Office of the City Manager CONSENT CALENDAR JUNE 17, 2008

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1 Office of the City Manager JUNE 17, 2008 To: From: Submitted by: Subject: Honorable Mayor and Members of the City Council Phil Kamlarz, City Manager David W. Hodgkins, Director of Human Resources Contract: Supervisory and Management Training and Development Services RECOMMENDATION Adopt a resolution authorizing the City Manager to execute a multiple-year contract and any amendments with The Centre for Organization Effectiveness ( The Centre ) for supervisory and management training and development services, for an amount not to exceed $390,000 from June 18, 2008 through December 31, FISCAL IMPACTS OF RECOMMENDATION Approving this contract with The Centre will result in the expenditure of $390,000 for supervisory and management training and development services, distributed over a five-year period from June 18, 2008 through December 31, Yearly expenditures will range from $75,000 to $85,000, depending on the amount of training completed in each year, and on development costs, which are expected to occur primarily in the first year of the contract. Expenditures will be funded from Training Fund Funding will be included in the budget for each fiscal year that the contract is in effect. However, the authority to spend these funds is subject to the Budget Adoption each fiscal year, and therefore, the contract will be subject to termination for nonappropriation of funds. The CMS number is PT3MT. CURRENT SITUATION AND ITS EFFECTS To conduct its business most productively and effectively, the City needs fully skilled managers and supervisors. The total number of supervisory and management positions has decreased over the past several years due to budget cuts. Many of the City s current managers and supervisors are also close to or currently eligible for retirement and are already making plans to retire. These two factors have increased the likelihood that City supervisors and managers will have more employees reporting to them than in the past, and that current supervisors and managers will have less experience than their predecessors. To mitigate this situation, the City must ensure that all supervisors and managers receive the training they need to perform effectively the full range of their supervisory and management responsibilities Milvia Street, Berkeley, CA Tel: (510) TDD: (510) Fax: (510) manager@ci.berkeley.ca.us Website:

2 Contract: Supervisory and Management Training June 17, 2008 The City currently has a 1.5-day Fundamentals of Management class, and a one-day New Supervisor Training class. While these two classes have provided basic training to supervisors and managers for several years and have been very well received, these classes alone are not comprehensive enough to address all the supervisory and management competencies now needing attention. BACKGROUND In the summer of 2006, the City conducted several focus groups with representative managers, supervisors, and employees to assess the training and development needs of its supervisory staff. As a result of this assessment and subsequent discussions with a cross-functional planning committee and senior management, the City identified a series of training modules for its supervisors and managers. Description of Proposed Program The supervisor program is referred to as the Core Supervisory Certificate Program, and the management program is referred to as the Core Management Certificate Program. Each program will consist of from eight to twelve training modules, ranging in length from one-half to two days, taught over a ten to twelve month period. Some of the information covered in the two programs will be similar, with modifications made to better suit supervisors or managers. Training modules targeted for supervisors will be delivered to approximately 200 participants; training for managers will be delivered to approximately 75 participants. The contract is expected to run for five years, depending on the number of sessions offered annually. Training modules for both programs center around a three-part Dimensions of Success model that focuses on (1) process, (2) relationships, and (3) results. The core supervisory and management competencies linked to these three dimensions are summarized below: Process: Planning and Implementing Communicating Information and Ideas Staff and Self Development Relationships: Interpersonal Skills and Sensitivity Building Effective Teams Results: Focus on Solutions Monitor and Evaluate the Work Deliver on Objectives It is projected that the first year will begin with a pilot program of 20 managers and 20 supervisors. We estimate that program design and development will take place in the spring and summer of 2008, and that the pilot will begin in fall Following an extensive evaluation of the pilot and full vetting of the program, we expect to run one to two groups of 20 managers and one to two groups of 20 supervisors through the Page 2

3 Contract: Supervisory and Management Training June 17, 2008 program in subsequent years until all supervisors and managers have completed the program. All training will be held at City of Berkeley facilities. Contract Award In the fall of 2007, a ten member planning group, chaired by the City s Training Officer, was formed to provide feedback on proposed supervisory/management training curriculum, offer input on various training-related policies, and assist in selecting appropriate training providers. In February 2008, the Training Officer issued a Request for Proposals (RFP) for the Supervisory and Management Training Programs. The list below reflects the eleven training providers who responded to the RFP (Specification No C). Centre for Organization Effectiveness World Trade Center San Diego 1250 Sixth Ave., Suite 150 San Diego, CA Creative Leadership Partners 4410 W. Union Hills Drive, #7-167 Glendale, AZ Jerry Lew and Associates 438 Sausalito Blvd., Sausalito, CA Looram & Assoc. 70 West 85 th Street New York, NY Meridian Consulting 44 Heather Lane, Orinda, CA Moss Adams 3121 West March Lane, Suite 100 Stockton, CA Vendors MW Consultants Mesa Verde Way Sylmar, CA S.I.P.S. Consultants th Street Emeryville, CA Stir Fry Seminars & Consulting th Street Berkeley, CA The Consulting Team 945 Mountain View Avenue Mountain View, CA Trainer s Spectrum 98 Spring Street, Amherst, MA In March of this year, a subcommittee of the Supervisory and Management Training Planning Committee reviewed these eleven proposals, examining them against the following four major criteria: Compatibility with the public sector in general and the City of Berkeley in particular; Compatibility of the proposed curricula with the specific skills identified in the RFP; Overall quality of the proposed workshops, instructors, and materials; and Cost. After reviewing the eleven proposals, in April the subcommittee selected five finalists to make a presentation to the full Planning Committee. The Planning Committee subsequently awarded the contract to The Centre for Organization Effectiveness. Of the eleven vendors who bid on the RFP, the Centre was selected based on its strength in all four of the above-mentioned criteria. In 2001, Council Resolution No 61,237 N.S. previously awarded a contract in the amount of $375,000 to the Centre to deliver Page 3

4 Contract: Supervisory and Management Training June 17, 2008 significant portions of the Citywide Training Program, aimed at all levels of employees. The Centre s training providers and workshops have consistently received positive feedback. In June of 2005, Resolution No. 62,936 N.S. authorized an additional $60,000 to the Centre to continue to provide training services for the Citywide Training Program. Funds in this contract will most likely be exhausted by the end of 2008, when the contract is set to expire. RATIONALE FOR RECOMMENDATION Beginning in 2005 with the City s first Leadership Development Program, the City has increasingly emphasized creating a culture of high performance. This culture of high performance is defined as one that values continuous learning, continuous improvement, and ongoing accountability so that the City s workforce is well positioned to respond effectively to current and future work demands. In 2006, the City incorporated this emphasis on creating a culture of high performance into its three-part Succession Management Strategy. The supervisory and management training programs is an outcome of this strategy. These programs will give supervisors and managers the training they need to promote a culture of high performance within themselves and their employees, ultimately enabling the City to provide the best service it can to the Berkeley community. ALTERNATIVE ACTIONS CONSIDERED The City could consider maintaining the status quo, which consists of 1.5-day supervisory/management class and a one-day class for new supervisors. While these two courses have been well received, they do not fully meet the expanded range of supervisory and management training needs identified in the 2006 needs assessment. When supervisors and managers are not adequately trained and do not demonstrate the full range of sound supervisory and management practices required, the City as an organization feels the effects in many different ways, including lower employee morale, decreased productivity, and less cooperation, along with an increased potential for employer liability in such areas as workers compensation, discrimination, and misuse of resources. The City could consider conducting all the identified training in-house. Doing so, however, would divert City staff from other commitments. The City does not currently have enough staff resources to both manage the expanded supervisory/management training programs and design, develop, and deliver them, especially given the other wide range of responsibilities currently required of City staff in the Training and Development Division of the Human Resources Department. CONTACT PERSON David W. Hodgkins, Director of Human Resources, Liz Schiff, Training Officer, Attachment 1: Resolution Page 4

5 RESOLUTION NO. N.S. EXECUTE A CONTRACT WITH THE CENTRE FOR ORGANIZATION EFFECTIVENESS FOR THE DEVELOPMENT AND DELIVERY OF A SUPERVISORY AND MANAGEMENT TRAINING PROGRAM AND RELATED ORGANIZATIONAL DEVELOPMENT CONSULTING SERVICES WHEREAS, additional supervisory and management training and organizational development consulting services are needed to meet the needs of the City s workforce, in an amount not to exceed $390,000 for the time period of June 18, 2008 through December 31, 2013 to be performed by The Centre for Organization Effectiveness to complete the project; and WHEREAS, it is necessary for the City to contract with an outside vendor to perform the work because qualified City staff are unavailable to perform this service; and WHEREAS, The Centre for Organization Effectiveness was selected through a competitive Request for Proposals (RFP) and subsequent screening process in 2008; and WHEREAS, funds are available to perform this work in the current year budget, in fund Miscellaneous Professional Services, budget code and this contract has been set up in the citywide contracts database, CMS number PT3MT. NOW THEREFORE, BE IT RESOLVED by the Council of the City of Berkeley that the City Manager is authorized to execute a contract and any amendments with The Centre for Organization Effectiveness for the development and delivery of a supervisory and management training program and related organizational development consulting services in the amount of $390,000 (budget code ), a record signature copy of said contract to be on file in the Office of the City Clerk. Page 5

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