HomeMy WebLinkAboutR-2025-071 Awarding 2025 Staffing Study Project to The Mejorando Group RESOLUTION NO. R-2025-071
A RESOLUTION AWARDING THE 2025 STAFFING STUDY PROJECT TO THE
MEJORANDO GROUP AND APPROVING AN AGREEMENT FOR THE CITY OF
RIVERSIDE, MISSOURI
WHEREAS, the City issued a request for proposals for a staffing study of all
departments within the City of Riverside, Missouri; and
WHEREAS, the City of Riverside issued requests for proposals for copiers; and
WHEREAS, the City received three (3) proposals in response; and
WHEREAS, The Mejorando Group submitted a proposal; and
WHEREAS, the Human Resources Manager, City Administrator, and Mayor
reviewed the proposals and determined that the proposal meets the desired quality and
needs for all departments; and
WHEREAS, funds for such purpose are in the proposed budget in the Fiscal
Year 2025-2026 budget; and
WHEREAS, the City of Riverside finds it is in the best interest of the citizens of
the City of Riverside to authorize and approve the proposal and agreement for the 2025
Staffing Study RFP for the City of Riverside.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF
THE CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS:
THAT, the RFP for the 2025 Staffing Study for City of Riverside Project be
awarded to The Mejorando Group is hereby authorized and approved; and
FURTHER THAT the Mayor, City Administrator, HR Manager, or other designee,
is hereby authorized to execute all documents necessary or incidental to this transaction
and the City Clerk is authorized to attest thereto.
PASSED AND ADOPTED by the Board of Aldermen of the City of Riverside
Missouri the 6th day of May 2025.
Mayor Kathleen L. Rose
ATTEST:
Robin Kincaid. City CIerk
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is entered into this 6th day of May 2025, by and between the City
of Riverside, Missouri and Patrick Ibarra, dba The Mejorando Group referred to as Consultant for
the purpose of contracting for professional services in the capacity of providing organizational
staffing analysis consulting services.
RECITALS
WHEREAS the City desires to have certain services and/or tasks performed as set forth
below requiring specialized skills,training, equipment, and other supportive capabilities; and
WHEREAS the Consultant represents that it is qualified and possesses sufficient skills,
experience, equipment, and necessary capabilities, including technical and professional expertise,
when required,to perform the services and/or tasks as set forth in this Agreement upon which the
City is relying.
NOW, THEREFORE, in consideration of the mutual covenants, and performances
contained herein,the parties agree as follows:
1. Scone of Services. The Consultant shall perform such services and accomplish such tasks,
including the furnishing of all labor, materials, facilities and equipment necessary for full
performance thereof, as identified and designated as Consultant's Responsibilities
throughout this Agreement, and as more particularly described in Scope of Work detailed
in Exhibit A, attached hereto and incorporated herein(the "Project").
2. Term. This Project shall begin on the execution date listed above and promptly be
completed by 9/30/25, please refer to Exhibit C.
3. Compensation and Payment.
3.1 Payment for services provided hereunder shall be made following the performance
of such services. Such payment shall be full compensation for work performed or
services rendered, and for all labor, materials, supplies, equipment, and incidentals
necessary to complete the Project.
3.2 No payment shall be made for any services rendered by the Consultant except for
services identified and set forth in this Agreement except as may be authorized by
a written supplemental agreement approved by the City.
3.3 The City shall pay the Consultant for work performed under this Agreement upon
timely submitted invoices detailing work performed and expenses for which
reimbursement is sought. The City shall approve all invoices before payment is
issued. Payment shall occur within thirty (30) days of receipt and approval of an
invoice.
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3.4 The City shall pay the Consultant for all work performed and expenses incurred
under this Agreement, as follows.
Hourly (Multiple Rate): Such rates as identified on Exhibit B, plus actual
expenses incurred as provided under this Agreement, but not to exceed a
total of$35,000.00 without the prior written authorization by the City.
4. Reports and Inspections.
4.1 The Consultant at such times and in such forms as the City may require, shall
furnish to the City such statements, records, studies, surveys, reports, data, and
information as the City may request pertaining to matters covered by this
Agreement.
4.2 The Consultant shall, at any time during normal business hours and as often as the
City or the Missouri State Auditor may reasonably deem necessary,make available
for examination all of its records and data with respect to all matters covered,
directly or indirectly,by this Agreement and shall permit the City,or its designated
authorized representative to audit and inspect other data relating to all matters
covered by this Agreement. The City shall receive a copy of all audit reports made
by the agency or firm as to the Consultant's activities. The City may, at its
discretion, conduct an audit at its expense, using its own or outside auditors, of the
Consultant's activities which relate, directly or indirectly, to this Agreement.
Consultant shall be provided a copy of such reports.
4.3 The Consultant, during the term of this Agreement, shall obtain all permits and
registration documents necessary for the performance of its work and for the
execution of services at its own expense, and shall maintain its validity. Upon
request,the Consultant shall deliver to the City copies of these licenses,registration
documents, and permits or proof of their issuance or renewal.
4.4 Consultant shall maintain books, records and documents, which sufficiently and
properly reflect all direct and indirect costs related to the performance of this
Agreement and shall maintain such accounting procedures and practices as may be
necessary to assure proper accounting of all funds paid pursuant to this Agreement.
These records shall be subject, at all reasonable times, to inspection, review, or
audit as provided above.
5. Ownership and Use of Documents.
5.1 All research,tests,surveys,preliminary data,information,drawings and documents
made, collected, or prepared by the Consultant for performing the services subject
to this Agreement, as well as any final product, collectively referred to as "work
product,"shall be deemed as the exclusive property of the City,including copyright
as secured thereon. Consultant may not use them except in connection with the
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performance of the services under this Agreement or with the prior written consent
of the City. Any prior copyrighted materials owned by the Consultant and utilized
in the performance of the services under this Agreement, or embedded in with the
materials, products and services provided thereunder, shall remain the property of
the Consultant subject to a license granted to the City for their continued use of the
products and services provided under this Agreement. Any work product used by
the Consultant in the performance of these services which it deems as
"confidential,""proprietary,"or a"trade secret"shall be conspicuously designated
as such.
5.2 In the event of Consultant's default, or if this Agreement is terminated prior to its
completion, the work product of the Consultant, along with a summary of the
services performed to date of default or termination, shall become the property of
the City, and tender of the work product and summary shall be a prerequisite to
final payment under this Agreement. The summary of services provided shall be
prepared at no additional cost, if the Agreement is terminated through default by
the Consultant. If the Agreement is terminated through convenience by the City,
the City agrees to pay Consultant for the preparation of the summary of services
provided.
6. Public Records.
6.1 Consultant acknowledges that the City is an agency subject to the open records act
of the State of Missouri. All preliminary drafts or notes prepared or gathered by
the Consultant, and recommendations of the Consultant are exempt prior to the
acceptance by the City or public citation by the City in connection with City action.
6.2 If the Consultant becomes a custodian of public records of the City and request for
such records is received by the City,the Consultant shall respond to the request by
the City for such records within five (5) business days by either providing the
records, or by identifying in writing the additional time necessary to provide the
records with a description of the reasons why additional time is needed. Such
additional time shall not exceed twenty (20) business days unless extraordinary
good cause is shown.
6.3 In the event the City receives a public records request for protected work product
of the Consultant within its possession, the City shall, prior to the release of any
protected work product or as a result of a public records request or subpoena,
provide Consultant at least ten(10)business days prior written notice of the pending
release and to reasonably cooperate with any legal action which may be initiated
by the Consultant to enjoin or otherwise prevent such release.
7. Independent Contractor Relationship.
7.1 The parties intend that an independent contractor relationship is created by this
Agreement. The City is interested primarily in the results to be achieved; subject
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to the scope of services and the specific requirements of this Agreement, the
implementation of services will lie solely with the discretion of the Consultant. No
agent, employee, officer or representative of the Consultant shall be deemed to be
an employee, agent, officer, or representative of the City for any purpose, and the
employees of the Consultant are not entitled to any of the benefits or privileges the
City provides for its employees. The Consultant will be solely and entirely
responsible for its acts and for the acts of its agents, employees, officers,
subcontractors or representatives during the performance of this Agreement.
7.2 In the performance of the services provided in this Agreement, Consultant is an
independent contractor with full authority to control and direct the performance of
the details of the work, however, the results of the work contemplated herein must
meet the approval of the City and shall be subject to the City's general rights of
inspection and review to secure the satisfactory completion thereof.
7.3 The Consultant shall comply with all State and Federal laws.
7.4 The City may,at its sole discretion,require the Consultant to remove any employee,
agent or servant from employment on this Project who,in the City's sole discretion,
may be detrimental to the City's interest.
7.5 Consultant as an independent contractor and not an employee shall not be entitled
to any employee benefits including but not limited to vacation time,sick leave,paid
time off, or paid holidays.
8. Indemnification.
8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers,
officials, employees, and volunteers harmless from any and all claims, injuries,
damages, losses or suits including attorney fees, arising out of or resulting from the
acts, errors or omissions of the Consultant in performance of this Agreement,
except for injuries and damages caused by the sole negligence of the City.
8.2 No liability shall attach to the City by reason of entering into this Agreement except
as expressly provided herein.
8.3 This indemnification shall include damages, penalties and attorney fees caused by
Consultant's delayed or failed performance of Section 6 above.
9. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise
from or in connection with the performance of the work hereunder by the Consultant, its
agents, representatives, employees, or subcontractors. The Consultant's maintenance of
insurance as required by the Agreement shall not be construed to limit the liability of the
Consultant to the coverage provided by such insurance, or otherwise limit the City's
recourse to any remedy available at law or in equity.
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9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types and
coverage described below:
9.1.1 Automobile Liability insurance covering all owned, non-owned, hired and
leased vehicles. Coverage shall be at least as broad as Insurance Services
Office (ISO) form CA 00 01.
9.1.2 Commercial General Liability insurance shall be at least as broad as ISO
occurrence form CG 00 01 and shall cover liability arising from premises,
operations, stop-gap independent contractors and personal injury and
advertising injury. The City shall be named as an additional insured under
the Consultant's Commercial General Liability insurance policy with
respect to the work performed for the City using an additional insured
endorsement at least as broad as ISO endorsement form CG 20 26.
9.1.3 Workers' Compensation coverage if required by the laws of the State of
Missouri.
9.1.4 Professional Liability insurance appropriate to the Consultant's profession.
9.2 Minimum Amounts of Insurance. Consultant shall maintain the following insurance
limits:
9.2.1 Commercial General Liability insurance shall be written with limits no less
than:
$1,000,000 each occurrence; and
$2,000,000 general aggregate.
9.2.2 Professional Liability insurance shall be written with limits no less than:
® $1,000,000 per claim; and
® $2,000,000 policy aggregate limit.
9.3 Other Insurance Provision. The Consultant's Automobile Liability and
Commercial General Liability insurance policies are to contain or be endorsed to
contain that they shall be primary insurance as respect the City.Any insurance,self-
insurance, or self-insured pool coverage maintained by the City shall be in excess
of the Consultant's insurance and shall not contribute with it.
9.3.1 The Consultant's insurance 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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9.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A: VII.
9.5 Verification of Coverage. Consultant shall furnish the City with original certificates
and a copy of the amendatory endorsements, including, but not necessarily limited
to, the additional insured endorsement, evidencing the insurance requirements of
the Agreement before commencement of the work.
9.6 Notice of Cancellation. The Consultant shall provide the City with written notice
of any policy cancellation within two (2) business days of their receipt of such
notice.
9.7 City Full Availability of Consultant Limits. If the Consultant maintains higher
insurance limits than the minimums shown above, the City shall be insured for the
full available limits of Commercial General and Excess or Umbrella liability
maintained by the Consultant,irrespective of whether such limits maintained by the
Consultant are greater than those required by this Agreement or whether any
certificate of insurance furnished to the City evidences limits of liability lower than
those maintained by the Consultant.
9.8 Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract,upon which the
City may,after giving five(5)business days' notice to the Consultant to correct the
breach, immediately terminate the Agreement or,at its discretion,procure or renew
such insurance and pay any and all premiums in connection therewith, with any
sums so expended to be repaid to the City on demand, or at the sole discretion of
the City, offset against funds due the Consultant from the City.
9.9 Sovereign Immunity. City does not waive or intend to waive any sovereign
immunity or official immunity provided to the City or its officials, officers or
employees by the Constitution of the State of Missouri or by any federal, state or
local law,ordinance or custom. To the extent that Consultant is required to provide
any insurance coverages to the City or its officials, officers or employees, that
coverage may not waive any immunity of any kind. Any certificate of insurance
issued to or for the City should state that the insurance provided is not a waiver,
and is not intended to waive, any immunity (sovereign, official or other). Further,
Consultant's insurer shall acknowledge that their coverage is not intended to, does
not, and may not be construed to, waive any sovereign immunity or official
immunity provided to the City or its officials, officers or employees by the
Constitution of the State of Missouri or by any federal,state,or local law,ordinance
or custom.
10. Nondiscrimination. In the performance of this Agreement, the Consultant will not
discriminate against any employee or applicant for employment on the grounds of race,
creed,color,national origin, sex,marital status,age or the presence of any sensory,mental
or physical handicap; provided that the prohibition against discrimination in employment
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because of handicap shall not apply if the particular disability prevents the proper
performance of the particular worker involved. The Consultant shall ensure that applicants
are employed, and that employees are treated during employment in the performance of
this Agreement without discrimination because of their race, creed, color, national origin,
sex, marital status, age or the presence of any sensory, mental or physical handicap.
Consultant shall take such action with respect to this Agreement as may be required to
ensure full compliance with local, State and Federal laws prohibiting discrimination in
employment.
11. Covenant Against Contingent Fees. The Consultant warrants that it has not employed
nor retained any company, firm, or person, other than a bona fide employee working
exclusively for the Consultant,to solicit or secure this Agreement; and that it has not paid
or agreed to pay any company, person or firm, other than a bona fide employee working
exclusively for the Consultant, any fee, commission, percentage, brokerage fee, gift, or
other consideration contingent upon or resulting from the award or making of this
Agreement. For breach or violation of this warranty, the City shall have the right to
terminate this Agreement.
12. Assignment and Subcontracting.
12.1 The City has awarded this Agreement to the Consultant due to its unique
qualifications to perform these services. The Consultant shall not assign (or
subcontract other than as specifically identified in Exhibit A)its performance under
this Agreement or any portions of this Agreement without the prior written consent
of the City, which consent must be sought at least thirty(30) days prior to the date
of any proposed assignment.
12.2 Any work or services assigned or subcontracted hereunder shall be subject to each
provision of this Agreement including Section 6, Public Records; Section 10,
Nondiscrimination;proper bidding procedures where applicable;and all local,State
and Federal statutes, ordinances, and guidelines.
12.3 Any technical or professional service subcontract not listed in this Agreement,must
have prior written approval by the City.
13. Termination.
13.1 Termination for Convenience. Either party may terminate this Agreement for any
reason upon giving the other party no less than ten(10)business days written notice
in advance of the effective date of such termination.
13.2 Termination for Cause. If the Consultant fails to perform in the manner called for
in this Agreement, or if the Consultant fails to comply with any other provisions of
this Agreement and fails to correct such noncompliance within five (5) business
days of written notice thereof, the City may terminate this Agreement for cause.
Termination shall be affected by serving a notice of termination on the Consultant
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setting forth the manner in which the Consultant is in default. The Consultant will
only be paid for services and expenses complying with the terms of this Agreement,
incurred prior to termination.
14. General Provisions.
14.1 For the purpose of this Agreement,time is of the essence.
14.2 Notice. Notice provided for in this Agreement shall be sent by:
14.2.1 Personal service upon the Project Administrators; or
14.2.2 Certified mail to the physical address of the parties, or by electronic
transmission to the e-mail addresses designated for the parties below.
14.3 The Project Administrator for the purpose of this Agreement shall be:
14.3.1 For the City: Amy Strough, PSHRA-SCP
Human Resources Manager
14.3.2 For the Consultant: Patrick Ibarra
925-518-0187
patrick@gettingbetterallthetime.com
15. Dispute Resolution.
15.1 This Agreement has been and shall be construed as having been made and entered
into and delivered within the State of Missouri and it is agreed by each party hereto
that this Agreement shall be governed by the laws of the State of Missouri.
15.2 In the event of a dispute regarding the enforcement, breach, default, or
interpretation of this Agreement, the Project Administrators, or their designees,
shall first meet in a good faith effort to resolve such dispute. In the event the dispute
cannot be resolved by agreement of the parties, said dispute shall be resolved by
arbitration, with both parties waiving the right of a jury trial upon trial de novo,
with venue placed in Riverside, Platte County, Missouri. The substantially
prevailing party shall be entitled to its reasonable attorney fees and costs as an
additional award and judgment against the other.
16. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other similar event or
other provision of this Agreement.
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17. Integration. This Agreement between the parties consists in its entirety of this document
and any exhibits, schedules or attachments. Any modification of this Agreement or change
order affecting this Agreement shall be in writing and signed by both parties.
18. Authorization. By signature below, each party warrants that they are authorized and
empowered to execute this Agreement binding the City and the Consultant respectively.
IN WITNESS WHEREOF,the parties have caused this Agreement to be executed on the
date first written above.
CITY OF RIVERSIDE, MISSOURI CONSULTANT
(4 t°4714 D3°AA4 '
Brian Koral, City Administrator Patrick Ibarra, The Mejorando Group
ATTEST:
Robin Kincaid, City Clerk
APPROVED AS TO FORM:
City Attorney
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EXHIBIT A
SCOPE OF SERVICES
The scope of work to be performed under this Agreement shall generally consist of the following
services.
• Evaluate the efficiency of departments' services and operations relating to their portfolio
of services, use of technology, and productivity.
• Determine organizational effectiveness to ensure that the structure is positioned to
operate efficiently and effectively regarding such items as staffing levels, supervisory
structure, etc.
• Evaluate the health of existing talent management and succession planning practice and
their collective influence on individual employee performance and organizational
effectiveness.
The departments included for the Staffing Study include: 78 full-time employees consisting of
roughly 45 unique job titles. There are also 13 part-time/reserve firefighters and 2 part-
time/reserve police officers, 3 part-time clerical positions, and 1 part-time records custodian."
We help create organizations whose people and processes are appropriately aligned with the
organizational purpose and environment. The process to accomplish project objectives will
include the following elements:
• A review of the current organizational structure.
• An evaluation of staffing levels and the allocation of staff resources.
• A review of the existing strategic plan.
• An examination of relevant policies and procedures.
• A review of performance measures and applicable delivery standards.
• A comparison of how existing service delivery approach compares to service delivery
models in comparable cities.
• An analysis of those services which could be consolidated and/or outsourced.
• An assessment of current Talent Management and Succession Planning practices.
• Development of current practices and recommendations related to the study objectives.
• Discussion of the benefits and disadvantages associated with recommendations.
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• A plan and schedule for implementing study recommendations.
1. Project Methodology
Our methodology is a powerful blend of quantifiable metrics (i.e. performance reports, budgets,
etc.)and qualitative information(i.e. perceptions by key stakeholders)that create with a high
degree of accuracy a composite of current practices. In addition,the process we utilize is
credible and inclusive thereby lending our recommendations the level of authenticity required to
implement sustainable change.
The analysis will be strongly influenced by opportunities to strengthen the alignment of
department services and staffing with the City's strategic goals and enhance its short- and long-
term financial sustainability. Our analysis will produce a compelling case for change with
practical recommendations for improvements.
We utilize the following framework to determine the appropriate mix necessary for optimal
performance:
Leadership
•
Strategy
Human
Resource
Systems Optimal
Performance
Organizational
Service Structure
Delivery
Culture
• Strategy: How are department leaders using their vision, values,and mission statement
to help guide decisions?How clear is the line-of-sight between what employees are
doing every day and the organization's goals? What contemporary approaches are they
using to actively enlist residents in building a stronger community? What's their
approach to innovation?
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• Structure/Staffing: The structural system describes how attention and resources are
focused on accomplishing the work. In short, the organizational structure of how
employees are allocated—organization chart.
• Service Delivery: Governments do many things well but deciding what to stop
delivering isn't one of them. How modern are departments' portfolios of services and
programs?What opportunities exist to use technology to expedite the delivery of services
and programs?
• Human Resource Systems: How credible are current talent management practices?
How is the city approaching the shifting workforce demographics in relation to the
changing employer-employee contract? What gets promoted—seniority or performance?
What are department leaders deliberately doing to actively engage their workforce
members? Are they utilizing a variety of resources to equip their employees with the
skills they need—such as online training, mentoring, etc.?
• Leadership: Are leaders' relationship-centric,empowering their employees and
grounded in the realities of what employees at all levels face daily?What have they
implemented to strengthen their bench of leaders?
• Culture: Employees derive emotional energy from a healthy workplace culture. Think of
your workplace culture as the set of principles that defines the organization, lived with
conviction and consistency by every employee from top to bottom. Do your employees
feel valued and are listened to? What behaviors are in place that support your strategy?
Are those behaviors embedded in your hiring, promotional and performance appraisal
processes?
Our project team recognizes that Structure/Staffing is the main focus for this study, so it will be
at the center for our analysis and set of recommendations.
Project Work Plan
The Mejorando Group will work closely with the Project Manager the City designates for this
endeavor. This approach will result in a solid, effective working partnership and will keep
communication flowing. Completing milestones on time and meeting project objectives will be
the primary criteria in building and maintaining our partnership.
The Project has four phases:
Phase 1 —Enlist-Initiate Project
We envision this task will form the basis of the partnership between the Mejorando Group and
the City. We will begin with an initial meeting with the City Administrator to ensure that we
have a clear understanding of the project's objectives. We will discuss the City's interest in this
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study,the strengths, and areas of improvement of the current organizational structure and
operations, confirm municipalities to be used benchmarks, finalize the project schedule and other
issues that may be relevant to our work.
Phase 2—Evaluate- Collect Information & Perform Field Observations
The purpose of the Information Collection and Field Observations Phase is to collect all
information needed to evaluate the departments' organizational structure, staffing levels and
deployment,program workloads and service delivery issues.
The information collection process is four-fold: gathering and analyzing a variety of documents,
conducting Proven/Next Practices research, obtaining input from a wide variety of key
stakeholders including department employees and visiting and touring facilities(optional).
• Review of Key Reports and Documents: Provides a baseline understanding and relatively
objective view of department operations. Records and documents that will be obtained
and evaluated may include:
• Annual performance reports
• Benchmarking studies
• Budgets
• Department Work Plans
• Human Resource Policy Manual
• Organizational charts
• Performance measures
• Results from previous similar studies
• Staff training plan
• Strategic Plan
• Interviews: One-on-one interviews will be conducted with:
1) Board of Aldermen(if requested)
2) Brian Koral, City Administrator
3) Tom Wooddell Director of Public Works
4) Amy Strough, Human Resources Manager
5) Michael Duffy, Community Development Director
6) Gordon Fowlston, Fire Chief
7) Erika Benitez, Director of Finance
8) Chief Skinrood, Police Department
9) Travis Hoover, City Engineer
10)Others TBD
Members of department management teams will also be invited to attend these
interviews/meetings. Purpose of these discussions is to gather input and elicit their perspectives
about current staffing levels relationship to department performance, explore areas within the
department's performance levels that are identified as requiring immediate attention, and assess
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the readiness of the team in pursuing change. Beyond gaining their input,the intent is to enlist
their support and advocacy for the adoption and implementation of recommendations/changes
going forward.
• Discovery Sessions (i.e.focus groups and group interviews) with Groups of Employees:
Meetings will be held with groups of employees from the departments. The methods
utilized to elicit their perspectives about issues or obstacles they are experiencing in
delivering services and potential solutions are valuable in establishing rapport and a level
of trust where candid discussion is present in the meeting(s).
• Tours of Department Operations and Facilities (optional): These types of physical tours
can be extremely beneficial to become acquainted with department operations and to
understand how work is performed in the work environment.
• Benchmarking and Next Practices Research: Benchmarking research will comprise an
important foundational component of the project. We will conduct an assessment to
compare the organizational structures and staffing levels against those of similar
organizations (i.e. Benchmarking), industry best practices and from our firm's library of
proven practices we have developed from similar projects with other local governments.
This assessment will note discrepancies (gaps)and provide recommendations for
improvements where needed.
Phase 3 —Explore-Analyze Information to create a Composite Profile of Department
Services and develop Recommendations.
The purpose of this phase will be to, factoring in the department's desired set of program service
levels,provide a detailed description of the existing department situation- a composite profile -
that identifies gaps between existing practices and emerging/next practices being utilized to
deliver high-quality services and programs, including:
> How does the current portfolio of services under the departments involved follow proven
practices from other similar jurisdictions, and/or what operational changes could be made
that would improve service delivery?
> Supervisory structures, specifically the ratio of line staff to supervisors.
> Potential impacts from workforce and workplace practices such as shifting workforce
demographics.
> How well are the existing performance measurements monitoring key services and
helping with identifying areas for improvement?
> How is existing technology helping or hindering service delivery?
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> How healthy is the workplace culture?
> How effective are current practices regarding talent management and succession
planning?
> What is the level of investment for training and development and how effective are those
efforts?
> How effective are those in leadership roles in enlisting department members and steering
the department(s)toward the future?
Based on the composite profile of current practices,blending our experience and expertise,we
will create a series of prioritized short-term and long-term recommendations, which will serve
as the basis of an implementation plan. We recognize that each department has a distinctive
value proposition supporting their service delivery approach,therefore specific recommendations
per department will be provided. The primary deliverable is the provision of the written Report
which shall include recommendations which should be considered as deliverables. As a
consulting practice, we stay current on emerging research and provide clients with a healthy mix
of next practices from both the public and private sector(s) as a basis for crafting proven and
highly effective recommendations.
The recommendations may focus on such areas as:
• Determine appropriate structure, chain of command and staffing levels,to address current
and anticipated workload and current or future demographic or other changes that may
affect the Department(s).
• Improvements to effectiveness and/or efficiency of service delivery methods.
• Eliminate duplications of effort and non-value-added activities, including possible
consolidation.
• The need for policy updates and revisions to improve efficiency.
• The use of technology to accelerate delivery of services including internal operations.
• Improve work processes that are considered cumbersome and adversely impacting
employee performance and the delivery of efficient public services and programs.
• Enhance the capabilities and thereby, the performance of the members of the workforce
by recommending suggested training and development activities.
• Provide methodologies to develop results-based performance measures.
• Improving talent management and succession planning practices to strengthen the"hiring
for Riverside fit" and developing a stronger internal bench of potential successors.
• Establish a process to facilitate continuous change that will increase the alignment of
services with strategic goals and customer desired outcomes.
Phase 4—Execute- Prepare and Present Report
Professional Services Agreement—THE MEJORANDO GROUP
Page 15 of 18
The report referred to as a"Blueprint for Change," will include a series of prioritized
recommendations. It will also include approaches, methodologies, and strategies to successfully
implement the recommendations to ensure the desired changes become integral to the
Departments' overall strategies,policies,people, process,technology, organization, and culture.
Elements of the report shall include:
• Composite profile, including an analysis, of existing operations, service levels,
management practices, and staffing allocation.
• Detailed recommendations for improving the efficiency and effectiveness of all
components of operations including staffing levels.
• Detailed plans for implementing all recommended changes.
A formal presentation of the Final Report is made at the convenience of the City. Patrick Ibarra
makes the presentation summarizing current practices, reviewing recommendations and
implementation strategies.
Professional Services Agreement—THE MEJORANDO GROUP
Page 1 6 of 18
EXHIBIT B
SCHEDULE OF COMPENSATION
In connection with the services provided pursuant to the terms of this Agreement, City will pay
Consultant upon completion of the services, upon City's receipt of a written invoice provided by
Consultant. The fee to provide all services is Thirty-Five Thousand Dollars ($35,000.00), plus
travel reimbursement subject to the terms below.
The City will reimburse the Consultant for reasonable out-of-pocket expenses for travel to the City
of Riverside to perform services on behalf of the City,up to a maximum of Seven Thousand Five
Hundred Dollars ($7,500.00). To receive reimbursement for travel, the Consultant must provide
the City with a receipt and a description of the expense incurred along with the invoice. No mark-
up on expenses may be added.
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Page 17 of 18
EXHIBIT C
SCHEDULE OF PERFORMANCE
Date Activity
June Initiate Project
June and July Meetings held to gather input/feedback
July and August Analysis of information gathered and
preparation of report including
recommendations.
September Submission of Report
Professional Services Agreement—THE MEJORANDO GROUP
Page 18 of 18
SUPERSEDING ADDENDUM
1. This superseding addendum is made and entered as of the last date in the signature box
below, by and between the City Riverside, Missouri ("City") and Patrick Ibarra, dba The
Mejorando Group ("Contractor").
2. This superseding addendum form is hereby made a part of the Professional Services
Agreement by and between the parties hereto ("Agreement"), modifying and superseding
where it is inconsistent. All other terms and conditions of the Agreement remain
unchanged,and this addendum is expressly incorporated and made a part of the Agreement.
3. The Agreement shall not be deemed to create any third-party benefit hereunder for any
member of the public or to authorize anyone, not a party hereto, to maintain suit pursuant
to the terms of this Agreement.
4. Section 6 is hereby amended to read as follows:
6.1 The Consultant acknowledges that the City is a public governmental body subject to
the Missouri Sunshine Law, Chapter 610, RSMo, and that all records relating to the
performance of this Agreement may be considered public records unless otherwise exempt
under Missouri law.
6.2 Consultant acknowledges that under Chapter 610, RSMo, any record prepared for the
City by a consultant or other professional service paid for in whole or in part with public
funds is a"public record,"regardless of whether it is retained by the City or the Consultant.
If the City receives a Sunshine Law request for records in the Consultant's possession,the
Consultant shall provide such records to the City within three (3) business days of the
City's request.
6.3 If the City receives a request under the Sunshine Law for records in its possession that
the Consultant has marked or otherwise identified as containing confidential, proprietary,
or trade secret information, the City shall provide the Consultant with at least seven (7)
calendar days' prior written notice before producing such records,to allow the Consultant
the opportunity to seek a protective order or other appropriate remedy. Nothing in this
section shall obligate the City to withhold any record if disclosure is required by law.
5. Pursuant to RSMo 285.530(1), by its sworn affidavit in substantially the form attached
hereto, Contractor hereby affirms its enrollment and participation in a federal work
authorization program with respect to the employees working in connection with the
contracted services. Furthermore, Contractor affirms that it does not knowingly employ
any person who is an unauthorized alien in connection with the contracted services.
6. In accordance with the laws of the State of Missouri, specifically Missouri Constitution,
art.VI,section 26,notwithstanding any provision to the contrary,nothing in the Agreement
shall be construed as creating an obligation or debt beyond the City's fiscal year, and in
the event that it does, performance of the City's obligations under the Agreement is
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expressly subject to appropriation of funds by the City year-to-year during the duration of
the Agreement.
7. Section 15.2 is hereby amended to read as follows:
In the event of any dispute, claim, or controversy arising out of or relating to this
Agreement or the breach, termination, enforcement, interpretation, or validity thereof,the
parties agree to first attempt in good faith to resolve the matter through direct discussions
between the City Administrator (or designee) and the Consultant. If such discussions do
not resolve the matter within fifteen (15) days, the parties agree to submit the dispute to
non-binding mediation before a mutually agreeable mediator located in Platte County,
Missouri. The cost of mediation shall be shared equally. If the dispute is not resolved
through mediation within thirty (30) days after the mediation demand, either party may
initiate legal proceedings in a court of competent jurisdiction in Platte County, Missouri.
8. Contractor agrees not to disclose any confidential information received from the City or
otherwise acquired while performing the services. Confidential information is information
that would constitute a closed record under Missouri's Sunshine Law,Chapter 610,RSMo.
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IN WITNESS WHEREOF,the parties have caused this Agreement to be executed by themselves
or by their authorized representatives.
PATRICK IBARRA,THE
MEJORANDO GROUP:
(111A44 D36tA/44 .
Dated: May 1, 2025
CITY OF RIVERSIDE,MISSOURI:
By: �
Kathl n L. Rose, Mayor
Dated: LTYL G , D_D
ATTEST:
Robin Kincaid, ity Clerk
COUNTERSIGNED BY:
CITY ' ' H• 1 G AGENT:
By: ►
Brian , ' ity A• Nil
Date. r o)
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