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HomeMy WebLinkAboutMunicipal Resource Group LLC 07.29.2025Town of Los Altos Hills Page 1 of 3 Short form Updated 4/26/22 AGREEMENT THIS AGREEMENT is made and entered into on the 29th day of July, 2025 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and Municipal Resource Group, LLC (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows: 1. CONTRACTOR. Shall provide or furnish the following specified services and/or materials: Human Resources On-Demand Consulting Services for fiscal year 25/26. 2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement: Proposal from CONTRACTOR dated July 24, 2025 3. TERMS. The services and/or materials furnished under this Agreement shall commence 07/01/25 and shall be completed by 6/30/26, unless terminated pursuant to Section 5(f). 4. COMPENSATION. For the full performance of this Agreement: a. TOWN shall pay CONTRACTOR an amount not to exceed sixty thousand dollars and zero cents ($60,000.00), within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/completion of goods/services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. b. Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR. c. CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services. Town of Los Altos Hills Page 2 of 3 Short form Updated 4/26/22 5. GENERAL TERMS AND CONDITIONS. a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR’S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person. c. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. d. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. e. TERMINATION. This Agreement may be terminated by TOWN upon seven (7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. f. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary Town of Los Altos Hills Page 3 of 3 Short form Updated 4/26/22 course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire.” Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, non- exclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer of copyright. CONTRACTOR retains the right to use any project records, documents and materials for marketing of their professional services. g.CONTRACT ADMINISTRATION. The TOWN hereby designates the Deputy City Manager and the City Manager as Contract Administrator for this agreement. The CONTRACTOR shall only take direction regarding the services provided under this Agreement from the Contract Administrator. Furthermore, CONTRACTOR agrees that the Contract Administrator shall be included any meeting, teleconference or written communication between any Town representative including Committee members and the CONTRACTOR. The TOWN may modify the Contract Administrator at any time upon providing written notice to the CONTRACTOR. h.ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits. 6.INVOICING. Send all invoices to the contract coordinator at the address below. This Agreement shall become effective upon its approval and execution by TOWN. In witness whereof, the parties have executed this Agreement the day and year first written above. CONTRACT COORDINATOR and representative for TOWN: CONTRACTOR: Cody Einfalt Deputy City Manager Town of Los Altos Hills By: 26379 Fremont Road Signature Date Los Altos Hills, CA 94022 Print name, Title TOWN OF LOS ALTOS HILLS: By: Cody Einfalt, Acting City Manager Date Mary Egan, CEO 7/30/25 7/30/25 Wilton, CA 95693 866-774-3222 Solutions-MRG.com July 24, 2025 Mr. Peter Pirnejad City Manager Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Subject: Human Resources On-Demand Consulting Services Dear Mr. Pirnejad: Municipal Resource Group, LLC (“MRG”) is pleased to submit this proposal to the Town of Los Altos Hills (“Town”) to provide Human Resources On-Demand Consulting Services for fiscal year 25/26. Our team has provided similar ongoing services to agencies including Greater Vallejo Recreation District, Altadena Library, SolTrans, Yuba Water Agency, Oakland Housing Authority, Marin Housing Authority, the cities of Calabasas, El Segundo, Fairfield, San Rafael, Malibu, Manhattan Beach, Palo Alto, Napa, Merced, Davis, Richmond, and Walnut Creek, as well as Mono County, Contra Costa Housing Authority, Cameron Park CSD, El Dorado CSD, and Alameda County Mosquito Abatement District. With more than 70 affiliated experts in every operational and organizational area, we can contribute to the success of your projects. MRG is a full-service firm dedicated to your success. Sincerely, Mary Egan, CEO MRG, LLC 916-261-7547 egan@solutions-mrg.com Town of Los Altos Hills MRG, LLC 1 MRG INFORMATION The MRG team is a centralized resource for all Human Resources, staff development, and organizational excellence needs. We can assess and improve HR functions including, but not limited to, professional development, training, succession planning, workplace investigations, organizational assessments and implementation plans, employee relations, mentoring and coaching, project management, recruitment, and selection. MRG team members have led successful transformational efforts in our client agencies and fully understand the real-world challenges they face in making meaningful and long-term changes. Firm Name: Municipal Resource Group, LLC (“MRG”) Mailing Address PO Box 561, Wilton CA 95693 Website: www.Solutions-MRG.com (866) 774-3222 Project Manager: Rumi Portillo E-Mail: rumiportillo@gmail.com Telephone Number: (408) 966-8734 MRG’s Consulting Philosophy As a consulting firm, MRG brings talented consultants to assignments to meet clients’ needs. MRG differentiates its work based on the following principles. Trusted Advisors MRG prides itself on building long-term relationships with clients who turn to MRG for guidance and expertise. We work as “trusted advisors,” working directly with the leadership of organizations to help them manage their complex organizations and to adjust to change that is constantly knocking on the door. Commitment to Public Service We choose to focus our work on local, regional & state agencies that are delivering public service to communities. We understand that our client’s work is important and impactful – and our goal is to help organizations do that work with more grace, better effectiveness, and efficiency. Partnership for Impact As seasoned executive leaders ourselves, we have no interest in writing reports that sit on shelves or are not reality-based for action. MRG needs to work in a consultative partnership directly with management for organizational impact to occur. We see our role as true partners Trusted Advisor Commitment to Public Service Partnership for Impact Management Practitioners + Leadership Coach Strategic Organizational Development Town of Los Altos Hills MRG, LLC 2 with the leadership team to work productively to help you find solutions for actionable impact in your organization. Team of Management Practitioners + Executive Leadership Coaches Today’s organizations require a robust understanding of people and teams, plus talented management, and leadership. The key to an organization’s success is the integration of control, which creates value (efficiency, effectiveness, empowerment), and leadership which inspires change and a collective vision. By bringing a consultant team with management plus leadership coaching expertise, MRG can deliver tools, perspectives, and paradigms for the continued growth and support of an organization’s leadership team. Strategic Organizational Development Organizations are complex, multi-faceted organisms that take time and strategy to develop and shape. While employees are focused on delivering services, there is “care and feeding” of the organization, structure, and systems that need to be done to support the workforce, mold culture, and deliver services/mission. MRG brings deep organizational development and human resources experience to transform and help organizations continue to invest in their operations' strategic, and hands-on development. MRG TEAM Mary Egan is the CEO of MRG, who oversees our practice and provides high-level leadership for all our projects. Our affiliated lead consultant, who would primarily support the Town’s needs, is Rumi Portillo. Mary Egan (CEO) - Mary collaborates with organizations and their executive leadership, and in some cases, appointed or elected Boards to achieve their full potential. Mary’s specialties are facilitating performance evaluations and organizational analysis as well as coaching employers to address deficiencies and maximize their impact. She is a certified professional executive coach who utilizes her skills to help clients enhance their performance and identify potential limiting blind spots. She also advises clients regarding investigations, employment-related risk mitigation, strategic planning, and interest-based problem resolution. Mary is a founding member of the Association of Workplace Investigators (AWI). Rumi Portillo (Lead Consultant) - Rumi is a human resource professional consultant and coach with over 30 years of experience in public service. Rumi has worked extensively with industrial psychologists, attorneys, and medical professionals on complex and sensitive employment- related matters. Most recently, Rumi served as the Chief People Officer (CPO) for the City of Palo Alto, a fast-paced and high-demand municipal government employer in the epicenter of Silicon Valley. As CPO, Rumi oversaw recruitment, labor relations, benefits, compensation, training and organizational development, risk management, and health and safety. Prior to Palo Alto, Rumi served in human resources management for the cities of Los Gatos, Sunnyvale, and San Jose. Through her work with these agencies, Rumi is well established as a regional expert in the management of public safety personnel, including Police, Fire, and 911 Emergency Dispatch. In addition to her role as a trained negotiator, Rumi is certified in Mindfulness, Compassion and Resiliency from the Stanford Compassion Institute and UC San Diego Center for Mindfulness. Town of Los Altos Hills MRG, LLC 3 Rumi is currently focused on the emerging science related to recognizing and treating work trauma. Rumi has presented at numerous conferences, workshops, and MBA/MPA programs, with a focus on employment best practices and workplace Diversity, Equity, Inclusion, and Belonging (DEIB). Julie Mares (Consultant) – Julie provides advice and coaching in the areas of human resources and organizational effectiveness. She is a seasoned career public sector manager with more than two decades of broad executive experience. Julie has extensive experience working within a general-purpose local government, with special emphasis on human resources, strategic planning, City Council relations, leadership development, financial sustainability, and community engagement. Julie served as City Manager for the City of Milpitas, where she led a staff of 400 employees to serve a diverse population of nearly 80,000. Prior to serving as City Manager in Milpitas, Julie worked for nearly 11 years with the City of San José, the nation’s tenth largest city. In her final position as Deputy City Manager of San José, Julie also served as Interim Human Resources Director. Early in her career, Julie was a Human Resource Administrator where she championed a process improvement project for citywide recruiting, producing measurable productivity improvements. Julie is readily available to oversee the project team and ensure project deadlines are met. Christi Mansel (Consultant) – Christi specializes in recruitment, marketing, compensation, cultural assessments, and other human resources support and projects. She has more than 20 years of experience in public-sector, private-sector, and nonprofit organizations. With years of experience working with Boards of Directors, Christi understands the level of care and validation required to enable a board to feel comfortable with the decisions being made. Rumi will utilize other MRG team members as needed as subject matter experts to promptly provide project deliverables to the Town. Our consultants have over 300 years of combined experience working as executives and consultants, providing essential services and support to local, regional, and state government agencies. MRG prides itself in providing consulting services based on our hands-on experience in managing local, regional, and state governments, as well as our experience in delivering products that meet and exceed our clients’ expectations. SCOPE OF WORK MRG proposes to provide the Town with Human Resources On-Demand Consulting Services performed by our team of qualified Human Resources consultants. We can assist with virtually any Human Resources issue, including policy review and updates, compensation and classification studies, workplace investigations, staff development programs, training, and coaching. MRG team members have led successful Human Resources efforts and fully understand the real-world challenges faced by agencies. We are flexible. If our project’s core team does not include the technical experience of a department, we will augment the team as needed. We can easily zero in on a particular service or function. We have a strong bias toward creating a sustainable organization versus one supported by consultants. Toward this end, we would promote consultants working with staff and not Town of Los Altos Hills MRG, LLC 4 exclusively working for staff. Serving as a trusted advisor to HR and executive leadership, MRG Consultant Rumi Portillo regularly provides guidance on a range of HR issues, from simple to more complex. On-Demand HR Consulting Services 1. Recruitment and Selection o Review job description and duties for possible updates. o Prepare recruitment plan and outreach. o Assist in the review process and candidate communications. 2. Policy/Procedures review and Leave guidance o Review of HR policies and procedures. o Reasonable Accommodation due process through interactive process meetings as needed. o Tracking cases and status updates of issues. 3. Classification Analysis o Conduct job analysis, needs analysis, and reclassification evaluations. o Train staff on Classification and Compensation general practices. o Analyzing data and information related to salary and compensation. o Develop new, compliant job descriptions and related application materials, if necessary. 4. Discipline and Retention o Consider the implementation of a Coaching program associated with performance evaluation systems. o Developing and administering performance improvement plans. o Review current progressive discipline, employee, and agency documents to prepare disciplinary documentation. o Department review for functional efficiencies, compliance, and best practice recommendations. o Prepare and facilitate an internal customer service survey to assess the effectiveness of a department. o Review the departmental structure, compare benchmarks to similar agencies. o Assist in an agency's messaging and strategic planning for Change Management to align with the Executive's mission and vision. 5. Workplace Investigations – See Rate Chart o Recommend initial intake and analysis of the complaint to determine if an investigation is warranted. Review with HR to determine the best course of action. o Coordinate with HR contact to schedule interviews with the assigned investigator. PROJECT FEES MRG proposes a not-to-exceed contract amount of $60,000 for the services described above. Town of Los Altos Hills MRG, LLC 5 The HR On-Demand Services will be invoiced on an hourly basis. MRG may incur minor costs and expenses in performing consulting services. Reimbursable expenses include but are not limited to: mileage reimbursement at the current IRS rate per mile, postage, document production costs, transcripts, parking, tolls, travel accommodations as needed, and electronic files (zip drive) as needed. All costs and expenses will be charged at MRG’s cost. The invoice for this matter will include all costs and expenses incurred, as well as the hourly fee. Effective January 1, 2025 – June 30, 2026 Rate Professional Consulting Services $260-280 Project Manager/Project Director $325-375 Coaching and Development $275-350 CEO/Principal Professional Services $375-$450 Custom Training quoted Investigator/Principal Investigator $350-425 Administrative Specialist – Management Analyst $125 Mileage, Travel, Printing, and Postage, etc. At cost Our affiliate consultants work under MRG’s direction as part of our broader team. They may be assigned to other engagements as appropriate, in alignment with our commitment to the Town and at MRG’s discretion. MRG and our consultants will independently determine the methods, approaches, and work schedule, including whether tasks are completed onsite or offsite. MRG will assign additional experts from our team as necessary to meet project requirements. Personnel matters such as hiring, discipline, and employee evaluations, as well as contract execution or binding obligations, fall outside the scope of this engagement and remain a Town responsibility. MRG consultants will use their own equipment, cell phones, computers, etc. Consultants will represent themselves as MRG affiliates, utilizing separate email addresses, identifying themselves as consultants from our firm. They will only use Town systems and equipment if required for access to essential data or information, with MRG’s authorization. The Town may provide workspace, such as conference rooms, if on-site support is needed. It remains clear that MRG is conducting this work for the Town, and our consultants work solely for MRG.