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Raftelis Financial Consultants Inc ~ C220005 CITY OF TIGARD - CONTRACT SUMMARY & ROUTING FORM Contract Overview Contract/Amendment Number: C220005a4 Contract Start Date: 7/22/21 Contract End Date: 6/30/2026 Contract Title: Executive Recruitment Services Contractor Name: Raftelis Financial Consultants, Inc. Contract Manager: Emily Tritsch Department: HR Contract Costs Original Contract Amount: $61,000.00 Total All Previous Amendments: $57,000.00 Total of this Amendment: $82,520.00 Total Contract Amount: $200,520.00 Procurement Authority Contract Type: Personal Services Procurement Type: PCR 10.075 Contract Amendments Solicitation Number: 2022.03 LCRB Date: 5/21/2024 Account String: Fund-Division-Account Work Order – Activity Type Amount FY 24 6001100-54001 $29,250.00 FY 24 6002300-54001 $23,270.00 FY FY Contingency TBD $30,000 Contracts & Purchasing Approval Purchasing Signature: Comments: Anticipated most will be spent in FY24 any unbilled funds will be rolled into FY25. $30,000 is reserved for any unforeseen needs before new contract is in place. DocuSign Routing Route for Signature Name Email Address Contractor Catherine Tuck Parrish ctuckparrish@thenovakconsultinggroup.com City of Tigard Steve Rymer stever@tigard-or.gov Final Distribution Contractor Catherine Tuck Parrish Heather Gantz ctuckparrish@thenovakconsultinggroup.com hgantz@raftelis.com Project Manager Emily Tritsch Emily.Tritsch@tigard-or.gv Buyer Rosie McGown rosie.mcgown@tigard-or.gov CITY OF TIGARD, OREGON AMENDMENT TO CONTRACT NUMBER C220005 FOR EXECUTIVE RECRUITMENT SERVICES AMENDMENT #4 The Agreement between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter called City, and Raftelis Financial Consultants, Inc., hereinafter referred to as Contractor, is hereby amended as follows: 1. COMPENSATION Section 3 is amended to increase the total potential compensation payable under the contract by Eighty- Two Thousand Five Hundred Twenty and No/100 ($82,520.00), for a new not to exceed amount of Two Hundred Thousand Five Hundred Twenty and No/100 ($200,520.00). Total payments to contractor for Services under this contract, including but not limited to Services added by this amendment number 4, shall not exceed that new total without further amendment of the contract. 2. METHOD & PLACE OF SUBMITTING NOTICE, BILLS AND PAYMENTS Section 10 is updated to provide the new City contract administrator as follows. CITY OF TIGARD Attn: Emily Tritsch Address: 13125 SW Hall Blvd Tigard, OR 97223 Phone: (503) 616-1228 Email: emily.tritsch@tigard-or.gov 3. All other terms and conditions to remain unchanged. IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized undersigned officer and Contractor has executed this Amendment upon signature and date listed below. CITY OF TIGARD RAFTELIS FINANCIAL CONSULTANTS, INC. Signature Signature Printed Name Printed Name Date Date DocuSign Envelope ID: 81A65F56-C4DB-453F-BC1A-B35491DC474A 5/22/2024 Catherine Tuck Parrish 5/22/2024 Steve Rymer CITY OF TIGARD - CONTRACT SUMMARY & ROUTING FORM Contract Overview Contract/Amendment Number: C220005a3 Contract Start Date: 7/22/21 Contract End Date: 6/30/2026 Contract Title: Executive Recruitment Services Contractor Name: Raftelis Financial Consultants, Inc. Contract Manager: Wendi Warner Department: HR Contract Costs Original Contract Amount: $61,000.00 Total All Previous Amendments: $27,000 Total of this Amendment: $30,000 Total Contract Amount: $118,000.00 Procurement Authority Contract Type: Personal Services Procurement Type: PCR 10.075 Contract Amendments Solicitation Number: 2022.03 LCRB Date: N/A Account String: Fund-Division-Account Work Order – Activity Type Amount FY 23 600-1000-54300 $15,000 FY 22 600-2000-54300 $15,000 FY FY FY Contracts & Purchasing Approval Purchasing Signature: Comments: Add funds & update PM DocuSign Routing Route for Signature Name Email Address Contractor Catherine Tuck Parrish ctuckparrish@thenovakconsultinggroup.com City of Tigard Steve Rymer stever@tigard-or.gov Final Distribution Contractor Catherine Tuck Parrish Heather Gantz ctuckparrish@thenovakconsultinggroup.com hgantz@raftelis.com Project Manager Kathy Nyland Kathyn@tihgard-or.gov Project Manager Wendi Warner Wendi.warner@tigard-or.gov Buyer Toni Riccard tonir@tigard-or.gov CITY OF TIGARD-CONTRACT SUMMARY&ROUTING FORM Contract Overview Contract/Amendment Number: C220005a2 Contract Start Date: 7/22/21 Contract End Date: 6/30/2026 Contract Title: Executive Recruitment Services Contractor Name: Raftelis Financial Consultants,Inc. Contract Manager: Dana Bennett Department: HR Contract Costs Original Contract Amount: $61,000.00 Total All Previous Amendments: 0 Total of this Amendment: $27,000 Total Contract Amount: $88,000.00 Procurement Authority Contract Type: Personal Services Procurement Type: PCR 10.075 Contract Amendments Solicitation Number: 2022.03 LCRB Date: N/A Account String: Fund-Division-Account Work Order—Activity Tyke Amount FY 22 600-1000-54300 $13,500 FY 22 600-2000-54300 $13,500 FY FY FY Contracts & Purchasing Approval Purchasing Signature: Mato-- Zl.(.Z Sf4�4 -2.w5. Comments: Add funds and extend contract. DocuSign Routing Route for Signature Name Email Address Contractor Catherine Tuck Parrish ctuckparrishnthenovakconsultin=oul2.com City of Tigard Steve Rymer stever(cr�,tigard-or.gov Final Distribution Contractor Catherine Tuck Parrish ctuckparrish@thenovakconsultin=oup.com Heather Gantz hgantz@raftelis.com Project Manager Kathy Nyland Kath n tih and-or. ov Buyer Toni Riccard tonir@tigard-Qy.gov DocuSign Envelope ID:B48353C5-CEEO-43CB-B4BO-E6BB52BF96B8 CITY OF TIGARD,OREGON AMENDMENT TO CONTRACT NUMBER 0220005 FOR EXECUTIVE RECRUITMENT SERVICES AMENDMENT #2 The Agreement between the City of Tigard,a municipal corporation of the State of Oregon,hereinafter called City, and Raftelis Financial Consultants, Inc., hereinafter referred to as Contractor, is hereby amended as follows: 1. TITLE The contract title is hereby amended to modify the title from Assistant City Manager and Finance Director Executive Search to Executive Recruitment Services. 2. SERVICES TO BE PROVIDED Section 1 of the contract is amended to add additional Executive Recruitment Services Activities to the Services as provided in the attached Exhibit Al. 3. EFFECTIVE DATE AND DURATION Section 2 of the contract is amended to provide that the expiration date is June 30, 2026. 4. COMPENSATION Section 3 is amended to increase the total potential compensation payable under the contract by$27,000, for a new total of$88,000. Total payments to contractor for Services under this contract, including but not limited to Services added by this amendment number 2,shall not exceed that new total without further amendment of the contract. 5. All other terms and conditions to remain unchanged. IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized undersigned officer and Contractor has executed this Amendment upon signature and date listed below. CITY OF TIGARD RAFTELIS FINANCIAL CONSULTANTS,INC. aaws.on"by per" 5�01fB OJ6^-: Signature Signature Steve Rymer Catherine Tuck Parrish Printed Name Printed Name 3/21/2022 3/18/2022 Date Date Rev. 8/21 DocuSign Envelope ID:B48353C5-CEEO-43CB-B4BO-E6BB52BF96B8 EXHIBIT Al SERVICES TO BE PROVIDED INTRODUCTION Executive Recruitment Services for various City of Tigard positions. ACTIVITY Activity 1 1. Candidate Profile Development A. Contractor will begin engagement by developing a clear picture of the ideal candidate for the Executive Leadership position(s) by speaking with City Leadership. B. In collaboration with the team, Contractor will also facilitate meetings to gather input from any other key stakeholders. C. Contractor will discuss not just the technical skills needed for the position, but what makes for the right organizational fit in terms of traits and experiences. D. Contractor will develop a recruitment plan and timeline that includes Oregon and the nation. E. Contractor will prepare a position brochure that is unique to the City. The profile will identify the organization's needs, the strategic challenges of the position, and the personal and professional characteristics of the ideal candidate. This document drives the recruitment. It focuses the efforts on the most capable candidates,and it helps to persuade candidates to pursue the position. F. As part of the brochure, Contractor will also develop first-year organizational goals for the successful candidate.These goals will ensure that the applicants know what will be expected of them should they be hired, the City has thought about what it wants the person to accomplish in the first year, and the successful candidate can hit the ground running with a work plan. G. Contractor will review the recruitment plan and position brochure with City Leadership. H. Modifications will be made as necessary before recruitment begins. 2. Develop a Timeline for each Recruitment Contractor will prepare a detailed realistic timeline to accomplish each phase of the recruitment and selection process with clarity between search firm and city roles and responsibilities at each phase. Rev. 8/21 DocuSign Envelope ID:B48353C5-CEEO-43CB-B4BO-E6BB52BF96B8 Activity 2 1. Conduct Active Recruitment and Screening A. Contractor will identify key states and metro areas to focus targeted recruitment. B. Contractor will prepare and place advertisements in state and national publications and online sites to attract candidates from throughout the United States. This will be a national search targeting efforts to those key areas identified in the recruitment plan. C. Contractor will place job postings with national, state, and regional professional organizations targeted toward Executive positions. Including: • International City/County Management Association (ICMA), • Local Government Hispanic Network,League of Women in Government, Engaging Local Government Leaders (ELGL), • National Forum for Black Public Administrators (NFBPA), and • other locations specific to the position. D. As soon as the advertisements are completed, Contractor will begin the process of actively and aggressively marketing the position and identifying qualified candidates for assessment. E. Contractor will pinpoint individuals and jurisdictions to reach out to directly through phone and email. F. Contractor will also utilize social media (Linkedln,Twitter, and Facebook) to broaden reach. Contractor has found that this combination of outreach is an effective way to reach top applicants, especially those who are not currently in the job market but may be willing to consider a move to an excellent organization like the City of Tigard. G. Contractor will reach out to the applicants in our extensive database., Contractor will target prospective candidates from previous recruitments for similar jurisdictions. Contractor will also develop a list of additional candidates,traditional and non- traditional, to pursue based on the City's unique needs. Our outreach includes seeking well-qualified women and people of color and encouraging them to apply. I. As applications are received, Contractor will acknowledge each one and keep applicants aware of the status of the process. J. Contractor will screen each applicant against the position profile and first-year goals. K. Contractor will conduct interviews via video-conference with those who most closely meet the profile to learn more about their interest,qualifications, and experience for this position. L. A written summary of these candidates will be prepared and shared with the City. M. Contractor will then meet with City Leadership to review the entire list (if desired),as well as the most qualified candidates who have the requisite skills, experiences, and traits needed for success in the position. N. Based on the direction from the team, Contractor will finalize a list of candidates to invite for interviews. Rev.8/21 DocuSign Envelope ID:B48353C5-CEEO-43CB-B4BO-E6BB52BF96B8 2. Deliverables: • Placement of ads and job postings • Targeted outreach to passive candidates • Candidate review materials including screening results and internet search Activity 3 1. Support Interviews and Selection A. Contractor will contact each person the City wishes to interview. B. Contractor will plan and facilitate a multi-step interview process specific to the position. The process could include writing exercises, presentations, panel interviews, and virtual forums/meet-and-greets for broader City staff. C. A book that contains customized interview questions and information about each of the candidates invited to interview will be provided to those involved in the interview process. D. Contractor will also facilitate pre- and post-interview briefings. E. Contractor will coordinate the logistics of the process and provide the candidates with all the necessary details including any travel policy requirements. F. Contractor will also work with City Leadership to ensure a suitable venue is arranged for the interviews. Expenses for the candidates will be borne and reimbursed directly by the City. G. The City will select the top candidate. H. Contractor can help make a well-informed choice by framing what Contractor have learned about the candidates in the context of the position and its requirements. 1. Contractor will speak with candidates'references to confirm the strength of their credentials. J. Contractor will also review published information found in search engines, online publications, and social media. K. Reference and background checks will be performed on the top candidates,including but not limited to education, credentials, employment history, criminal background check, civil litigation check, and credit history. L. Contractor can also assist in negotiating the employment offer. M. Contractor will provide information about best practices in salary and total compensation,and N. Contractor will have obtained information on the candidate's salary expectations. O. Contractor will keep candidates apprised of their status and release them at the appropriate time. 2. Deliverables: • Interview book materials including references and background checks Rev.8/21 DocuSign Envelope ID:B48353C5-CEEO-43CB-B4BO-E6BB52BF96B8 Cost/Rate Estimates Activity 1— $ 8,616 After delivery of the recruitment documents • Recruitment plan,timeline • Recruitment brochure Activity 2—$12,072 After the candidate review Activity 3—$ 6'312 After the interviews are completed Total: $27,000 Project Team Member Hourly Rate Recruiter $245.00 Recruitment Specialist $155.00 Reimbursable Expenses Advertising Approximately$2,000 - $2,500 Background checks Estimated at$175 - $500/finalist Finalists'interview Borne and reimbursed directly to the finalists by the travel City Advertising and background checks are invoiced as completed. Each recruitment requires approximately 150 hours of consulting time. However, this varies based on the unique recruitment needs of each position. Should the initial recruitment efforts not result in a successful appointment, Contractor agrees to extend aggressive recruiting efforts and screen qualified candidates until an offer is made and accepted without additional costs to the City, except for advertising and background check expenses. Rev. 8/21 CITY OF TIGARD-CONTRACT SUMMARY&ROUTING FORM Contract Overview Contract/Amendment Number: C220005a1 Contract Start Date: 7/22/21 Contract End Date: 3/31/22 Contract Title: Assistant City Manager and Finance Director Executive Search Contractor Name: Raftelis Financial Consultants, Inc. Contract Manager: Dana Bennett Department: HR Contract Costs Original Contract Amount: $61,000.00 Total All Previous Amendments: 0 Total of this Amendment: 0 Total Contract Amount: $61,000.00 Procurement Authority Contract Type: Personal Services Procurement Type: PCR 10.075 Contract Amendments Solicitation Number: 2022.03 LCRB Date: Account String: Fund-Division-Account Work Order—Activit):1=e Amount FY FY FY FY FY Contracts & Purchasing Approval Purchasing Signature: - Comments:Time extension only. DocuSign Routing Route for Signature Name Email Address Contractor Catherine Tuck Parrish ctucWarrish e thenovakconsultinggroul2.com City of Tigard Steve Rymer stever&tigard-or.gov Final Distribution Contractor Catherine Tuck Parrish ctuck arrish thenovakconsultin rou-42.com Project Manager Dana Bennett danab tih and-or. ov Buyer Christine Moody christine ti and-or. ov DocuSign Envelope ID: 5B503BAF-3777-4759-A1 D1-9D57B477B58C CITY OF TIGARD,OREGON AMENDMENT TO CONTRACT NUMBER 0220005 FOR ASSISTANT CITY MANAGER AND FINANCE DIRECTOR EXECUTIVE SEARCH AMENDMENT #1 The Agreement between the City of Tigard,a municipal corporation of the State of Oregon,hereinafter called City, and Raftelis Financial Consultants, Inc., hereinafter referred to as Contractor, is hereby amended as follows: 1. This Agreement is hereby amended to extend the term from December 31, 2021 to March 31, 2022. 2. All other terms and conditions to remain unchanged. IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized undersigned officer and Contractor has executed this Amendment upon signature and date listed below. CITY OF TIGARD RAFTELIS FINANCIAL CONSULTANTS,INC. DacuS:pnd by- UocuS:gmd yy Lr �COltu.l.YlN.t. � PA.YY4 —513SF�9C5... 111