing this partnership and supporting the City with upcoming executive searches. Koff & Associates (K&A) Recruiting, a Gallagher company, is uniquely qualified based on over 37 years of assisting public agencies with finding and placing candidates dedicated to public service.

Our unique selling proposition lies in K&A Recruiting’s experience supporting public sector clients in California and throughout the USA. Through our investment in modern recruitment technology, we offer forward-thinking services that not only provide advanced extensive sourcing and outreach but allow us to tell the story of each project through easy-to-understand data.

Conducting countless executive search efforts has made K&A Recruiting an expert in identifying, targeting, recruiting, and successfully placing women and minority candidates in many of our recruitments. Diversity recruiting is an area of focus, and our firm has a vast pool of resources at our fingertips to provide outreach on an industry-wide basis to the public and private sector for qualified candidates nationwide. We pride ourselves on transparency, flexibility, and quality work.

We acknowledge the requirements outlined in the RFP, as well as Addendum 1 issued on September 9, 2022.

As K&A’s Recruitment Manager, I can answer any questions you may have. You can reach me at (510) 495-0448 or [email protected].

Sincerely,
Frank Rojas
Recruitment Manager

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
1 TAB A: FIRM’S QUALIFICATIONS

BUSINESS INFORMATION
Koff & Associates (“K&A”) is a full spectrum, public-sector human resources and recruiting services firm founded by Gail Koff in 1984 and has been assisting cities, counties, special districts, other public agencies, and non-profit organizations.

As of April 30, 2021, we merged with Arthur J. Gallagher and are now officially a Gallagher Division. Our headquarters are in Berkeley, CA, and we have satellite offices in Southern California, the Central Valley, the Sacramento Region, and the Western US Region. GALLAGHER BENEFIT SERVICES, INC. is our legal name. It is a Delaware company, and the FEIN is 36-4291971.

EXPERIENCE AND QUALIFICATIONS
With 37 years of HR experience, K&A Recruiting knows public sector employment inside and out. We are familiar with public sector organizational structures, agency missions, operational and budgetary requirements, and staffing expectations. Our team is ready to support you at any level you wish – providing sourcing expertise, fullcycle recruitment at the start of your search through the start date of your newest employee, and everything in between.

Our long list of clients indicates our firm’s reputation as a quality organization that produces comprehensive, sound, and cost-effective results. K&A Recruiting is “hands on” and responsive with the ability and expertise to identify the ideal candidate(s) for the City of Roseville.

K&A Recruiting uses its vast network to leverage recommendations and referrals of past clients in combination with modern sourcing techniques and technology to build the best candidate pools in the market. We are a team of true recruiters with over 60 years of combined experience. Our work speaks for itself, and our primary goal is to provide professional and technical consulting assistance with integrity, honesty, and a commitment to excellence.

K&A Recruiting provides personal attention to and creates long-term relationships with our clients. Because we care about and understand your organization’s people, culture, leadership, and unique needs, we identify highly qualified candidates to support your goals.

We build enduring
relationships
We source top talent reflective of the communities you serve. With our focus on inclusion, networking and partnering with minority-based associations, utilizing bias-reducing tools, and drawing from our own employees’ certification training, we are leaders in public sector Diversity and Inclusion.

We value strength in
diversity
K&A Recruiting uses advanced programs and unique sourcing methods to identify candidates which traditional recruiting strategies might have missed.

We continuously gather and analyze important data points and are always looking ahead at how we can use information technology to better serve you.

We leverage innovative
search technology

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
2 ORGANIZATIONAL CHART & INFORMATION
Our team consists of 36 employees as shown below in our organizational chart.

Over the last several years, our team has steadily grown from numbering in the twenties to the thirties. We expect continued increase in staffing and are actively hiring as business continues to grow. We merged with Arthur J. Gallagher and are now officially a Gallagher Division as of April 2021, and this gives us access to a huge additional network of professionals.

Georg Krammer
Katie Kaneko
Managing Directors
Lisa Gardner
Maggie Williams-Dalgart
Lindsay Christopher
Monica Garrison-Reusch
Arlene Gibbs
Sarah Nunes
Ariele Rodriguez
Frances Trant
Cindy Harary
Chelsea Freeman
JaKeitha Gipson
Sandra Bufalini
Senior H.R. Associates
Renate Tiner
Kelly Barns
H.R. Associates
Sarah Williams
Lynda Guerra
Junior H.R.

Associate
Eileen King
Marketing
Associate
John Logsdon
Senior Proposals
Developer
Lenissa Dumlao
Elise Johnson
Administrative
Coordinators
Kathy Crotty
Eric Swidler
Administrative
Assistants
Carlo Zabala
Edna Swaim
Recruiters
Ember Plummer
Tasia DeWitt
Recruiting
Coordinators
Alyssa Thompson
Debbie Owen
Senior Project Managers
Frank Rojas
Recruitment Manager
Mike Harary
Kari Mercer
Amber Richards
Jamie Inderbitzen
Project Managers
Joshua Boudreaux
Recruitment Supervisor

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
10 TAB D: RECRUITMENT UNDERSTANDING

RECRUITMENT PLAN
As we detail further in our Project Approach/Methodology in the next section, our recruitments start with developing the profile for the ideal job candidate. We coordinate with the City in identifying and developing organizational needs, vision, mission, goals, strengths, challenges, opportunities, and culture of the organization. We align these to the knowledge, skills, and abilities as well as the personal and professional attributes required of and priorities for the new incumbent. After meeting(s) with the Hiring Authority, there will be a consensus of the key qualifications and characteristics of the position and the process, action plan, and timetable to be utilized for the recruitment process.

Following the development of the candidate profile, an eye-catching recruitment brochure will be professionally produced in coordination with the City’s feedback. This brochure features the organizational structure and services of the City, its mission and goals, pertinent facts regarding the position, and necessary and desirable candidate qualifications.

At the request of the City, at this stage K&A can facilitate community surveys or community outreach forums to encourage feedback from residents. A report of resident comments will be provided prior to first-round interviews.

After the job is posted and begins being advertised, our team will identify prospects, provide each potential candidate the recruitment brochure, document interested candidates in our recruitment project database, and eventually produce a report for the City, including candidate documents, interview notes, and an outline of the recruitment process. This report serves to further narrow the pool to the most highly qualified and establish the best organizational fit of each potential finalist. This screening process is designed to assess personal and professional attributes the City has identified and will focus on each candidate’s ability, technical competency, and fit with the City’s values, culture, and needs.

Next, we assist in scheduling and preparation for second round interviews. We develop and help select a menu of questions that help analyze candidates’ qualifications and management/work styles. We will facilitate all necessary communications between the City and candidates as needed to ensure everyone is well prepared. Interview questions will elicit information about each candidate’s technical skill set, experience, leadership skills, adaptability, political astuteness, self-awareness, and other important aspects of the ideal candidate profile.

Questions, evaluation tools, and additional materials will be assembled in intuitive and user-friendly interview packets.

We will use evaluation criteria agreed to by the City. We will provide oversight during the panel interview process and facilitate a focused discussion with the City and their chosen interview panel at the beginning and conclusion of the interviews to identify the most qualified candidate(s) for final interviews.

Finally, K&A Recruiting provides a thorough and quality reference and background check process for our clients. We start by calling candidates’ employment and professional references and having an in-depth discussion, covering their strongest business characteristics, work style, interpersonal skills, and position-specific knowledge. All references will be documented and presented in a concise, user-friendly manner.

Background checks are conducted in coordination with a third-party firm to verify educational degrees and employment records, and to confirm clear driving records, criminal records, and financial history/credit. Reports can be tailored to clients’ needs upon request. Safety for clients and their communities is our priority, so rest assured that we, as well as our background contract firm, meet or exceed relevant reporting requirements.

K&A Recruiting can facilitate and lead the negotiations of the final terms and conditions of employment, such as the compensation package, benefits, and other perquisites (perks). We will notify all candidates not selected as finalists for the position.

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
21 TAB E: PROJECT PLAN

PROJECT APPROACH/METHODOLOGY
Our philosophy ensures thorough, thoughtful, and strategic sourcing, evaluation, selection, and vetting of candidates. We reach out directly to potential candidates, referral sources, professional associations, and user groups, etc. by using business media, outreach emails, general advertising, and most importantly picking up the phone and actively calling passive applicants. This strategy also includes focused advertising on websites and in publications specific to women and minority candidates.

K&A Recruiting will provide weekly progress reports to the City and participate in conference calls and onsite meetings as requested.

We are responsible for ensuring compliance, adhering to, and maintaining all legally mandated documentation throughout the process.

Step 1: Ideal
Candidate Profile
Step 2: Five
Week Window of
Application and
Sourcing
Step 3:

Recommendation
of Candidates
Step 4: Interview
Facilitation
Step 5:

Background,
References, and
Offer

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
22 Step 1: Ideal Candidate Profile
Developing the profile for the ideal job candidate for the position is crucial for a successful search process.

We will coordinate with the City in identifying and developing:
 The various organizational needs, vision, mission, goals, strengths, challenges, opportunities, and culture of the organization;
 Position competency requirements, i.e., knowledge, skills, and abilities;  Personal and professional attributes required of and priorities for the new incumbent;  Type of working relationship senior leadership desire with the new incumbent;  Advertising strategies in conjunction with a national and/or regional outreach campaign;  Compensation levels; and
 Schedule of deliverables from K&A Recruiting.

After meeting(s) with the City, there will be a consensus of the key qualifications and characteristics of the position and the process, action plan, and timetable to be utilized for the recruitment process.

Brochure Design & Posting
Following the development of the candidate profile, an eye-catching recruitment brochure will be professionally produced in coordination with the City’s feedback. The brochure will highlight the strengths of the City of Roseville and the surrounding community. The brochure will feature the organizational structure and services of the City, its mission and goals, pertinent facts regarding the position, and necessary and desirable candidate qualifications.

Step 2: Five Week Window of Application & Sourcing
K&A Recruiting can, at the request of the City, facilitate community surveys or community outreach forums to encourage feedback from residents. A report of resident comments will be provided to the City prior to firstround interviews.

Our effort will include a variety of activities designed to build the best available candidate pool. Our techniques and methodologies allow us to source from extensive pools of potential candidates and referral sources.

In coordination with the City, K&A Recruiting will:
 Identify prospects;
 Provide each potential candidate with access to the recruitment brochure;  Capture interested candidates in our recruitment project database; and  Provide representative data to the City, including candidate documents, interview notes, and an outline of the recruitment process.

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
23 Step 3: Recommendation of Candidates
K&A Recruiting will provide the City with a report of the leading candidates to further narrow the pool to the most highly qualified and establish the best organizational fit of each potential finalist. This screening process is specifically designed to assess the personal and professional attributes the City has identified and will focus on each candidate’s ability, technical competency, and fit with the City’s values, culture, and needs. Our assessment will consist of:
 Experience and qualifications;
 Cultural fit based on our understanding of essential intangibles;  Clarity of any issues identified in the submitted documents;  Reasons for position interest,
 The level of commitment to the position and the organization; and  Other issues, including salary requirements.

Step 4: Interview Facilitation
We will advise and develop interviewing strategies and a menu of questions that will help analyze candidates’ qualifications and management/work styles. We will facilitate all necessary communications with the Hiring Authority and candidates to ensure everyone is well prepared.

Interview questions will elicit information about each candidate’s technical skill set, experience, leadership skills, adaptability, political astuteness, self-awareness, and other important aspects of the ideal candidate profile.

Questions, evaluation tools, and additional materials will be assembled in intuitive and user-friendly interview packets. We will use evaluation criteria agreed to by the City.

The Project Manager will coordinate interviews, interview schedules, and finalize the process. We will provide oversight during the panel interview process and facilitate a focused discussion with the City at the beginning and conclusion of the interviews to identify the most qualified candidate(s) for final interviews.

Step 5: Background, References, and Offer
K&A Recruiting provides a thorough and quality reference and background check process for our clients. We start by calling candidates’ employment and professional references and having an in-depth discussion, covering their strongest business characteristics, work style, interpersonal skills, and position-specific knowledge. All references will be documented and presented in a concise, user-friendly manner.

Background checks are conducted in coordination with a third-party firm to verify educational degrees and employment records and confirm clear driving records, criminal records, and financial history/credit. Reports can be tailored to clients’ needs upon request. Safety for clients and their communities is our priority, so rest assured that we, as well as our background contract firm, meet or exceed relevant reporting requirements.

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
24 Project Schedule
The following is a typical schedule for conducting recruitment efforts. Search efforts for executive recruitments generally take twelve to fourteen (12-14) weeks to complete, allowing time for all steps of the process and client schedules.

Weeks 2 4 6 8 10 12 14
Step 1
Step 2
Step 3
Step 4
Step 5
Recruiting Process During Covid-19 Crisis
We will work to counterbalance market forces and build a pipeline of potential candidates through strong marketing and branding efforts, including videos, job postings, and a social media campaign. Our ongoing communication with candidates helps with reputation and keeps them engaged; so, when there is an opportunity that matches their background, we reduce the time-to-hire. As always, communication is key. Candidates who experience a warm, communicative recruitment experience are more likely to maintain their interest and are more likely to feel welcomed into the organization. The recruitment experience is the first impression your employee receives and is a crucial factor in employee engagement and tenure.

We have embraced the virtual interview. The push into virtual technologies due to the pandemic was generally new for many public agencies. Our crystal ball tells us that virtual interviewing is not going away regardless of how the public sector world evolves going forward beyond the pandemic. Although virtual interviewing may have become necessary during this crisis, it is not a temporary strategy that should fall to the wayside; how we communicate in virtual interviews is essential and will continue to be as we move forward.

To conduct an effective virtual interview, simple steps can be taken to ensure a predictable and high-quality process. We will be clear on exactly how the interview process will go and what candidates should expect. We are savvy at navigating the technology and can help with technical challenges on the fly. Coaching panel members to maintain a professional demeanor during virtual interviews and eliminate smartphone or other competing screen distractions, just as you would in person, can also help the process.

K&A Recruiting Organizational Diversity Statement
This statement reaffirms our commitment to affirmative action efforts and providing equal employment opportunities to all employees and applicants for employment in accordance with equal opportunity and affirmative action laws.

We affirm our personal and official support of these policies, which provide that K&A Recruiting is committed to implementing the affirmative action policies, programs, and procedures included in this plan to ensure that employment practices are free from discrimination. Employment practices include but are not limited to the following: hiring, promotion, demotion, transfer, recruitment or recruitment advertising, layoff, disciplinary action, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. We will provide reasonable accommodation to applicants and employees with disabilities.

RECRUITMENT SERVICES FOR CITY OF ROSEVILLE
25 TAB F: COST PROPOSAL

PRICING PROPOSAL
Note: Expenses do not include candidate travel.

Optional: Recruitment Video
In addition to the standard recruitment brochure, K&A can develop a Recruitment Video to better highlight the positive elements of the organization and community. These videos have proven to attract more job seekers and effectively expand the talent pool. Videos run approximately three-minutes in length and highlight the workplace environment, local landscape, and include interviews with selected staff. This video is optional and costs $3,500.

Placement Guarantee
K&A Recruiting is committed to recommending only the most qualified candidates who meet all the necessary requirements and qualifications and are also a cultural fit for the City. We proactively recruit for each search effort until a successful candidate is placed.

Therefore, we promise to present to the City a selective pool of candidates that met or exceeded our standards during the thorough screening processes and have been identified as ideal matches for the position. Should the City disapprove of all final candidates or should none pass the final interview and reference check process, we will work to find a new slate of candidates at no added cost, with the possible exception of necessary advertising.

In addition, for full recruitments for executive and mid-management positions, should the incumbent leave the position or be terminated from employment within 12 months of hire due to performance issues, we commit to conducting a one-time additional executive search to identify a replacement and only charge related expenses as described in the Pricing Proposal.

Overall, K&A Recruiting’s retention rate during the first 12 months of hire is robust and has been above 95% over the last 37 years.

Project
• Executive Recruitment Services
Professional Fee and Expenses
• Total not-to-exceed professional fee of $25,000 per recruitment, which includes all professional services and expenses, including brochure development and design, advertising, printing and shipping, associated consultant travel if required, and background. • Invoices will be billed monthly in four equal increments of $6,250 per recruitment.

RESOLUTION NO. 23-008

APPROVING AN AGREEMENT FOR RECRUITMENT SERVICES, BY AND BETWEEN THE CITY OF ROSEVILLE AND WBCP, INC., AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, an Agreement for Recruitment Services, by and between the City of Roseville and WBCP, Inc., has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072414.DOCX; 12/6/2022]

AGREEMENT FOR RECRUITMENT SERVICES
THIS AGREEMENT is made and entered into this ___ day of ____________, 20__, by and between the City of Roseville, a municipal corporation (“CITY”), and the recruitment firm WBCP, Inc., an Oregon corporation (“RECRUITER”); and
WITNESSETH:

5. Term; Termination; Amendments. This Agreement shall be effective upon approval by the Roseville City Council and shall continue in effect for a period of five (5) years, or until terminated by either Party. This Agreement may be terminated by CITY, with or without [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072414.DOCX; 12/6/2022] 2 cause, at any time upon written notice. RECRUITER may terminate this Agreement only upon the consent of CITY or upon 60 days written notice. Upon termination, RECRUITER shall turn over all client files to CITY. There shall be no amendment or modification to this Agreement except by written agreement between the Parties.

7. Insurance. RECRUITER agrees to continuously maintain, in full force and effect, the following minimum policies of insurance during the term of this Agreement.

Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
g. Waiver of Subrogation. RECRUITER hereby agrees to waive subrogation which any insurer of RECRUITER may acquire from RECRUITER by virtue of the payment of [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072414.DOCX; 12/6/2022] 4 any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of CITY, its officers, agents, employees and volunteers for all worked performed by RECRUITER, its employees, agents and subcontractors.
h. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve RECRUITER of liability in excess of such coverage, nor shall it preclude CITY from taking such other actions as are available to it under any other provisions of this Agreement or law.

CITY: RECRUITER
Human Resources Department
311 Vernon Street
Roseville, CA 95678
Wendi Brown, Founder/President
P.O. Box 909
360 Riverside Avenue
Gold Hill, OR 97525
Either party may amend its address for notice by giving notice to the other party.

10. Assignment. RECRUITER is employed to perform unique personal services.

RECRUITER shall not assign this Agreement without the prior written consent of CITY. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072414.DOCX; 12/6/2022] 5 RECRUITER shall not employ or otherwise incur any obligation to pay other specialists or experts for services in connection with this Agreement, without prior written consent of CITY.

12. Ability to Perform. RECRUITER agrees and represents that it has the time, ability and professional expertise to perform the services required under this Agreement.

13. Compliance with Laws. RECRUITER shall comply with all federal, state and local laws, ordinances and policies as may be applicable to the performance of services under this Agreement.

15. Successors in Interest. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072414.DOCX; 12/6/2022] EXHIBIT “A”

RESOLUTION NO. 23-009

APPROVING AN AGREEMENT FOR RECRUITMENT SERVICES, BY AND BETWEEN THE CITY OF ROSEVILLE AND RAFTELIS FINANCIAL CONSULTANTS, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, an Agreement for Recruitment Services, by and between the City of Roseville and Raftelis Financial Consultants, Inc., has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072402.DOCX; 11/2/2022]

AGREEMENT FOR RECRUITMENT SERVICES
THIS AGREEMENT is made and entered into this ___ day of ____________, 20__, by and between the City of Roseville, a municipal corporation (“CITY”), and the recruitment firm Raftelis Financial Consultants, Inc., a North Carolina corporation (“RECRUITER”); and WITNESSETH:

5. Term; Termination; Amendments. This Agreement shall be effective upon approval by the Roseville City Council and shall continue in effect for a period of five (5) years, or until terminated by either Party. This Agreement may be terminated by CITY, with or without [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072402.DOCX; 11/2/2022] 2 cause, at any time upon written notice. RECRUITER may terminate this Agreement only upon the consent of CITY or upon 60 days written notice. Upon termination, RECRUITER shall turn over all client files to CITY. There shall be no amendment or modification to this Agreement except by written agreement between the Parties.

7. Insurance. RECRUITER agrees to continuously maintain, in full force and effect, the following minimum policies of insurance during the term of this Agreement.

Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072402.DOCX; 11/2/2022] 4 g. Waiver of Subrogation. RECRUITER hereby agrees to waive subrogation which any insurer of RECRUITER may acquire from RECRUITER by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of CITY, its officers, agents, employees and volunteers for all worked performed by RECRUITER, its employees, agents and subcontractors.
h. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve RECRUITER of liability in excess of such coverage, nor shall it preclude CITY from taking such other actions as are available to it under any other provisions of this Agreement or law.

CITY: RECRUITER
Human Resources Department Julia Novak, Executive Vice President 311 Vernon Street 19 Garfield Place, Suite 500
Roseville, CA 95678 Cincinnati, OH 45202
Either party may amend its address for notice by giving notice to the other party. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072402.DOCX; 11/2/2022] 5 10. Assignment. RECRUITER is employed to perform unique personal services.

RECRUITER shall not assign this Agreement without the prior written consent of CITY.

RECRUITER shall not employ or otherwise incur any obligation to pay other specialists or experts for services in connection with this Agreement, without prior written consent of CITY.

12. Ability to Perform. RECRUITER agrees and represents that it has the time, ability and professional expertise to perform the services required under this Agreement.

13. Compliance with Laws. RECRUITER shall comply with all federal, state and local laws, ordinances and policies as may be applicable to the performance of services under this Agreement.

15. Successors in Interest. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

Material constitutes the scope of work outlined in Exhibit A and attached hereto, and all written and other tangible expressions, including but not limited to, drawings (including computer aided drawings), papers, documents, reports, surveys, renderings, exhibits, sketches, maps, models, prints, paintings or photographs, in any and all media or formats in which such materials have been created or are maintained. All Material furnished by RECRUITER is, and shall remain, the property of CITY. However, Recruiter shall retain sole and exclusive ownership of all right, title, and interest in, and to, its intellectual property and derivatives thereof which no data or Confidential Information of the City was used to create and which was developed entirely using Recruiter’s own resources, including any and all pre-existing or independently developed knowhow, methods, processes and other materials prepared by Recruiter. To the extent Recruiter’s intellectual property is necessary for the City to use the deliverables, provided under this Agreement, Recruiter grants to City a non-exclusive non-assignable, royalty-free license to Recruiter’s intellectual property solely for City’s use of such deliverables. [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072402.DOCX; 11/2/2022] 6 RECRUITER shall execute any documents necessary to effectuate such assignment. In the event that RECRUITER uses, employs, designates, or retains any person or entity who is not an employee of RECRUITER, to perform any work required of it pursuant to this Agreement, RECRUITER shall require said person or entity to execute an agreement containing the preceding paragraph.

17. Records. RECRUITER and its subcontractors shall maintain all files and records relating to the services performed hereunder during the term of this Agreement and for a period of not less than one (1) year after the date of termination or expiration. Provided, however, that in the event of litigation or settlement of claims arising from the performance of this Agreement, RECRUITER and its subcontractors shall maintain all files and records until such litigation, appeals or claims are resolved. Duly authorized representatives of CITY shall have right of access during normal business hours and after reasonable notice to RECRUITER’s and subcontractors’ files and records relating to the services performed hereunder, and may review and copy the files and records at appropriate stages during performance of the services and during the one (1) year period following termination or expiration of this Agreement.

RECRUITER shall include the provisions in its contracts with all subcontractors.

18. Time is of the Essence. Time is of the essence of this Agreement.

21. Integrated Agreement. This is an integrated Agreement and contains all of the terms, considerations, understandings and promises of the Parties. It shall be read as whole.

DOMINICK CASEY
City Manager
ATTEST:

BY: _________________________

CARMEN AVALOS
City Clerk
APPROVED AS TO FORM:

BY: _____________________________

MICHELLE SHEIDENBERGER
City Attorney
APPROVED AS TO SUBSTANCE:

BY:_____________________________

STACEY PETERSON
Human Resources Director

RAFTELIS FINANCIAL CONSULTANTS
INC., a North Carolina corporation
and
BY:
its: Corporate Secretary
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D027\P005\00072402.DOCX; 11/2/2022] EXHIBIT “A”
445 S. Figueroa, Suite 1925, Los Angeles, CA 90071
www.raftelis.com
September 26, 2022
Ms. Carmen Avalos, City Clerk
City of Roseville, 311 Vernon Street, Roseville, CA 95678 Subject: Proposal for On-Call Executive Search Firms/Recruitment Consultants (RFP#11-015) Dear Ms. Avalos:

We are pleased to submit this proposal for executive search services. Our focus has always been to help local government and utility clients solve their financial, organizational, and technology challenges. We are dedicated to providing management consulting services, including executive search, to local governments and the utility industry.

The Novak Consulting Group (TNCG) and Raftelis have always shared a focus on delivering lasting solutions for local government agencies. In January 2020, TNCG joined Raftelis. Today, we provide our clients with wide-ranging capabilities and resources in financial, management, technology, and communications consulting for all areas of local government. Our clients now have the expertise of more than 140 of the country’s leading local government consultants.

We know that our combined capabilities and resources will provide added value to our clients. Raftelis already has experience with and knowledge about the City of Roseville through our prior work with the City on several projects, including performing an organizational assessment and providing strategic planning assistance to the City’s Water Utility.

Our project team for the City comprises skilled professionals, seasoned in local government management with search experience across the country. Our team has completed over 210 searches, and we have had significant success in identifying and retaining ideal candidates who meet each organization’s unique set of needs and expectations. Our recruitment strategy includes outreach to women, people of color, and other underrepresented groups through professional organizations such as the League of Women in Government, National Forum of Black Public Administrators, and the Local Government Hispanic Network, as well as through LinkedIn, with the goal of building a diverse candidate pool. Approximately 39% of our recruitments have resulted in the hiring of women and 21% of our recruitments have resulted in the hiring of people of color. We are confident our approach will result in a successful leader for the organization. Our mission is to strengthen communities, and we do this by helping them find the best leaders to help move their organizations forward. Raftelis agrees to perform the services and adhere to the requirements described in this RFP, including any addenda. On the following page, we provide our acknowledgement of the addenda.

We look forward to the opportunity to serve the City of Roseville. If you have any questions, please contact Catherine Tuck Parrish, our executive search practice leader, using the following contact information:

Catherine Tuck Parrish, Vice President
Phone: 240.832.1778 / Email: [email protected]
Sincerely,
Julia Novak
Executive Vice President
RAFTELIS 1
Who We Are

RAFTELIS AND THE NOVAK CONSULTING GROUP,

HELPING LOCAL GOVERNMENTS AND UTILITIES THRIVE
Local government and utility leaders partner with Raftelis to transform their organizations by enhancing performance, planning for the future, identifying top talent, improving their financial condition, and telling their story. We’ve helped more than 600 organizations in the last year alone. We provide trusted advice, and our experts include former municipal and utility leaders with decades of hands-on experience running successful organizations. People who lead local governments and utilities are innovators—constantly seeking ways to provide better service to the communities that rely on them. Raftelis provides management consulting expertise and insights that help bring about the change that our clients seek.

TNCG is Now Raftelis
The Novak Consulting Group and Raftelis have always shared a focus on delivering lasting solutions for local government agencies. In January 2020, TNCG joined Raftelis. Today, we provide our clients with wide-ranging capabilities and resources in financial, management, technology, and communications consulting for all areas of local government. Our clients now have the expertise of more than 140 of the country’s leading local government and utility consultants, who have decades of experience. We know that our combined capabilities and resources will provide added value to our clients, and we’re excited about what we can accomplish together. + VISIT RAFTELIS.COM TO LEARN MORE
TAB A: FIRM’S QUALIFICATIONS
RAFTELIS 2
We believe that Raftelis is the
right fit for this project. We
provide several key factors that
will benefit the City and help to
make this project a success.

RESOURCES & EXPERTISE
This engagement will require the resources necessary to effectively recruit for your unique position and the skillsets to complete all of the required components. With more than 140 consultants, Raftelis has one of the largest local government management and financial consulting practices in the nation. Our depth of resources will allow us to provide the City with the technical expertise necessary to meet your objectives. In addition to having many of the industry’s leading management and financial consultants, we also have experts in key related areas, like stakeholder engagement and data analytics, to provide additional insights as needed.

DECADES OF COLLECTIVE EXPERIENCE
Our associates and subject matter experts have decades of experience in strengthening local municipalities and nonprofit organizations. They’ve served in a wide range of positions, from city manager to public works director to chief of police.

PERSONAL SERVICE FROM SENIOR-LEVEL CONSULTANTS
You appreciate it when deadlines are met, phone calls are returned, and your challenges are given in-depth, out-of-the-box thinking. While other firms may assign your business to junior-level people, our approach provides exceptional service from senior-level consultants.

NICHE EXPERTISE
Our expertise lies in strengthening public-sector organizations. We’re consulting specialists rather than generalists, focusing our strengths to do a highly effective job for a specific group of clients.

RAFTELIS 3
Firm Capabilities

STRATEGIC PLANNING
Set the direction for the future of your
organization and community
• Organization, department, and community-based
strategic planning
• Effective Board / Commission / Council governance
• Retreat planning and facilitation

EXECUTIVE RECRUITMENT
Identify top talent to lead local governments
and utilities

ORGANIZATION
Plan for long-term sustainability and operate
with maximum efficiency
• Organizational and operational assessments
• Stormwater utility development and
implementation support
• Performance measurement
• Staffing analysis
• Organizational climate and culture
• Asset management and operations
• Regional collaboration and service sharing
• Process improvement

COMMUNICATION
Communicate strategically to build an
informed, supportive community
• Strategic communication planning
• Public involvement and community outreach
• Public meeting facilitation
• Graphic design and marketing materials
• Media and spokesperson training
• Risk and crisis communication
• Social media strategy
• Visual facilitation
• Virtual engagement

FINANCE
Meet your goals while maintaining a financially
sustainable organization
• Rate, charge, and fee studies
• Financial and capital planning
• Cost of service and cost allocation
• Customer assistance programs
• Affordability analysis
• Utility valuation
• Budget development
• Financial condition assessments
• Debt issuance support
• Economic feasibility and analysis

TECHNOLOGY
Use your data and technology to improve
experience and gain valuable insights
• Billing, permitting, and customer information audits
• Business process development
• Data management, analytics, and visualization
• Performance measurement and dashboarding
• Software solutions
• Website development
• Information technology assessments and strategic
planning
• Customer management assessments and optimization
• CIS selection and implementation
• AMR/AMI feasibility studies
• Mobile workforce management
• Meter data management
• CMMS selection and implementation
• GIS optimization services
• Fleet management systems
RAFTELIS 4
Firm Organization Chart
Over the last five years, our firm has grown from 60 to 168 employees. Raftelis' staff consists of some of the most knowledgeable and skilled consulting professionals in the municipal consulting industry. The organizational chart below shows the full organization and reporting structure of our firm.

VICE PRESIDENTS
Stacey Aukamp Michelle Ferguson Sudhir Pardiwala, PE
Tom Beckley Tony Hairston Keith Readling, PE
Thierry Boveri, CGFM Bart Kreps Harold Smith
Mike Burton Melissa Levin Douglas Spiers
Elaine Conti Henrietta Locklear Darin Thomas
Rocky Craley John Mastracchio, CFA, PE Henry Thomas
Joe Crea Chris McPhee Catherine Tuck Parrish
Jon Davis Julia Novak
Melissa Elliott, APR Rob Ori, CPA

PRESIDENT/CEO
Peiffer Brandt

CHAIRMAN

OF THE BOARD
William Stannard, PE
Financial
& Rate

MANAGEMENT
22 managers

SUPPORT STAFF
38 consultants
Strategy &
Management
Solutions

MANAGEMENT
8 managers

SUPPORT STAFF
19 consultants
Strategic
Communications

MANAGEMENT
2 managers

SUPPORT STAFF
1 consultant
Corporate
Functions

MANAGEMENT
6 managers

SUPPORT STAFF
18 professionals
Technology
& Data

MANAGEMENT
4 managers

SUPPORT STAFF
9 consultants
Stormwater/
Program
Development

MANAGEMENT
3 managers

SUPPORT STAFF
11 consultants
RAFTELIS 12
Qualifications of Team

WE HAVE DEVELOPED A TEAM OF

CONSULTANTS WHO SPECIALIZE

IN THE SPECIFIC ELEMENTS THAT

WILL BE CRITICAL TO THE
SUCCESS OF THE CITY’S
RECRUITMENT.

Our team includes senior-level professionals to provide experienced project leadership with support from talented consultant staff. This close-knit group has frequently
collaborated on similar successful recruitments, providing the City with confidence in our capabilities.

Here, we have included an organizational chart showing the structure of our project team. On the following pages, we have included resumes for each of our recruiting team
members.

TAB C: QUALIFICATIONS OF TEAM

CITY OF

ROSEVILLE

RECRUITERS
Heather Gantz
Pamela Wideman

EXECUTIVE SEARCH PRACTICE

LEADER / RECRUITER
Catherine Tuck Parrish

RECRUITMENT SUPPORT
Robert Colichio
Kelsey Batt
Alexa Worrell
RAFTELIS 19
Recruitment Understanding
When organizations need to fill key positions, they turn to Raftelis and benefit from this guiding principle: meaningful hiring involves finding the right employee and preparing them for ongoing success. Our approach to executive search services comprises three key phases.

Inquiring, Understanding, and Defining
Each of our clients has a unique culture and set of objectives. Because selecting the right individual is critical to success, we begin our relationship by conducting a needs assessment to identify the specific benchmarks the search must accomplish. We will identify qualifications and requirements as well as map out the new hire’s first-year goals, so both our client and the employee remain on the same track for success. We will build an accurate position profile, thus ensuring we attract the right people for the position.

Candidate Search and Evaluation
To reach the right candidates, Raftelis customizes each search process to fit the client’s needs. Often, the professionals who best fit an open position are already employed and not searching for a traditional job posting. So, we leverage our extensive, diverse professional network to attract the best talent nationwide. We have been successful in identifying a candidate pool that is racially, ethnically, and gender diverse. We are committed to helping local government leadership positions reflect the communities they serve. We work closely with several organizations that support this goal, and we advertise in national publications that target people of color and women, including the National Forum of Black Public Administrators (NFBPA), Local Government Hispanic Network, and the League of Women in Government. We intentionally seek well-qualified women and people of color, so our clients have excellent choices. Once the right candidates are found, we help manage the hiring process from interviews to background checks. Our in-depth service empowers clients to achieve their goals at every step.

Supporting Success
We support the top candidate’s long-term success by creating a goals-driven work plan actionable from day one. Many firms focus solely on finding qualified applicants, leaving the client on their own once the position is filled. Our team, however, uses the objectives gathered during the inquiry stage to prepare new hires for their first year. We follow up to ensure continued progress, productivity, and satisfaction for the employee and our client.

We take a tailored, goals-based approach to each recruitment. By looking beyond the hiring process, our holistic view ensures that each candidate will fit the role as well as the organization. In the end, we are not just looking for a successful professional; we are finding the right employee to be successful in their new position long after they are hired.

TAB D: RECRUITMENT UNDERSTANDING
of our recruitments 39% resulted in the hiring of
women
of our recruitments 21% resulted in the hiring of
people of color
RAFTELIS 33
Project Plan

THE FOLLOWING PROVIDES A DETAILED DESCRIPTION OF OUR WORK PLAN FOR EXECUTIVE RECRUITMENTS.

Activity 1 – Develop Candidate Profile
We will begin this engagement by developing a clear picture of the ideal candidate for the position. We would first meet with the City Manager and Human Resources to discuss the recruitment timeline and process. We will also facilitate meetings to gather input from key staff in the relevant department(s). We will discuss not just the technical skills needed for the position, but what makes for the right organizational fit in terms of traits and experiences.

We generally conduct our initial work, candidate review meeting, and interviews in person and are well-situated to do that. However, we can facilitate this work via video calls, online mechanisms, or small group meetings to adhere to local public health protocols. We have done this successfully for all phases of recruitments based on our clients’ needs.

Based on the information learned from our meetings, we will develop a recruitment plan that includes California and the nation. We will prepare a position profile that is unique to the City of Roseville. The profile will identify the organization’s needs, the strategic challenges of the position, and the personal and professional characteristics of the ideal candidate. This document drives the recruitment. It focuses our efforts on the most capable candidates, and it helps us to persuade candidates to pursue the position.

We will also develop first-year organizational goals for the successful candidate. These goals will ensure that the applicants know what will be expected of them should they be hired, the City has thought about what it wants the person to accomplish in the first year, and the successful candidate can hit the ground running with a work plan. Once drafted, we will review the recruitment plan, position profile, and first-year goals with the hiring manager. Modifications will be made as necessary before recruitment begins.

DELIVERABLES:
• Detailed recruitment process documents, including recruitment plan, position profile, and first-year goals Activity 2 – Conduct Active Recruitment and Screening
As part of the recruitment plan, we will identify key states and metro areas to focus our targeted recruitment. We will prepare and place advertisements in state and national publications and websites to attract candidates from throughout the United States. While this will be a national search, we will target our efforts to those key areas identified in the recruitment plan.

We will place job postings with national, state, and regional professional organizations such as International City/County Management Association (ICMA), Engaging Local Government Leaders (ELGL), National Forum for Black Public Administrators (NFBPA), League of Women in Government, Local Government Hispanic Network, national and state professional associations that are appropriate for the position, and other places as identified in the recruitment plan.

TAB E: PROJECT PLAN
RAFTELIS 34
As soon as the advertisements are completed, we will begin the process of actively and aggressively marketing the position and identifying qualified candidates for assessment. We will pinpoint individuals and jurisdictions to reach out to directly through phone and email. We will also utilize social media (LinkedIn, Twitter, and Facebook) to broaden our reach. We have found that this combination of outreach is an effective way to reach top applicants, especially those who are not currently in the job market but may be willing to consider a move to an excellent organization like the City of Roseville.

We will reach out to the applicants in our extensive database as well as the prospective candidates we have targeted in previous recruitments for similar jurisdictions. We will also develop a list of additional candidates to pursue based on the City’s unique needs. Our outreach includes seeking well-qualified women and people of color and encouraging them to apply.

As applications are received, we will acknowledge each one and keep applicants aware of the status of the process. We will screen each applicant against the position profile and first-year goals. We will conduct interviews via phone or videoconference with those who most closely meet the profile to learn more about their interest, qualifications, and experience for this position. A written summary of these candidates will be prepared and shared with the City. We will then meet with the hiring manager to review the entire list (if desired) as well as the most qualified candidates who have the requisite skills, experiences, and traits needed for success in the position. Based on the hiring manager’s direction, we will finalize a list of candidates to invite for in-person interviews.

DELIVERABLES
• Placement of ads and job postings
• Targeted outreach to passive candidates
• Candidate review materials including screening results and internet search Activity 3 – Support Interviews and Selection
Each person you wish to interview will then be contacted again by our recruitment team. We will plan and facilitate a multi-step interview process specific to the position. The process could include writing exercises, presentations, panel interviews, tours, and a department director or key staff meet-and-greet. A book that contains customized interview questions and information about each of the candidates invited to interview will be provided to those involved in the interview process. We will also facilitate pre- and post-interview briefings.

We will coordinate the logistics of the process and provide the candidates with the details along with any travel policy requirements or other information. We will also work with a City contact to ensure a suitable venue is arranged for the interviews. Expenses for the candidates will be borne and reimbursed directly by the City.

The City will select the top candidate. We can help make a well-informed choice by framing what we have learned about the candidates in the context of the position and its requirements. We will speak with candidates’ references to confirm the strength of their credentials. We will also conduct a media check to review published information found in search engines, online publications, and social media. Reference and background checks will be performed on the top candidates, including but not limited to education, credentials, employment history, criminal background check, civil litigation check, and credit history.

We also can assist in negotiating the employment offer. We will provide information about best practices in salary and total compensation, and we will have obtained information on the candidate’s salary. We will keep candidates apprised of their status and release them at the appropriate time.

RAFTELIS 35

DELIVERABLES
• Interview book materials including references and background checks Recruitment Timeline
Included below is a draft timeline. We would review this with the City during Activity 1 and adjust it as necessary as we develop the recruitment plan for each position.

Activity 1 - Develop
Candidate Profile
Activity 2 - Conduct
Outreach and Initial
Screening
Activity 3 - Support
Interviews and Selection
In-Person Meetings
Web Meetings
Deliverables

NOV DEC JAN FEB
RAFTELIS 36
Cost Proposal
The total fixed fee to complete each recruitment, as outlined in this proposal, is $31,000. This includes all professional fees and expenses for Raftelis. Should the City request additional recruitments beyond the terms of this engagement, an annual escalator tied to CPI will be applied.

We estimate the following additional costs to the City, which would be billed at cost.

Advertising Approximately $2,000-$2,500
Background checks Estimated at $175-$500/finalist
Finalists’ interview travel Borne and reimbursed directly to the finalists by the City Advertising and background checks are invoiced as completed. The fixed fee will be invoiced as follows:

Activity 1 – $6,690 After delivery of the recruitment documents • Recruitment plan
• Recruitment brochure
• First-year goals
Activity 2 – $13,956 After the candidate review
Activity 3 – $10,354 After the interviews are completed Hourly rates for services beyond those identified in this proposal are as follows:

Staff Hourly Rate
Recruiter $285
Recruitment Specialist $165

ADDITIONAL HIRES
Within six (6) months of the final interview process, should an additional candidate be hired by the City from the pool of candidates presented Raftelis for this project, the additional fee shall be one-third of the Professional Services Fee, but a minimum of $15,000.

TAB F: COST PROPOSAL

COUNCIL COMMUNICATION
CC #: 2472
File #: 0316-04
Title: 2022 Speed Limit Update - Roseville Municipal Code Amendment Contact: Jana Cervantes 916-774-5498 [email protected] Meeting Date: 1/18/2023
Item #: 7.23.

RECOMMENDATION TO COUNCIL
This is a request to set the speed limits on certain roads in the City of Roseville. Two options are available for Council’s consideration:

1. Introduce for first reading, an ordinance amending section 11.28.010 of Chapter 11.28 of Title 11 of the Roseville Municipal Code regarding speed limits that would be radar enforceable, or

2. Adopt an amended speed limit ordinance with speed limits modified as desired. However, roadway segments with lower speed limits than those recommended may not be radar enforceable.

Staff recommends option 1, approval of the attached speed limit ordinance.

BACKGROUND
State law establishes the process for setting speed limits for roadways in California. The California Vehicle Code (CVC) and the California Manual on Uniform Traffic Control Devices (CaMUTCD) contain the guidelines and processes that must be followed in order to make speed limits radar enforceable. Certain roadways are assigned speed limits by default (called “prima facie” speed limits), such as 25 mph for residential streets and business districts, 15 mph in alleys, and 65 mph on all other roadways. Those do not require any kind of study as they are established by law. To justify a posted speed limit other than 65 mph that is radar enforceable, local jurisdictions are required to conduct and approve an Engineering and Traffic Survey (ETS). An ETS is based on two factors; the measured 85th percentile speed (the speed at or below which 85% of the traffic is traveling) and whether or not “conditions not readily apparent to motorists” are present.

The California Department of Transportation (Caltrans) has an established set of standards and procedures for conducting an ETS. These standards require that for a speed limit to be radar enforceable, the posted speed limit should be set at the 5 mph increment nearest the 85th percentile speed. The recommended speed limit can be lowered an additional 5 mph if “conditions not readily apparent to motorists” are present. Conditions not readily apparent can be a variety of things such as an accident history, numerous driveways along the roadway, adjacent land uses, bike lanes, etc. The CVC requires that speed surveys must be conducted every five to ten years, or when there is a major change to a roadway.

A new bill (AB 43) went into effect this year that allows local agencies more leeway when it comes to setting radar enforceable speed limits. The new law takes into account more “conditions not apparent to motorists," such as proximity to schools, bike and pedestrian activity, and roadway geometry. For the past ten years, the City of Roseville has already taken a very generous approach in reducing our speed limits down the additional 5 mph permitted by law. Therefore, we don’t expect to see much change in our radar enforceable speed limits this year.

Next year, AB 43 may allow the City to identify “safety corridors” for roadways with high pedestrian/bicycle activity or in a business district with certain geometric characteristic and adjacent land uses. Identification of safety corridors within Roseville may enable the lowering of the speed limit further to enhance vulnerable road user safety while still being radar enforceable.

Staff has recently completed 45 ETS’s (See Table 1, attached). There are 5 new roadways surveyed; 35 surveys with no change recommended; and 5 surveys with a proposed decrease. The proposed decreases are along Bob Doyle Drive, North Cirby Way, Old Auburn Road, Rocky Ridge Drive, and Taylor Road, due to a reduction of the 85th percentile speeds.

A summary of the speed surveys is shown in Table 1 and a copy of the complete set of speed surveys is available at the City Clerk’s Office for Council’s review. The CVC requires that posted speed limits be consistent with the results of the ETS to be radar enforceable. Public Works, Police, and the City Attorney are all in agreement that in order for the City to be in compliance with State law, posted speed limits need to be set using the State guidelines.

FISCAL IMPACT
The cost of completing speed limit surveys and changing the recommended speed limit signs is included in existing operating budgets.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) only applies to projects which have the potential to cause a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA environment (CEQA Guidelines §15061(b)(3)).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal C - Maintain a safe and healthy community
Goal E - Deliver exceptional city services
Respectfully Submitted,
Jana Cervantes, Senior Engineer
Jason Shykowski, Public Works Director
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Speed Limit Ordinance
Table 1 - 2022 Speed Limit Changes
ORDINANCE NO.

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE AMENDING SECTION

11.28.010 OF CHAPTER 11.28 OF TITLE 11 OF THE ROSEVILLE MUNICIPAL CODE

REGARDING SPEED LIMITS
THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. Section 11.28.010 of Chapter 11.28 of Title 11 of the Roseville Municipal Code is hereby amended to read as follows:

11.28.10 Change in speed limits set by state law.

Pursuant to authority contained in Sections 22357 and 22358 of the Vehicle Code, the city council determines upon the basis of an engineering and traffic survey that the prima facie speed limits set forth in this section would facilitate the orderly movement of vehicular traffic and would be reasonable and safe, except when passing school grounds, and it is determined that a speed limit greater than those hereinafter set forth would be more than is reasonable or safe. It is declared that the prima facie speed limits hereinafter set forth are established according to law:

1. Alexandra Drive:
a. Between East Roseville Parkway and Secret Ravine Parkway, 35 mph;

2. All-America City Boulevard:
a. Between Los Vegas Avenue and Washington Boulevard, 25 mph;

3. Angus Road:
a. Between Fiddyment Road and Casa Sedona Drive, 35 mph;

4. Antelope Creek Drive:
a. Between Galleria Boulevard and Creekside Ridge Drive, 30 mph, b. Between Creekside Ridge Drive and end, 30 mph;

5. Atkinson Street:
a. Between Denio Loop and Church Street, 40 mph,
b. Between Denio Loop and PFE, 45 mph;

6. Atlantic Street:
a. Between Yosemite Street and Interstate 80, 40 mph;

7. Auburn Boulevard:
a. Between Riverside and city limits, 35 mph;
2 8. Automall Drive: 30 mph;

9. Baseline Road:
a. Between Foothills Boulevard and Fiddyment Road, 45 mph;

10. Berry Street:
a. Between 156 Berry Street and Galleria Boulevard, 35 mph;

11. Blue Oaks Boulevard:
a. Between Fiddyment Road and Eeastern Ccity Llimits, 45 mph, b. Between Fiddyment Road and Hayden Parkway, 50 mph;
b.c. Fiddyment Road and Westbrook Boulevard, 45 mph,

12. Bob Doyle Between Drive:
a. Between Kennerleigh Parkway and Hayden Parkway, 305 mph;

13. Brady Lane:
a. Between Vineyard Road and Baseline Road, 40 mph;

14. Brookstone Drive:
a. Between Westbrook Boulevard (N) and Westbrook Boulevard (S), 30 mph;

15. Casa Sedona Drive:
a. Between Angus Road and Crocker Ranch Road, 30 mph;

16. Central Park Drive:
a. Between Fairway Drive and Highland Park Drive, 25 mph;

17. Chase Drive:
a. Between Roseville Parkway and Heritage Drive, 30 mph;

18. Church Street:
a. Between Atkinson Street and Washington Boulevard, 35 mph;

19. Cirby Hills Drive:
a. Between Cirby Way and end, 30 mph;

20. Cirby Way:
a. Between Foothills Boulevard and Old Auburn Boulevard, 40 mph;

21. Commerce Drive:
3 a. Vernon Street and Roseville Road, 35 mph;

22. Country Club Drive:
a. Between Baseline Road and Pleasant Grove Boulevard, 35 mph;

23. Crawford Parkway:
a. Between Schellhous Drive and Fiddyment Road, 35 mph; b. Between North Hayden Boulevard to Schellhous Drive, 25 mph;

24. Creekside Ridge Drive:
a. Between Roseville Parkway and end, 25 mph;

25. Crimson Ridge Way:
a. Between Woodcreek Oaks Boulevard and Roseville Parkway, 30 mph;

26. Crocker Ranch Road:
a. Between Blue Oaks Boulevard and Opal Drive, 35 mph;

27. Del Webb Boulevard:
a. Between Fiddyment Road and Blue Oaks Boulevard, 35 mph;

28. Diamond Creek Boulevard:
a. Between Blue Oaks Boulevard and Parkside Way, 35 mph;

29. Douglas Boulevard:
a. Between Vernon Street and 1-80, 30 mph,
b. Between I-80 and Rocky Ridge, 35 mph,
c. Between Rocky Ridge Drive and Sierra College Boulevard, 45 mph;

30. Eastridge Drive:
a. Between Old Auburn Road and Weston Way, 30 mph;

31. East Roseville Parkway:
a. Between Taylor Road and Sierra College Boulevard, 45 mph, b. Between Sierra College Boulevard and eastern City limits, 40 mph;

32. Estates Drive:
a. Between Folsom Road and Harding Boulevard, 25 mph;
4 33. Eureka Road:
a. Between Interstate 80 and Sierra College Boulevard, 40 mph;

34. Fairway Drive:
a. Between northern city limits and Stanford Ranch Road, 40 mph;

35. Fiddyment Road:
a. Between Pleasant Grove Boulevard and northern city limits, 45 mph, b. Between Pleasant Grove Boulevard and Baseline Road, 50 mph;

36. Fidelity Way:
a. Between Blue Oaks Boulevard and Freedom Way, 30 mph;

37. Folsom Road:
a. Between Vernon Street and Douglas Boulevard, 25 mph;

38. Foothills Boulevard:
a. Between Cirby Way and Blue Oaks Boulevard, 45 mph,
b. Between Blue Oaks Boulevard and northern city limits, 40 mph;

39. Freedom Way:
a. Between Industrial Avenue and Washington Boulevard, 40 mph;

40. Galilee Road:
a. Between Pleasant Grove Boulevard and Industrial Avenue, 35 mph;

41. Galleria Boulevard:
a. Between Harding Boulevard and Roseville Parkway, 45 mph, b. Between Roseville Parkway and SR-65, 40 mph;

42. Gibson Drive:
a. Between Roseville Parkway (E) and Roseville Parkway (W), 40 mph;

43. Hallissy Drive:
a. Between Washington Boulevard and Pleasant Grove Boulevard, 30 mph;

44. Harding Boulevard:
a. Between Douglas Boulevard and Estates Drive, 30 mph, 5 b. Between Estates Drive and Lead Hill Boulevard, 35 mph, c. Between Lead Hill Boulevard and Wills Road, 40 mph;

45. Hayden Parkway:
a. Between Fiddyment Road and Blue Oaks Boulevard, 35 mph;

46. Highland Park Drive:
a. Between Fairway Drive and Pleasant Grove Boulevard, 30 mph, b. Between Pleasant Grove Boulevard and Stanford Ranch, 35 mph;

47. Hillsborough Drive:
a. Between East Roseville Parkway and Eureka Road, 35 mph;

48. Holt Parkway:
a. Between Fiddyment Road and North Hayden Parkway, 30mph;

49. Industrial Avenue:
a. Between Northern city limits and Washington Boulevard, 45mph;

50. Junction Boulevard:
a. Between Baseline Road and Foothills Boulevard, 45 mph, b. Between Foothills Boulevard and Washington Boulevard, 40 mph;

51. Kennerleigh Parkway:
a. Between Pleasant Grove Boulevard and Bob Doyle Drive, 35 mph;

52. Kemoy Lane:
a. Between Riverside Avenue and end, 25 mph;

53. Lead Hill Boulevard:
a. Between Harding Boulevard and North Sumise Avenue, 35 mph, b. Between North Sunrise Avenue and East Roseville Parkway, 40 mph;

54. Main Street:
a. Between Foothills Boulevard and Porter Drive, 35 mph;

55. Market Street:
a. Between Pleasant Grove Boulevard and southerly end, 35 mph; 6 56. McAnally Drive:
a. Between Foothills Boulevard and Woodcreek Oaks Boulevard, 35 mph;

57. Melody Lane:
a. Between Cirby Way and West Whyte Avenue, 35 mph;

58. Miners Ravine Drive:
a. Between Sierra College Boulevard and Copperleaf Street, 30 mph;

59. Monument Drive:
a. Between Pleasant Grove Boulevard and Bob Doyle Drive, 30 mph;

60. New Meadow Drive:
a. Between Blue Oaks Boulevard and Parkside Way, 35 mph;

61. Niblick Drive:
a. Between Blue Oak Boulevard and end, 35 mph;

62. North Cirby Way:
a. Between Thistle Down Drive and East Roseville Parkway, 305 mph;

63. North Hayden Parkway:
a. Between Fiddyment Road and Hollis Way, 35 mph;
a.b. Between Hollis Way and Blue Oaks Boulevard, 35 mph;

64. Northpark Drive:
a. Between Woodcreek Oaks Boulevard and Parkside Drive, 30 mph;

65. North Sunrise Avenue:
a. Between Douglas Boulevard and Lead Hill Boulevard, 35 mph, b. Between Lead Hill Boulevard and East Roseville Parkway, 40 mph;

66. Oak Crest Drive:
a. Between Alexandra Drive and Frensham Drive, 25 mph;

67. Old Auburn Road:
a. Between South Cirby and the easterly city limit line, 405 mph, b. Between Sierra College Boulevard and East Roseville Parkway, 35 mph, c. Between South Cirby and the southern city limit line, 35 mph; 7 68. Old Washington Blvd:
a. Between Atlantic Street and Republican Alley, 15 mph;

69. Olympus Drive:
a. Between Professional Drive and East Roseville Parkway, 30 mph, b. Between East Roseville Parkway and Sierra College Boulevard, 40 mph;

70. Opal Drive:
a. Between Crocker Ranch Road and Parkside Way, 35 mph;

71. Opportunity Drive:
a. Vineyard Road and end, 30 mph;

72. Orchard View Road:
a. Between Blue Oaks Boulevard and Harcourt Way, 25 mph;

73. Orlando Avenue:
a. Between Cirby Way and Riverside Avenue/Auburn Boulevard, 40mph;

74. Painted Desert Drive:
a. Between Prairie Woods and Woodcreek Oaks , 30 mph;
b. Between Woodcreek Oaks Boulevard and Roseville Parkway, 35 mph;

75. Parkhill Drive:
a. Between McLaren Drive and East Roseville Parkway, 35 mph;

76. Parkside Drive:
a. Between Opal Drive and Diamond Creek Boulevard, 35 mph, b. Between Diamond Creek and McCloud Way, 25 mph,
c. Between McCloud Way and New Meadow Drive; 35 mph;

77. Park Regency Drive:
a. Between Hiawatha Drive and Junction Boulevard, 30 mph, b. Between Junction Boulevard and Casterbridge Drive, 35 mph;

78. P.F.E. Road:
a. Between Atkinson Street and the western city limits, 45 mph; 8 79. Phillip Road:
a. Between Westpark Drive and end, 40 mph;

80. Pioneer Road:
a. Between Pleasant Grove Boulevard and Trehowell Drive, 30 mph;

81. Pleasant Grove Boulevard:
a. Between western city limits and Rocklin city limits, 45 mph;

82. Prairie Woods Way:
a. Between Blue Oaks and Painted Desert, 30 mph;

83. Professional Drive:
a. Between Rocky Ridge Drive and Olympus Drive, 30 mph;

84. Reserve Drive:
a. Between Diamond Oaks Road and Roseville Parkway, 25 mph, b. Between Diamond Oaks Road and Berry Street, 35 mph

85. Riverside Avenue:
a. Between I-80 and Darling Way, 35 mph,
b. Between Darling Way and Douglas Boulevard, 25 mph;

86. Rocky Ridge Drive:
a. Between East Roseville Parkway and Cirby Way, 40 mph; a. Between Cirby Way to Douglas Boulevard, 40 mph;
b. Between Douglas Boulevard and Eureka Road, 35 mph;
c. Between Eureka Road and East Roseville Parkway, 40 mph;

87. Roseville Parkway:
a. Between Washington Boulevard and Taylor Road, 45 mph; b. Between Blue Oaks Boulevard and Foothills Boulevard, 35 mph;

88. Roseville Road:
a. Between Cirby Way and the southern city limits, 45 mph;

89. Santa Clara Drive:
9 a. Between Douglas Boulevard and Sierra Gardens Drive, 30 mph;

90. Scarborough Drive:
a. Between Secret Ravine Parkway and northern city limits, 35 mph;

91. Secret Ravine Parkway:
a. Between East Roseville Parkway and Sierra College Boulevard, 45 mph;

92. Schellhous Drive:
a. Between Holt Parkway and Cumberland Loop, 25 mph;

93. Sierra Boulevard:
a. Between Roseville Street and Alta Vista, 30 mph;

94. Sierra College Boulevard:
a. Between Olympus Drive and Old Auburn Road, 45 mph,
b. Between Olympus and city limits, 50 mph;

95. Sierra Gardens Drive:
a. Between Douglas Boulevard and North Sunrise Avenue, 30 mph;

96. South Cirby Way:
a. Between Rocky Ridge Drive and Old Auburn Road, 40 mph;

97. Stanford Ranch Road:
a. Between Highway 65 and northern city limits, 40 mph;

98. Stone Point Drive:
a. Between North Sunrise and Rocky Ridge Drive, 35 mph;

99. Sun City Boulevard:
a. Between Pleasant Grove Boulevard and Del Webb Boulevard, 35 mph; 100. Sunrise Avenue:
a. Between Douglas Boulevard and Cirby Way, 35 mph,
b. Between Cirby Way and city limits, 40 mph;
101. Taylor Road:
10 a. Between Eureka Road and northern city limits, 45 mph; a. Between Eureka Road to East Roseville Parkway, 40 mph; b. East Roseville Parkway to City Limit, 45 mph;
102. Trehowell Drive:
a. Between Chase Drive and Pioneer Road, 30 mph;
103. Trestle Road:
a. Between Roseville Parkway and Hallissy Drive, 25 mph; 104. Vernon Street:
a. Between Folsom Road and Lincoln Street, 25 mph,
b. Between Lincoln Street and South Grant Street, 15 mph, c. Between South Grant Street and Riverside Avenue, 25 mph, d. Between Riverside Avenue and 6th Street, 35 mph,
e. Between 6th Street and Cirby Way, 40 mph;
e.f. Between Cirby Way and West Whyte Avenue, 25 mph,
105. Village Green Drive:
a. Between Fiddyment Road and Bob Doyle Drive, 35mph;
106. Vineyard Road:
a. Between Atkinson Street and Brady Lane, 40 mph;
107. Vista Grande Boulevard:
a. Between Fiddyment Road and Market Street, 40 mph;
107.108. Washington Boulevard:
a. Between Oak Street and Elefa Street, 35 mph,
b. Between Elefa Street and Blue Oaks Boulevard, 45 mph; 108.109. Westbrook Boulevard:
a. Between Pleasant Grove Boulevard and Payson AvenueBlue Oaks Boulevard, 40 mph;
109.110. Westhills Drive:
a. Between Fiddyment Road and Morningstar Drive, 35 mph; 11 110.111. Westpark Drive:
a. Between Blue Oaks Boulevard and 2420 feet south of Phillip Road, 40 mph;
b. Between Bickleigh Loop and Bob Doyle Drive, 35mph;
111.112. Woodcreek OaksBoulevard:
a. Between Baseline Road and Horncastle Avenue, 40 mph, b. Between Horncastle Avenue and Blue Oaks Boulevard, 45 mph; c. Between Blue Oaks Boulevard and northern city limits, 40 mph; 112.113. Yosemite Street:
a. Between Atlantic Street and Shasta Street, 25 mph.

SECTION 2. This ordinance shall be effective at the expiration of thirty (30) days from the date of adoption.

SECTION 3. The City Clerk is hereby directed to cause this ordinance to be published in full at least once within fourteen (14) days after it is adopted in a newspaper of general circulation in the City, or shall within fourteen (14) days after its adoption cause this ordinance to be posted in full in at least three (3) public places in the City and enter in the Ordinance Book a certificate stating the time and place of said publication by posting.

PASSED AND ADOPTED by the Council of the City of Roseville this _____ day of ___________, 20___, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
__________________________________
MAYOR
ATTEST:
__________________________________
City Clerk
Street Form To Existing
Speed Limit Current 85th Previous 85th
Proposed
Speed Limit
Bob Doyle Drive Westpark Drive Kennerleigh Parkway 35 32.3 33.5 30 North Cirby Way Thistle Down Drive East Roseville Parkway 35 36.9 39.7 30 Old Auburn Rd S Cirby Way Eastern City Limit 45 45.9 49.8 40 Rocky Ridge Drive Eureka Road Douglas Blvd 40 40.0 42.6 35 Taylor Road Eureka Road East Roseville Parkway 45 44.7 47.8 40 Blue Oaks Blvd Fiddyment Road Westbrook Blvd N/A 47.0 N/A 45 North Hayden Pkwy Blue Oaks Blvd Hollis Wy N/A 41.4 N/A 35 Vernon Street Cirby Way West Whyte Ave N/A 30.4 N/A 25
Vista Grande Blvd Fiddyment Rd Market St N/A 46.5 N/A 40 Westbrook Blvd Pleasant Grove Blvd Blue Oaks Blvd N/A 45.9 N/A 40 Atlantic Street Yosemite Street Interstate 80 40 45.1 45.5 40 Blue Oaks Blvd Fiddyment Road Woodcreek Oaks Blvd 45 50.8 51.9 45 Blue Oaks Blvd Woodcreek Oaks Blvd Foothills Blvd 45 49.9 50.3 45 Eureka Road Douglas Blvd Roseville Parkway 40 46.3 42.4 40 Eureka Road East Roseville Parkway Sierra College Blvd 40 45.9 45.1 40 Fiddyment Rd Pleasant Grove Blvd Baseline Rd 50 52.7 53.7 50 Foothills Blvd Blue Oaks Blvd City Limit 40 43.7 43.8 40 Harding Blvd Estates Drive Lead Hill Blvd 35 41.1 40.2 35 Junction Blvd Foothills Blvd Washington Blvd 40 47.3 46.4 40 Lead Hill Blvd Rocky Ridge Drive East Roseville Parkway 40 43.8 44.9 40 Lead Hill Blvd North Sunrise Ave Rocky Ridge Drive 40 45.7 46.7 40 Lead Hill Blvd Harding Blvd Sunrise Ave 35 39.4 40.4 35 Monument Drive Bob Doyle Drive Pleasant Grove Blvd 30 35.8 36.0 30 North Sunrise Ave Lead Hill Blvd Douglas Blvd 35 42.4 41.3 35 North Sunrise Ave Eureka Road Lead Hill Blvd 40 42.8 43.6 40 Parkhill Drive East Roseville Parkway McLaren Drive 35 37.2 37.5 35 PFE Road Atkinson Street Western City Limit 45 45.9 46.6 45 Pleasant Grove Blvd Fiddyment Road Market Street 45 49.7 48.3 45 Pleasant Grove Blvd Market Street Western City Limit 45 50.1 46.9 45 Rocky Ridge Drive Douglas Blvd Cirby Way 40 47.2 46.9 40 Rocky Ridge Drive Roseville Parkway Eureka Road 40 43.1 43.5 40 Sierra College Blvd Old Auburn Road Eureka Road 45 47.9 49.8 45 Sierra College Blvd Douglas Blvd Olypmus Drive 45 49.4 48.6 45 Sierra College Blvd Olympus Drive Northern City Limit 50 55.0 56.6 50 Stanford Ranch Road HWY 65 Fairway Drive 40 45.8 45.6 40 Stanford Ranch Road Fairway Drive Northern City Limit 40 47.1 45.4 40 Sunrise Ave Cirby Way Southern City Limit 40 47.4 47.3 40 Vernon Street Riverside/Douglas Blvd Taylor St 25 28.9 30.1 25 Vernon Street Cirby Way Sixth Street 40 43.6 43.8 40
Vernon Street Taylor Street Folsom Road 15 22.3 20.0 15 Vineyard Road Atkinson Street Western City Limit 40 45.8 46.3 40 Washington Blvd Junction Blvd Pleasant Grove Blvd 45 49.9 50.1 45 Washington Blvd Junction Blvd Elefa Street 45 50.4 51.0 45 Washington Blvd Elefa Street Oak Street 35 41.8 39.8 35 Westpark Drive Bob Doyle Drive Bickleigh Loop 35 37.4 39.0 35 Table 1 - 2022 Speed Limit Changes
Proposed Decrease
New Survey
No Change

COUNCIL COMMUNICATION
CC #: 2491
File #: 0800-05 & 0201-01
Title: Legal Software Replacement - Budget Adjustment
Contact: Robin Bernhard 916-774-5127 [email protected] Meeting Date: 1/18/2023
Item #: 7.24.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt an ordinance approving a budget adjustment appropriating $39,930 from the Information Technology Replacement Fund for the implementation and Year 1 maintenance of legal software used by the City Attorney’s Office.

BACKGROUND
The City Attorney’s Office uses software for legal case management. The current solution, Citylaw, is due for replacement and the project team identified a potential solution. Approval of this ordinance will allow the project team to proceed with purchasing the selected software including licensing and professional services.

FISCAL IMPACT
The implementation and Year 1 maintenance costs are $38,180 plus 10% contingency of $1,750, for a total cost of $39,930 funded through the Information Technology Replacement Fund. Future annual maintenance will be included in the City Attorney’s Office operating budget in the General Fund. The estimated five year cost of ownership to the City is $59,720.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal E - Deliver exceptional city services
Respectfully Submitted,
Robin Bernhard, IT Program Manager
Hong Sae, Chief Information Officer
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Ordinance 6597
Budget Adjustment
ORDINANCE NO. 6597

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY

EFFECTIVE AS AN APPROPRIATION MEASURE
THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. The City of Roseville Annual Budget, Fiscal Year 2022-23, is hereby amended as listed on the attached budget adjustment for legal software replacement.

SECTION 2. This ordinance is hereby declared to be an appropriation measure, immediately effective pursuant to the provisions of Section 5.03 of the Charter.

SECTION 3. The City Clerk is hereby authorized and directed to post a true copy of the foregoing ordinance in each of three (3) conspicuous locations in the City and she shall immediately after such posting enter in the ordinance book, under the record of the ordinance, a certificate under her hand stating the time and place of such publication by posting.

PASSED AND ADOPTED by the Council of the City of Roseville, this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk

REQUEST FOR BUDGET ADJUSTMENT
REQUESTER NAME & TITLE: Robin Bernhard, IT Program Manager FISCAL YEAR: 2022-23 PREPARER NAME & TITLE: Robin Bernhard, IT Program Manager COUNCIL DATE (if applicable): 1/18/2023 DEPARTMENT/DIVISION: IT Business Solutions ORDINANCE:

EXPENDITURES/EXPENSES/TRANSFERS OUT
BUDGET ($)
Fund Account Center Project Adjustment
4105 5301 84001 500319 19,250
4105 5393 84001 500319 20,680
39,930

REVENUES/TRANSFERS IN
BUDGET ($)
Fund Account Center Project Adjustment
-
39,930

FUND BALANCE
BUDGET ($)
Fund Account Center Project Adjustment
4105 3601 00000 (39,930)
(39,930)
Justification for Budget Adjustment:

REQUESTING DEPARTMENT HEAD / DESIGNEE DATE BUDGET MANAGER / DESIGNEE DATE

CHIEF FINANCIAL OFFICER / DESIGNEE DATE CITY MANAGER / DESIGNEE DATE

POSTED BY DATE
Revised: June 24, 2019
Establish Software budget for Citylaw Project
TOTAL
TOTAL

ACCOUNT STRING

DESCRIPTION
Establish Professional Services budget for Citylaw Project Reduce IT Replacement Fund Balance

NET ADJUSTMENT

ACCOUNT STRING

DESCRIPTION
REQUIRED APPROVALS:

BUDGET DEPARTMENT USE ONLY:

This budget adjustment is requested to establish project #500319 - Citylaw Replacement. This budget will pay for funding of the implementation and Year 1 maintenance. City Law is a software application used by the City Attorney's Office (CAO) for legal case management and document storage.

The City implemented CityLaw over 20 years ago and while functional, it does not offer all functionality that could be used by the current CAO staff.

Year 1 replacement cost is funded from the IT-Rehab Fund while future years (starting with Year 2) will be funded from City Attorney’s Departmental Operating Cost.

ACCOUNT STRING

DESCRIPTION
TOTAL
12/6/202211:08 AM
1 COUNCIL COMMUNICATION
CC #: 2508
File #: 0214 & 0323 & 0201-01
Title:

U.S. Department of Justice, Office of Community Oriented Policing Services - Grant Award and Budget Adjustment
Contact: Mark Peinado 916-774-5021 [email protected] Doug Blake 916-746-1043 [email protected]
Meeting Date: 1/18/2023
Item #: 7.25.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution accepting the grant award from the Office of U.S. Department of Justice, Community Oriented Policing Services (COPS) in the amount of $150,000 and authorizing the City Manager or his Designee to execute the required documents on behalf of the City. Additionally, Staff recommends that City Council adopt an ordinance approving a budget adjustment in the amount of $150,000.

BACKGROUND
The Roseville Police Department has been awarded $150,000 through the FY2022 Law Enforcement Agency De-Escalation Grant Program by the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS). The COPS De-Escalation grant supports projects in police agencies across the country in their efforts to enhance training in de-escalation.

The national goal is to influence, mitigate, and reduce unnecessary police use of force incidents through more scenario based de-escalation training. The grant specifically offers to fund VirtualReality (VR) systems that can be used as a very important tool in supporting an agency's training culture and scenario-based practice in the verbal aspects of de-escalation.

It is the goal of the Roseville Police Department to create, enhance and sustain a comprehensive de-escalation training program by obtaining a VR system for use in force options, tactical communication, duty to intervene and de-escalation skills training.

FISCAL IMPACT
The recommended budget adjustment will appropriate $150,000 of grant funding in the City's Grants Fund. The budget adjustment will have no net impact on the City's General Fund.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal C - Maintain a safe and healthy community
Respectfully Submitted,
Mark Peinado, Management Analyst
Troy Bergstrom, Police Chief
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-039
Grant Award
Ordinance 6605
Budget Adjustment
RESOLUTION NO. 23-039
ACCEPTING A GRANT AWARD FROM THE U.S. DEPARTMENT OF JUSTICE,

OFFICE OF COMMUNITY ORIENTED POLICING SERVICES
WHEREAS, the Roseville Police Department was awarded a $150,000 grant by the U.S.

Department of Justice, Office of Community Oriented Policing Services; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Roseville that the City of Roseville accepts the grant award from the U.S. Department of Justice, Office of Community Oriented Policing Services and the City Manager is hereby authorized to execute any required documents.

BE IT FURTHER RESOLVED that as the grant recipient, the City of Roseville agrees to comply with all conditions and requirements related to the award; and PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
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Dear Troy Bergstrom,
On behalf of Attorney General Merrick B. Garland, it is my pleasure to inform you the Office of Community Oriented Policing Services (the COPS Office) has approved the application submitted by ROSEVILLE, CITY OF for an award under the funding opportunity entitled 2022 FY22 Law Enforcement Agency De-Escalation Grants -Community Policing Development Solicitation. The approved award amount is $150,000.

Review the Award Instrument below carefully and familiarize yourself with all conditions and requirements before accepting your award. The Award Instrument includes the Award Offer (Award Information, Project Information, Financial Information, and Award Conditions) and Award Acceptance. For COPS Office and OVW funding the Award Offer also includes any Other Award Documents.

Please note that award requirements include not only the conditions and limitations set forth in the Award Offer, but also compliance with assurances and certifications that relate to conduct during the period of performance for the award. These requirements encompass financial, administrative, and programmatic matters, as well as other important matters (e.g., specific restrictions on use of funds). Therefore, all key staff should receive the award conditions, the assurances and certifications, and the application as approved by the COPS Office, so that they understand the award requirements. Information on all pertinent award requirements also must be provided to any subrecipient of the award.

Should you accept the award and then fail to comply with an award requirement, DOJ will pursue appropriate remedies for non-compliance, which may include termination of the award and/or a requirement to repay award funds.

Prior to accepting the award, your Entity Administrator must assign a Financial Manager, Grant Award Administrator, and Authorized Representative(s) in the Justice Grants System (JustGrants). The Entity Administrator will need to ensure the assigned Authorized Representative(s) is current and has the legal authority to accept awards and bind the entity to the award terms and conditions. To accept the award, the Authorized Representative(s) must accept all parts of the Award Offer in the Justice Grants System (JustGrants), including by executing the required declaration and certification, within 45 days from the award date.

To access your funds, you will need to enroll in the Automated Standard Application for Payments (ASAP) system, if you haven’t already completed the enrollment process in ASAP. The Entity Administrator should have already received an email from ASAP to initiate this process.

Congratulations, and we look forward to working with you.

ROBERT CHAPMAN
Acting Director
Office for Civil Rights Notice for All Recipients
The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) has been delegated the responsibility for ensuring that recipients of federal financial assistance from the OJP, the Office of Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OVW) are not engaged in discrimination prohibited by law. Several federal civil rights laws, such as Title VI of the Civil Rights Act of 1964 and Section 504 of the  Award Letter
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Under the delegation of authority, the OCR investigates allegations of discrimination against recipients from individuals, entities, or groups. In addition, the OCR conducts limited compliance reviews and audits based on regulatory criteria. These reviews and audits permit the OCR to evaluate whether recipients of financial assistance from the Department are providing services in a nondiscriminatory manner to their service population or have employment practices that meet equalopportunity standards.

If you are a recipient of grant awards under the Omnibus Crime Control and Safe Streets Act or the Juvenile Justice and Delinquency Prevention Act and your agency is part of a criminal justice system, there are two additional obligations that may apply in connection with the awards: (1) complying with the regulation relating to Equal Employment Opportunity Programs (EEOPs); and (2) submitting findings of discrimination to OCR. For additional information regarding the EEOP requirement, see 28 CFR Part 42, subpart E, and for additional information regarding requirements when there is an adverse finding, see 28 C.F.R. §§ 42.204(c), .205(c)(5).

The OCR is available to help you and your organization meet the civil rights requirements that are associated with DOJ grant funding. If you would like the OCR to assist you in fulfilling your organization's civil rights or nondiscrimination responsibilities as a recipient of federal financial assistance, please do not hesitate to contact the OCR at [email protected].

This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions.

Recipient Name

ROSEVILLE, CITY OF
UEI
W49TKZLUYCJ3
ORI Number
——
Street 1 Street 2
 Award Information
Recipient Information
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City

ROSEVILLE
State/U.S. Territory
California
Zip/Postal Code
95678
Country
United States
County/Parish
——
Province
——
Federal Award Date
10/13/22
Award Type
Initial
Award Number
15JCOPS-22-GG-04818-PPSE
Supplement Number
00 Federal Award Amount
$150,000.00
Funding Instrument Type
Grant

16.710 Public Safety Partnership and Community Policing Grants The Public Safety Partnership and Community Policing Act of 1994, 34 U.S.C. § 10381 et seq I have read and understand the information presented in this section of the Federal Award Instrument.

Award Details
Assistance Listing Number Assistance Listings Program Title Statutory Authority
 Project Information
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Solicitation Title
2022 FY22 Law Enforcement Agency DeEscalation Grants -Community Policing Development Solicitation
Application Number
GRANT13645068
Awarding Agency
COPS
Grant Manager Name

VONDA MATTHEWS
Phone Number
202-616-9430
E-mail Address
[email protected]
Project Title
FY22 City of Roseville, CA De-Escalation Grant
Performance Period Start
Date
09/01/2022
Performance Period End
Date
08/31/2024
Budget Period Start Date
09/01/2022
Budget Period End Date
08/31/2024
Project Description
It is the goal of the Roseville Police Department to use grant funding to create, enhance and sustain a comprehensive de-escalation training program by obtaining a Virtual Reality system for use in force options, tactical communication, duty to intervene and de-escalation skills training. If the Roseville Police Department obtained a VR system, we would be able to provide excellent training and a culture of skilled de-escalation for our officers and the variety of law enforcement entities and HHS workers that we serve with.

I have read and understand the information presented in this section of the Federal Award Instrument. 11/7/22, 1:58 PM Funded Award
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The financial review of the budget for this award is still pending. For further details on the reason for this conditional budget clearance contact your assigned COPS program manager. Please review your specific award conditions for limitations on drawing down funding pending final budget clearance.

No other award documents have been added.

This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions.

Restrictions on Internal Confidentiality Agreements: No recipient or subrecipient under this award, or entity that receives a contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts the lawful reporting of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. Consolidated Appropriations Act, 2022, Public Law 117-103, Division E, Title VII, Section 742.

Duplicative Funding: The recipient understands and agrees to notify the COPS Office if it receives, from any other source, funding for the same item or service also funded under this award.

Contract Provision: All contracts made by the award recipients under the federal award must contain the provisions required under 2 C.F.R. Part 200, Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards. Please see appendices in the Award Owner’s Manual for a full text of the contract provisions.

Award Monitoring Activities: Federal law requires that recipients receiving federal funding from the COPS Office must be monitored to ensure compliance with their award conditions and other applicable statutes and regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of award implementation—compliance and programmatic benefits—are part of the monitoring process coordinated by the U.S. Department of Justice. Award monitoring activities conducted by the COPS Office include site visits, enhanced office-based grant reviews,  Financial Information
 Other Award Documents
 Award Conditions
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Authorized Representative Responsibility: The recipient understands that, in accepting this award, the Authorized Representatives declare and certify, among other things, that they possess the requisite legal authority to accept the award on behalf of the recipient entity and, in so doing, accept (or adopt) all material requirements throughout the period of performance under this award. The recipient further understands, and agrees, that it will not assign anyone to the role of Authorized Representative during the period of performance under the award without first ensuring that the individual has the requisite legal authority.

Termination: Recipient understands and agrees that the COPS Office may terminate funding, in whole or in part, for the following reasons:
(1) When the recipient fails to comply with the terms and conditions of a Federal award. (2) When an award no longer effectuates the program goals or agency priorities, to the extent such termination is authorized by law.
(3) When the recipient agrees to the termination and termination conditions. (4) When the recipient provides the COPS Office written notification requesting termination including the reasons, effective date, and the portion of the award to be terminated. The COPS Office may terminate the entire award if the remaining portion will not accomplish the purposes of the award. (5) Pursuant to any other termination provisions included in the award.

2. C.F.R. § 200.340.

Award Owner’s Manual: The recipient agrees to comply with the terms and conditions in the applicable 2022 COPS Office Program Award Owner's Manual; DOJ Grants Financial Guide; COPS Office statute (34 U.S.C. § 10381, et seq.) as applicable; Students, Teachers, and Officers Preventing (STOP) School Violence Act of 2018 (34 U.S.C. § 10551, et seq.) as applicable; the requirements of 2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) as adopted by the U.S. Department of Justice in 2 C.F.R. § 2800.101; 48 C.F.R. Part 31 (FAR Part 31) as applicable (Contract Cost Principles and Procedures); the Cooperative Agreement as applicable; representations made in the application; and all other applicable program requirements, laws, orders, regulations, or circulars.

Assurances and Certifications: The recipient acknowledges its agreement to comply with the Assurances and Certifications forms that were signed as part of its application.

Federal Civil Rights: The Applicant understands that the federal statutes and regulations applicable to the award (if any) made by the Department based on the application specifically include statutes and regulations pertaining to civil rights and nondiscrimination, and, in addition— a. the Applicant understands that the applicable statutes pertaining to civil rights will include section 601 of the Civil Rights Act of 1964 (42 U.S.C. § 2000d); section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794); section 901 of the Education Amendments of 1972 (20 U.S.C. § 1681); and section 303 of the Age Discrimination Act of 1975 (42 U.S.C. § 6102);
b. the Applicant understands that the applicable statutes pertaining to nondiscrimination may include section 809(c) of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 (34 U.S.C. § 10228(c)); section 5 6
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d. on behalf of the Applicant, I make the specific assurances set out in 28 C.F.R. §§ 42.105 and 42.204.

The Applicant also understands that (in addition to any applicable program-specific regulations and to applicable federal regulations that pertain to civil rights and nondiscrimination) the federal regulations applicable to the award (if any) made by the Department based on the application may include, but are not limited to, 2 C.F.R. Part 2800 (the DOJ "Part 200 Uniform Requirements") and 28 C.F.R. Parts 22 (confidentiality - research and statistical information), 23 (criminal intelligence systems), 38 (regarding faithbased or religious organizations participating in federal financial assistance programs), and 46 (human subjects protection).

Mandatory Disclosure: Recipients and subrecipients must timely disclose in writing to the Federal awarding agency or pass-through entity, as applicable, all federal criminal law violations involving fraud, bribery, or gratuity that may potentially affect the awarded federal funding. Recipients that receive an award over $500,000 must also report certain civil, criminal, or administrative proceedings in SAM and are required to comply with the Term and Condition for Recipient Integrity and Performance Matters as set out in 2 C.F.R.

Part 200, Appendix XII to Part 200. Failure to make required disclosures can result in any of the remedies, including suspension and debarment, described in 2 C.F.R. § 200.339. 2 C.F.R. § 200.113.

Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information: Recipients and subrecipients agree not to discharge, demote, or otherwise discriminate against an employee as reprisal for the employee disclosing information that he or she reasonably believes is evidence of gross mismanagement of a federal contract or award, a gross waste of federal funds, an abuse of authority relating to a federal contract or award, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a Federal contract (including the competition for or negotiation of a contract) or award. Recipients and subrecipients also agree to provide to their employees in writing (in the predominant native language of the workforce) of the rights and remedies provided in 41 U.S.C. § 4712.

Please see appendices in the Award Owner’s Manual for a full text of the statute.

False Statements: False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, debarment from participating in federal awards or contracts, and/or any other remedy available by law. 31 U.S.C. § 3729-3733.

System for Award Management (SAM) and Universal Identifier Requirements: The recipient agrees to comply with the following requirements of 2 C.F.R. Part 25, Appendix A to Part 25 – Award Term:

I. System for Award Management and Universal Identifier Requirements A. Requirement for System for Award Management
Unless you are exempted from this requirement under 2 CFR 25.110, you as the recipient must maintain current information in the SAM. This includes information on your immediate and highest level owner and subsidiaries, as well as on all of your predecessors that have been awarded a Federal contract or Federal financial assistance within the last three years, if applicable, until you submit the final financial report required under this Federal award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another Federal award term.

B. Requirement for Unique Entity Identifier
If you are authorized to make subawards under this Federal award, you:
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1. Must notify potential subrecipients that no entity (see definition in paragraph C of this award term) may receive a subaward from you until the entity has provided its Unique Entity Identifier to you.

2. May not make a subaward to an entity unless the entity has provided its Unique Entity Identifier to you.

Subrecipients are not required to obtain an active SAM registration, but must obtain a Unique Entity Identifier.

C. Definitions
For purposes of this term:

1. System for Award Management (SAM) means the Federal repository into which a recipient must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the SAM internet site (currently at https://www.sam.gov).

2. Unique Entity Identifier means the identifier assigned by SAM to uniquely identify business entities.

3. Entity includes non-Federal entities as defined at 2 CFR 200.1 and also includes all of the following, for purposes of this part:
a. A foreign organization;
b. A foreign public entity;
c. A domestic for-profit organization; and
d. A Federal agency.

4. Subaward has the meaning given in 2 CFR 200.1.

5. Subrecipient has the meaning given in 2 CFR 200.1.

Reporting Subawards and Executive Compensation
The recipient agrees to comply with the following requirements of 2 C.F.R. Part 170, Appendix A to Part 170 – Award Term:

I. Reporting Subawards and Executive Compensation
a. Reporting of first-tier subawards.

Applicability. Unless you are exempt as provided in paragraph d. of this award term, you must report each action that equals or exceeds $30,000 in Federal funds for a subaward to a non-Federal entity or Federal agency (see definitions in paragraph e. of this award term).

2. Where and when to report.
i. The non-Federal entity or Federal agency must report each obligating action described in paragraph a.1. of this award term to http://www.fsrs.gov.
ii. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on November 7, 2010, the obligation must be reported by no later than December 31, 2010.)

3. What to report. You must report the information about each obligating action that the submission instructions posted at http://www.fsrs.gov specify.
b. Reporting total compensation of recipient executives for non-Federal entities.

1. Applicability and what to report. You must report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if— 14 11/7/22, 1:58 PM Funded Award
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ii. in the preceding fiscal year, you received—
(A) 80 percent or more of your annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards), and
(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and,
iii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.)

2. Where and when to report. You must report executive total compensation described in paragraph b.1. of this award term:
i. As part of your registration profile at https://www.sam.gov. ii. By the end of the month following the month in which this award is made, and annually thereafter. c. Reporting of Total Compensation of Subrecipient Executives.

1. Applicability and what to report. Unless you are exempt as provided in paragraph d. of this award term, for each first-tier non-Federal entity subrecipient under this award, you shall report the names and total compensation of each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal year, if—
i. in the subrecipient's preceding fiscal year, the subrecipient received— (A) 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards) and,
(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards); and ii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.)

2. Where and when to report. You must report subrecipient executive total compensation described in paragraph c.1. of this award term:
i. To the recipient.
ii. By the end of the month following the month during which you make the subaward. For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), you must report any required compensation information of the subrecipient by November 30 of that year.
d. Exemptions.
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i. Subawards, and
ii. The total compensation of the five most highly compensated executives of any subrecipient. e. Definitions. For purposes of this award term:

1. Federal Agency means a Federal agency as defined at 5 U.S.C. 551(1) and further clarified by 5 U.S.C. 552(f).

2. Non-Federal entity means all of the following, as defined in 2 CFR part 25:
i. A Governmental organization, which is a State, local government, or Indian tribe; ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization; and, iv. A domestic or foreign for-profit organization

3. Executive means officers, managing partners, or any other employees in management positions.

4. Subaward:
i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient.
ii. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see 2 CFR 200.331).
iii. A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract.

5. Subrecipient means a non-Federal entity or Federal agency that:
i. Receives a subaward from you (the recipient) under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward.

6. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)).

Equal Employment Opportunity Plan (EEOP): All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan. 28 C.F.R. Part 42 subpart E.

Reports/Performance Goals: To assist the COPS Office in monitoring and tracking the performance of your award, your agency will be responsible for submitting semi-annual programmatic performance reports that describe project activities during the reporting period and quarterly Federal Financial Reports using Standard Form 425 (SF-425). 2 C.F.R. §§ 200.328 - 200.329. The performance report is used to track your agency’s progress toward implementing community policing strategies and to collect data to gauge the effectiveness of increasing your agency’s community policing capacity through COPS Office funding. The 15 16
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Recipient Integrity and Performance Matters: For awards over $500,000, the recipient agrees to comply with the following requirements of 2 C.F.R. Part 200, Appendix XII to Part 200 – Award Term and Condition for Recipient Integrity and Performance Matters:

A. Reporting of Matters Related to Recipient Integrity and Performance

1. General Reporting Requirement
If the total value of your currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this Federal award, then you as the recipient during that period of time must maintain the currency of information reported to the System for Award Management (SAM) that is made available in the designated integrity and performance system (currently the Federal Awardee Performance and Integrity Information System (FAPIIS)) about civil, criminal, or administrative proceedings described in paragraph 2 of this award term and condition. This is a statutory requirement under section 872 of Public Law 110-417, as amended (41 U.S.C. 2313). As required by section 3010 of Public Law 111-212, all information posted in the designated integrity and performance system on or after April 15, 2011, except past performance reviews required for Federal procurement contracts, will be publicly available.

2. Proceedings About Which You Must Report
Submit the information required about each proceeding that:
a. Is in connection with the award or performance of a grant, cooperative agreement, or procurement contract from the Federal Government;
b. Reached its final disposition during the most recent five-year period; and c. Is one of the following:
(1) A criminal proceeding that resulted in a conviction, as defined in paragraph 5 of this award term and condition;
(2) A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more; (3) An administrative proceeding, as defined in paragraph 5. of this award term and condition, that resulted in a finding of fault and liability and your payment of either a monetary fine or penalty of $5,000 or more or reimbursement, restitution, or damages in excess of $100,000; or (4) Any other criminal, civil, or administrative proceeding if:
(i) It could have led to an outcome described in paragraph 2.c.(1), (2), or (3) of this award term and condition;
(ii) It had a different disposition arrived at by consent or compromise with an acknowledgment of fault on your part; and
(iii) The requirement in this award term and condition to disclose information about the proceeding does not conflict with applicable laws and regulations.

3. Reporting Procedures
Enter in the SAM Entity Management area the information that SAM requires about each proceeding described in paragraph 2 of this award term and condition. You do not need to submit the information a second time under assistance awards that you received if you already provided the information through SAM because you were required to do so under Federal procurement contracts that you were awarded.

4. Reporting Frequency
During any period of time when you are subject to the requirement in paragraph 1 of this award term and condition, you must report proceedings information through SAM for the most recent five year period, either 17 11/7/22, 1:58 PM Funded Award
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5. Definitions
For purposes of this award term and condition:
a. Administrative proceeding means a non-judicial process that is adjudicatory in nature in order to make a determination of fault or liability (e.g., Securities and Exchange Commission Administrative proceedings, Civilian Board of Contract Appeals proceedings, and Armed Services Board of Contract Appeals proceedings). This includes proceedings at the Federal and State level but only in connection with performance of a Federal contract or grant. It does not include audits, site visits, corrective plans, or inspection of deliverables.
b. Conviction, for purposes of this award term and condition, means a judgment or conviction of a criminal offense by any court of competent jurisdiction, whether entered upon a verdict or a plea, and includes a conviction entered upon a plea of nolo contendere.
c. Total value of currently active grants, cooperative agreements, and procurement contracts includes— (1) Only the Federal share of the funding under any Federal award with a recipient cost share or match; and (2) The value of all expected funding increments under a Federal award and options, even if not yet exercised.

Debarment and Suspension: The recipient agrees not to award federal funds under this program to any party which is debarred or suspended from participation in federal assistance programs. 2 C.F.R. Part 180 (Government-wide Nonprocurement Debarment and Suspension) and 2 C.F.R. Part 2867 (DOJ Nonprocurement Debarment and Suspension).

Employment Eligibility: The recipient agrees to complete and keep on file, as appropriate, the Department of Homeland Security, U.S. Citizenship and Immigration Services (USCIS) Employment Eligibility Verification Form (I-9). This form is to be used by recipients of federal funds to verify that persons are eligible to work in the United States. Immigration Reform and Control Act of 1986 (IRCA), Public Law 99-603.

Conflict of Interest: Recipients and subrecipients must disclose in writing to the COPS Office or passthrough entity, as applicable, any potential conflict of interest affecting the awarded federal funding in 2 C.F.R. § 200.112.

Additional High-Risk Recipient Requirements: The recipient agrees to comply with any additional requirements that may be imposed during the award performance period if the awarding agency determines that the recipient is a high-risk recipient. 2 C.F.R. § 200.208.

Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment: Recipient agrees that it, and its subrecipients, will not use award funds to extend, renew, or enter into any contract to procure or obtain any covered telecommunication and video surveillance services or equipment as described in 2 CFR §200.216. Covered services and equipment include telecommunications or video surveillance services or equipment produced or provided by Huawei Technologies Company or ZTE Corporation (or any 18 19
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2. C.F.R. § § 200.216 & 471. See also Section 889 of the John S. McCain National Defense Authorization Act of Fiscal Year 2019, Public Law 115-232.

Travel Costs: Travel costs for transportation, lodging and subsistence, and related items are allowable with prior approval from the COPS Office. Payment for allowable travel costs will be in accordance with 2 C.F.R. § 200.475.

The Paperwork Reduction Act Clearance and Privacy Act Review: Recipient agrees, if required, to submit all surveys, interview protocols, and other information collections to the COPS Office for submission to the Office of Management and Budget (OMB) for clearance under the Paperwork Reduction Act (PRA). Before submission to OMB, all information collections that request personally identifiable information must be reviewed by the COPS Office to ensure compliance with the Privacy Act. The Privacy Act compliance review and the PRA clearance process may take several months to complete. 44 U.S.C. §§ 3501-3520 and 5 U.S.C. § 552a.

Supplementing, not Supplanting: State, local, and tribal government recipients must use award funds to supplement, and not supplant, state, local, or Bureau of Indian Affairs (BIA) funds that are already committed or otherwise would have been committed for award purposes (hiring, training, purchases, and/or activities) during the award period. In other words, state, local, and tribal government recipients may not use COPS Office funds to supplant (replace) state, local, or BIA funds that would have been dedicated to the COPS Office-funded item(s) in the absence of the COPS Office award. 34 U.S.C. § 10384(a).

Sole Source Justification: Recipients who have been awarded funding for the procurement of an item (or group of items) or service in excess of $250,000 and who plan to seek approval for use of a noncompetitive procurement process must provide a written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down award funds for that item or service. 2 C.F.R. § 200.325(b)(2).

Evaluations: The COPS Office may conduct monitoring or sponsor national evaluations of its award programs. The recipient agrees to cooperate with the monitors and evaluators. 34 U.S.C. § 10385(b).

News Media: The recipient agrees to comply with the COPS Office policy on contact with the news media.

The policy establishes the COPS Office Communications Division as the principal point of contact for the news media for issues relevant to the COPS Office or parameters of this award. The recipient agrees to refer all media inquiries on these topics directly to the COPS Office Communications Division at 202-514- 9079.

Modifications: Award modifications are evaluated on a case-by-case basis in accordance with 2 C.F.R. § 23 24
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Public Release Information: The recipient agrees to submit one copy of all reports and proposed publications resulting from this award ninety (90) days prior to public release. Any publications (written, curricula, visual, sound, or websites) or computer programs, whether or not published at government expense, shall contain the following statement:
"This project was supported, in whole or in part, by federal award number [YYYY-XX-XXXX] awarded to [Entity] by the U.S. Department of Justice, Office of Community Oriented Policing Services. The opinions contained herein are those of the author(s) or contributor(s) and do not necessarily represent the official position or policies of the U.S. Department of Justice. References to specific individuals, agencies, companies, products, or services should not be considered an endorsement by the author(s), contributor(s), or the U.S. Department of Justice. Rather, the references are illustrations to supplement discussion of the issues.

The Internet references cited in this publication were valid as of the date of publication. Given that URLs and websites are in constant flux, neither the author(s) nor the COPS Office can vouch for their current validity." Human Subjects Research: The recipient agrees to comply with the provisions of the U.S. Department of Justice’s common rule regarding Protection of Human Subjects, 28 C.F.R. Part 46, prior to the expenditure of Federal funds to perform such activities, if applicable. The recipient also agrees to comply with 28 C.F.R.

Part 22 regarding the safeguarding of individually identifiable information collected from research participants.

Copyright: If applicable, the recipient may copyright any work that is subject to copyright and was developed, or for which ownership was acquired, under this award in accordance with 2 C.F.R. § 200.315(b). The COPS Office reserves a royalty-free, nonexclusive and irrevocable license to reproduce, publish, or otherwise use the work, in whole or in part (including create derivative works), for Federal Government purposes, and to authorize others to do so. The COPS Office also reserves the right, at its discretion, not to publish deliverables and other materials developed under this award as a U.S. Department of Justice resource.

Products and deliverables developed with award funds and published as a U.S. Department of Justice resource will contain the following copyright notice:
“This resource was developed under a federal award and may be subject to copyright. The U.S. Department of Justice reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use the work for Federal Government purposes and to authorize others to do so. This resource may be freely distributed and used for noncommercial and educational purposes only.” Computer Network Requirement: The recipient understands and agrees that no award funds may be used to maintain or establish a computer network unless such network blocks the viewing, downloading, and exchanging of pornography. Nothing in this requirement limits the use of funds necessary for any federal, state, tribal, or local law enforcement agency or any other entity carrying out criminal investigations, prosecution, or adjudication activities. Consolidated Appropriations Act, 2022, Public Law 117-103, Division B, Title V, Section 527.
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Extensions: Recipients may request an extension of the award period to receive additional time to implement their award program. Such extensions do not provide additional funding. Only those recipients that can provide a reasonable justification for delays will be granted no-cost extensions. Extension requests must be received prior to the end date of the award. 2 C.F.R. §§ 200.308(e)(2) and 200.309.

Domestic preferences for procurements: Recipient agrees that it, and its subrecipients, to the greatest extent practicable, will provide a preference for the purchase, acquisition, or use of goods, products, and materials produced in, and services offered in, the United States. 2. C.F.R. § 200.322 and Executive Order 14005, Ensuring the Future is Made in All of America by All of America’s Workers, January 25, 2021.

Conditional Budget Clearance: The recipient understands that the budget for this award is pending review and approval. Until approved, the recipient agrees not to obligate, expend or draw down funds until the COPS Office has approved the budget and an Award Condition Modification (ACM) has been issued to remove this award condition. Recipients will not be reimbursed for any obligations or expenditures that are not approved.

I have read and understand the information presented in this section of the Federal Award Instrument.

Declaration and Certification to the U.S. Department of Justice as to Acceptance By checking the declaration and certification box below, I-- A. Declare to the U.S. Department of Justice (DOJ), under penalty of perjury, that I have authority to make this declaration and certification on behalf of the applicant.

B. Certify to DOJ, under penalty of perjury, on behalf of myself and the applicant, to the best of my knowledge and belief, that the following are true as of the date of this award acceptance: (1) I have conducted or there was conducted (including by applicant’s legal counsel as appropriate and made available to me) a diligent review of all terms and conditions of, and all supporting materials submitted in connection with, this award, including any assurances and certifications (including anything submitted in connection therewith by a person on behalf of the applicant before, after, or at the time of the application submission and any materials that accompany this 34 35
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 Award Acceptance
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C. Accept this award on behalf of the applicant.

D. Declare the following to DOJ, under penalty of perjury, on behalf of myself and the applicant: (1) I understand that, in taking (or not taking) any action pursuant to this declaration and certification, DOJ will rely upon this declaration and certification as a material representation; and (2) I understand that any materially false, fictitious, or fraudulent information or statement in this declaration and certification (or concealment or omission of a material fact as to either) may be the subject of criminal prosecution (including under 18 U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject me and the applicant to civil penalties and administrative remedies under the federal False Claims Act (including under 31 U.S.C. §§ 3729-3730 and/or §§ 3801-3812) or otherwise.

Title of Approving Official
Acting Director
Name of Approving Official

ROBERT CHAPMAN
Signed Date And Time
9/27/22 10:49 PM
Declaration and Certification (Law
Enforcement Executive/Program Official)
Declaration and Certification (Government
Executive/Financial Official)
Agency Approval
Authorized Representative
ORDINANCE NO. 6605

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCALYEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY

EFFECTIVE AS AN APPROPRIATION MEASURE
THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. The City of Roseville Annual Budget, Fiscal Year 2022-23, is hereby amended as listed on the attached budget adjustment for grant funds received from the U.S.

Department of Justice, Office of Community Oriented Policing Services.

SECTION 2. This ordinance is hereby declared to be an appropriation measure, immediately effective pursuant to the provisions of Section 5.03 of the Charter.

PASSED AND ADOPTED by the Council of the City ofRoseville, this _ day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
€J ROsEV1LLE REQUEST FOR BUDGET ADJUSTMENT

CALIFORNIA
REQUESTER NAME & TITLE: Mark Peinado / Management Analyst PREPARER NAME & TITLE: Mark Peinado / Management Analyst FISCAL YEAR:

COUNCIL DATE (if applicable):

DEPARTMENT/DIVISION: _P....;;.o _
lice;_;;__D_e"""pa..;;.._;;rtmen___;.._t _____________ ORDINANCE:

EXPENDITURES/EXPENSES/TRANSFERS OUT
ACCOUNT STRING BUDGET($) DESCRIPTION
Fund Account Center Project Adjustment
FY2022-23
01/18/2023
2270 6587 84001 700046 150,000 Increase capital outlay - computer equipment for VR system.

TOTAL 150,000

REVENUES/TRANSFERS IN
ACCOUNT STRING BUDGET($) DESCRIPTION
Fund Account Center Project Adjustment
2270 4401 84001 700046 150,000 Increase project revenue budget for total amount of grant reimbursement
TOTAL 150,000

NET ADJUSTMENT - I

FUND BALANCE
ACCOUNT STRING BUDGET($) DESCRIPTION
Fund Account I Center I Project Adjustment

TOTAL -
Justification for Budget Adjustment:

Staff recommends that the City Council establish a budget for a grant award from the U.S. Department of Justice, Office Of Community Oriented Policing Services (COPS) to fund the purchase of a Virtual Reality system. It is the goal of the Roseville Police Department to create, enhance, and su�tain a comprehensive de-escalation training program by obtaining a Virtual Reality system for use in force options, tactical communication, duty to intervene and de-escalation skills training. This budget adjustment increases the revenue and expenditure budgets for project No.700046 by the total grant award of $150,000.

REQUIRED APPROVALS:
�,., - - � 1'2-\ ,� \ "2,-,)..

REQUESTING DEPARTMENT HEAD/ DESIGNEE D�TE BUDGET MANAGER/ DESIGNEE DATE

CHIEF FINANCIAL OFFICER/ DESIGNEE DATE CITY MANAGER/ DESIGNEE DATE BUDGET DEPARTMENT USE ONLY:

POSTED BY DATE
Revised: June 24, 2019
12/13/202211:09 AM

COUNCIL COMMUNICATION
CC #: 2489
File #: 0214 & 0201-01
Title: Homeland Security Grant - Budget Adjustment
Contact: Mark Peinado 916-774-5021 [email protected] Meeting Date: 1/18/2023
Item #: 7.26.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt an ordinance approving a budget adjustment associated with funding from the Homeland Security Grant Program.

BACKGROUND
Congress, through the Federal Department of Homeland Security, periodically allocates funds for local security and preparedness needs. Sometimes the allocations are based on population, and sometimes they are based on identified local risks. The funds are distributed first to the states, and the states distribute them to counties. In each county an Approval Authority, comprised of the public health officer, the sheriff, a city police chief, a county fire agency representative and a city fire agency representative, prioritizes needs and allocates funds for specific items. Placer County’s Office of Emergency Services (OES) administers the grants, files claims for reimbursement from the federal government, and then distributes the reimbursements to local agencies. In many instances the County OES gives the City a very short window of time to make the necessary purchases with the approved funds, as some funding is left over from previous grant years and needs to be expended immediately.

The Police Department was given approval to purchase a portable X-ray system, dual band radios, radio antennas, riot protective uniforms, protective pads and footwear.

FISCAL IMPACT
The recommended budget adjustment will add a total of $140,259 to the Police Department's budget in the City's Grants Fund. The City will be reimbursed for the purchases by Federal Homeland Security Funds administered by Placer County OES. There will be no net fiscal impact on the City.

Description
Ordinance 6596
Budget Adjustment
ORDINANCE NO. 6596

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCALYEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY

EFFECTIVE AS AN APPROPRIATION MEASURE
THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. The City of Roseville Annual Budget, Fiscal Year 2022-23, is hereby amended as listed on the attached budget adjustment for funds received from the Homeland Security Grant Program via the Placer County Office of EmergencyServices.

SECTION 2. This ordinance is hereby declared to be an appropriation measure, immediately effective pursuant to the provisions of Section 5.03 of the Charter.

PASSED AND ADOPTED by the Council of the City ofRoseville, this _ day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
ROsEflLLE REQUEST FOR BUDGET ADJUSTMENT

CALIFO RNIA
REQUESTER NAME & TITLE: Mark Peinado/ Management Analyst PREPARER NAME & TITLE: Mark Peinado/ Management Analyst FISCAL YEAR:

COUNCIL DATE (if applicable):

DEPARTMENT/DIVISION: _P_o_lic_e_ D_e_.p_a_rt_ m_e_nt _____________ ORDINANCE:

EXPENDITURES/EXPENSES/TRANSFERS OUT
ACCOUNT STRING BUDGET($) DESCRIPTION
Fund Account Center Project Adjustment
2270 6587 84001 700047 89,370 Capital Outlay- Equipment 2270 5395 84001 700047 13,390 Equipment under 5,000
2270 6587 84001 700048
15,334 Equipment under 5,000
TOTAL 148.259

REVENUES/TRANSFERS IN
ACCOUNT STRING BUDGET($) DESCRIPTION
Fund Account Center Project Adjustment
2270 4401 84001 700047 102,760 2020 Homeland Security Grant Program 2270 4401 84001 700048 37,499 2021 Homeland Security Grant Program TOTAL 140,259

NET ADJUSTMENT -I

FUND BALANCE
ACCOUNT STRING BUDGET($) DESCRIPTION Fund Account I Center I Project Adjustment -

TOTAL -
Justification for Budget Adjustment:

FY2022-23
01/18/2023
The Roseville Police Department has been given approval from Placer County Office of Emergency Services (OES) to purchase equipment with funding allocated from the Homeland Security Grant Program. Placer County OES administers the grants, files claims for reimbursement from the federal government, and then distributes the reimbursements to local agencies. The Police Department will use the funds to purchase radios, a portable X-ray system, and riot protective uniforms for SWAT operations. l <......� """'-7
� �\.-.s-c.__

REQUESTING DEPARTMENT HEAD I DESIGNEE

CHIEF FINANCIAL OFFICER I DESIGNEE

POSTED BY
Revised: June 24, 2019
12/14/20221:06 PM
REQUIRED APPROVALS:
' i. h '-< ) "Lr 1.-

J DATE BUDGET MANAGER I DESIGN EE DATE

DATE CITY MANAGER I DESIGNEE DATE
BUDGET DEPARTMENT USE ONLY:

DATE
2270 5395 84001 700048
22,165 Capital Outlay- Equipment

COUNCIL COMMUNICATION
CC #: 2503
File #: 0721-05 & 0201-01
Title:

Dry Creek Greenway East Trail Project Phase 1 - Agreements and Budget Adjustment
Contact: Cathy Gosalvez 916-746-1300 [email protected] Meeting Date: 1/18/2023
Item #: 7.27.

RECOMMENDATION TO COUNCIL
Staff recommends City Council:

1. Adopt a resolution authorizing the City Manager to execute an Agreement for Sale of Conservation Credits from Riparian Ranch, LLC in the amount of $152,000 as mitigation for impacts to riparian and salmonid habitat.

2. Adopt an ordinance to approve a budget adjustment in the amount of $1,500,000.

3. Approve the Agreement for Acquisition of Real Property and Escrow Instructions for the purchase of real property from the following property owners:

SFC Windscape Investors, L.P. in the amount of $1,800; and Jacqueline Rice in the amount of $16,000; and
Emily Baldwin and Matthew Baldwin in the amount of $45,400; and Benjamin Haugen and Melissa Haugen in the amount of $36,300; and Jerry Lee, Elise Lee, Lisa Marie Lee, and DeVrae Lee in the amount of $82,600; and
Jack Hoffman and Cheryl Hoffman in the amount of $12,500; and Joey Stetson and Lisa Stetson in the amount of $30,000; and Charles Eckstrom IV and Jennifer Eckstrom in the amount of $13,800; and Dale McAfee and Brenda McAfee in the amount of $325,000; and David Schmidt and Janet Schmidt in the amount of $424,500

4. Adopt resolutions authorizing the City Manager to execute the agreements and any other related escrow documents on behalf of the City of Roseville.

BACKGROUND
The Dry Creek Greenway East trail project is a proposed paved multi-use trail along Dry, Cirby, and Linda Creeks from Darling Way/Riverside Avenue to the City limits at S. Cirby Way/Old Auburn Road. The project is identified as a proposed Class I bikeway in the City of Roseville General Plan and Bicycle Master Plan.

Phase 1 of the project will result in two (2) miles of Class I trail from the existing Saugstad Park Trail at Darling Way to the existing Maidu Park Trail at Rocky Ridge Drive.

The project has been designed to minimize effects on biological resources. However, the project will have an impact to the riparian habitat along segments of the Dry Creek corridor. As a result, the City obtained a permit from the National Marine Fisheries Service (NMFS) for the construction of the project. To compensate for the permanent loss of riparian habitat, the permit requires the purchase of 0.078 acres of riparian floodplain forest/salmonid habitat non shaded riverine aquatic (Non SRA) restoration conservation credits and 0.868 riparian floodplain forest/salmonid (SRA) conservation credits at an approved Mitigation Bank. The cost of the required credits is $152,000.

In addition, the City obtained the services of Paragon Partners to negotiate the acquisition agreements on the City’s behalf with SFC Windscape Investors, L.P, Ms. Rice, the Baldwins, the Haugens, the Lees, the Hoffmans, the Stetsons, the Eckstroms, the McAfees and the Schmidts.

Pattison and Associates prepared the appraisal reports that determined the “Fair Market Value” for the acquisitions.

The required acquisitions from each property are as follows:

SFC Windscape Investors, L.P: 351 s.f. of temporary construction easement in the amount of $1,800
Rice: 1,807 s.f. of fee acquisition, 1,815 s.f. of ingress/egress/maintenance easement and 895 s.f. of slope easement in the amount of $16,000
Baldwin: 4,229 s.f. of fee acquisition and 2,444 s.f. of ingress/egress/maintenance easement in the amount of $45,400
Haugen: 2,387 s.f. of fee acquisition and 2,098 s.f. of ingress/egress/maintenance easement in the amount of $36,300
Lee: 17,314 s.f. of pedestrian and bicycle access easement and 669 s.f. of slope easement in the amount of $82,600
Hoffman: 1,298 s.f. of fee acquisition and 1,414 s.f. of ingress/egress/maintenance easement in the amount of $12,500
Stetson: 2,776 s.f. of fee acquisition and 2,838 s.f. of ingress/egress/maintenance easement in the amount of $30,000
Eckstrom: 105 s.f. of fee acquisition and 1,401 s.f. of ingress/egress/maintenance easement in the amount of $13,800
McAfee:10,245 s.f. of fee acquisition in the amount of $325,000 Schmidt: 17,922 s.f. of fee acquisition in the amount of $424,500 These property acquisitions are necessary for construction of the trail. Staff has worked with the design consultant, acquisition team, and the property owners to minimize the trail impact on the remaining parcels. Project construction is planned to begin in Summer of 2023.

Public Outreach:

Since 2008, the Dry Creek Greenway East Project has been driven by robust public participation and community input. There have been multiple community workshops/open houses, stakeholder representative group meetings, online surveys, project email, and social media updates. Staff will continue to engage with the community as the project moves forward.

FISCAL IMPACT
The budget adjustment totaling $1,500,000 from the Local Transportation Fund (LTF) will provide funds for mitigation credit purchases, professional services, and right-of-way acquisition. The Dry Creek Greenway East Trail Project is fully funded by federal, state and local sources: Solutions for Congested Corridors (SCCP), Active Transportation Program (ATP), Congestion Mitigation and Air Quality (CMAQ), and Local Transportation (LTF) Funds. No General Fund resources will be used for the project.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA Guidelines §15060(c)(3) and §1537; therefore no additional environmental review is required for the requested budget adjustment, or purchase of mitigation credits. The right of way acquisitions required for the project were previously evaluated in the Dry Creek Greenway East Trail Project EIR, certified March 20, 2019 (SCH No. 2014032087). Because the right of way acquisitions are consistent with the project evaluated in the EIR, no additional CEQA action is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal C - Maintain a safe and healthy community
Goal E - Deliver exceptional city services
Goal F - Invest in well-planned infrastructure and growth Respectfully Submitted,
Cathy Gosalvez, Associate Engineer
Jason Shykowski, Public Works Director
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-027
Mitigation Credit Agreement
Ordinance 6598
Budget Adjustment
Resolution 23-028
SFC WindscapeAgreement
Resolution 23-029
RiceAgreement
Resolution 23-030
BaldwinAgreement
Resolution 23-031
HaugenAgreement
Resolution 23-032
LeeAgreement
Resolution 23-033
HoffmanAgreement
Resolution 23-034
StetsonAgreement
Resolution 23-035
Eckstrom Agreement
Resolution 23-036
McAfeeAgreement
Resolution 23-037
Schmidt Agreement
Location Map
RESOLUTION NO. 23-027

APPROVING AN AGREEMENT FOR SALE OF CONSERVATION CREDITS FREMONT

LANDING CONSERVATION BANK, BY AND BETWEEN RIPARIAN RANCH, LLC AND

THE CITY OF ROSEVILLE AND, AUTHORIZING THE CITY MANAGER TO EXECUTE

IT ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, an Agreement for Sale of Conservation Credits Fremont Landing Conservation Bank, National Marine Fisheries Service (NMRS) File No. WCR-2019-00608, by and between Riparian Ranch, LLC and the City of Roseville, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk
1 AGREEMENT FOR SALE OF CONSERVATION CREDITS

FREMONT LANDING CONSERVATION BANK
NMFS File No. WCR-2019-00608
This Agreement is made and entered into this _______ day of ________________, 2023 by and between RIPARIAN RANCH, LLC, a California limited liability company (“Bank Owner”) and the CITY OF ROSEVILLE, a municipal corporation (“Project Proponent”) as follows:

RECITALS
A. The Bank Owner has entitlements to the Fremont Landing Conservation Bank (“Bank”) located in Yolo County California; and
B. The Bank has been authorized by the National Marine Fisheries Service (“NMFS”) to operate as a conservation bank with conservation credits available for sale; and C. Project Proponent is seeking to implement the project described on Exhibit “A” attached hereto (“Project”), which would unavoidably and adversely impact habitat thereon, and seeks to compensate for the loss of habitat by purchasing conservation credits from Bank Owner; and
D. Project Proponent has been authorized by NMFS Biological Opinion File No.

WCR-2019-00608 to purchase 0.078 acre of non-SRA credits and 0.868 acre of SRA credits to compensate for impacts to California Central Valley (“CCV”) steelhead associated with the Project; and
E. Project Proponent desires to purchase from Bank Owner and Bank Owner desires to sell to Project Proponent 0.95 acre of conservation credits, comprised of 0.08 riparian floodplain forest/salmonid habitat restoration (non-SRA riparian) conservation credits and 0.87 riparian floodplain forest/salmonid/SRA habitat restoration (SRA) conservation credits at Bank.

NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:

1. Bank Owner hereby agrees to sell to Project Proponent and Project Proponent hereby agrees to purchase from Bank Owner 0.95 acre of conservation credits, comprised of 0.08 riparian floodplain forest/salmonid habitat restoration (non-SRA riparian) conservation credits and 0.87 riparian floodplain forest/salmonid/SRA habitat restoration (SRA) conservation credits (collectively, the “Conservation Credits”) for the purchase price of $152,000.00 (“Purchase Price”), in accordance with the terms hereof. The Purchase Price for the Conservation Credits shall be paid by wire transfer of funds or by check payable to “Riparian Ranch, LLC.” Upon receipt of the Purchase Price, Bank Owner will deliver to Project Proponent an executed Bill of Sale in the form attached hereto as Exhibit “B.”

3 Exhibit “A”

DESCRIPTION OF PROJECT
TO BE

MITIGATED
The proposed Project is for the construction of a 4.25-mile multi-use trail from the existing Saugstad/Royer Park trail to the City of Roseville limits just past the Old Auburn Road/South Cirby Way intersection, in the City of Roseville, Placer County, California. The credits purchased under this Agreement are for the Project in its entirety.

The trail would follow creek corridors along portions of Dry Creek, Cirby Creek, and Linda Creek (the creeks) and require up to eight new or modified bridges for stream crossings.

The proposed trail would be 10-feet wide, paved, with two-foot shoulders (decomposed granite and aggregate base) on each side for a total width of 14 feet. This would be widened in areas where additional shoulder or trail width is needed for safety or comfort, in these instances shoulder width could be increased to between 5 and 10 feet on one or both sides of the trail. *****
4 Exhibit “B”

BILL OF SALE
Contract #FRCB-23-___
NMFS File No. WCR-2019-00608
In consideration of $152,000.00, receipt of which is hereby acknowledged, RIPARIAN RANCH, LLC, a California limited liability company (“Bank Owner”) does hereby bargain, sell and transfer to the CITY OF ROSEVILLE, a municipal corporation (“Project Proponent”), 0.95 acre of conservation credits, comprised of 0.08 riparian floodplain forest/salmonid habitat restoration (non-SRA riparian) conservation credits and 0.87 riparian floodplain forest/salmonid/SRA habitat restoration (SRA) conservation credits for the Dry Creek Greenway Trail Project in the Fremont Landing Conservation Bank in Yolo County California, developed and approved under the authority of the National Marine Fisheries Service.

Bank Owner represents and warrants that it has good title to the credits, has good right to sell the same, and that they are free and clear of all claims, liens, or encumbrances.

DATED: ____________________________
RIPARIAN RANCH, LLC, a California limited liability company By: _______________________________
Name: Mark Heintz
Its: Manager

5 Exhibit “C”

FREMONT LANDING CONSERVATION BANK
CONSERVATION CREDITS: PAYMENT RECEIPT

PARTICIPANT INFORMATION
Name: City of Roseville
Address: 311 Vernon St., Roseville, California 95678
Telephone: (916) 774-5536
Contact: Terri Shirhall, Environmental Coordinator, Development Services Department

PROJECT INFORMATION
Project Description: Dry Creek Greenway Trail Project
Agency File Number(s): NMFS File No. WCR-2019-00608
Habitat Affected: California Central Valley (“CCV”) steelhead Credits Purchased:

0.08 riparian floodplain forest/salmonid restoration (non-SRA riparian) and 0.87 riparian floodplain forest/salmonid/SRA restoration (SRA) Payment Amount: $152,000
Project Location:

Saugstad/Royer Park trail near the intersection of Riverside Avenue and Darling Way, extending to the City limits just past the intersection of Old Auburn Road and South Cirby Way, in the City of Roseville County: Placer

PAYMENT INFORMATION
Payee: RIPARIAN RANCH, LLC
Payer: CITY OF ROSEVILLE
Amount: One Hundred Fifty-Two Thousand and No/100ths Dollars ($152,000.00) Method of Payment: Cash Check# Other

(Signature)
Name: Mark Heintz
Title: Manager
Date:
m:\marketing\Agreements\saleFRCB_Roseville DCGT (0.95 Credits) Revised: 11/30/2022
ORDINANCE NO. 6598

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY

EFFECTIVE AS AN APPROPRIATION MEASURE
THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. The City of Roseville Annual Budget, Fiscal Year 2022-23, is hereby amended as listed on the attached budget adjustment for mitigation credit purchases, professional services, and right-of-way acquisition for the Dry Creek Greenway East Trail Project.

SECTION 2. This ordinance is hereby declared to be an appropriation measure, immediately effective pursuant to the provisions of Section 5.03 of the Charter.

PASSED AND ADOPTED by the Council of the City of Roseville, this ______________ day of _________________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
_______________________________
MAYOR
ATTEST:
__________________________
City Clerk

RESOLUTION NO. 23-028

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND SFC WINDSCAPE INVESTORS, L.P., AND AUTHORIZING THE CITY MANAGER TO

EXECUTE IT AND ALL RELATED ESCROW DOCUMENTS

ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 300 Cirby Hills Drive (APN No. 472-360-084) in Roseville, CA, by and between the City of Roseville and SFC Windscape Investors, L.P., has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-029

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND

JACQUELINE RICE, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT AND

ALL RELATED ESCROW DOCUMENTS ON BEHALF OF THE CITY OF ROSEVILLE WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 1207 Mallard Lane (APN No. 469-070-009) in Roseville, CA, by and between the City of Roseville and Jacqueline Rice, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-030

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND EMILY

ANN BALDWIN AND MATTHEW BLAIR BALDWIN, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT AND ALL RELATED ESCROW DOCUMENTS ON BEHALF

OF THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 1301 Mallard Lane (APN No. 469-070-006) in Roseville, CA, by and between the City of Roseville and Emily Ann Baldwin and Matthew Blair Baldwin, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-031

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND

BENJAMIN HAUGEN AND MELISSA HAUGEN, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT AND ALL RELATED ESCROW DOCUMENTS ON BEHALF

OF THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 1303 Mallard Lane (APN No. 469-070-005) in Roseville, CA, by and between the City of Roseville and Benjamin Haugen and Melissa Haugen, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-032

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND JERRY LEE, ELISE LEE, LISA MARIE PRINCESS LEE, AND DEVRAE S. LEE, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT AND ALL RELATED ESCROW

DOCUMENTS ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 700 Elisa Way (APN No. 471-010-010) in Roseville, CA, by and between the City of Roseville and Jerry Lee, Elise Lee, Lisa Marie Princess Lee, and DeVrae S. Lee, has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-033

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND JACK E. HOFFMAN AND CHERYL A. HOFFMAN, AND AUTHORIZING THE CITY MANAGER

TO EXECUTE IT AND ALL RELATED ESCROW DOCUMENTS ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 1305 Mallard Lane (APN No. 469-070-004) in Roseville, CA, by and between the City of Roseville and Jack E. Hoffman and Cheryl A.

Hoffman, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-034

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND JOEY L. STETSON AND LISA A. STETSON, AND AUTHORIZING THE CITY MANAGER TO

EXECUTE IT AND ALL RELATED ESCROW DOCUMENTS ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 1211 Mallard Lane (APN No. 469-070-007) in Roseville, CA, by and between the City of Roseville and Joey L. Stetson and Lisa A. Stetson, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-035

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND

CHARLES THOMAS ECKSTROM IV AND JENNIFER ECKSTROM, AND AUTHORIZING

THE CITY MANAGER TO EXECUTE IT AND ALL RELATED ESCROW DOCUMENTS

ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 1403 Mallard Lane (APN No. 469-070-002) in Roseville, CA, by and between the City of Roseville and Charles Thomas Eckstrom IV and Jennifer Eckstrom, has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-036

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND DALE P. MCAFEE AND BRENDA MCAFEE, AND AUTHORIZING THE CITY MANAGER TO

EXECUTE IT AND ALL RELATED ESCROW DOCUMENTS ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the property located at 641 Riverside Avenue (APN No. 472-200-028) in Roseville, CA, by and between the City of Roseville and Dale P. McAfee and Brenda McAfee, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

RESOLUTION NO. 23-037

APPROVING AN AGREEMENT FOR ACQUISITION OF REAL PROPERTY AND

ESCROW INSTRUCTIONS, BY AND BETWEEN THE CITY OF ROSEVILLE AND DAVID

EDWIN SCHMIDT AND JANET LYNN SCHMIDT, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT AND ALL RELATED ESCROW DOCUMENTS ON BEHALF

OF THE CITY OF ROSEVILLE
WHEREAS, an agreement for acquisition of real property and escrow instructions for the purchase of a portion of the properties located at 625 Riverside Avenue and Darling Way (APN Nos. 472-180-013 and 472-180-014) in Roseville, CA, by and between the City of Roseville and David Edwin Schmidt and Janet Lynn Schmidt, has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

Ascent Environmental 3 Project Description
City of Roseville
Dry Creek Greenway East Trail Project Draft EIR 3-3
Dry Creek Greenway East Trail Project Location

COUNCIL COMMUNICATION
CC #: 2505
File #: 0203-01 & 0214 & 0201-01
Title: Fleet Truck Purchases - Grant Award, Purchase Orders, and Budget Adjustment Contact: Brandy LeBeau 916-774-5531 [email protected] Meeting Date: 1/18/2023
Item #: 7.28.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to accept the grant awards from the Placer County Air Pollution Control District in the amount of $163,215, approve the grant agreements and authorize the City Manager or his Designee to execute the required documents on behalf of the City. Additionally, staff recommends that City Council adopt an ordinance to approve a budget adjustment in the amount of $163,215.

Sourcewell
Staff recommends City Council approve purchase orders to Dobbs Heavy Duty Holdings LLC dba Western Truck Center for four (4) Autocar CNG trucks with three (3) New Way Sidewinder and one (1) New Way RotoPac automated side-loading bodies utilizing Sourcewell contract# 060920-ATC for the Autocar chassis and Sourcewell contract# 091219-NWY for the New Way bodies as replacements for Fleet ID 15-420, 15-449, 15-450 and 16-370 approved in the FY2022-23 Fleet Replacement budget. The total cost, including options and sales tax, is $1,839,575.

Sourcewell
Staff recommends City Council approve a purchase order to Altec Industries, Inc. for three (3) Altec AT40G articulating telescoping aerial devices utilizing Sourcewell contract# 110421-ALT as replacements for Fleet ID 13-480, 14-402, and 13-347 approved in the FY2022-23 Electric Fund budget. The total cost, including options and sales tax, is $661,107.

Sole Source
Staff recommends City Council approve a sole source purchase order to Global Rental Co Inc., a subsidiary of Altec Industries, Inc., for one (1) rent-to-own 2022 Altec AT40G articulating telescoping aerial device as a new fleet addition approved in the FY2022-23 Electric Fund budget. The total cost, including options and sales tax, is $126,970.

BACKGROUND
Clean Air Grant Program – Carl Moyer Memorial Air Quality Attainment Program The Placer County Air Pollution Control District’s Clean Air Grant Program provides monetary grants to public agencies to clean up their heavy-duty engines beyond that required by law or regulation through repowering, replacing, or retrofitting their engine, vehicles, or equipment.

In May of 2022, the Fleet Services Division submitted a grant application to the Placer County Air Pollution Control District’s Clean Air Grant program for on-road heavy-duty fleet modernization. In October of 2022, the Placer County Air Pollution Control District awarded Fleet Services a total of $163,215 to purchase two solid waste Compressed Natural Gas (CNG) trucks. This aligns with the City’s strategy to utilize CNG to save money on fuel, increase operational efficiencies, reduce low criteria pollutant emissions, lower greenhouse gas emissions, and provide quieter operation.

The City’s capital improvement project at the Pleasant Grove Wastewater Treatment Plant diverts organic waste and provides methane mitigation, and can be used to fuel the City's ultra-low NOx fleet of refuse trucks.

Sourcewell
The Environmental Utilities Waste Services division is purchasing four (4) Autocar CNG trucks with New Way Sidewinder and RotoPac automated side-loading bodies to replace Fleet ID 15- 420, 15-449, 15-450 and 16-370. These trucks are used to collect residential and green waste up to five times per week.

Sourcewell
The Electric Construction and Maintenance division is purchasing three (3) Altec AT40G articulating telescoping aerial devices as replacements for Fleet ID 13-480, 14-402, and 13-347.

These trucks are first responder vehicles used by the Troubleshooting division. The vehicles are utilized seven days a week and respond to all power outages and incidents related to the electrical distribution system.

Sole Source
The Electric Construction and Maintenance division is purchasing one (1) rent to own 2022 Altec AT40G articulating telescoping aerial device as a new fleet addition. A sole source is needed to purchase the Altec AT40G since Altec is the exclusive factory-authorized manufacturer and distributor of Altec bodies, parts, and services. This truck is a first responder vehicle used by the Troubleshooting division. The vehicle is utilized seven days a week and responds to all power outages and incidents related to the electrical distribution system.

Vehicle replacements are based on the Fleet Scoring System, which considers factors such as age, mileage, reliability, prior maintenance and repair costs, and current condition. Below are the vehicle replacement scores. A score of 23 or more indicates the vehicle is eligible for replacement.

Vehicle ID Replacement Score Vehicle Condition
15-420 30 Meets City replacement criteria
15-449 35 Meets City replacement criteria
15-450 34 Meets City replacement criteria
16-370 29 Meets City replacement criteria
13-480 26 Meets City replacement criteria
14-402 25 Meets City replacement criteria
13-347 25 Meets City replacement criteria

FISCAL IMPACT
The recommended budget adjustment will appropriate $163,215 towards replacing and purchasing two compressed natural gas (CNG) solid waste collection vehicles, Fleet ID 12-455 and 15-420. The budget adjustment will have no net impact on the City’s General Fund.

Sourcewell
The total cost for four (4) Autocar CNG trucks with New Way Sidewinder and RotoPac automated side-loading bodies, including options and sales tax, $1,839,575. Funding is included in the FY2022-23 Fleet Replacement Fund budget.

Sourcewell
The total cost for three (3) Altec AT40G articulating telescoping aerial devices, including options and sales tax, is $661,107. Funding is included in the FY2022-23 Electric Fund budget.

Sole Source
The total cost for one (1) rent-to-own 2022 Altec AT40G articulating telescoping aerial devices, including options and sales tax, is $126,970. Funding is included in the FY2022-23 Electric Fund budget.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A – Remain fiscally responsible in a changing world.

Goal E – Deliver exceptional city services.

Respectfully Submitted,
Brandy LeBeau, Fleet Manager
Jason Shykowski, Public Works Director
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-020
PCAPCDgrant agreement 12-455
PCAPCDgrant agreement 15-450
Ordinance 6604
Budget Adjustment
RESOLUTION NO. 23-020

ACCEPTING A GRANT AWARD AND APPROVING GRANT AGREEMENTS, BY AND

BETWEEN THE CITY OF ROSEVILLE AND THE PLACER COUNTY AIR POLLUTION

CONTROL DISTRICT, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT

AND ALL RELATED FORMS ON BEHALF OF THE CITY OF ROSEVILLE WHEREAS, in October of 2022, the Placer County Air Pollution District awarded Fleet Services a total of $163,215 to purchase two solid waste Compressed Natural Gas (CNG) trucks; and
WHEREAS, Grant Agreements for two solid waste CNG trucks, by and between the City of Roseville and the Placer County Air Pollution Control District, have been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Roseville that the City of Roseville accepts the grant award from the Placer County Air Pollution Control District and the City Manager is hereby authorized to execute the grant agreements and all related forms on behalf of the City of Roseville.

BE IT FURTHER RESOLVED that as the grant recipient, the City of Roseville agrees to comply with all conditions and requirements for the award.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
Contract # SCN105543 Page 1

GRANT AGREEMENT
PCAPCD Contract Year: FY 22-23
Contract Number: SCN105543
Board Resolution: 22-22
Grant Description: Waste Truck 12-455 Replacement
This AGREEMENT is between the Placer County Air Pollution Control District (hereinafter “PCAPCD”) and City of Roseville (Public Works - Fleet Services), (hereinafter “GRANTEE”).

The parties agree as follows:

1. Services
a) GRANTEE agrees, during the term of this AGREEMENT, to perform the contracting services set forth below and in Exhibit A – Scope of Services (hereinafter “PROJECT”). b) GRANTEE shall be obligated to devote as much time, attention, skill, and effort as may be reasonably required to perform the PROJECT services, in a professional and timely manner, consistent with the elements of the PROJECT.

2. Contract Period
a) The term of this contract shall begin on the last date signed by the parties below and conclude on or before the end dates listed in Exhibit B – Contract Term and Payment for Services Rendered, unless terminated or amended.
b) This contract may be canceled by either party upon serving thirty (30) days’ notice in writing to the other party.

3. Payment
a) PCAPCD agrees to pay for the services covered by this AGREEMENT pursuant to the payment terms set forth below and in Exhibit B – Contract Term and Payment for Services Rendered.
b) The amount paid to the GRANTEE shall constitute full payment for all services set forth herein. GRANTEE shall not be reimbursed for any additional expenses incurred beyond the maximum approved sum.

Contract # SCN105543 Page 2
c) GRANTEE shall bill PCAPCD upon completion of the PROJECT and after all of the conditions for funding outlined in this AGREEMENT are met. If the PROJECT funded under this AGREEMENT is performed in phases or over a period of time, then requests can be made by the GRANTEE for partial payment. Partial requests for payments must receive prior authorization by PCAPCD. GRANTEE agrees to provide a detailed invoice to PCAPCD with copies of purchase orders, signed contracts, or receipts referencing the contract number. PCAPCD retains the right to require proof of services performed or costs incurred prior to any payment under this AGREEMENT.
d) Notwithstanding any other terms of this AGREEMENT, no payments shall be made to GRANTEE until PCAPCD is satisfied that work of such value has been rendered pursuant to this AGREEMENT.

4. Notices
a) Any notice or demand desired or required to be given hereunder shall be in writing and deemed given when personally delivered, sent via email with confirmed receipt, or deposited in the mail, postage prepaid, sent certified or registered and addressed to the parties as follows:

PCAPCD:

Placer County Air Pollution Control District
Attn: Air Pollution Control Officer (APCO)
110 Maple Street
Auburn, CA 95603
Email: [email protected]
GRANTEE:

City of Roseville (Public Works - Fleet Services)
Attn: Dominick Casey
311 Vernon Street
Roseville, CA 95678
Email: [email protected]
b) Any notice so delivered personally shall be deemed to be received on the date of delivery, any notice so delivered via email with confirmed receipt shall be deemed to be received on the date of receipt confirmation, and any notice mailed shall be deemed to be received five (5) days after the date on which it was mailed.

5. Obligations of PCAPCD
a) PCAPCD agrees to pay GRANTEE an amount not to exceed the requirements set forth in Exhibit B – Contract Term and Payment for Services Rendered, in accordance with the requirements listed in Exhibit A – Scope of Services.
b) PCAPCD shall not reimburse GRANTEE for any expenses incurred by GRANTEE in the performance of PROJECT described in Exhibit A unless such reimbursement is specifically authorized in the Payment Schedule. GRANTEE shall not be reimbursed for any additional expenses incurred beyond the maximum amount.

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c) Except for the payment obligations set forth above, PCAPCD shall have no other obligations or responsibilities to GRANTEE under this AGREEMENT.

6. Obligations of GRANTEE
a) GRANTEE has or will obtain all additional funding set forth in Exhibit B of this AGREEMENT.
b) GRANTEE has or will obtain all required licenses, permits, fees, and other legal authorizations from all applicable Federal, State, and local jurisdictions necessary to commence and properly complete, in a professional manner, the PROJECT described in Exhibit A and will produce said documents if requested by PCAPCD. c) Labor, equipment, material, supply costs and other charges will be in conformance with the requirements of Exhibit A.
d) No component of the monies to be paid by PCAPCD to GRANTEE shall be used for grant administration or any interest costs.
e) GRANTEE shall provide proof of PROJECT completion and verification of costs as set forth in Exhibit A and Section 3 above.

7. Hold Harmless/Indemnity
a) The GRANTEE hereby agrees to protect, defend, indemnify, and hold PCAPCD free and harmless from any and all losses, claims, liens, demands, and causes of action of every kind and character including, but not limited to, the amounts of judgments, penalties, interest, court costs, legal fees, and all other expenses incurred by PCAPCD arising in favor of any party, including claims, liens, debts, personal injuries, death, or damages to property (including employees or property of PCAPCD) and without limitation by enumeration, all other claims or demands of every character occurring or in any way incident to, in connection with or arising directly or indirectly out of, the contract or agreement.

GRANTEE agrees to investigate, handle, respond to, provide defense for, and defend any such claims, demand, or suit at the sole expense of the GRANTEE. GRANTEE also agrees to bear all other costs and expenses related thereto, even if the claim or claims alleged are groundless, false, or fraudulent. This provision is not intended to create any cause of action in favor of any third party against GRANTEE or PCAPCD or to enlarge in any way the GRANTEE's liability but is intended solely to provide for indemnification of PCAPCD from liability for damages or injuries to third persons or property arising from GRANTEE's performance pursuant to this contract or agreement.
b) As used above, the term PCAPCD means PCAPCD or its officers, agents, employees, and volunteers.

8. Insurance Requirements
a) It is recognized that GRANTEE is self-insured, and as such provides coverage for General Liability and Worker’s Compensation.

Contract # SCN105543 Page 4
b) GRANTEE shall file with PCAPCD, concurrently herewith, Certificates of Insurance. All certificates are to be received and approved by PCAPCD before work commences.

However, failure to obtain the required documents prior to the work beginning shall not waive the GRANTEE’s obligation to provide them. PCAPCD reserves the right to require complete, certified copies of all required insurance policies, required by these specifications, at any time.
c) GRANTEE shall maintain the following insurance coverage in full force and effect during the term of this contract:

WORKER’S COMPENSATION AND EMPLOYERS LIABILITY INSURANCE If GRANTEE represents that they have no employees, and does not hire SUBCONTRACTORS with employees, then they are not required to have Workers Compensation coverage.

Worker's Compensation Insurance shall be provided as required by any applicable law or regulation. Employer's liability insurance shall be provided in amounts not less than one million dollars ($1,000,000) each accident for bodily injury by accident, one million dollars ($1,000,000) policy limit for bodily injury by disease, and one million dollars ($1,000,000) each employee for bodily injury by disease.

If there is an exposure of injury to GRANTEE’S employees under the U.S.

Longshoremen’s and Harbor Worker’s Compensation Act, the Jones Act, or under laws, regulations, or statutes applicable to maritime employees, coverage shall be included for such injuries or claims.

GRANTEE shall require all SUBCONTRACTORS to maintain adequate Workers’ Compensation insurance. Certificates of Workers’ Compensation shall be filed with PCAPCD upon demand.

GENERAL LIABILITY INSURANCE
A. Comprehensive General Liability or Commercial General Liability insurance covering all operations by or on behalf of GRANTEE, providing insurance for bodily injury liability and property damage liability for the limits of liability indicated below and including coverage for:
→ Contractual liability insuring the obligations assumed by GRANTEE in this Agreement.

B. One of the following forms is required:

1. Comprehensive General Liability;

2. Commercial General Liability (Occurrence); or

3. Commercial General Liability (Claims Made).

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C. If GRANTEE carries a Comprehensive General Liability policy, the limits of liability shall not be less than a Combined Single Limit for bodily injury damage, and Personal Injury Liability of:
→ One million dollars ($1,000,000) each occurrence
→ One million dollars ($1,000,000) aggregate
D. If GRANTEE carries a Commercial General Liability (Occurrence) policy:

1. The limits of liability shall not be less than:
→ One million dollars ($1,000,000) each occurrence (combined single limit for bodily injury and property damage)
→ One million dollars ($1,000,000) for Products-Completed Operation → One million dollars ($1,000,000) General Aggregate

2. If the policy does not have an endorsement providing that the General Aggregate Limit applies separately, or if defense costs are included in the aggregate limits, then the required aggregate limit is two million dollars ($2,000,000).

E. Special Claims Made Policy Form Provisions:

1. The limits of liability shall not be less than:
→ One million dollars ($1,000,000) each occurrence (combined single limit for bodily injury and property damage)
→ One million dollars ($1,000,000) aggregate for Products Completed Operations → One million dollars ($1,000,000) General Aggregate

2. The insurance coverage provided by GRANTEE shall contain contract in order to provide insurance coverage for the hold harmless provisions herein if the policy is a claims-made policy.

9. Facilities, Equipment and Other Materials
Except as set forth herein, GRANTEE shall, at its sole cost and expense, furnish all facilities, equipment, and other materials which may be required for furnishing services pursuant to this AGREEMENT. PCAPCD shall furnish GRANTEE only those facilities, equipment, and other materials, and shall perform only those obligations as listed herein.

10. Non-Discrimination
GRANTEE shall not discriminate in its employment practices because of race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, sex, sexual preference, or in contravention of any other protected classification or practice identified in the California Fair Employment and Housing Act; Government Code section 12900 et seq.

Contract # SCN105543 Page 6

11. Records and Documents
a) GRANTEE shall maintain at all times complete, detailed records with regard to work performed under this AGREEMENT, in a form acceptable to PCAPCD, and PCAPCD shall have the right to inspect such records at any reasonable time. b) GRANTEE agrees to return to PCAPCD, upon termination of this AGREEMENT, all documents, drawings, photographs, and other written or graphic material, however produced, received from PCAPCD and used by GRANTEE in the performance of its services. All work papers, drawings, internal memoranda, graphics, photographs, and any written or graphic material, however produced, prepared by GRANTEE in connection with its performance of services hereunder shall be, and shall remain after termination of this AGREEMENT, the property of PCAPCD and may be used by PCAPCD for any purpose whatsoever. PCAPCD agrees that any future use of documents produced by the GRANTEE under the terms of this contract shall be at the sole discretion of PCAPCD and GRANTEE shall bear no liability for the decisions on whether and how to use such documents.

12. Independent Status
a) GRANTEE shall perform this contract as an independent contractor and not as an employee of PCAPCD. GRANTEE acknowledges that GRANTEE is not entitled to any of PCAPCD’s fringe benefits, including without limitation; paid holidays, life insurance, sick leave, or travel or any other expenses in connection with services performed hereunder. No part of the compensation payable to GRANTEE hereunder shall be deducted or withheld for payment of Federal or State income or other employment related taxes. It shall be the responsibility of GRANTEE to provide all coverage necessary for GRANTEE’s own benefit and not as an employee of PCAPCD.
b) Except as PCAPCD may specify in writing, GRANTEE shall have no authority, express or implied, to act on behalf of PCAPCD in any capacity whatsoever as an agent.

GRANTEE shall have no authority, express or implied, pursuant to this AGREEMENT to bind PCAPCD to any obligation whatsoever.

13. Warranties
GRANTEE warrants that its services are performed, with the usual thoroughness and competence; in accordance with the standard for professional services at the time those services are rendered.

14. Licenses, Permits, Etc
GRANTEE represents and warrants to PCAPCD that it has or will obtain before initiation of the PROJECT, all licenses, permits, qualifications, and approvals of whatever nature, which are legally required for GRANTEE to practice its profession. GRANTEE represents and warrants to PCAPCD that GRANTEE shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this AGREEMENT, any licenses, permits, and approvals which are legally required for GRANTEE to practice its profession at the time the services are performed.

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15. Assignment or Transfer
GRANTEE may assign any of its rights, burdens, duties, or obligations under this AGREEMENT only upon the prior written consent of PCAPCD. Approval will be at the sole discretion of PCAPCD.

16. Modification of Agreement
This AGREEMENT cannot be changed or supplemented orally, and may be modified or superseded only by written instrument executed by all parties.

17. Waiver
One or more waivers by one party of any major or minor breach or default of any provision, term, condition, or covenant of this AGREEMENT shall not operate as a waiver of any subsequent breach or default.

18. Entirety of AGREEMENT
This AGREEMENT constitutes the entire AGREEMENT and understanding between the parties. There are no oral understandings, terms, or conditions, and no party has relied upon any representation, express or implied, not contained in this AGREEMENT. Any prior understandings, terms, or conditions are deemed merged into this AGREEMENT. This AGREEMENT is intended as the complete and exclusive statement of the parties’ Agreement pursuant to Code of Civil Procedure section 1856.

19. Jurisdiction
This AGREEMENT, and the right and obligations of the parties, shall be governed by and construed in accordance with the laws of the State of California. If any action is instituted to enforce or interpret this AGREEMENT, venue shall only be in the appropriate state or federal court having venue over matters arising in Placer County, California, provided that nothing in this AGREEMENT shall constitute a waiver of immunity to suit by PCAPCD.

20. Exhibits
All exhibits referred to herein and attached hereto are fully incorporated by this reference.

21. Electronic Signatures
An Electronic Signature refers to any representation in electronic form used to express intent, including a typed name placed in a signatory area, a digitized image or copy of a handwritten signature, a scanned signature on a PDF document, a biometric mark, a sound, or a digital signature. An Electronic Signature provides who signed, what was signed, captures intent and consent. If parties agree to a transaction by electronic means and are required by law to provide, send, or deliver information in writing, the requirement is satisfied if the information is Contract # SCN105543 Page 8
provided, sent, or delivered in an electronic record, which the recipient can retain at the time of receipt.

By the action of applying an Electronic Signature to this AGREEMENT, parties to the AGREEMENT are certifying their willingness to use electronic signatures and records delivered via electronic means. A signed copy of this AGREEMENT, or any other related ancillary agreement or amendment, transmitted by facsimile, email, electronic signature application, or other means of electronic transmission shall be deemed to have the same legal effect as delivery of an original signature.

The parties so agree.

City of Roseville (Public Works - Fleet Services):

Date:

Dominick Casey
City Manager
Placer County Air Pollution Control District:

Date:

Erik C. White
Air Pollution Control Officer
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EXHIBIT A

SCOPE OF SERVICES
Grant Description: Waste Truck 12-455 Replacement
Project Contact Information (subject to change):

GRANTEE:

Brandy LeBeau
(916) 774-5531
[email protected]
PCAPCD:

Lauren Moore
(530) 745-2376
[email protected]
Project Scope:

Purchase a 2023 or newer Autocar ACX front loader, or equivalent, with a GVWR of 60,000 pounds and a 2023 or newer model year Cummins Heavy Heavy Duty CNG engine with a maximum rated horsepower of 320, to be certified to an emission standard of 0.01 g/bhp-hr for PM and 0.02 g/bhp-hr for NOx. (Replacement Vehicle); and dismantle a 2012 ACX Autocar Xpeditor (VIN: 5VCACL8FXCH213990) with a 2011, 345 horsepower engine (serial number:
73339928) (Replaced Vehicle).

The Replacement Vehicle funded under this AGREEMENT shall perform the same operations as the Replaced Vehicle and shall operate 100 percent within Placer County, for the duration of the project implementation period.

Sections I through III below must be completed prior to the Project Completion End Date as outlined in Exhibit B of this AGREEMENT.

I. Prior to funding and prior to the GRANTEE taking delivery of the Replacement Vehicle, the GRANTEE shall meet the following conditions:

A. Purchase Replacement Vehicle described above. If after contract execution GRANTEE chooses to purchase a vehicle that is different than the originally proposed Replacement Vehicle, then GRANTEE shall make a request to PCAPCD, in writing, to seek approval of the change(s) as soon as possible. The vehicle modification shall: 1) not increase emissions from the originally proposed Replacement Vehicle, 2) shall continue to perform the same functions as the Replaced Vehicle, and 3) shall not increase the awarded grant amount.

1. The modification in the Replacement Vehicle to be purchased shall only occur with PCAPCD approval. An approval/denial letter shall be emailed to the GRANTEE after PCAPCD has reviewed the request and has made a final determination.

2. If the request to modify the originally proposed Replacement Vehicle results in an increase in emissions from its original evaluation, then PCAPCD shall reduce the awarded grant amount in order to maintain the same level of cost effectiveness. Such Contract # SCN105543 Page 10
a change will require PCAPCD approval and a contractual amendment signed by both the GRANTEE and PCAPCD.

3. Modified Replacement Vehicle must meet Carl Moyer Program Guidelines.

B. The following warranty requirements apply:

1. Except for school buses, hybrids, and zero-emission vehicles, GRANTEES must purchase a major component engine warranty for the replacement new or used vehicle or repowered engine. The warranty must cover parts and labor. If the purchase of a new or used Replacement Vehicle is in accordance with currently required warranty periods or warranty requirements for newer engine model years as specified in the Heavy-Duty Low NOx Omnibus Regulation, then separate supplemental warranty is not required. However, it is recommended that the highest grade warranty be purchased in order to avoid expensive repairs in the future.

2. Electric vehicles, hybrid vehicles, and conversion systems must have a minimum warranty period of 3 years or 50,000 miles. The warranty must cover the engine (if applicable) or motor, drivetrain, battery or energy storage, and parts and labor (including any part on the converted vehicle or engine that is damaged by the hybrid conversion system).

3. For zero emission school buses, the vendor warranty must provide protection for a minimum of 60 months or 75,000 miles, whichever comes first, and provide full warranty coverage of, at a minimum, zero-emission or all-electric motor, drive train, batteries/energy storage system(s), parts and labor. Warranties must be fully transferrable to subsequent school bus purchasers for the full warranty coverage period. Warranties must cover the following for the full warranty period (unless otherwise denoted):
a. Extended Motor, Drivetrain (including Battery), and Zero-Emission Components: Provide warranty coverage against defects in material and workmanship for the motor, transmission, rear axle, and electric or zero-emission system components including the battery. Gaskets and seals are not required to be included under the warranty coverage.
b. Frame Rails, Cross Members, and Cab: For new school buses, coverage extends to structural cracks in the frame caused by defects in material workmanship and against corrosion perforation of the cab. For school bus conversions, the allelectric school bus vendor is only responsible for damage or corrosion tied to, or resulting from, their workmanship on, or handling of, these parts. c. Battery Degradation Warranty: Provide warranty coverage against battery degradation below 80 percent of capacity.

C. GRANTEE shall deliver the Replaced Vehicle under this AGREEMENT to the dealership where the Replacement Vehicle will be purchased.

D. The Replacement Vehicle shall not be delivered to the GRANTEE, from the dealership, until the following conditions have been completed:

1. GRANTEE (or its representative) shall provide to PCAPCD:
a. Copies of invoices relative to the purchase of the vehicle funded through this AGREEMENT;
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b. Proof and terms of financing, including lender and amount financed (if applicable);
c. Warranty and its terms;
d. Copy of the registration (of the Replacement Vehicle); e. Copy of the signed vehicle title (of the Replaced Vehicle); f. Proof of vehicle insurance;
g. Certification from the dealer that the Replaced Vehicle will be delivered to a PCAPCD approved dismantler within 60 days of receipt of the Replaced Vehicle.

The certification must include the make, model, year, VIN, engine make, engine serial number, the date the vehicle is expected to be delivered to the dismantler, and the dismantler’s location;
h. Documentation showing that the Replaced Vehicle is roadworthy. Have a Roadworthiness/Pre-Dismantle inspection conducted by PCAPCD or provide documentation showing that the Replaced Vehicle delivered to the dealer is as described in the application, in similar condition as found in the pre-inspection, roadworthy, in operational condition, and not stripped of parts (except for nonemission related body components or parts essential to vocation that will be installed on the Replacement Vehicle). This includes documentation showing that the Replaced Vehicle has passed a CHP BIT inspection in the past 90 days or conduct an equivalent vehicle inspection and sign as appropriate. If documentation is provided by a dealership, PCAPCD reserves the right to audit the dealership’s record of inspection.
i. Certification from the GRANTEE that all funding sources that they have applied for or received for the PROJECT have been disclosed, and that the GRANTEE will notify PCAPCD of additional sources of funding received for the total cost of the PROJECT, including any sources that become available after contract execution, prior to PROJECT funding. GRANTEE is prohibited from receiving grants and other funds that exceed the total project amount. j. Original invoice to PCAPCD, for the amount of requested grant funds for reimbursement. Note that the invoice cannot be paid until requirements in Section II below are met. PCAPCD may require GRANTEE to re-submit the invoice if payment requirements have not been met in the current PCAPCD fiscal year (7/1 through 6/30).
k. The Replacement Vehicle must have an engine with a horsepower rating not to exceed 125% horsepower of the Replaced Vehicle. Any engine with a horsepower above this range must be pre-approved by PCAPCD prior to purchase, whenever possible.

2. Have a post inspection conducted by PCAPCD (or its representative) of the Replacement Vehicle. The GRANTEE (or its representative) shall be responsible for scheduling the appointment with PCAPCD.

3. A determination by PCAPCD that the Replacement Vehicle and all associated documentation have satisfied the requirements for funding and authorization for the vehicle to be delivered to the GRANTEE.

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4. Display on the Replacement Vehicle that partial funding was made available from PCAPCD. Any graphics used for this purpose need to be approved in advance by PCAPCD staff.

II. Prior to funding:

A. The Replaced Vehicle must be delivered to a PCAPCD approved dismantler (or other PCAPCD approved entity) for destruction within 60 days of GRANTEE’s receipt of the Replacement Vehicle funded under this AGREEMENT.

B. The dismantler (or other representative) shall provide a copy of DMV’s “Non-Repairable Vehicle Certificate” using an “Application for Salvage Certificate or Non-Repairable Vehicle Certificate” (REG 488C), or a Notice of Acquisition/Report of Vehicle To Be Dismantled (REG 42) ensuring the VIN can never be registered again in California.

Within 90 calendar days of the dismantle inspection date, the dismantler must provide verification to PCAPCD that the Replaced Vehicle has been registered with DMV as non-revivable with a type transaction code (TTC) L10 or C26 on the DMV Reconciliation transaction receipt or other DMV documentation that satisfies this requirement.

C. GRANTEE to provide a copy of CHP 292, when applicable.

III. Prior to the close of the Project Completion End Date, GRANTEE shall ensure the following:

A. The Replaced Vehicle has been dismantled per the conditions outlined in this Exhibit and the 2017 Carl Moyer Guidelines.

B. Within 60 days of the dismantler receiving the Replaced Vehicle, the dismantler must dismantle the vehicle. Dismantle is defined by:

1. Both frame rails must be completely severed between the front and rear axles.

2. A hole must be put in the engine block with a diameter of at least three inches at the narrowest point. The hole must be irregularly shaped (i.e. no symmetrical squares or circles). A section of the oil pan flange must be removed as part of the hole or have a line cut through it that connects to the hole.

3. If the vehicle is to be scrapped, the dismantler must completely sever the frame rails of the old vehicle to ensure that the vehicle will not be used again.

4. Upon request of GRANTEE, PCAPCD may approve an alternative disposition for the old engine/vehicle.

C. Either the dismantler (if authorized by PCAPCD) or PCAPCD staff shall conduct a dismantle inspection to verify destruction of the Replaced Vehicle within 10 days of destruction, in accordance with the 2017 Carl Moyer Program Guidelines.

D. The Replaced Vehicle may not be sold/given to another person in which the intent is to part it out into individual pieces and then be sold to another party.

E. Provide proof of the automobile insurance coverage to PCAPCD. Automobile insurance, as required by law, shall not lapse and shall be maintained throughout the term of this AGREEMENT.

IV. Reporting and Recordkeeping Requirements during the PROJECT Implementation Period (The PROJECT Implementation Period refers to the timeframe between the Replacement Vehicle’s approved Post-Inspection Date and the Contract End Date):

Contract # SCN105543 Page 13
A. Record annual miles of the Replacement Vehicle throughout the term of this AGREEMENT. If the vehicle operates in areas outside of Placer County, identify/estimate the mileage within Placer County.

B. GRANTEE shall provide PCAPCD Annual Monitoring Reports as described in Exhibit C. The first annual monitoring report shall be submitted no later than 13 months after PROJECT post-inspection and continuing annually thereafter throughout the Project Implementation Period of this AGREEMENT. At a minimum, noncompliance with the reporting requirements will require an on-site inspection(s). At the sole discretion of PCAPCD, ten (10) percent of the awarded grant amount, as outlined in Exhibit B, will be withheld pending the submittal and approval of the first Annual Monitoring Report as outlined in Exhibit C – Monitoring Report Format.

C. GRANTEE shall maintain and retain usage and other records associated with the PROJECT for at least three years after the end of the contract term.

D. Pursuant to Sections 8 of this AGREEMENT, GRANTEE shall provide proof of insurance prior to performing work on this PROJECT, and throughout the term of this contract.

E. Throughout the term of the AGREEMENT, provide copies of the current automobile insurance of the Replacement Vehicle funded under this AGREEMENT, on an annual basis, to PCAPCD.

V. General Conditions:

A. GRANTEE shall notify PCAPCD in writing if installation and/or implementation of this PROJECT will deviate from the scope of work as outlined in the GRANTEE’s Grant Application or this AGREEMENT at any time during the term of this AGREEMENT.

GRANTEE shall notify the APCO within 15 days of recognizing such deviation. If funding has not yet been disbursed at the time of recognizing such deviation, then the GRANTEE shall notify the APCO at least 30 days in advance of any request for payment. The APCO has the sole discretion to approve, deny, or adjust funding amount as outlined in Exhibit B of this AGREEMENT, based on the extent of the deviation.

B. GRANTEE shall maintain the Replacement Vehicle according to the manufacturer’s specifications for the term of the AGREEMENT and shall not tamper with the engine in a way as to void the warranty or to cause the engine to operate in a manner not intended or originally designed.

C. GRANTEE shall allow PCAPCD or their designee to conduct an inspection or audit of the PROJECT being funded under this AGREEMENT, including the engine, equipment and associated records, during the contract term. At the time of execution of this AGREEMENT, GRANTEE’s signature shall be a certification that its fleet, engine(s), and vehicles are in compliance with all applicable federal, State, and local air quality rules and regulations and shall continue to maintain, for the term of the AGREEMENT, compliance with all applicable federal, State, and local air quality rules and regulations for the full contract term.

D. When determining compliance with mobile source regulatory requirements, the Replacement Vehicle shall be included when defining fleet size, when applicable.

Contract # SCN105543 Page 14
E. Throughout the term of this AGREEMENT, the PROJECT cannot be used to generate credits or compliance extensions, and must be excluded when determining regulatory compliance, when applicable.

F. GRANTEES that receive co-funding for the PROJECT funded under this AGREEMENT must meet all criteria associated with each funding source used to fund the PROJECT.

G. GRANTEES that are not a public entity must provide at least 15 percent of the PROJECT’s Moyer eligible costs from non-public sources.

H. In addition to the terms of this AGREEMENT, GRANTEE shall adhere to all applicable requirements outlined in the applicable California Air Resources Board Guidelines. If there is a conflict between the terms of this contract and California Air Resources Board’s guidelines, the California Air Resources Board’s Guidelines shall prevail.

I. By executing this AGREEMENT, GRANTEE understands and agrees to operate the Replacement Vehicle, and/or engine according to the terms herein and to cooperate with PCAPCD in implementation, monitoring, enforcement, and other efforts to assure the emission benefits are real, quantifiable, surplus, and enforceable.

VI. Repercussions for Nonperformance:

A. If for any reason, after PROJECT funding, the Replacement Vehicle funded under this AGREEMENT does not perform according to what was submitted in the GRANTEE’s application, or in conjunction with the application, or if the conditions of this AGREEMENT are not met, PCAPCD may require reimbursement of grant funds.

B. PCAPCD has the authority to pursue any remedies available under the law for noncompliance with Moyer Program requirements and nonperformance of terms outlined in this AGREEMENT, in an effort to ensure emission reductions are obtained.

Contract # SCN105543 Page 15

EXHIBIT B

CONTRACT TERM AND PAYMENT FOR SERVICES RENDERED
Grant Description: Waste Truck 12-455 Replacement
Contract Schedule (to occur on or before the following dates) Start Date: last date signed by the parties
Project Completion End Date: 10/15/2023
Project Implementation Period: 7 years
Contract End Date: 10/15/2030
Budget
Amount Awarded by PCAPCD: $38,814.32
Estimated Co-Funding (including in-kind): $448,940.39
Estimated Total PROJECT Amount: $487,754.71
If the Total PROJECT Amount is less than what is listed above, then the GRANTEE may be required to provide an equivalent percentage of Co-Funding based on the reduced Total PROJECT Amount. The Amount Awarded by PCAPCD, as listed above, shall be adjusted accordingly.

Payment
PCAPCD will provide up to $38,814.32 (Thirty-Eight Thousand Eight Hundred Fourteen and 32/100 Dollars) in funding to purchase the Replacement Vehicle, in accordance with the requirements listed in this AGREEMENT. Payment(s) shall be made to the GRANTEE within thirty (30) days after the billing is received and approved by PCAPCD.

At the sole discretion of PCAPCD, ten (10) percent of the awarded grant amount, as outlined in this exhibit, will be withheld pending the submittal and approval of the first Annual Monitoring Report as outlined in Exhibit C – Monitoring Report Format.

A completed federal W-9 form and California 590 form must be submitted prior to payment. An IRS Form 1099 will be issued for incentive funds received under this AGREEMENT, if applicable.

It is the GRANTEE’s responsibility to determine tax liability associated with receiving grant incentive funds.

Invoices
Invoices shall be submitted to PCAPCD in an original format and include the contract number. Along with submitting an invoice for reimbursement, provide copies of all paid receipts and proof of in-kind support (when applicable), and evidence of financing, associated with the PROJECT funded under this AGREEMENT.

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EXHIBIT C

MONITORING REPORT FORMAT
Grant Description: Waste Truck 12-455 Replacement
The first annual monitoring report shall be submitted no later than 13 months after PROJECT postinspection and continuing annually thereafter throughout the PROJECT Implementation Time Frame of this AGREEMENT. The report can be emailed, mailed, or delivered in person to PCAPCD.

The report shall include the following:

1. GRANTEE’s name, address, and telephone number.

2. Reference Contract Number.

3. Vehicle make, model, and VIN.

4. Previous year’s annual mileage and percentage of time the Replacement Vehicle operated in Placer County.

5. Odometer reading at time of report.

6. Copy of current vehicle registration and proof of automobile insurance.

Note: After the monitoring report is submitted to PCAPCD, staff may conduct a performance evaluation on the PROJECT.

Contract # SCN105544 Page 1

GRANT AGREEMENT
PCAPCD Contract Year: FY 22-23
Contract Number: SCN105544
Board Resolution: 22-22
Grant Description: Waste Truck 15-450 Replacement
This AGREEMENT is between the Placer County Air Pollution Control District (hereinafter “PCAPCD”) and City of Roseville (Public Works - Fleet Services), (hereinafter “GRANTEE”).

The parties agree as follows:

Contract # SCN105544 Page 2
c) GRANTEE shall bill PCAPCD upon completion of the PROJECT and after all of the conditions for funding outlined in this AGREEMENT are met. If the PROJECT funded under this AGREEMENT is performed in phases or over a period of time, then requests can be made by the GRANTEE for partial payment. Partial requests for payments must receive prior authorization by PCAPCD. GRANTEE agrees to provide a detailed invoice to PCAPCD with copies of purchase orders, signed contracts, or receipts referencing the contract number. PCAPCD retains the right to require proof of services performed or costs incurred prior to any payment under this AGREEMENT.
d) Notwithstanding any other terms of this AGREEMENT, no payments shall be made to GRANTEE until PCAPCD is satisfied that work of such value has been rendered pursuant to this AGREEMENT.

PCAPCD:

Placer County Air Pollution Control District
Attn: Air Pollution Control Officer (APCO)
110 Maple Street
Auburn, CA 95603
Email: [email protected]
GRANTEE:

Contract # SCN105544 Page 3
c) Except for the payment obligations set forth above, PCAPCD shall have no other obligations or responsibilities to GRANTEE under this AGREEMENT.

8. Insurance Requirements
a) It is recognized that GRANTEE is self-insured, and as such provides coverage for General Liability and Worker’s Compensation.

Contract # SCN105544 Page 4
b) GRANTEE shall file with PCAPCD, concurrently herewith, Certificates of Insurance. All certificates are to be received and approved by PCAPCD before work commences.

If there is an exposure of injury to GRANTEE’S employees under the U.S.

GRANTEE shall require all SUBCONTRACTORS to maintain adequate Workers’ Compensation insurance. Certificates of Workers’ Compensation shall be filed with PCAPCD upon demand.

B. One of the following forms is required:

1. Comprehensive General Liability;

2. Commercial General Liability (Occurrence); or

3. Commercial General Liability (Claims Made).

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C. If GRANTEE carries a Comprehensive General Liability policy, the limits of liability shall not be less than a Combined Single Limit for bodily injury damage, and Personal Injury Liability of:
→ One million dollars ($1,000,000) each occurrence
→ One million dollars ($1,000,000) aggregate
D. If GRANTEE carries a Commercial General Liability (Occurrence) policy:

E. Special Claims Made Policy Form Provisions:

1. The limits of liability shall not be less than:
→ One million dollars ($1,000,000) each occurrence (combined single limit for bodily injury and property damage)
→ One million dollars ($1,000,000) aggregate for Products Completed Operations → One million dollars ($1,000,000) General Aggregate

2. The insurance coverage provided by GRANTEE shall contain contract in order to provide insurance coverage for the hold harmless provisions herein if the policy is a claims-made policy.

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GRANTEE shall have no authority, express or implied, pursuant to this AGREEMENT to bind PCAPCD to any obligation whatsoever.

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16. Modification of Agreement
This AGREEMENT cannot be changed or supplemented orally, and may be modified or superseded only by written instrument executed by all parties.

20. Exhibits
All exhibits referred to herein and attached hereto are fully incorporated by this reference.

21. Electronic Signatures
An Electronic Signature refers to any representation in electronic form used to express intent, including a typed name placed in a signatory area, a digitized image or copy of a handwritten signature, a scanned signature on a PDF document, a biometric mark, a sound, or a digital signature. An Electronic Signature provides who signed, what was signed, captures intent and consent. If parties agree to a transaction by electronic means and are required by law to provide, send, or deliver information in writing, the requirement is satisfied if the information is Contract # SCN105544 Page 8
provided, sent, or delivered in an electronic record, which the recipient can retain at the time of receipt.

The parties so agree.

City of Roseville (Public Works - Fleet Services):

Date:

Dominick Casey
City Manager
Placer County Air Pollution Control District:

Date:

Erik C. White
Air Pollution Control Officer
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EXHIBIT A

SCOPE OF SERVICES
Grant Description: Waste Truck 15-450 Replacement
Project Contact Information (subject to change):

GRANTEE:

Brandy LeBeau
(916) 774-5531
[email protected]
PCAPCD:

Lauren Moore
(530) 745-2376
[email protected]
Project Scope:

Purchase a 2023 or newer Autocar Side Loader, or equivalent, with a GVWR of 60,000 pounds and a 2023 or newer model year Cummins Heavy Heavy Duty CNG engine with a maximum rated horsepower of 360, to be certified to an emission standard of 0.01 g/bhp-hr for PM and 0.02 g/bhphr for NOx. (Replacement Vehicle); and dismantle a 2014 Autocar ACX (VIN:
5VCACRF7FH218690) with a 2014, 370 horsepower engine (serial number: 73730965) (Replaced Vehicle).

Sections I through III below must be completed prior to the Project Completion End Date as outlined in Exhibit B of this AGREEMENT.

I. Prior to funding and prior to the GRANTEE taking delivery of the Replacement Vehicle, the GRANTEE shall meet the following conditions:

2. If the request to modify the originally proposed Replacement Vehicle results in an increase in emissions from its original evaluation, then PCAPCD shall reduce the awarded grant amount in order to maintain the same level of cost effectiveness. Such Contract # SCN105544 Page 10
a change will require PCAPCD approval and a contractual amendment signed by both the GRANTEE and PCAPCD.

3. Modified Replacement Vehicle must meet Carl Moyer Program Guidelines.

B. The following warranty requirements apply:

C. GRANTEE shall deliver the Replaced Vehicle under this AGREEMENT to the dealership where the Replacement Vehicle will be purchased.

D. The Replacement Vehicle shall not be delivered to the GRANTEE, from the dealership, until the following conditions have been completed:

1. GRANTEE (or its representative) shall provide to PCAPCD:
a. Copies of invoices relative to the purchase of the vehicle funded through this AGREEMENT;
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b. Proof and terms of financing, including lender and amount financed (if applicable);
c. Warranty and its terms;
d. Copy of the registration (of the Replacement Vehicle); e. Copy of the signed vehicle title (of the Replaced Vehicle); f. Proof of vehicle insurance;
g. Certification from the dealer that the Replaced Vehicle will be delivered to a PCAPCD approved dismantler within 60 days of receipt of the Replaced Vehicle.

2. Have a post inspection conducted by PCAPCD (or its representative) of the Replacement Vehicle. The GRANTEE (or its representative) shall be responsible for scheduling the appointment with PCAPCD.

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