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INSURANCE ON FILE
WORK MAY PROCEED
UNTIL INSURANCE EXPIRES
C.Tie mt _
CITY CLERK .
DATE. NOY 17 Z0Z3 AGREEMENT WITH BOB MURRAY & ASSOCIATES TO PROVIDE
H WL CJ EXECUTIVE RECRUITING SERVICES
OB' t *Iroh�' THIS AGREEMENT is made and entered into on this i!' day of November, 2023 by and between
GVP Ventures, Inc. a California corporation doing business as Bob Murray & Associates
("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and
existing under the Constitution and laws of the State of California ("City").
RECITALS
A. The City desires to retain a Consultant having special skill and knowledge to provide the
City with Executive Recruiting Services ("the Services").
B. The City conducted an informal request for proposals and Consultant was one the firms
that submitted a proposal. Consultant's proposal dated September 25, 2023 is incorporated
herein by reference. Consultant represents that it is able and willing to provide such
services to the City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
a. Consultant shall perform during the term of this Agreement, the tasks and
obligations including all labor, materials, tools, equipment, and incidental
customary work required to fully and adequately complete the services described
and set forth in Exhibit A, attached hereto and incorporated by reference.
b. Absent unusual circumstances occurring, Consultant will generally adhere to their
13-16 week search time frame as set forth in their proposal.
C. Consultant agrees to perform certain services necessary for the completion of the
Services, which services shall include the following:
i. Develop the Candidate Profile
ii. Develop Advertising Campaign and Recruitment Brochure
iii. Recruit Candidates
iv. Screen Candidates
V. Conduct Personal Interviews
vi. Conduct Public Record Search
vii. Provide Recommendation
viii. Assist with Final Interviews
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ix. Conduct Detailed Reference Checks
X. Assist with Negotiations
xi. Provide Complete Administrative Assistance
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services
for City, the rates and charges identified in this Section (2) of the Agreement. The
fixed, flat professional services fee for conducting the Services is $19,500
excluding positions reporting to the City Counsel and positions requiring
community outreach (i.e. City Manager, City Attorney, City Clerk, or Chief of
Police positions). This includes two (2) meetings on site at City's place of business
between City and Consultant for each executive recruitment conducted. Additional
on -site meetings will incur additional professional services fees.
b. City agrees to reimburse certain expenses associated with the Services as follow:
Consultant travel expenses; advertising; recruitment brochure layout, typeset, and
printing; clerical; express mail delivery; printing and binding; background and
public records checks; education verification; and credit checks. First class mail
postage, photocopying, and telephone charges are allocated costs. The expense
reimbursement includes background and public records checks, education
verification, and credit checks for up to three (3) final candidates for each executive
recruitment conducted. Reimbursable expenses are estimates to be $6,400 and
Consultant agrees that that reimbursable expenses will not exceed this estimate
without prior written approval from the City. Documentation of reimbursable
expenses (i.e. invoices and receipts) shall be provided with invoices submitted by
Consultant.
C. Optional Services include the following at any additional charge:
i. Community/staff input forum: $1500/day plus travel expenses
ii. Online survey with analysis of results: $250
iii. Additional on -site meeting days: $1500/day plus travel expenses
iv. Additional background checks: $250/per candidate
v. Additional reference checks: $500/per candidate
d. Should a candidate recommended by Consultant resign or be terminated within the
first 12 months of employment, Consultant will provide the City with professional
services to secure a replacement. Services will be provided at no cost, aside from
expenses incurred on the City's behalf during the new search.
C. Consultant agrees and understand that any expenses, reimbursements, or any other
costs accrued in furtherance of this Agreement may require an amendment to the
Agreement, which may be subject to approval by the City Council for the City of
Santa Ana.
f. The total amount to be expended during the term of this Agreement, including any
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extension periods defined below, shall not exceed $50,000.
g. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
City contact details for City staff to receive invoice submission to the Consultant
shall be provided by the City, in writing, after final execution of this Agreement.
Payment need not be made for work which fails to meet the standards of
performance set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above through June 30, 2024 with
the option for the City to grant up to two (2) one (1) year renewals, exercisable by a writing by the
City Manager and the City Attorney, unless terminated earlier in accordance with Section 15,
below.
4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent Consultant and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
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Contractor 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 and the results of that work by the Contractor, his agents,
representatives, employees or subcontractors.
MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:
1. Workers' Compensation insurance as required by the State of California, with Statutory
Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident for
bodily injury or disease. (Not required if consultant provides written verification it has no
employees)
2. Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant's
profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.
If the Consultant maintains broader coverage and/or higher limits than the minimums shown
above, the City requires and shall be entitled to the broader coverage and/or the higher limits
maintained by the contractor. Any available insurance proceeds in excess of the specified
minimum limits of insurance and coverage shall be available to the City.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City, its officers, officials, employees, and volunteers are to be covered as additional insureds
on the CGL policy with respect to liability arising out of work or operations performed by or on
behalf of the Consultant including materials, parts, or equipment furnished in connection with such
work or operations, General liability coverage can be provided in the form of an endorsement to
the Consultant's insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG
20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this contract, the Consultant's insurance coverage
shall be primary insurance primary coverage at least as broad as ISO CG 20 01
04 13 as respects the 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 the Consultant's insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall state that coverage shall not be canceled, except with
notice to the City.
Waiver of Subrogation
Consultant hereby grants to City a waiver of any right to subrogation which any
insurer of said Consultant may acquire against the City by virtue of the payment
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of any loss under such insurance. Consultant agrees to obtain any endorsement
that may be necessary to affect this waiver of subrogation, but this provision applies regardless of
whether or not the City has received a waiver of subrogation endorsement from the insurer.
Self -Insured Retentions
Self -insured retentions must be declared to and approved by the City. The City may require the
Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses
and related investigations, claim administration, and defense expenses within the retention. The
policy language shall provide, or be endorsed to provide, that the self -insured retention may be
satisfied by either the named insured or City.
Acceptability oflnsurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current
A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
Claims Made Policies
If any of the required policies provide coverage on a claims -made basis:
1. The Retroactive Date must be shown and must be before the date of the contract or the
beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five
(5) years after completion of the contract of work.
3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy
form with a Retroactive Date prior to the contract effective date, the Consultant must
purchase "extended reporting" coverage for a minimum of five (5) years after completion
of contract work.
Verification of Coverage
Consultant shall furnish the City with original Certificates of Insurance including all required
amendatory endorsements (or copies of the applicable policy language effecting coverage required
by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all
policy endorsements to City before work begins. However, failure to obtain the required
documents prior to the work beginning shall not waive the Consultant's obligation to provide them.
The City reserves the right to require complete, certified copies of all required insurance policies,
including endorsements required by these specifications, at any time.
Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the
requirements stated herein, and Contractor shall ensure that City is an additional insured on
insurance required from subcontractors.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the
risk, prior experience, insurer, coverage, or other special circumstances.
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7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section I of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
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10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
ofthis Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
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14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other Contractors retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
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Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director,
Human Resources Agency
City of Santa Ana
20 Civic Center Plaza (M-24)
P.O. Box 1988
Santa Ana, California 92702
Fax:
To Contractor:
Bob Murray & Associates
Attn: Gary Phillips, Executive Vice President
15444 Eureka Road, Ste. 280
Roseville, CA 95661
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. ff sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
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20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
CITY OF SANTA ANA
nnifer L. I Steven Mendoza
Acting City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
Bv&I'n
Laura A. Rossini
Chief Assistant City Attorney
RECOMMENDED FOR APPROVAL:
p-C min,
Ramon Figuero
Acting Executive Director
Human Resources Agency
CONSULTANT:
"" e�-- —
Gary hillips
Executive Vice President
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EXHIBIT A
SCOPE OF SERVICES
THE RECRUITMENT PROCESS
Bob Murray & Associates' recruiters ate specialists in finding the perfect fit, providing security
and fairness to candidates and clients while ensuring the integrity of the search process. We
understand that superlative recruiting for a General Executive Recruitment will lead to superlative
results for the City of Santa Ana. Outlined below are the steps in our proven recruitment process,
refined through our 30+ years of experience in executive search.
STEP 1 DEVELOP THE CANDIDATE PROFILE
Our understanding of the City of Santa Ana's needs will be key to a successful search. Yasmin
Beers, Stacey Stevenson, or Jon Lewis will meet with the hiring agent and key stakeholders to learn
as much as possible about the ideal candidate for a General Executive Recruitment position. We
want to become familiar with the values and culture of the organization, as well as to understand
the current and future issues, challenges, and opportunities in the City of Santa Ana.
Ms. Beers, Ms. Stevenson, or Mr. Lewis will review and help define the City's wish -list regarding
the ideal candidate's personality, management style, knowledge, skills, and abilities and will work
with the City to identify expectations regarding education and experience. The hiring agent and
Ms. Beers, Ms. Stevenson, or Mr. Lewis will discuss compensation, benefits, and other key
information necessary to ensure that outstanding candidates are attracted to this opportunity.
The profile we develop together at this stage will drive subsequent recruitment efforts.
Oplinued Sen)b,e: Cnuurrm ily and Sto(%7unolielveul
We find that many of our clients value a recruitment process that opens the opportunity for
community members, business leaders, organization representatives, and employees to provide
input regarding the ideal candidate. Our recruiters are skilled in designing and facilitating forums,
town hall meetings, and online surveys that allow equitable involvement from a variety of
constituencies and in consolidating feedback into a cohesive narrative of common themes.
If the City of Santa Ana so desires, we will work with the hiring agent to create a customized
community and/or staff input process.
STEP 2 DESIGN/DISTRIBUTE BROCHURE AND ADVERTISEMENTS
Ms. Beers, Ms. Stevenson, or Mr. Lewis and your dedicated Recruitment Coordinator will use the
candidate profile developed with the City of Santa Ana to create a professional recruitment
brochure, with the assistance of our professional graphic designer. The four -page, full -color
brochure will describe the community, organization, position, ideal candidate, and compensation
and will include pictures provided by the City of Santa Ana that you feel best represent your
organization and your community.
Upon your approval, Ms. Beers, Ms. Stevenson, or Mr. Lewis will send the brochure by postal
mail and email to a targeted audience, personally inviting potential candidates to apply for a
General Executive Recruitment position. We will also place the recruitment brochure on out
website, which attracts over 11,000 unique hits weekly and is a trusted resource for candidates
Bob Mumv K .\ssocietes Proposal for the City of Santa .\na Page
seeking executive and professional positions. Two sample brochures are included in this proposal
package for your reference.
Ms. Beers, Ms. Stevenson, or Mr. Lewis will also design an effective advertising campaign
appropriate for a General Executive Recruitment. Our broadest outreach comes through our
active social media involvement on Facebook, L.inkedln, and Twitter, where upcoming and
current positions are posted. Sources such as lVestem City Magazine, PublicCEO, and the Careers
in Government website will be used to reach an extensive local government audience, while
position -specific postings will be chosen to attract candidates who have built their careers in and
are committed to the General Executive Recruitment field.
Bob Murray & Associates does not typically place ads with job aggregators or general job posting
sites such as CareerBuilder, Monster, or Indeed, as we have found that the broad reach of these
sites does not necessarily lead to quality candidates for executive and professional positions.
Reathint; Dioerre CanAuiate.i
Bob Murray & Associates, a woman- and minority -owned business, is proud of its commitment
to attracting and placing diverse candidates. Not only do we place advertisements with websites
designed to attract minority and female candidates, but our President, Valerie Phillips, is a member
herself of many diversity -focused organizations including the Local Government Hispanic
Network, the League of Women in Government, the Professional Women's Network, Mexican
Professionals, and Women Leading Government. She networks frequently with fellow members
to gain insight into which potential candidates are leaders in their field.
Ms. Beers, Ms. Stevenson, or Mr. Lewis will seek to reach candidates in communities and
organizations with demographic profiles and populations served like that of the City of Santa Ana,
to maximize the potential for individuals from a wide variety of backgrounds, cultures, and life
experiences to be considered for a General Executive Recruitment position.
STEP 3 RECRUIT CANDIDATES
The strongest candidates are often those who are successful and content in their current positions
and need to be sold on a new opportunity. Out extensive network of contacts, developed through
over 1,400 successful placements, is a primary source for identifying and obtaining referrals for
these candidates. Our in-house database of 40,000 current and former executive and professional
candidates is a valuable resource that can only be built over time —time that we have invested into
perfecting our process for finding the right candidates fox our clients. Our aggressive outreach
efforts are focused on phone calls to personally invite potential applicants, answer questions, and
allay any reservations, and these efforts are essential to the success of a General Executive
Recruitments recruitment.
STEP 4 SCREEN CANDIDATES
Following the closing date for the recruitment, Ms. Beers, Ms. Stevenson, or Mr. Lewis will screen
all resumes we have received, using the criteria established in the candidate profile as a basis upon
which to narrow the field of candidates. Internal candidates receive sensitive consideration, and
Bob Murrm & Associates Proposal for the Ory of smiul Ana Page 3
Ms. Beers, Ms. Stevenson, or Mr. Lewis will discuss with the hiring agent how the City of Santa
Ana wishes to proceed with these candidates.
STEP 5 CONDUCT PRELIMINARY INTERVIEWS
Ms. Beers, Ms. Stevenson, or Mr. Lewis will personally interview the top 10 to 15 candidates from
the resume screening, with the goal of determining which candidates have the greatest potential
to succeed in your organization. To reduce travel -related expenses to our clients and increase
efficiency in the search process, these interviews are typically conducted via Skype, FaceTime, or
other convenient videoconferencing applications.
During these in-depth interviews, Ms. Beers, Ms. Stevenson, or Mr. Lewis will explore each
candidate's background and experience as it relates to a General Executive Recruitment position,
such as significant accomplishments, size and scope of responsibility, and organizational culture.
In addition, Ms. Beers, Ms. Stevenson, or Mr. Lewis will discuss with the candidates their
motivation for applying for the position and assess his/her knowledge, skills, and abilities. We
will devote specific attention to establishing the likelihood of the candidate's acceptance of the
position if an offer of employment is made.
STEP 6 SEARCH PUBLIC RECORDS
Under the direction of Ms. Beers, Ms. Stevenson, or Mr. Lewis, your dedicated Recruitment
Coordinator will conduct a review of published print and online articles for each recommended
candidate. Sources include Lexis-NexisTM, Google, social media, and our contacts in the field.
This will alert Ms. Beers, Ms. Stevenson, or Mr. Lewis to any further detailed inquiries we may
need to make before our recommendations are finalized.
STEP 7 MAKE RECOMMENDATIONS
Based on our findings during the preliminary interview process, Ms. Beers, Ms. Stevenson, or Mr.
Lewis will recommend a limited number of candidates for your further consideration. They will
make specific recommendations and will help facilitate discussions regarding the candidate pool,
but the final determination of those to be considered will be up to you.
We typically recommend 6-8 candidates that we feel will best match your expectations, and we
prepare a detailed written report on each candidate. This bound report provided to each member
of the decision -malting body includes:
* Candidate list with Recommended Finalists identified in Gratp 1 and Gimp 2 (primary
and secondary recommendations), as well as Internal candidates
Summary of experience, education, and salary information for each Recommended
Finalist candidate
w Complete cover letter and resume for each Recommended Finalist candidate
* List of OtherApplicants (those who did not meet minimum qualifications or were otherwise
unsuitable, based on our screening process)
Bob Mur,m & Associates Proposal for the City of Santa Ana Page 4
Bob Murray & Associates maintains all search records for a period of seven (7) years following
each recruitment, and we are happy to forward cover letters and resumes for each applicant by
postal mail or email as soon as the recruitment closes to new applications.
STEP 8 FACILITATE FINAL INTERVIEWS
Our years of experience will be invaluable as we help you develop an interview process that
objectively assesses the qualifications of each candidate. We will work with the City of Santa Ana
to craft and implement an interview approach that fits your needs. This may include individual
and panel interviews by the hiring agent and key stakeholders, community/employee interview
panels, writing and presentation samples, meet -and -greets, or another specialized process element
Ms. Beers, Ms. Stevenson, or Mr. Lewis helps the City of Santa Ana to design.
Ms. Beets, Ms. Stevenson, or Mr. Lewis will be present on -site during the interviews to facilitate
as necessary during the process and to guide discussion to consensus regarding final candidates.
Bound interview books will be provided to each interview panel member containing:
• Recruitment brochure with candidate profile
+ Interview schedule
a Suggested interview questions
Experience summary, cover letter, resume, and rating form for each
candidate
Ranking forms for use during the panel interview process
We will work closely with your staff to coordinate and schedule interviews and candidate travel.
Our goal is to ensure that each candidate has a very positive experience, as the way the entire
process is conducted will influence the final candidates' perception of your organization.
STEP 9 CONDUCT BACKGROUND AND REFERENCE CHECKS
Ms. Beers, Ms. Stevenson, or Mr. Lewis and your Recruitment Coordinator will conduct detailed
reference checks for up to three (3) final candidates. To gain an accurate and honest appraisal of
the candidates' strengths and weaknesses, we will talk candidly with people who have direct
knowledge of their work and management style. In addition to gaining a 360-degree view of
candidates from the perspective of their supervisors, subordinates and peers for the past several
years, we will make a point of speaking confidentially to individuals who may have further insight
into a candidate's abilities but who may not be on their preferred list of contacts.
Your Recruitment Coordinator will work with candidates and our professional backgrounding
firm, HireRight, to conduct credit, civil litigation, and motor vehicle record checks and verify
candidates' degrees.
STEP 10 ASSIST IN NEGOTIATIONS
We recognize the critical importance of successful negotiations and can serve as your
representative during this process. Ms. Beers, Ms. Stevenson, or Mr. Lewis knows what other
organizations have done to put deals together with great candidates and what the current market
is like for General Executive Recruitments positions in organizations like the City of Santa Ana's.
Bob Murray & Associates Proposal for the Cirri of Santa Ana Pape
They will be available to advise you regarding current approaches to difficult issues, such as
housing and relocation. We will represent your interests and advise the chosen candidate and you
regarding salaty, benefits, and employment agreements, with the goal of putting together a deal
that results in the appointment of your chosen candidate. With our proven experience and vested
interest in a positive outcome, we can turn a very difficult aspect of the recruitment into one that
is straightforward and agreeable for all patties involved.
COMPLI TD ADMINIST'RATIVE ASSISTANCE
We receive many unsolicited testimonials each year from clients and candidates alike noting our
prompt, considerate, accurate, and professional service during the search process. Throughout the
recruitment, in time intervals that suit the City of Santa Ana, we will provide you with updates on
the status of the search and attend to all administrative details on your behalf.
Candidates receive immediate acknowledgement of their applications, as well as personal phone
calls and/or emails (as appropriate) advising them of their status at each critical point in the
recruitment. Candidates who receive prehminaty or final interviews and are not chosen to move
forward in the interview process will receive personal calls from Ms. Beets, Ms. Stevenson, or Mr.
Lewis on behalf of the City of Santa Ana.
It is out internal company standard that all inquiries from clients and candidates receive a response
within the same business day whenever possible, and certainly within 24 hours if the inquiry is
received during the work week. Ms. Beets, Ms. Stevenson, or Mt. Iiewis will be available to the
City of Santa Ana by office phone, cell phone, and email at any time to ensure a smooth and stress -
free recruitment process.
BOO) AIwray & Associates Proposal fot the City of Smmi Ana Page 6
Lynch, Breanna
From: City of Santa Ana <certificate-request@ctrax.jdidata.com>
Sent: Tuesday, November 14, 2023 8:19 AM
To: HR Admin; Lynch, Breanna; Schnaider, Lori
Subject: Internal Notice of Compliance
NOTICE OF COMPLIANCE
CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL
Contractor GVP Ventures Inc.
Name:
Project TBD (021)
Number:
Project Agreement With Bob Murray & Associates To Provide Executive
Name: Recruiting Services
The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the
insurance requirements. No further action is required at this time.
The compliant coverage(s) are:
POLICY
EXPIRATION
TYPE OF INSURANCE
COI DATE FILE NAME
NUMBER
DATE
GVP CERT City
PROFESSIONAL LIABILITY
PHSDISOIO12
07/10/2024
11/09/2023
of Santa Ana.pdf
WORKERS COMPENSATION AND
57WBCGG0320
06/16/2024
11/09/2023 GVP CERT City
EMPLOYERS' LIABILITY
of Santa Ana.pdf
Thank you,
City of Santa Ana
Risk Management Division
in partnership with
CTrax Plus Services Team
11/14/2023 11:18 AM
1