Raftelis Financial Consultants March 22, 2022
Agenda Item #7.3.
SECTION 29— SEVERABILITY
If any term, condition or covenant of this Agreement is declared or determined by any curt 0 0 fcmetet ' o P
n urisdiction to be invalid void or unenforceable the remainin rovisions of J gP this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision( s).
SECTION 30— THIRD PARTY BENEFICIARIES
Consultant' s subconsultants shall agree to be bound to the terms of the Agreement to the extent of their scope of Services, including but not limited to, terms regarding indemnity and dispute resolution, and shall agree that City is deemed an express third party beneficiary of their subconsultant agreements. Nothing contained in this Agreement, however, shall operate to confer such or similar rights or benefits on persons or entities not party to this Agreement.
SECTION 31 — STATUTES OF LIMITATION
As between the parties to this Agreement, any applicable statute of limitations for action arising out of, pertaining to, or relating to any act or failure to act in connection with this Agreement shall comrrience to run on the date of City' s issuance of the final Certificate for Payment, or termination of this Agreement, whichever is earlier, except for latent defects and/ or deficiencies, for which the applicable statute of limitation shall begin to run upon discovery of the defect and/ or deficiency and its cause.
SECTION 32— SPECIAL PROVISIONS
This Agreement is subject to the following special provisions: none.
IN WITNESS WHEREOF, the parties hereto have accepted, made, and executed this Agreement upon the terms, conditions, and provisions above stated, the day and year first above written.
Consultant: City:
By: C By: L'
NSme: Elaine V. Conti Name: am s McCann
Title: Executive Vice President Title: Inte m City Manager Approved as to Form:
By:
Name: Ethan Walsh
Title: City Attorney
Raftelis Financial Consultants March 22, 2022
Agenda Item #7.3.
Report to the City Council
Regular City Council - 13 Dec 2022
Agenda Section: CONSENT ITEMS
Subject: Consideration and proposed adoption of a Resolution authorizing the City Manager to execute Amendment No. 2 to STH Contract: FY2023-002 in the amount of $41,200 to the Professional Services Agreement with Regional Government Services (RGS) for human resources assistance for a total amount not-to-exceed $116,200.
CEQA
Determination:
Not a CEQA project
Prepared By: Mandy Kellogg, Administrative Services Director Reviewed By: April Mitts, Assistant City Manager
Approved By: Anil Comelo, City Manager
BACKGROUND
The Human Resources Division of the Administrative Services Department is responsible for a wide range of functions which includes recruiting for vacant positions and onboarding new employees.
In order to streamline these functions and provide an easier process for both recruiting and onboarding, the City signed a contract with NEOGOV in November 2021 (Attachment A) to provide online platforms for both recruiting and onboarding. The recruiting platform integrates a public sector-specific job board and applicant tracking system to deliver a faster, more efficient, and more compliant recruitment process. The onboarding platform allows for documents to be transferred between Human Resources and the employee electronically providing the ability to efficiently move information between the City and the applicant during the hiring process, while also having the ability track the status along the way.
Agenda Item #7.4.
As the City continues to face staffing shortages in the Human Resources Division, staff has been unable to complete the necessary requirements for the implementation of the online platforms which requires dedicated time to create workflow processes and forms.
DISCUSSION
On August 5, 2022, the City Manager executed a contract with Regional Government Services (RGS) for an amount not-to-exceed of $25,000 (Attachment B) and subsequently City Council authorized an additional $50,000 (Attachment C) to assist with some immediate needs in human resources as a result of the ongoing vacancies in the division.
RGS is a JPA established in 2002 to provide organizational services to California public agencies. RGS has extensive human resources experience in California public agencies and provide a variety of human resources consulting services. In addition, RGS has extensive experience in both implementation and management of the NEOGOV platforms.
Staff is recommending Amendment No. 2 to the contract with RGS to perform the implementation of NEOGOV, which will include the following tasks:
Recruiting Platform - NEOGOV Insight:
1. Project Management
2. Application Development
3. Business process mapping
4. Career page setup
5. Class specification and job administration
6. Current openings conversion
7. Data entry/Import
8. IT data import/export guidance
9. Organization and user administration
10.Requisition process setup
11.Template Letters
12.Testing production environment
13.Training
Onboarding Platform - NEOGOV Onboard:
1. Project Management
2. Business process analysis
3. Administrative setup
4. Onboard forms development
5. Create checklists
6. Configure portals
7. IT data import/export guidance
8. Testing production environment
9. Training
Agenda Item #7.4.
Staff is recommending an amendment to the agreement for an additional $41,200 for a total contract amount not-to-exceed $116,200.
FISCAL IMPACT
The estimated fiscal impact of this contract amendment is $41,200 for a not-to-exceed amount of $116,200. Salary savings are being realized through the current vacant positions in the Administrative Services Department at approximately $28,700 per month.
Based on the estimated timeframe to fill the vacancy it is estimated that the salary savings will be sufficient to offset the increased cost of the contract.
RECOMMENDED ACTION
Adopt the attached resolution.
ATTACHMENTS
Amendment No. 2 RGS Human Resources
Resolution RGS Contract Amendment No. 2
Attachment A - STH Contract FY 2022-030 The Recruit and Onboard Module Attachment B - STH Contract FY 2023-002 St. Helena HR Services Attachment C - STH Contract FY 2023-002 St. Helena HR Services Amendment No 1 Agenda Item #7.4.
AMENDMENT NO. 2
TO PROFESSIONAL SERVICES AGREEMENT WITH REGIONAL GOVERNMENT SERVICES (RGS):
STH CONTRACT NO: 2023‐002 FOR PROFESSIONAL SERVICES FOR HUMAN RESOURCES ADVISORY SERVICES.
This Amendment No. 2 to Agreement for Professional services is made effective on December 13, 2022, by and between the City of St. Helena, a municipal corporation ("City"), and Regional Government Services (RGS) ("Consultant").
RECITALS
A. On August 5, 2022, The City of St. Helena and RGS entered into an agreement for Human Resources Advisory Services, as a result of two vacancies within the Human Resources Division; and
B. The City of St. Helena desired to continue utilizing RGS for on‐call services for human resources assistance; and
C. The City authorized a contract with NEOGOV to provide online platforms to streamline the recruiting and onboarding processes for the City, but has been unable to complete the implementation as a result impacts from ongoing staffing shortages; and D. RGS has extensive experience with implementation and management of the NEOGOV platforms and has provided a scope of work to complete the implementation; and E. The City of St. Helena and Regional Government Services now desire to amend the Agreement for an additional $41,200 for a total not to exceed $116,200 to assist with the NEOGOV implementation.
AGREEMENT
NOW, THEREFORE In consideration of the promises and the mutual covenants and agreements herein contained, for good and valuable consideration, the adequacy of which is hereby acknowledged, the parties agree to amend the Agreement as follows:
1. Section 4.A Compensation, is amended to read as follows:
“Total compensation shall not exceed $116,200…”
All other terms of the Agreement shall remain in full force and effect.
Entered as of the day and year first above stated.
Agenda Item #7.4.
CONSULTANT:
Signatures of Authorized Persons:
By: _____________________________
Print Name: _______________________
Title: ___________________ _________
CITY OF ST. HELENA
a Municipal Corporation
By: _________________________________
Anil Comelo, City Manager
APPROVED AS TO FORM:
_____________________________________
Ethan Walsh, City Attorney
ATTEST:
______________________________________
City Clerk
Agenda Item #7.4.
CITY OF ST. HELENA NEOGOV
IMPLEMENTATION PROJECT MANAGEMENT
INSIGHT AND ONBOARD
SCOPE OF WORK
NEOGOV SUPPORT SERVICES
Regional Government Services (RGS) provides a skillful team with NEOGOV implementation and end-user experience, and will provide comprehensive NEOGOV project management and support services for the City of St. Helena’s (City) Insight and Onboard implementations. Insight will be implemented first, followed by Onboard.
We offer a collaborative process to ensure your NEOGOV system implementation is a success with end-users and management. Richard Blut, Senior Advisor will serve as the project manager and primary point of contact for internal staff and coordinates project support from other RGS staff as needed. Richard will meet with the agency’s management and staff to discuss and define your agency’s needs and requirements. Richard will guide the agency through all phases of the implementation and coordinate activities with NEOGOV staff. Richard may be contacted at (650) 587-7300 (Ext. 120) or via e-mail at [email protected].
RGS will perform business process mapping and analysis for all associated system requirements.
RGS will ensure the system is configured and customized to the client’s specifications. RGS support staff will coordinate and complete all associated form creations, portal pages, user configurations, and other required information. RGS will provide training to human resources staff, management, and other end-users.
The RGS team is uniquely experienced with remote communication and processes. As a primarily virtual organization since 2002, we are adept at remote project management and offer our partner agencies many ways to improve quality and reduce or maintain costs. Even before the COVID pandemic made remote work a necessity, RGS routinely offered remote meetings, systems analysis, and project implementations.
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
NEOGOV INSIGHT
NEOGOV Insight implementation support services offered include:
• Project Management
- Meet with City staff
- Coordinate agency staff support
- Liaison with NEOGOV
- Resolve project issues
- Provide expertise and best practices
• Business process mapping and analysis
- Meet with key stakeholders
- Review and document current processes
- Update as needed for configuration
• System configuration to client’s specifications and customization - Class specification and job administration
- Applications development
- Organization and user administration
- Requisition process
- Career page setup
• Data entry of essential information
- Job descriptions, approximately 80 (import)
- Salary ranges (import)
- Departments/divisions
- Template letters
• Information Technology
- Import/export
- Security
• Production environment testing
- System testing as HR staff
- System testing as end user
• Current agency openings conversion
- Port all current open positions into NEOGOV
- Add applicants to NEOGOV
• Training
- HR staff
- OHC users
- Staff Administrator
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
PROJECT IMPLEMENTATION TIMELINE
The following is a tentative project timeline that may be modified by mutual agreement in writing between the City and RGS. Staff availability and responsiveness will be critical in meeting the project timeline as presented. Weekly project update and key decision-making meetings will be scheduled. RGS strives to manage the timeline to ensure deadlines are met. The go-live date will be November 14, 2022 depending on NEOGOV Implementation Consultant assignment and project kick-off date.
Tasks Tentative Dates Responsible
Party
1. Review current applicant tracking system,
business units, approval processes, organization
structure and identify key staff members for
project support
Week 1 RGS/CITY
2. Business process mapping Week 1 RGS/CITY
3. Organization and user administration; Class spec
and job posting administration; Career page Week 2 RGS
4. IT data import/export guidance; security
Week 2 and
ongoing RGS/CITY
5. Configure online applications; Requisition
process setup Week 3 RGS
6. Template letter development Week 3 RGS/CITY
7. OHC Development Week 3 RGS
8. Production environment testing Week 4 RGS
9. Add current openings from ATS Week 4 RGS
10. Training – HR staff, OHC users and
Administrator
Week 5 and
ongoing RGS
11. System go-live Week 6 RGS
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
SERVICE COST/BILL RATES
NEOGOV Insight implementation costs are based on project needs, agency size, complexity of processes, number and types of positions, system customization, and bill rates. The Insight implementation is estimated at $22,000.
NEOGOV Estimated Cost
1. Project Management $7,500
2. Application Development $1,000
3. Business process mapping $1,500
4. Career page setup $300
5. Class spec and job administration $900
6. Current openings conversion $500
7. Data entry/Import (class specs, salaries) $4,800
8. IT data import/export guidance $500
9. Organization and user administration $650
10. Requisition process setup $550
11. Template letters $1,200
12. Testing production environment $1,200
13. Training $1,400
TOTAL ESTIMATED COST NOT TO EXCEED: $22,000
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
NEOGOV ONBOARD
NEOGOV Onboard implementation support services include:
• Project Management
- Meet with City staff
- Coordinate agency staff support
- Liaison with NEOGOV
- Resolve project issues
- Provide expertise and best practices
• Business Process Analysis
- Meet with key stakeholders
- Review and document current processes
- Update as needed for configuration
• System configuration to client’s specifications and customization - Forms development
- Create checklists
- Portal development
- Organization and user administration
• Information Technology import guidance
• Production environment testing
- System testing as HR staff
- System testing as end-user
• Training
- HR staff
- Managers
- Staff administrators
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
PROJECT IMPLEMENTATION TIMELINE
The following is a tentative project timeline that may be modified by mutual agreement in writing between the City and RGS. The Onboard implementation will begin after the Insight implementation has concluded. Staff availability and responsiveness will be critical in meeting the project timeline as presented. Weekly project update and key decision-making meetings will be scheduled. RGS strives to manage the timeline to ensure deadlines are met.
Tasks Tentative Dates Responsible
Party
1. Review the current paper-based preboarding,
onboarding, and offboarding processes, current
NEOGOV setup, business units, approval processes,
organization structure and identify key staff members
for project support
Week 1 RGS/City
2. Business process mapping Week 1 RGS/City
3. Administrative setup; data import Week 2 RGS
4. IT data import/export guidance Weeks 2 - 3 RGS/City
5. Build Onboard forms Week 3 RGS
6. Configure checklists (preboard, onboard, and
offboard) Weeks 3 - 4 RGS
7. Configure portals Week 4 RGS
8. Production environment testing Week 5 RGS
9. Training Week 6 and
ongoing RGS
10. System go-live Week 6 RGS
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
SERVICE COST/BILL RATES
NEOGOV Onboard implementation costs are based on project needs, agency size, complexity of processes, number and types of positions, system customization, and bill rates. The Onboard implementation is estimated at $19,200. This is based on the creation of 25 forms and 10 checklists, for the onboard, preboard, and offboard portals. The project cost will increase based on the need for additional forms, checklists, and portals identified during the project.
NEOGOV Estimated Cost
1. Project Management $7,500
2. Business process analysis $800
3. Administrative setup $600
4. Onboard forms development $2,400
5. Create checklists $2,400
6. Configure portals $2,400
7. IT data import/export guidance $500
8. Testing production environment $1,200
9. Training $1,400
TOTAL ESTIMATED COST NOT TO EXCEED: $19,200
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
PROJECT TEAM APPROACH AND QUALIFICATIONS
RGS is a virtual Joint Powers Authority (JPA) and has developed a unique network of geographically distributed Advisors who work both through various remote access technologies.
When needed, we deliver on-site services to partner agencies reducing overhead and expanding our ability to provide high-quality services throughout the state.
The RGS team selected to assist the City with implementation services has extensive relevant experience and accomplishments with NEOGOV in the municipal, special district, state, and county human resource sectors. We work as a team with complementary skills, specializations, and abilities.
For project team structure, accountability, and lines of communication, Richard Blut, Senior Advisor, has been designated as the Project Manager. Richard will ensure timely delivery of the completed implementation by coordinating the work of the RGS team. Together, this core team will provide continuity of services and ensure that identified deliverables are provided.
KEY TEAM MEMBERS
Our advisors, analysts and support staff are skilled with setting up NEOGOV systems based on best practices and your agency’s needs for customization. We utilize NEOGOV for our recruitment services and have helped organizations successfully implement their systems, evaluate their systems for improvements to process and data entry to best utilize NEOGOV. An introduction and information about the qualifications, experience, and role of our proposed project team members follows. Resumes may be provided upon request.
RICHARD BLUT – SENIOR ADVISOR, PROJECT MANAGER
Richard Blut joined RGS in 2022 as a Senior Advisor for Human Resources Services. As a member of the RGS Recruitment Team, Richard is spearheading the NEOGOV implementation services as well as conducting executive recruitments for partner agencies.
Richard has over twenty years of leadership experience in large public organizations. He is an expert in all facets of human resources, employee engagement, customer experience, and systems automation. He has provided consulting and coaching to business leaders in many aspects of HR including best practices, methodologies, tools, organizational design, legal compliance, talent management, and compensation. He has extensive experience with NEOGOV Insight, Onboard, and Perform. He has been involved with implementations and served as a NEOGOV Administrator.
Richard has a bachelor’s degree and an M.B.A. in business administration.
KAY RANDOLPH-POLLARD – RECRUITMENT TEAM LEAD
Kay Randolph-Pollard joined RGS as a Project Advisor in the Human Resources service group in 2016. Currently, as the Lead Advisor for the Recruitment services group, Kay leads a team of Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
professional recruiters and administrative support staff to meet the whole range of recruitment and selection needs for RGS partner agencies as well as for the JPA.
Kay has over twenty-five years’ experience in human resources management. Her areas of expertise include merit and competency-based recruitment and selection, employment law, training, negotiation, and organizational development. Kay applies this experience to ensure that RGS recruitment services are professional and cost-effective. She has led multiple NEOGOV implementations while working in the public sector, both as a consultant and for RGS. She has also served as a NEOGOV Administrator.
Kay has a bachelor’s degree in business administration with an emphasis in personnel and industrial relations.
DAVID PRIETO - ADVISOR
David Prieto joined RGS as an Advisor in the Recruitment services group in 2021. He provides full-cycle recruitment and selection services for RGS partner agencies.
Prior to joining RGS, David worked for a variety of educational institutions including, the Los Angeles Unified School District providing recruitment and selection - attracting and retaining high-quality employees, developing their skills, managing performance effectively, and creating a motivated workforce. David is an expert NEOGOV Insight user. He has utilized NEOGOV at various educational institutions and at RGS.
David has a bachelor’s degree in psychology, an M.B.A., and a master’s degree in industrial/organizational psychology in progress.
ANNIE KAVANAGH
Annie Kavanagh joined RGS as an Advisor in the Human Resources service group in 2012. She provides professional human resources services such as organizational change management, policy development, classification and compensation studies, benefits administration, and recruitment. In addition, she has joined the Training and Development team, serving as a virtual trainer for the Leadership Academy during the pandemic, developing varied curriculum, and also serving as a management coach.
Annie has over twenty-five years’ experience in human resources and organizational leadership in both the private and public sectors. As the human resources director for three small organizations, she has been a human resources generalist for her entire career. She is adept at helping organizations and individuals develop and grow.
Annie has a bachelor’s degree in therapeutic recreation and leisure services and a certificate in employee assistance.
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
KRISTIANA HARAPAN – PROJECT COORDINATOR
Kristiana joined RGS in 2017 as a Project Coordinator. Kristiana has over eighteen years of public sector administrative experience, primarily in human resources and risk management administration.
Kristiana has significant experience in many aspects of human resources and risk management administration including recruitment, pre-employment processes, benefit administration, and the preparation of Council staff reports. In risk management, Kristiana has been responsible for the administration of workers’ compensation and general liability claims for municipalities. She also has experience assisting with administrative work in the City Attorney’s office. She has participated in multiple NEOGOV implementations and is an advanced user. She has evaluated numerous NEOGOV setups for clients for systems optimization and enhancements.
Kristiana has a Paralegal Certificate from Mira Costa Community College.
ELSIE OKEYO – PROJECT COORDINATOR
Elsie Okeyo joined RGS in 2018 as a Project Coordinator. Elsie has over ten years of experience in Human Resources and benefits administration. Elsie has provided benefit administration for employees and retirees including coordination with payroll on benefit deductions, benefit enrollments and providing benefit information to employees and retirees. She has conducted new employee orientations and has COBRA administration experience along with leave of absence management.
Elsie has a bachelor’s degree in business management and a certificate in human resources management.
MAURA GRIFFIN – TECHNICAL SPECIALIST
Maura Griffin joined RGS in Administrative Support in 2019. She contributes her professional skills both to partner agencies and RGS’ internal departments. Maura has extensive administrative and creative experience, which she applies to many aspects of RGS including recruitment services, administrative support, RGS business development, RGS social media, and individual client projects.
ALEX – MUÑOZ-OLIVEIRA – TECHNICAL SPECIALIST
Alex Muñoz-Oliveira joined RGS in 2022 as an Advisor in Finance Services providing payroll administration services for RGS partner agencies. In addition, he serves on the Recruitment Team providing administrative and proctoring support. Alex has varied experience in customer service and project management in alternative energy, retail sales, and delivery service.
Alex has a bachelor’s degree in business administration with a concentration in finance.
Agenda Item #7.4.
City of St. Helena Scope of Work
October 6, 2022
SIMILAR ENGAGEMENTS AND REFERENCES
RGS understands and remains current on NEOGOV implementations and systems. RGS presently serves as a full-service human resources department for a number of California public agencies and has provided NEOGOV implementation service for approximately four years.
References may be provided upon request.
RGS provides services on an hourly basis, plus direct costs. Work is performed as agreed, and subsequently billed each month based on hours actually worked. The hourly rate for work performed will be billed at the following hourly rates based on the Advisor(s) assigned to the project.
If RGS is required to be onsite, mileage will be calculated and invoiced using the current IRS rate.
Title Hourly Rate
Chief Operating Officer $140 to $230
Deputy Chief Operating Officer $135 to $205
Senior/Lead Advisor $130 to $200
Advisor $120 to $170
Project Advisor $110 to $130
Project Coordinator $90 to $125
Technical Specialist $80 to $120
Agenda Item #7.4.
CITY OF ST. HELENA
RESOLUTION NO. 2022 -
Authorizing: (1) the City Manager to Execute Amendment No. 2 to STH Contract: FY2023-002 in the amount of $41,200 to the Professional Services Agreement with Regional Government Services (RGS) for human resources assistance for a total amount not to exceed $116,200.
RECITALS
A. The Human Resources Division of the Administrative Services Department is responsible for a wide range of functions, which include recruiting for vacant positions and onboarding new employees; and
B. The City authorized a contract with NEOGOV to provide online platforms for recruiting and onboarding which streamline the processes; and C. The City is actively working on a recruitment for the Human Resources Division, but due to staffing shortages has been unable to complete the implementation for the NEOGOV platforms; and
D. The City has a current contract with Regional Government Services (RGS) to provide temporary assistance with human resources management and RGS has demonstrated they have the necessary skills, abilities, and staff to help fulfill the ongoing needs for human resources management; and
E. The City of St. Helena and RGS now desire to execute an amendment to the agreement to expand the scope of the services provided to include the implementation of the NEOGOV recruiting and onboarding platforms.
RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:
Authorizes the City Manager to execute execute Amendment No. 2 to STH Contract:
FY2023-002 in the amount of $41,200 to the Professional Services Agreement with Regional Government Services (RGS) for human resources assistance for a total amount not to exceed $116,200,000.
Approved at a Regular Meeting of the St. Helena City Council on December 13, 2022, by the following vote:
Mayor Ellsworth: __________
Vice Mayor Dohring: __________
Agenda Item #7.4.
Councilmember Chouteau: __________
Councilmember Hall: __________
Councilmember Hardy: __________
APPROVED: ATTEST:
________________________ ________________________
Geoff Ellsworth, Mayor Cindy Tzafopoulos, City Clerk
Agenda Item #7.4.
HUMAN RESOURCES
MANAGEMENT SUITE
for the public sector
STH Contract: FY2022-030 Agenda Item #7.4.
For more information, visit neogov.com/support or contact 877-204-4442
CUSTOMER SUPPORT & RESOURCES
CUSTOMER SUPPORT CONTACT INFORMATION:
Phone Number:
877-204-4442
Hours:
M-F, 6 AM - 6 PM Pacific Time
24/7 Help: Log an online case in the
support portal (see below)
NEOGOV CUSTOMER SUPPORT INCLUDES:
• Unlimited Help Desk support
• Unlimited online case support
• Free attendance to quarterly ‘NEOGOV Community Live’ conference calls • Free unlimited access to online user discussion forums • Access to the online NEOGOV Community site for user documentation, training guides, announcements, and networking with other NEOGOV customers
SUPPORT SELF-SERVICE PORTAL:
neogov.com/support
The Support Self-Service Portal can be used in lieu of contacting Customer Support when you have an issue.
You can log a case through the Community by clicking the ‘Support’ icon.
Use the Support Self-Service Portal to:
• Log cases regarding product issues and bugs
• Upload screenshots and attachments related to cases
• Keep track of the status of cases
• View previously logged cases
NEOGOV COMMUNITY:
In order to access the Community, make sure you’re logged into your NEOGOV product. Once you’re logged in, hover over your name in the top right corner and click on either ‘Help’ or ‘Help & Training’ to enter the Community.
Through the Community, you have access to:
• Training tools and product reference materials
• A community forum to discuss best practices with your peers • The Idea Lab to suggest or vote for potential product enhancements • Release Notes on product enhancements
• Free online training through NEOGOV University
• Information about NEOGOV Connect, our annual user conference • Quarterly community calls with NEOGOV product managers and other customers • Log cases through the Support Self-Service Portal (explained above)
Agenda Item #7.4.
THE RECRUIT MODULE
automates hiring by centralizing the
process of attracting applicants,
screening them, and landing a qualified
hire that’s productive on day one, while
ensuring compliance.
One of the main challenges in public
sector HR is building and maintaining a
highly qualified workforce. NEOGOV’s
Recruit module cohesively integrates
a public sector-specific job board,
applicant tracking system, and
onboarding solution to deliver a
faster, more efficient, and compliant
recruitment process.
The NEOGOV platform combines
3 modules – Recruit, Develop, and
Manage – to automate and support the
entire public sector employee lifecycle.
Agenda Item #7.4.
ATTRACT:
GOVERNMENTJOBS.COM
y Attract qualified candidates using the #1 public
sector job board, with over 20 million job seekers
y Get applicants fast by publishing job postings
directly from Insight, our applicant tracking system
y GovernmentJobs.com is 177% more likely to
deliver a qualified hire than Indeed, and 67%
more likely than LinkedIn
y Post unlimited job postings to ensure every role
gets the support it needs
SCREEN: INSIGHT
y Highlight your organization with a branded
online career portal that accommodates complex
applications and is accessible from your website
y Automate the creation of eligible and referred lists
with candidate auto-scoring
y Modernize communication with text messaging,
electronic offer letters, and a self-service portal
y Generate reports for EEO, diversity and inclusion
initiatives, and analyze time-to-hire
y Integrates with multiple background check and
assessment providers
One of her employees has just given
notice! She creates a job posting on her
agency’s branded career portal and it also
publishes on GovernmentJobs.com.
To increase applicants,
she boosts the posting to
other job boards without
leaving the platform.
The system automatically
determines which
candidates meet the
minimum qualifications.
MEET YOLANDA
Like many public sector HR folks, she’s got a lot on
her plate. Thanks to NEOGOV, it’s all manageable.
M
Like
her p
Agenda Item #7.4.
HIRE: ONBOARD
y Accelerate the onboarding process by providing new hires access to online forms before their start date
y Auto-assign tasks to multiple stakeholders and track completion y Reinforce job duties, expectations, and assign mentors y Schedule check-backs to drive engagement and address any concerns in the first 90 - 120 days and increase retention y Automate offboarding tasks, document exit interviews, and formalize knowledge transfer from vacated positions y Simplify rehires and seasonal employee onboarding
“We looked at other
automated recruiting
systems, but Insight’s
public sector-specific,
easy-to-use online
solution made NEOGOV
the clear choice.”
Tony Gautier, City of Denver, CO
She notifies candidates to
self-schedule a written
exam. Text reminders are
sent the day before.
The hiring manager
is notified of
the top candidates'
self-scheduled interviews.
Now it’s time to schedule
tasks for the new hire and
employees who make the
onboarding process smooth.
RECRUIT
Thanks to an integration,
a background check
is processed for the
top candidate.
The candidate comes
back clear! She sends an
electronic offer letter and the
candidate e-signs to accept.
The new hire completes her I-9,
security access, and parking
forms, so when she arrives for her
first day, she's off and running!
Agenda Item #7.4.
RECRUIT
Accelerate time to hire by automating and
centralizing the candidate attraction, selection,
and new hire onboarding process.
DEVELOP
Build a more capable workforce with professional
development tools and customized training
programs that maintain organizational compliance.
MANAGE
Ensure HR stays organized and compliant
by centralizing employee data, payroll,
and benefits in a highly secure system.
THE NEOGOV DIFFERENCE
Public Sector-Focused
We focus exclusively on the unique needs
and compliance requirements of government
agencies and higher ed institutions.
Online Community of Peers
When you become a customer, you join
thousands of other public sector HR leaders
who participate in discussions and solve
challenges together.
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Agenda Item #7.4.
Exhibit A
Order Form
NEOGOV Customer:
Governmentjobs.com, Inc. (dba "NEOGOV")
300 Continental Blvd, Suite 565
El Segundo, CA 90245
United States
[email protected]
St. Helena, City of (CA)
1480 Main St, St
St. Helena, CA 94574
USA
Quote Valid From: 9/8/2021 Quote Number: Q-02880
Quote Valid To: 10/29/2021 Payment Terms: Annual Net 30 Employee Count: 84
Order Summary
Pro-Rated Term
Service Description Start Date End Date Term Price
Recruit Module
Includes Insight, Onboard, Governmentjobs.com, Candidate Text Messaging (CTM)
11/15/2021 6/30/2022 $2,592.27
Pro-Rated Term TOTAL: $2,592.27
Year 2
Service Description Start Date End Date Term Price
Recruit Module
Includes Insight, Onboard, Governmentjobs.com, Candidate Text Messaging (CTM)
7/1/2022 6/30/2023 $6,916.50
Year 2 TOTAL: $6,916.50
Agenda Item #7.4.
Year 3
Service Description Start Date End Date Term Price
Recruit Module
Includes Insight, Onboard, Governmentjobs.com, Candidate Text Messaging (CTM)
7/1/2023 6/30/2024 $9,222.00
Year 3 TOTAL: $9,222.00
Pro-Rated Term
Service Description Start Date End Date Term Price
Recruit Module Setup And Training $3,500.00
Pro-Rated Term TOTAL: $3,500.00
ORDER TOTAL: $22,230.77
Agenda Item #7.4.
A. Terms and Conditions
1. Agreement. This Ordering Document and the Services purchased herein are expressly conditioned upon the acceptance by Customer of the terms of the NEOGOV Services Agreement either affixed hereto or the version most recently published prior to execution of this Ordering Form available at https://www.neogov.com/service-specifications. Unless otherwise stated, all capitalized terms used but not defined in this Order Form shall have the meanings given to them in the NEOGOV Services Agreement.
2. Effectiveness & Modification. Neither Customer nor NEOGOV will be bound by this Ordering Document until it has been signed by its authorized representative (the “Effective Date”). Unless otherwise stated in this Ordering Document, all SaaS Subscriptions shall commence on the Effective Date. This Ordering Document may not be modified or amended except through a written instrument signed by the parties.
3. Summary of Fees. Listed above is a summary of Fees under this Order. Once placed, your order shall be non-cancelable and the sums paid nonrefundable, except as provided in the Agreement.
4. Order of Precedence. This Ordering Document shall take precedence in the event of direct conflict with the Services Agreement, applicable Schedules, and Service Specifications.
B. Special Conditions (if any).
Initial Term: 11/8/21 - 6/30/2024
"St. Helena, City of
(CA)"
NEOGOV
Signature: Customer_DS
Signature:
Signer_D
S
Print Name: CustomerName_DS
Print Name: SignerName_DS
Date: CustomerDate_DS
Date: SignerDate_DS
Agenda Item #7.4.
83578.00004\40397052.2
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into on August 5, 2022 by and between the CITY OF ST. HELENA, located in the County of Napa, State of California (City), and REGIONAL GOVERNMENT SERVICES AUTHORITY (Consultant).
RECITALS:
A. City desires to employ Consultant to furnish professional services in connection with the project described as Human Resources Advisory Services.
B. Consultant has represented that Consultant has the necessary expertise, experience, and qualifications to perform the required duties.
NOW, THEREFORE, in consideration of the mutual premises, covenants, and conditions herein contained, the parties agree as follows:
SECTION 1 – BASIC SERVICES
Consultant agrees to perform the services set forth in Exhibit A, “Scope of Services” and made part of this Agreement.
SECTION 2 – ADDITIONAL SERVICES
Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement that are in addition to or outside of those set forth in this Agreement or Exhibit A, “Scope of Services” (the “Services”), unless such additional Services and compensation are authorized in advance and in writing by the City Council or City Manager of the City.
SECTION 3 – TIME FOR COMPLETION
The time for completion of Services shall be as identified in Exhibit A, “Scope of Services”. The parties expressly agree that time is of the essence in the performance of this Agreement.
SECTION 4 – COMPENSATION AND METHOD OF PAYMENT
A. Subject to any limitations set forth in this Agreement, City agrees to pay consultant the amount specified in Exhibit A attached hereto and made a part hereof. Total compensation shall not exceed $25,000 unless additional compensation is approved in accordance with Section
2. B. Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories if applicable: labor (by sub-category), travel, materials, equipment, supplies, subconsultant contracts, and miscellaneous expenses. Each original invoice furnished shall include the expenses incurred during the preceding month, the cumulative Agreement amount, and the
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amount remaining on the Agreement. City shall independently review each invoice submitted to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. If no charges or expenses are disputed, the invoice shall be approved, and City will use its best efforts to cause Consultant to be paid within 30 days of receipt of invoice.
If the City disputes any charges or expenses, the City will return the original invoice to Consultant for correction and resubmission. If the City reasonably determines, in its sole judgment, that the invoiced charges and expenses exceed the value of the Services performed to date and that it is probable that the Agreement will not be completed satisfactorily within the contract price, City may retain all or a portion of the invoiced charges and expenses. Within thirty (30) days of satisfactory completion of the project, City shall pay the retained amount, if any, to Consultant.
C. Payment to the Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.
SECTION 5 – STANDARD OF PERFORMANCE
A. Consultant represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the Services required under this Agreement in a thorough, competent and professional manner. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all Services described herein. In meeting its obligations under this Agreement, Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons in the same or similar geographical area engaged in providing Services similar to those required of Consultant under this Agreement.
B. In order to induce City to enter into this Agreement, Consultant represents that it is duly organized, existing and in good standing under applicable state law; Consultant is licensed to perform all aspects of the Services; Consultant will employ only persons and Subconsultants with all required licenses and certifications; that Consultant is duly qualified to conduct business in the State; that Consultant has duly authorized the execution, delivery and performance of this Agreement and the Services to be performed herein; and that the Agreement does not violate or create a default under any instrument, agreement, order or decree binding on Consultant.
SECTION 6 – [Intentionally Omitted]
SECTION 7 – INSURANCE REQUIRED
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees, as indicated:
A. Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).
3. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.
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B. Minimum Limits of Insurance. Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations, as applicable. If Commercial General Liability Insurance or other form with a General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer’s Liability: $1,000,000 per accident for bodily injury or disease.
C. Professional Liability Insurance. Consultant shall maintain at least $1,000,000 of professional liability insurance combined single limit for each occurrence, insuring against professional errors and omissions in the Services performed by Consultant under this Agreement, including, without limitation, claims for negligence, misrepresentation, violation of good faith and fair dealing, and inaccurate advise arising out of, resulting from, or in connection with Services performed by Consultant under this Agreement.
D. Excess Limits. If Consultant maintains higher limits than the minimums shown above, City requires and shall be entitled to coverage for the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
E. Primary Coverage. For any claims related to this contract the Consultants insurance coverage shall be primary insurance as respects to City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of Consultant’s insurance and shall not contribute with it.
F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions of $25,000 or greater must be declared to and approved by the City.
G. Other Insurance Provisions. The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its agent, officers, officials, employees, and volunteers are to be covered as additional insured as respects liability arising out of work or operations performed by the Consultant or Consultant’s subconsultants; or automobile owned, leased, hired or borrowed by the Consultant.
2. For any claims related to Consultant’s conduct while performing the work of this project, the Consultant’s insurance coverage shall be primary insurance as respects the City, its agents, officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its agents, officers, officials, employees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.
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4. Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subsection (b) of Section 2782 of the Civil Code.
H. Waiver of Subrogation. Consultant’s commercial general liability, automobile liability, workers’ compensation, and employer’s liability policies shall be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its agents, officers, officials, employees and volunteers for losses paid under the terms of this policy which arises from the work performed by the named insured for the City.
I. The Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A: VII, unless otherwise acceptable to the City. Pursuant to California Government Code §990, as a public entity, Contractor may satisfy the coverage requirements set forth herein with a combination of self-insurance and self-insured pool insurance.
J. Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the City or on forms that conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences.
The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.
SECTION 8 – INDEMNIFICATION
A. To the fullest extent allowed by law (including without limitation California Civil Code Sections 2782 and 2782.8), as may be applicable, Consultant shall indemnify, defend against third party claims, and hold harmless City, its agents, officers, officials, employees, representatives, and volunteers (collectively “Indemnitees”) from any and all claims, demands, suits, loss, damages, injury, and/or liability (including any and all costs and expenses in connection therewith, including reasonable legal fees and expert witness costs) (collectively, “Liabilities”), to the extent incurred by reason of any negligent or otherwise wrongful act or omission of Consultant, its officers, agents, employees, subconsultants, and subcontractors, or any of them, under or in connection with this Agreement; and Consultant agrees at its own cost, expense and risk to defend any and all claims, actions, suits, or other legal proceedings brought or instituted against City, its agents, officers, officials, employees and volunteers, or any of them, to the extent arising out of, pertaining to, or relating to such negligent or otherwise wrongful act or omission, and to pay and satisfy any resulting judgments.
B. If any action or proceeding is brought against Indemnitees by reason of any of the matters against which Consultant has agreed to indemnify Indemnitees as provided above, Consultant, upon notice from City, shall defend Indemnitees at Consultant’s expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. Indemnitees need not have first paid for any of the matters to which Indemnitees are entitled to Indemnification in order to be so indemnified. The insurance required to be maintained by Consultant shall ensure Consultant’s obligations under this section, but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement.
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C. The provisions of this section do not apply to claims to the extent occurring as a result of the City’s sole negligence, active negligence, or willful acts or misconduct.
D. Duty to Cooperate. Each party shall notify the other party immediately in writing of any claim or damage related to activities or Services performed under this Agreement. The parties shall cooperate with each other in the investigation and disposition of all Liabilities arising out of the activities or Services under this Agreement.
E. In the event that Consultant executes any subconsulting agreements in connection with the Services performed under this Agreement, Consultant shall place in all such subconsulting agreements, and cause its subconsultants to agree to, the indemnity and insurance obligations in favor of City and other Indemnitees, as provided herein, in the exact form and substance of those contained in this Agreement.
SECTION 9 – INDEPENDENT CONTRACTOR STATUS
A. Consultant is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of City. Consultant shall have no authority to bind City in any manner or to incur an obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City.
B. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall have control over the conduct of Consultant or any of Consultant’s officers, employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees or agents are in any manner officials, officers, employees or agents of City.
C. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees.
SECTION 10 – CONFLICTS OF INTEREST AND ANTI-FRAUD AND ANTICORRUPTION POLICIES A. Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of Services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. Consultant agrees to at all times avoid conflicts with the interests of City in the performance of this Agreement.
B. City understands and acknowledges that Consultant is, as of the date of execution of this Agreement, independently involved in the performance of non-related Services for other governmental agencies and private parties. Consultant is aware of any stated position of City
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relative to such projects. Any future position of City on such projects shall not be considered a conflict of interest for purposes of this section.
C. Consultant understands and acknowledges City maintains an anti-fraud and anticorruption policy to protect the City, its operations, and its employees from and against financial risks, operational breaches, and unethical, fraudulent and corrupt activities. Consultant represents and warrants that Consultant, its subcontractor(s) / subconsultant(s) and their respective employees providing Services pursuant to the Agreement are (1) in good standing; (2) have not been previously investigated, convicted, or debarred for fraudulent or corrupt activities; (3) will not participate in fraudulent or corrupt activities, and (4) will take steps to ensure that its employees and subcontractor(s) / subconsultant(s) employees do not participate in any fraudulent or corrupt activities. Consultant acknowledges and agrees further that it has a duty to and will report to City any information or incident(s) about possible fraudulent or corrupt activities Consultant may discover, and will cooperate in any fraud or corruption investigation conducted, with respect to Consultant’s service provided pursuant to this Agreement.
SECTION 11 – OWNERSHIP OF DOCUMENTS
A. All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by Consultant in the course of providing any Services pursuant to this Agreement shall become the sole property of City and may be used, reused or otherwise disposed of by City without the permission of the Consultant. When requested by City, but no later than three years after project completion, Consultant shall deliver to City all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.
B. All copyrights, patents, trade secrets, or other intellectual property rights associated with any ideas, concepts, techniques, inventions, processes, improvements, developments, works of authorship, or other products developed or created by Consultant during the course of providing Services (collectively the “Work Product”) shall belong exclusively to City. The Work Product shall be considered a “work made for hire” within the meaning of Title 17 of the United States Code. Without reservation, limitation, or condition, Consultant hereby assigns, at the time of creation of the Work Products, without any requirement of further consideration, exclusively and perpetually, any and all right, title, and interest Consultant may have in the Work Product throughout the world, including without limitation any copyrights, patents, trade secrets, or other intellectual property rights, all rights of reproduction, all rights to create derivative works, and the right to secure registrations, renewals, reissues, and extensions thereof.
SECTION 12 – CONFIDENTIAL INFORMATION; RELEASE OF
INFORMATION
A. All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law.
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B. Consultant, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement.
Response to a subpoena or court order shall not be considered “voluntary” provided consultant gives City notice of such court order or subpoena.
C. If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorneys’ fees, caused by or incurred as a result of Consultant’s conduct. City acknowledges that Consultant, as a public agency is subject to the California Public Records Act (the “CPRA”) and will comply with this Agreement to the extent that it does not conflict with CPRA D. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant.
However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite such response.
SECTION 13 – SUSPENSION OF WORK
City may, at any time, by ten (10) days written notice suspend further performance by Consultant. All suspensions shall extend the time schedule for performance in a mutually satisfactory manner and Consultant shall be paid for Services performed and reimbursable expenses incurred prior to the suspension date.
SECTION 14 – COMPLIANCE WITH LAW
Consultant shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this Agreement. Consultant shall obtain any and all licenses, permits and authorizations necessary to perform the Services set forth in this Agreement. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Consultant to comply with this section.
SECTION 15 – COMPLIANCE WITH CIVIL RIGHTS
During the performance of this contract, Consultant agrees as follows:
A. Equal Employment Opportunity. In connection with the execution of this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of race, religion, color, ancestry, age, sexual orientation, gender, gender identity and gender expression as protected categories specifically and expressively in that category, physical
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handicap, medical condition, marital status, sex, or national origin. Such actions shall include, but not be limited to, the following: employment, promotion, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rate of pay or other forms of compensation; and selection for training including apprenticeship.
B. Nondiscrimination Civil Rights Act of l964. Consultant will comply with all federal regulations relative to nondiscrimination to federally-assisted programs.
C. Solicitations for Subcontractors including Procurement of Materials and Equipment.
In all solicitations, either by competitive bidding or negotiations, made by Consultant for work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor, supplier, or lessor shall be notified by Consultant of Consultant’s obligations under this Agreement and the regulations relative to nondiscrimination.
SECTION 16 – COMPLIANCE WITH CALIFORNIA LABOR CODE
REQUIREMENTS
A. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4.
B. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1.
C. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that affect Consultant’s
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performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.
SECTION 17 – AUDIT AND INSPECTION OF RECORDS
A. Records of Consultant’s direct labor costs, payroll costs, and reimbursable expenses pertaining to this project covered by this Agreement will be kept on a generally recognized accounting basis and made available to City if and when required for a period of up to 3 years from the date of Consultant’s final invoice.
B. Consultant shall maintain all documents and records prepared by or furnished to Consultant during the course of performing the Services for at least three (3) years following completion of the Services. Such records include, but are not limited to, correspondence, internal memoranda, technical reports and investigations, calculations, books and accounts, accounting records documenting its work under its Agreement, and invoices, payrolls, records and all other data related to matters covered by this Agreement.
C. Consultant shall permit City to audit, examine and make copies, excerpts and transcripts from such records, and the Consultant shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any matter whatsoever for three (3) years after City makes the final or last payment or within three (3) years after any pending issues between City and Consultant with respect to this Agreement are closed, whichever is later.
SECTION 18 – LIMITATION OF LIABILITY
Notwithstanding any other provision of this Agreement, in no event shall City be liable, regardless of whether any claim is based on contract or tort, for any special, consequential, indirect or incidental damages, including, but not limited to, lost profits or revenue, arising out of or in connection with this Agreement or the Services performed hereunder.
SECTION 19 – COOPERATION BY CITY
All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Exhibit A, “Scope of Services”, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement.
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SECTION 20 – NOTICES
All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, emailed, sent by facsimile, or first class mail, addressed as follows:
To City: April Mitts, Assistant City Manager
City of St. Helena
1572 Railroad Avenue
St. Helena, California 94574
Email: [email protected]
To Consultant: Richard H. Averett Executive Director
Regional Government Services Authority
P.O. Box 1350
Carmel Valley, California 93924
Email: [email protected]
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile, email, or, if mailed, three (3) days after deposit in the custody of the U.S. Postal Service.
SECTION 21 – TERMINATION
A. City or Consultant may terminate this Agreement, with or without cause, at any time by giving ten (10) days written notice of termination to the other party. If such notice is given, Consultant shall cease immediately all work in progress.
B. If either Consultant or City fail to perform any material obligation under this Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this Agreement immediately upon written notice.
C. Upon termination of this Agreement by either Consultant or City, all property belonging to City which is in Consultant’s possession shall be delivered to City. Consultant shall furnish to City a final invoice for work performed and expenses incurred by Consultant, prepared as set forth in this Agreement.
SECTION 22 – ATTORNEYS’ FEES
If litigation or other proceeding is required to enforce or interpret any provision of this Agreement, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorneys’ fees, costs and expenses, in addition to any other relief to which it may be entitled. In addition, any legal fees, costs and expenses incurred to enforce the provisions of this Agreement shall be reimbursed to the prevailing party.
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SECTION 23 – ENTIRE AGREEMENT
This Agreement, including the attached Exhibits, is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between Consultant and City prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.
SECTION 24 – SUCCESSORS AND ASSIGNS
This Agreement shall be binding on the heirs, executors, administrators, successors and assigns of the parties. However, this Agreement shall not be assigned by Consultant without written consent of the City.
SECTION 25 – CONTINUITY OF PERSONNEL
Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff assigned to perform the Services required under this Agreement. Consultant shall notify City of any changes in Consultant’s staff assigned to perform the Services required under this Agreement, prior to any such performance.
SECTION 26 – DEFAULT
In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default and may terminate this Agreement immediately by written notice to Consultant.
SECTION 27 – WAIVER
Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision, or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or Services by Consultant shall not constitute a waiver of any of the provisions of this Agreement.
SECTION 28 – LAW TO GOVERN; VENUE
This Agreement shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Napa. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Northern District of California, in San Francisco.
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SECTION 29 – SEVERABILITY
If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s).
SECTION 30 – THIRD PARTY BENEFICIARIES
Consultant’s subconsultants shall agree to be bound to the terms of the Agreement to the extent of their scope of Services, including but not limited to, terms regarding indemnity and dispute resolution, and shall agree that City is deemed an express third party beneficiary of their subconsultant agreements. Nothing contained in this Agreement, however, shall operate to confer such or similar rights or benefits on persons or entities not party to this Agreement.
SECTION 31 – STATUTES OF LIMITATION
As between the parties to this Agreement, any applicable statute of limitations for action arising out of, pertaining to, or relating to any act or failure to act in connection with this Agreement shall commence to run on the date of City’s issuance of the final Certificate for Payment, or termination of this Agreement, whichever is earlier, except for latent defects and/or deficiencies, for which the applicable statute of limitation shall begin to run upon discovery of the defect and/or deficiency and its cause.
SECTION 32 – SPECIAL PROVISIONS
This Agreement is subject to the following special provisions: none.
IN WITNESS WHEREOF, the parties hereto have accepted, made, and executed this Agreement upon the terms, conditions, and provisions above stated, the date first above written.
Consultant: City:
By: ________________________________ By: ________________________ Richard H. Averett Anil Comelo
Executive Director City Manager
Approved as to Form: Approved as to Form:
By: _________________________________ By: ________________________________ Name: Sky Woodruff Name: Ethan Walsh
Title: Authority Counsel Title: City Attorney
Agenda Item #7.4.
83578.00004\40397052.2
EXHIBIT A
SCOPE OF SERVICES
Subject to the terms and conditions of this Agreement, Regional Government Services Authority (RGS) shall provide recruitment services to the City of St. Helena. Services may be provided onsite or remotely. The scope of services to be provided under this agreement may include but is not limited to the following:
1) Provide recruitment and selection services to fill Agency vacancy as agreed to by the Agency and RGS:
a) Prepare a draft job announcement and recruitment materials; b) Post recruitment and advertising, screen applications; c) Prescreening process to identify most qualified candidates; d) Administer selection processes; compile and communicate selection process results to stakeholders;
e) Coordinate stakeholder meetings as appropriate.
2) Additional projects and activities may be requested by Agency at any time and will be initiated as mutually agreed. Project scopes, timelines and cost estimates will be provided upon request. 3) The Agency will only be invoiced for the actual hours worked. The hourly bill rate does not include any direct travel costs. Such expenses which will be invoiced to the Agency at cost, and may include printing/copying fees, advertising costs, background investigation fees, online application hosting, or any other such direct costs incurred as part of this work.
RGS Advisor(s) will:
a. Perform the functions as assigned by the Lead Advisor. The Lead Advisor, serves as the Agency’s primary point of contact, and will oversee and direct projects to RGS staff as needed at his/her discretion.
b. Be reasonably available to perform the services during the normal work week. c. Meet as often as necessary for the purpose of consulting about the scope of work performed with the appropriate Agency project manager and with the RGS lead advisor.
Agenda Item #7.4.
RGS 2022
RATE SHEET
P. O. BOX 1350 | CARMEL VALLEY, CA 93924 | 844 .587 .7300 | WWW .RGS.CA. GOV Title Hourly Rate
Chief Operating Officer $140 to $230
Deputy Chief Operating Officer $135 to $205
Senior/Lead Advisor $130 to $200
Advisor $120 to $170
Project Advisor $110 to $130
Project Coordinator $90 to $125
Technical Specialist $80 to $120
Regional Government Services may charge travel expenses at the current Federal rate for advisor travelto and from agency worksite.
Agenda Item #7.4.
AMENDMENT NO. 1
TO PROFESSIONAL SERVICES AGREEMENT WITH REGIONAL GOVERNMENT SERVICES (RGS):
STH CONTRACT NO: 2023‐002 FOR PROFESSIONAL SERVICES FOR HUMAN RESOURCES ADVISORY SERVICES.
This Amendment No. 1 to Agreement for Professional services is made effective on September 13, 2022 by and between the City of St. Helena, a municipal corporation ("City"), and Regional Government Services (RGS) ("Consultant").
RECITALS
A. On August 5, 2022, The City of St. Helena and RGS entered into an agreement for Human Resources Advisory Services, as a result of two vacancies within the Human Resources Division; and
B. The City of St. Helena desired to continue utilizing RGS for on‐call services for human resources assistance; and
C. The Human Resources Division is continuing to face impacts from staffing shortages, in which RGS will assist the City by continuing to provide Human Resources Adisory Services while prioritizing recruitments to assist with filling the vacancies; and D. The City of St. Helena and Regional Government Services now desire to amend the Agreement for an additional $50,000 for a total not to exceed $75,000.
AGREEMENT
NOW, THEREFORE. In consideration of the promises and the mutual covenants and agreements herein contained, for good and valuable consideration, the adequacy of which is hereby acknowledged, the parties agree to amend the Agreement as follows:
1. Section 4.A Compensation, is amended to read as follows:
“Total compensation shall not exceed $75,000…”
All other terms of the Agreement shall remain in full force and effect.
Entered as of the day and year first above stated.
DocuSign Envelope ID: 5B132947-41F4-4F2C-9BFF-87FB01158D07 Agenda Item #7.4.
CONSULTANT:
Signatures of Authorized Persons:
By: _____________________________
Print Name: _______________________
Title: ___________________ _________
CITY OF ST. HELENA
a Municipal Corporation
By: _________________________________
Anil Comelo, City Manager
APPROVED AS TO FORM:
_____________________________________
Ethan Walsh, City Attorney
ATTEST:
______________________________________
City Clerk
DocuSign Envelope ID: 5B132947-41F4-4F2C-9BFF-87FB01158D07 9/21/2022
9/21/2022
9/19/2022
Executive Director
Richard Averett
9/15/2022
Agenda Item #7.4.
Scope of Services
RGS shall assign an RGS employee or employees to provide the services described below:
1. Provide immediate ongoing Human Resources Management consulting services, which include ad hoc consultation and initiation of work on identified priority projects, including but not limited to:
Provide professional human resources expertise regarding best practice to facilitate the effective and compliant administration of City’s human resources policies and practices.
Analyze a variety of information and recommend appropriate management action; provide written documentation of analysis and recommendations as needed. Draft specific documentation relevant to resolving a range of personnel issues; facilitate meetings and coach supervisors on conducting sensitive personnel conversations.
Draft required management communications to employees and facilitate effective interpersonal skills and relationship building.
Develop and/or update human resources administrative policies, procedures, forms and templates as needed to develop an effective and compliant system of human resources management practices and personnel transactions. Confer with staff as requested to obtain input and/or feedback regarding policy and procedure recommendations; or to obtain information relevant to the resolution of personnel issues.
Create implementation plans and timelines, including identification of roles/activities to be carried out by the City’s managers and supervisors. Coach supervisors as needed in team building, conflict resolution, and other collaborative workplace skills.
2. RGS shall assign RGS Advisors to provide additional services as described below, as requested by Agency and authorized by the RGS lead advisor. Services may be within any of the RGS service areas, including but not limited to:
Benefit Administration, Project and Transitional Management, Community Engagement/Communication Services, Land Use Planning Services, Finance Consultation, Training Design and Delivery, Strategic Planning and Facilitation Services, Emergency Management Consultation.
Services to be engaged in writing, which can range from an email from the Administrative Service Director or City Manager to an amendment to this agreement.
3. RGS Advisors will:
Be reasonably available to perform the services during the normal work week. Meet regularly and as often as necessary for the purpose of consulting about the scope of work performed with the appropriate Agency project manager and with the RGS lead.
DocuSign Envelope ID: 5B132947-41F4-4F2C-9BFF-87FB01158D07 Agenda Item #7.4.
Perform services remotely, or at Agency offices or at other locations at their discretion.
DocuSign Envelope ID: 5B132947-41F4-4F2C-9BFF-87FB01158D07 Agenda Item #7.4.
Certificate Of Completion
Envelope Id: 5B13294741F44F2C9BFF87FB01158D07 Status: Completed Subject: Please DocuSign: 2022-09-13 St. Helena (2022-08-05) Amend #1.pdf Source Envelope:
Document Pages: 4 Signatures: 4 Envelope Originator:
Certificate Pages: 2 Initials: 0 Anna Marie Will
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
P.O. Box 1350
Carmel Valley, CA 93924
[email protected]
IP Address: 67.181.219.14
Record Tracking
Status: Original
9/5/2022 11:43:59 AM
Holder: Anna Marie Will
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Anil Comelo, St. Helena City Manager
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 98.103.31.34
Sent: 9/14/2022 8:32:09 PM
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Viewed: 9/21/2022 9:25:22 AM
Signed: 9/21/2022 9:25:31 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Cindy Tzafopoulos, St. Helena City Clerk
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 76.103.68.79
Sent: 9/14/2022 8:32:11 PM
Resent: 9/18/2022 2:05:41 PM
Resent: 9/20/2022 10:21:53 AM
Viewed: 9/21/2022 9:57:24 AM
Signed: 9/21/2022 9:58:50 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Ethan Walsh, St. Helena City Attorney
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 74.116.243.2
Sent: 9/14/2022 8:32:10 PM
Resent: 9/18/2022 2:05:42 PM
Viewed: 9/19/2022 8:09:48 AM
Signed: 9/19/2022 8:10:04 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Richard Averett
[email protected]
Executive Director
ra
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 73.71.19.49
Sent: 9/14/2022 8:32:09 PM
Viewed: 9/15/2022 8:15:56 AM
Signed: 9/15/2022 8:17:10 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agenda Item #7.4.
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Mandy Kellog, St. Helena Admin. Services Director
[email protected]
Security Level: Email, Account Authentication
(None)
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Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Sophia Selivanoff
[email protected]
Deputy Executive Director
Security Level: Email, Account Authentication
(None)
Sent: 9/14/2022 8:32:10 PM
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Electronic Record and Signature Disclosure:
Not Offered via DocuSign
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Certified Delivered Security Checked 9/15/2022 8:15:56 AM Signing Complete Security Checked 9/15/2022 8:17:10 AM
Completed Security Checked 9/21/2022 9:58:50 AM
Payment Events Status Timestamps
Agenda Item #7.4.
Report to the City Council
Regular City Council - 13 Dec 2022
Agenda Section: CONSENT ITEMS
Subject: Approval of a Resolution Identifying and Authorizing the Source of Funding for the Second Installment Payment to Hall Vineland, LLC and Hall Vista, LLC per the Terms of the
Settlement Agreement. Specifically, (1) a Budget Increase of $100,000 to the Water Operations Fund (Fund 561) and (2) authorize use of the Water Operations Fund Balance (Fund 561) of the Same.
CEQA
Determination:
Not a CEQA project
Prepared By: April Mitts, Assistant City Manager
Reviewed By: Mandy Kellogg, Administrative Services Director Approved By: Anil Comelo, City Manager
BACKGROUND
On December 14, 2021, City Council authorized a Settlement Agreement with Hall Vineland, LLC and Hall Vista, LLC. The fiscal impact of this agreement was an inital payment of $450,000, followed by five annual payments of $100,000, for a total payment of $950,000, without interest. The second payment of $100,000 is due on December 30, 2022 and the source of the funding had not been identified. This action simply makes clear the source of the payment.
DISCUSSION
During the FY 2022-23 budget process, the payment of $100,000 was referenced; however this amount was not included in the FY 2022-23 Adopted Budget.
In order to make the payment, staff is recommending City Council authorize a budget increase of $100,000 to the Water Operations Budget and authorize use of Water Fund balance of the same.
Agenda Item #7.5.
FISCAL IMPACT
The fiscal impact is a budget increase to the Water Fund Operations budget of $100,000 and use of Water Fund balance. Table 1 provides the estimated 6/30/23 Water Fund balance with this budget increase.
Table 1: Water Operations Estimated Fund Balance
Estimated Ending Fund Balance
@
6/30/22
$3,203,345 Fund Balance
%
Estimated Revenue @ 6/20/23 $6,625,840
Estimated Expenses @
6/30/23* ($7,531,831)
Estimated Fund Balance $2,297,354 31%
*Expenses include the recommended budget adjustment for Raftelis for services related to the Utility Rate Study which is included in a separate staff report to City Council on 12/13/22.
RECOMMENDED ACTION
Approve the attached resolution.
ATTACHMENTS
Resolution
Agenda Item #7.5.
CITY OF ST. HELENA
RESOLUTION NO. 2022-____
RESOLUTION IDENTIFYING AND AUTHORIZING THE SOURCE OF
FUNDING FOR THE SECOND INSTALLMENT PAYMENT TO HALL
VINELAND, LLC AND HALL VISTA, LLC PER THE TERMS OF THE
SETTLEMENT AGREEMENT. SPECIFICALLY, (1) A BUDGET
INCREASE OF $100,000 TO THE WATER OPERATIONS FUND (FUND 561) AND (2) USE OF WATER OPERATIONS FUND BALANCE (FUND 561) OF THE SAME.
RECITALS
A. The City has traditionally amended its budget during the year as new and updated information becomes available; and
B. It is necessary to increase expenses in the Water Operations Fund (Fund 561) for the second installment payment to Hall Vineland, LLC and Hall Vista, LLC per the settlement agreement approved by City Council on December 14, 2021.
RESOLUTION
The City Council of the City of St. Helena hereby resolves as follows:
1. Adoption of this resolution is not subject to CEQA; and
2. Authorizes budget adjustments to the following:
a. Budget increase of $100,000 to the Water Operations Fund b. Use of Water Operations Fund Balance of the same.
Approved at a Regular Meeting of the St. Helena City Council on December 13, 2022, by the following vote:
Mayor Ellsworth: __________
Vice Mayor Dohring: __________
Councilmember Chouteau: __________
Councilmember Hall: __________
Councilmember Hardy: __________
Agenda Item #7.5.
APPROVED: ATTEST:
________________________ ________________________
Goeff Ellsworth, Mayor Cindy Tzafopoulos, City Clerk
Agenda Item #7.5.
Report to the City Council
Regular City Council - 13 Dec 2022
Agenda Section: CONSENT ITEMS
Subject: November 2022 Review and Forecasting of City Water Supply Availability
CEQA
Determination:
Exempt
Prepared By: Ian Dale, Environmental Services Tech
Reviewed By: Joseph Leach, Public Works Director and City Engineer Approved By: April Mitts, Assistant City Manager
BACKGROUND
The City of St. Helena publishes a monthly water report on the City website (www.cityofsthelena.org/publicworks/page/water-reports). The report includes the amount of water produced at the Louis Stralla Water Treatment Plant and the Stonebridge Potable Water Wells, and potable water delivered from the City of Napa. In addition to presenting data on the amount delivered monthly, the report includes year-to-date information and prior year data. Water elevation and capacity at the Bell Canyon Reservoir is included as well as information on rain and temperatures.
At the City Council meeting of July 27, 2021, the City Council requested City staff enhance the monthly water report to include a forecast of available water supply, consistent with the adopted Urgency Ordinance. This request is consistent with the City's Fiscal Year 2021-22 Council Goal to develop a Comprehensive Water Security Framework, and the recently developed Framework that includes a goal to "Maximize Conservation During Water Emergency" and subtask 1C to "provide customers with comparison of actual vs. projected water demand" as well as Framework Goal Improve Consumer Satisfaction and Confidence" and subtask 3C to "additional analytical tools to improve consumer confidence."
DISCUSSION
Agenda Item #7.6.
City staff has developed a forecasting tool to facilitate its ability to optimize water use and track water availability. Included as Attachment 1 is the Monthly Water Report for November 2022. The water produced for November 2022 is down by -32% when compared to November 2021 and is down -59% compared to the average of November 2018-2020. Below is a chart summarizing the water produced per source:
Water Produced per Source
Source
Average (2018 -
2020)
(Acre-Feet)
November 2021
(Acre-Feet)
November 2022
(Acre-Feet)
Bell Canyon 60 32 44
Stonebridge Wells 23 41 10
Napa Water 53 8 1
Total 136 81 55
Percent change from November 2021: -32%
Percent change from average of November 2018 - 2020: -59% Bell Canyon Reservoir
The City is still in drought conditions. Bell Canyon Reservoir has adequate water to support the City's needs through this calendar year with Phase I conservation measures in effect. The storage in Bell Canyon graph (Attachment 2) has been revised to include historic reservoir supply levels since July 2021. It also shows the water availability forecast through June 2024 based on the highest water usage during a non-drought year (FY 2019/20) and 10 inches of rainfall (lowest recorded).
As of December 1, 2022, Bell Canyon Reservoir elevation was at 409.04 feet representing approximately 1,471 acre feet (AF) and 61.73% capacity. Bell Canyon spillway level is 422 feet representing 2,383.69 acre feet in water supply volume. Below is a chart comparing Bell Canyon elevation levels, water supply availability in acre feet, and percent capacity of the reservoir on December 1st in 2020, 2021, and 2022.
Year 2020 2021 2022
Bell Canyon Elevation Level 399.47 Ft. 413.54 Ft. 409.04 Ft.
Acre Feet 921 AF 1,765 AF 1,471 AF
Percent Capacity 38.64% 74.08% 61.73%
As a follow up to the May 24th City Council meeting, staff developed a graph (Attachment 3) highlighting the relationship between the reservoir elevation level and water supply availability in acre feet. The graph shows the current status of the reservoir. Furthermore, the graph also displays the points where City Council decided to implement Phase I and Phase II drought restrictions in 2020.
Continued Water Conservation
Agenda Item #7.6.
California experienced two consecutive dry years 2020 and 2021 and drought conditions state-wide persist. Due to the combination of warmer-than-average temperatures and minimal precipitation in the state, the Department of Water Resources (DWR) declared 2021 as the fourth-driest year on record statewide. The record-breaking dry period in January and February 2022, and the absence of significant rains in March, have required DWR to reduce anticipated deliveries from the State Water Project (SWP). However, the reduction does not affect St. Helena as the City has multiple robust water sources not affected by the executive order. Water availability from the Bell Canyon reservoir is based on the City's State Water Rights permit and not the SWP. The City has not received any curtailment order from DWR nor does the City anticipate receiving one.
Due to the ongoing drought conditions, Phase I Water Emergency remains in effect, even though Bell Canyon Reservoir level is above the level when Council initially called for Phase I conservation. Staff will monitor State-wide and local drought conditions, weather conditions, and provide updates on a monthly basis.
City of Napa Water Supply
Normal operations continue at Rutherford Pump Station (RPS) and the City is taking delivery of the allotment purchased from City of Napa. During the month of November 2022, Rutherford Pump Station was producing an average of 0.0093 MG/day for a total of 0.86 acre feet (AF) for the month.
ATTACHMENTS
MWR November 1-30 2022 #2
Attachment 2 - November Bell Canyon Water Storage Forecast Attachment 3 - November Bell Canyon Reservoir Storage With Phase I II Agenda Item #7.6.
CITY OF ST. HELENA
MONTHLY WATER REPORT
CC: CC __X__ PC__X__ FILE _____
RECEIVED: _____ BY: __
LOUIS
STRALLA
WATER PLANT
TK #1 & #2
ADJUST
44.21 14.40 -0.14
80.7% -0.8%
45.42 MG MG
3.45 MG MG
0.66 MG MG
2.05 MG MG
% %
287.45 AF 46.6% 137.53 AF 23.3%
79.23 MG 44.80 MG
191.78 AF 31.1% 217.85 AF 37.0%
62.19 MG 70.96 MG
137.31 AF 22.3% 233.67 AF 39.7%
44.72 MG 76.11 MG
TOTAL WATER PRODUCED 616.54 AF 100.0% 589.05 AF 100.0%
DELIVERY (ALL)
0.00 0.00
409.04 FT. FT.
-0.53 FT. FT.
1471.00 AF AF
61.7 % %
1.02 IN IN
2.16 IN IN
DISCLAIMER: The data presented in this report is approximate and for informational purposes only. -0.44
November 1-30, 2022
STONEBRIDGE
POTABLE
WELLS
SBW
IRRIGATION
WATER
NAPA WATER
THIS YEAR LAST YEAR
AMOUNT PRODUCED in AF 10.13 0.02 0.86
AMOUNT PRODUCED in MG 3.30 0.01 0.28
PERCENT 18.5% 1.6%
WATER PRODUCED DELIVERY (AGGREGATE)
TOTAL PRODUCED THIS PERIOD 26.29
MAXIMUM DAILY PRODUCED 2.33
MINIMUM DAILY PRODUCED 0.57
AVERAGE DAILY PRODUCED 1.23
WATER YEAR TOTALS
THIS FISCAL YEAR LAST FISCAL YEAR
LOUIS STRALLA WATER PLANT
NAPA WATER
STONEBRIDGE POTABLE WELLS
SBW IRRIGATION WATER
THIS MONTH THIS MONTH, LAST YR.
ELEVATION BELL CANYON RESERVOIR 413.54
STONEBRIDGE APARTMENTS MG/Nov 1 -30 0.11 MG/Nov 1-30
WATER ELEVATION, CAPACITY & RAINFALL
THIS FISCAL YEAR LAST FISCAL YEAR
NAPA VALLEY COLLEGE MG/Nov 1 -30 0.0506 MG/Nov 1-30
TEMPERATURES
MONTHLY RISE OR DROP -1.02
CAPACITY AT END OF PERIOD 1765.00
PERCENT OF FULL CAPACITY 74.1
RAINFALL IN THIS PERIOD 1.85
TOTAL RAINFALL SEASON TO DATE 13.59
THIS MONTH, THIS YEAR THIS MONTH, LAST YR.
DEGREES IN FAHRENHEIT 43 - 66 43 - 73
Updates will be provided if any errors are identified.
AVERAGE 54 56
REMARKS
City of Napa Water Delivery: RPS producing an average of 0.0093 MG/day during November 2022.
Agenda Item #7.6.
BellCanyon Water Storage Forecast
Assumes: (1) Highest usage during non—drought year (FY2019/20) (2) 10" of Rainfall (Lowest Recorded)
2500
2250
2,188
2000
1,963
1750
\l 1,766 \\ 1,767
,1 1500 ‘\‘<~15°5 1471
E
g Entered Phase 1 - 1,431 Acre Ft. <E; 1250
>3
E - - . a
mo
l‘l|St0|'|C Projected
Entered Phase 2 - 939 Acre Ft.
\826
750 ‘\‘\\741
‘*4 683
50° 596 Acre Feet* 479 ‘
250
25% reserve for fire
0 N N '\x ’\ N ’\ ‘ix ’)/ "L ’)z ’\z ’)x "L ")z ')x '1; '1» ’1« '5 '5 '5 '5 "J '5 “J '6 '5 '5 "b '5 V V V V V V V9’v\>°0% 82,9”05;‘!$04»00° go ((59 §’5‘ VQC®'z>*q’ 30°”V9’v\>°°q’ 829,)’ 0&0’ $0“/fl’ 00° \*o°?’ ((0 W
§y’?><V52‘50*’\\>°W\§q’Vo‘?°q’ (,)<z,Q/W 050’$04”095’\2>'°/W((0 fl’
¢7>‘
:1’ V9)’Q03’ \o°Q/ Agenda Item #7.6.
Agenda Item #7.6.
Report to the City Council
Regular City Council - 13 Dec 2022
Agenda Section: CONSENT ITEMS
Subject: Consideration and proposed approval of a Resolution accepting the certification of the vote for the November 8, 2022 St. Helena General Municipal Election
CEQA
Determination:
Not a CEQA project
Prepared By: Cindy Tzafopoulos, City Clerk
Reviewed By: April Mitts, Assistant City Manager
Approved By: Anil Comelo, City Manager
BACKGROUND
The City Council adopted Resolution 2022-68 on July 26, 2022 calling and giving notice of a General Municipal Election to be held on November 8, 2022.
DISCUSSION
A General Municipal Election was held and conducted in the City of St. Helena, on Tuesday, November 8, 2022, as required by law. Two Mayoral candidates included Paul Dohring and Eric Hall; three Council Member candidates included incumbent Anna Chouteau, as well as Billy Summers and Amy Beaudine.
On December 2, 2022, the Napa County Registrar of Voters canvassed the vote and certified the final count, the results are attached as “Exhibit A”. Anna Chouteau and Billy Summers were successful in their bids for four-year term Council seats; Paul Dohring was successful in his bid for Mayor for a two year-term.
Elections Code 10263 provides that upon completion of the canvass and before installing the new officers, the governing body shall adopt a resolution reciting the fact of the election of other matters that are enumerated in Election Code 10264 as follows:
Agenda Item #7.7.
As soon as the result of the election is declared, the elections official of the governing body shall enter on its records a statement of the result:
The statement shall show:
1. The whole number of votes cast in the city.
2. The names of the persons voted for.
3. The measures voted upon.
4. For what office each person was voted for.
5. The number of votes given at each precinct to each person and for and against each measure.
6. The number of votes given in the city to each person and for and against each measure.
FISCAL IMPACT
The FY 2022/23 Adopted Budget includes $40,000 for Election Expenses. The actual costs for the consolidation of the election are not known at this time.
RECOMMENDED ACTION
Adopt the resolution accepting the certification of the vote for Mayor and Council Members.
ATTACHMENTS
Attachment 1 - Resolution General Municipal Election
Attachment 2 - Exhibit A - City of St Helena-Mayor and Council Agenda Item #7.7.
CITY OF ST. HELENA
RESOLUTION NO. 2022-
A Resolution of the City Council of the City of St. Helena California, Reciting the Fact of the General Municipal Election Held on November 8, 2022 Declaring the Results and Such Other Matters as Provided by Law
WHEREAS, a General Municipal Election was held and conducted in the City of St.
Helena, California, on Tuesday, November 8, 2022, as required by law; and WHEREAS, notice of the election was given in time, form and manner as provided by law; that voting precincts were properly established; that election officers were appointed and that in all respects the election was held and conducted and the votes were cast, received and canvassed and the returns made and declared in time, form and manner as required by the provisions of the Elections Code of the State of California for the holding of elections in general law cities; and WHEREAS, the County Election Department canvassed the returns of the election and has certified the results to this City Council, the results are received, attached and made a part hereof as “Exhibit A”.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ST. HELENA,
CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:
SECTION 1. That the whole number of ballots cast in the precincts in the City was a total of 3466 ballots cast in the City.
SECTION 2. That the names of persons voted for at the election for Mayor are as follows:
• Paul Dohring
• Eric Hall
That the names of persons voted for at the election for Member of the City Council are as follows:
• Anna Chouteau
• Billy Summers
• Amy Beaudine
Agenda Item #7.7.
SECTION 3. That the number of votes given at each precinct and the number of votes given in the City to each of the persons above named for the respective offices for which the persons were candidates were as listed in Exhibit “A” attached.
SECTION 4. The City Council does declare and determine that: Paul Dohring was elected as Mayor for the full term of two years; Anna Chouteau and Billy Summers were elected as Member of the City Council for the full term of four years.
SECTION 5. The City Clerk shall enter on the records of the City Council of the City, a statement of the result of the election, showing: (1) The whole number of ballots cast in the City; (2) The names of the persons voted for; (3) For what office each person was voted for; (4) The number of votes given at each precinct to each person; (5) The total number of votes given to each person.
SECTION 6. That the City Clerk shall administer to each person elected the Oath of Office prescribed in the Constitution of the State of California and shall have them subscribe to it and file it in the office of the City Clerk. Each and all of the persons so elected shall then be inducted into the respective office to which they have been elected.
SECTION 7. That the City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
Approved at a Regular Meeting of the St. Helena City Council on December 13, 2022, by the following vote:
Mayor Geoff Ellsworth: _____
Vice Mayor Paul Dohring: _____
Council Member Anna Chouteau: _____
Council Member Eric Hall: _____
Council Member Lester Hardy: _____
APPROVED: ATTEST:
______________________ ________________________
Geoff Ellsworth, Mayor Cindy Tzafopoulos, City Clerk
Agenda Item #7.7.
Mayor City of St Helena (Vote for 1)
Precinct
Registered VotersTotal Ballots CastTurnoutTotal VotesPAUL J. DOHRINGERIC HALL 3720660 790 532 67% 506 285 221
3720661 545 417 77% 398 205 193
3720662 701 532 76% 500 248 252
3720663 676 478 71% 458 267 191
3720664 459 276 60% 259 135 124
3720665 295 236 80% 225 135 90
Countywide Total 3,466 2,471 71% 2,346 1,275 1,071
4th Congressional District 3,466 2,471 71% 2,346 1,275 1,071 4th Assembly District 3,466 2,471 71% 2,346 1,275 1,071 3rd Senate District 3,466 2,471 71% 2,346 1,275 1,071
2nd Dist, Board of Equalization 3,466 2,471 71% 2,346 1,275 1,071 3rd Supervisor District 3,466 2,471 71% 2,346 1,275 1,071 City of St Helena 3,466 2,471 71% 2,346 1,275 1,071
Napa County Statement of Vote
November 8, 2022
Agenda Item #7.7.
Napa County Statement of Vote
November 8, 2022
City Council City of St Helena (Vote for 2)
Precinct
Registered VotersTotal Ballots CastTurnoutTotal VotesAMY BEAUDINEANNA CHOUTEAUWILLIAM "BILLY" SUMMERS 3720660 790 532 67% 684 138 358 188
3720661 545 417 77% 544 89 316 139
3720662 701 532 76% 760 166 394 200
3720663 676 478 71% 682 152 369 161
3720664 459 276 60% 378 69 213 96
3720665 295 236 80% 320 62 178 80
Countywide Total 3,466 2,471 71% 3,368 676 1,828 864
4th Congressional District 3,466 2,471 71% 3,368 676 1,828 864 4th Assembly District 3,466 2,471 71% 3,368 676 1,828 864 3rd Senate District 3,466 2,471 71% 3,368 676 1,828 864 2nd Dist, Board of Equalization 3,466 2,471 71% 3,368 676 1,828 864 3rd Supervisor District 3,466 2,471 71% 3,368 676 1,828 864 City of St Helena 3,466 2,471 71% 3,368 676 1,828 864
Agenda Item #7.7.
1 Cindy Tzafopoulos
From: barbara A monnette <[email protected]>
Sent: Sunday, December 11, 2022 10:54 PM
To: Cindy Tzafopoulos
Subject: [External] appreciation for Geoff Ellsworth
Cindy,
I will be unable to attend Tuesday’s City Council Meeting, during which our outgoing mayor will be honored. I am hoping that this letter will reach him, either in his packet, or by being read aloud.
There are so many ways that Geoff has earned my gratitude, not the least of which is his sincere, honest integrity, that engendered the kind of trust necessary for our form of government to work.
I especially want to thank Mayor Ellsworth for his courageous pursuit of accuracy and accountability regarding the Upper Valley Disposal Land fill operations. His tenacity and righteous pursuit of justice while working to protect the community from toxic waste, wild fires and other concerns, is worthy of admiration and accolades.
Thank you for working so hard for the well being of St. Helena as Council Member, and Mayor.
You’re the best.
Bobbi Monnette
Sent from Mail for Windows
Agenda Item #8.3.
1 Cindy Tzafopoulos
From: Alexandra Boeving Allen <[email protected]> Sent: Monday, December 12, 2022 2:17 PM
To: cityclerk
Subject: [External] letter in support of Anna Chouteau for Vice Mayor Dear Mayor Dohring and Members of the City Council of Saint Helena,
I am writing in strong support of the nomination of Anna Chouteau to be our Vice Mayor. Anna has been on the Council for four years and recently won re‐election with a resounding majority, indicating voters’ confidence in her continued leadership for our town. Anna has served during the incredible challenges presented by the pandemic, fires, and a changing climate that challenges housing and water supply. Anna has a graduate degree in organizational development and her leadership reflects her refined knowledge and practice of bringing perspectives together to find common solutions. She is an exceptional leader who never wavers in her kind and compassionate leadership style, listening to all voices with respect and bringing dignity to the political process. She is responsive, engaged, and a tireless advocate for the needs of families in our community. Aside from all the reasons that Anna Chouteau is the best candidate for the position of Vice Mayor, it is also critical to espouse gender equity and promote leadership opportunities for women in our city government. Thank you for considering my comment in strong support of Anna Chouteau as our next Vice Mayor.
Warm wishes,
Alexandra Allen
___________________________________
Alexandra Boeving Allen, PhD
Clinical Psychologist, CA #30046
CONFIDENTIALITY NOTICE: This electronic message (and any attachments) may contain privileged and confidential information, including patient information protected by state and federal privacy laws, and is intended to be for the use only of the named recipient. If you are not the intended recipient, you are hereby notified that any review, disclosure, duplication, distribution or use of the contents of this message is strictly prohibited. If you have received this message in error or are not the named recipient, please contact the sender at the electronic mail address noted above, and delete and destroy all copies of this message (and any attachments). Thank you.
Agenda Item #8.4.
Agenda Item #8.4.
December 13, 2022
Re: Appointment of Vice-Mayor
Dear Mayor Dohring and St. Helena City Council:
We are writing in support of Anna Chouteau’s appointment to Vice-Mayor for the City of St. Helena.
There are numerous reasons Anna is the best candidate for this position at this time.
Apart from the Mayor, she will have seniority on the Council and has completed her first full term. Her four years on the Council have demonstrated tremendous energy and commitment to the job along with an ability to work with staff, council and community equally well. Her leadership skills are collaborative and thoughtful. Her knowledge of local and county issues and where the two overlap is deep and broad.
Equally important is the fact that Anna is the only woman on the Council and a council member with children in our schools. Her appointment would demonstrate equity and provide broader community knowledge and connections.
It is also worth noting that Anna received more votes than all other candidates for any position on City Council.
Respectfully submitted,
Susan Kenward, Loraine Stuart, Sue Wollack
for
Progressive Women of Napa Valley
Agenda Item #8.4.
1 Cindy Tzafopoulos
From: Lars Bjorkman <[email protected]>
Sent: Monday, December 12, 2022 2:33 PM
To: cityclerk; CityCouncil
Cc: [email protected]
Subject: [External] Please nominate Anna Chouteau for Vice Mayor of St. Helena Dear St. Helena City Council‐
My name is Molly Bjorkman. I have two children that attend St. Helena schools. My husband and I live in Calistoga and work in Oakville and St. Helena and we regularly drive to Napa for youth sports. What happens in the towns of Napa, Yountville, Oakville, Rutherford, St. Helena, and Calistoga has a big impact on our lives.
This is one of the reasons that I am writing to you today.
Over the last several years, I have witnessed the hard work that Anna Chouteau has done for the town of St.
Helena as a member of the city council. Anna understands the importance of working together with other communities because what happens in the other towns previously mentioned also affects what happens in St.
Helena. Anna understands the challenges facing St. Helena and the surrounding communities and she is willing to work hard to make a difference, using positivity, trust, and community building. Anna is what we want more of in our leaders. That is why I am asking you to select her as Vice Major of St. Helena. I know that she will continue to bring people together to accomplish the many tasks on the to‐do list of not just the town of St.
Helena, but the to‐do list of the broader Napa Valley. We are lucky to have Anna on the city council and lucky to have her representing the city of St. Helena. Please select her as Vice Major of St. Helena.
Most sincerely,
Molly Bjorkman
1524 Harley St.
Calistoga, CA 94515
Agenda Item #8.4.