For City Council Meeting [July 9, 2019]
TO: Honorable Mayor and City Council
FROM: Rod Foster, City Administrator
Title
Request City Council to Approve the Professional Services Agreement with HR Dynamics & Performance Management, Inc. to Conduct an Assessment of the City’s Human Resources Division and to Provide Human Resources Advisement, Mentoring and Project Implementation Services; and Issue a Purchase Order in an Amount Not-to-Exceed $105,250.
(ACTION)
Body
BACKGROUND:
In March 2019, the City’s Director of Human Resources and Risk Management resigned. The City initiated a recruitment for the position and determined that an assessment of the Human Resources Division and its functions would be necessary to establish expectations and benchmark performance levels for both the Division and a future Director. The City has been operating without a Director of Human Resources and Risk Management since March and has relied upon existing staff in coordination with the City Administrator to fulfill the Division’s obligations. In order to effectively recruit and retain a Director of Human Resources and Risk Management as well as support the existing workload of the Human Resources Division, staff has determined that executive level human resources advisement, mentoring, and project implementation services are required.
ANALYSIS/DISCUSSION:
The City has not previously conducted a formal assessment of the Human Resources Division or its functions. The City does not have the capacity, with the Director vacancy, to address matters of compliance such as those related to the Fair Labor Standards Act (FLSA), the Americans with Disability Act (ADA), Employment Eligibility Verification, and/or matters of urgency that require immediate attention or intervention with Human Resources. Combining the efforts of an assessment of the Human Resources Division with advisement, intervention, mentoring and project services will address the City’s needs. Project services will include policy and procedure development, and staff protocols for customer service improvements.
HR Dynamics & Performance Management, Inc. will provide a systematic and comprehensive assessment to evaluate the Human Resources function for the City of Rialto in order provide a framework to maximize opportunities and minimize shortcomings in moving the organization forward including the following objectives: Provide the City Administrator with a clear understanding of intra- and interdepartmental relations; Identify areas where training, technology, resources and professional development will improve internal and external departmental performance; Provide feedback and recommendations on administrative staff functions related to Human Resources/Payroll with respect to workload, workflow, job satisfaction, and morale; Provide an assessment of staffing levels related to the Human Resources function and the current structure for efficiency and effectiveness; Provide an assessment of the City’s compliance with regulatory requirements; Identify opportunities related to improvements in current methods and systems, service enhancements, best practices, and how current human resources challenges can be turned into opportunities; And provide findings, problem identification, and recommendations for the City Administrator. HR Dynamics & Performance Management, Inc. has extensive experience in Human Resources Assessments and consultant services having provided similar services for the cities of Alhambra, Corona, Covina, Eastvale, El Segundo, La Verne, Santa Ana, South Pasadena, and Victorville among many more examples.
The project approach and methodology that was provided by HR Dynamics & Performance Management, Inc. to provide the Human Resources Assessment is in the attached proposal. The cost is $41,250 with an approximate thirteen-week implementation timeline. The proposal also included Human Resources Advisement, Mentoring, and Project Implementation Services estimated at thirty-two hours per week at $125 per hour for sixteen weeks for an amount not to exceed $64,000. All work is proposed to be performed as a consultant not at the direction of the City.
ENVIRONMENTAL IMPACT:
The request is not a Project as defined by Section 15378 of the California Environmental Quality Act (CEQA). A “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Pursuant to Section 15378 (b)(5) a project does not include organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney has reviewed and approved this staff report and agreement.
FINANCIAL IMPACT:
Operating Budget Impact
Funding for services outline is available in account 0xx-xxx-xxxx-xxxx.
Capital Improvement Budget Impact
There is no capital improvement budget impact.
Licensing
The vendor shall submit a business license application and pay a Business License tax at the Professional Service rate of $104.00, as well as Administration and State fee.
RECOMMENDATION:
Staff recommends that City Council Approve the Professional Services Agreement HR Dynamics & Performance Management, Inc. to Conduct an Assessment of the City’s Human Resources Division and Provide Human Resources Advisement, Mentoring and Project Implementation Services; and Issue a Purchase Order in an Amount Not-to-Exceed $105,250.