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HomeMy WebLinkAboutTigard City Manager Recruitment 32600089 Executed CITY OF TIGARD-CONTRACT SUMMARY&ROUTING FORM Contract Overview Contract/Amendment Number: 32600089 Contract Start Date: 02/26/2026 Contract End Date: 08/31/2026 Contract Title: Tigard City Manager Recruitment Contractor Name: Prothman Co. Contract Manager: Laura Gomez Department: HR Contract Costs Original Contract Amount: $18,500.00 Total All Previous Amendments: n/a Total of this Amendment: n/a Total Contract Amount: $18,500.00 Procurement Authority Contract Type: Personal Services Procurement Type: Intermediate Quotes $10K<=$150K Solicitation Number: n/a LCRB Date: n/a Account String: Fund-Division-Account Work Order—Activity Type Amount FY 26 6001000-54001 $18,500.00 FY 27 6001000-54001 Contracts & Purchasing Approval Purchasing Signature: ~ L -- Comments: New contract,remaining FY26 funds roll into FY27 DocuSign Routing Route for Signature Name Email Address Contractor Sonja Prothman sonja@prothman.com City of Tigard Emily Tritsch Emily.tritsch@tigard-or.gov Final Distribution Contractor Sonja Prothman sonja(a,prothman.com Project Manager Cesar Romero Ceasar.romero@tigard-or.gov Project Manager Laura Gomez Laura.gomez@tigard-or.gov Project Manager Gary Gray gary.gray@tigard-or.gov Buyer Toni Riccardi tonir@tigard-or.gov Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE CITY OF TIGARD,OREGON CONTRACT#32600089 PERSONAL SERVICES CONTRACT TIGARD CITY MANAGER RECRUITMENT SERVICES THIS AGREEMENT made and entered into this 3rd day of March 2026,by and between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter called City, and Prothman Company,hereinafter called Consultant,collectively known as the Parties. RECITALS WHEREAS, the City's 2026 fiscal year budget provides for services related to recruitment services; and WHEREAS,City has need for the services of a company with a particular training,ability,knowledge, and experience possessed by Consultant, and WHEREAS, City has determined that Consultant is qualified and capable of performing the services as City does hereinafter require, under those terms and conditions set forth, THEREFORE, the Parties agree as follows: 1. SERVICES TO BE PROVIDED Consultant will initiate services immediately upon receipt of City's notice to proceed together with an executed copy of this Agreement. Consultant agrees to complete work that is detailed in Exhibit A,incorporated herein by reference. 2. EFFECTIVE DATE AND DURATION This Agreement is effective upon the date of execution and expires on August 31,2026,unless otherwise terminated or extended. All work under this Agreement must be completed prior to the expiration of this Agreement. 3. COMPENSATION The City agrees to pay Consultant in accordance with the fee schedule outlined in Exhibit A. The total amount paid to the Contractor by the City may not exceed Eighteen Thousand Five Hundred and No/100 Dollars ($18,500.00) plus expenses as identified as separately reimbursable in the attached Fee Schedule. (The City is responsible for candidate travel expenses.) Payments made to Consultant will be based upon the following applicable terms: A. Payment will be made in installments based on Consultant's invoice, subject to the approval of the City Manager, or designee, and not more frequently than monthly. Unless otherwise agreed, payment will be made only for work actually completed as of the date of invoice. B. Payment by City releases City from any further obligation for payment to Consultant for services performed or expenses incurred as of the date of the invoice. Payment may not be considered acceptance or approval of any work or waiver of any defects therein. Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE C. Consultant must make payments promptly, as due, to all persons supplying labor or materials for the performance of the work provided for in this Agreement. D. Consultant may not permit any lien or claim to be filed or prosecuted against the City on any account of any labor or material furnished. E. Consultant will pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. F. Consultant will pay all contributions or amounts due the Industrial Accident Fund from the contractor or any subcontractor. G. If Consultant fails,neglects, or refuses to make prompt payment of any claim for labor or services furnished to Consultant or a subcontractor by any person as such claim becomes due, City's Finance Director may pay such claim and charge the amount of the payment against funds due or to become due the Consultant. The payment of the claim in this manner does not relieve Consultant or their surety from obligation with respect to any unpaid claims. H. Consultant will promptly, as due, make payment to any person, co-partnership, association,or corporation, furnishing medical,surgical,and hospital care or other needed care and attention, incident to sickness or injury, to the employees of Consultant, of all sums that Consultant agrees to pay for the services and all moneys and sums that Consultant collected or deducted from the wages of employees pursuant to any law, contract, or agreement for the purpose of providing or paying for services. I. Consultant and its employees, if any, are not active members of the Oregon Public Employees Retirement System and are not employed for a total of 600 hours or more in the calendar year by any public employer participating in the Retirement System. J. Consultant must obtain,prior to the execution of any performance under this Agreement, a City of Tigard Business License.The Tigard Business License is based on a calendar year with a December 31st expiration date.New businesses operating in Tigard after June 30th of the current year will pay a pro-rated fee though the end of the calendar year. K. The City certifies that sufficient funds are available and authorized for this Agreement during the current fiscal year. Funding during future fiscal years is subject to budget approval by Tigard's City Council. 4. OWNERSHIP OF WORK PRODUCT City is the owner of and is entitled to possession of any and all work products of Consultant which result from this Agreement,including any computations,plans, correspondence, or pertinent data and information gathered by or computed by Consultant prior to termination of this Agreement by Consultant or upon completion of the work pursuant to this Agreement,with the exception of the Prothman Company copyrighted "Position Profile" format. Tigard City Manager Recruitment 32600089 2 page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE 5. ASSIGNMENT/DELEGATION Neither party may assign, sublet or transfer any interest in or duty under this Agreement without the written consent of the other and no assignment has any force or effect unless and until the other party has consented. If City agrees to assignment of tasks to a subcontract, Consultant is fully responsible for the acts or omissions of any subcontractors and of all persons employed by them. Neither the approval by City of any subcontractor nor anything contained herein creates any contractual relation between the subcontractor and City. The provisions of this Agreement are binding upon and will inure to the benefit of the parties to the Agreement and their respective successors and assigns. 6. STATUS OF CONTRACTOR AS INDEPENDENT CONTRACTOR Consultant certifies that: A. Consultant acknowledges that for all purposes related to this Agreement,Consultant is an independent contractor as defined by ORS 670.600 and not an employee of City. Consultant is not entitled to benefits of any kind to which an employee of City is entitled and is solely responsible for all payments and taxes required by law. Furthermore, in the event that Contractor is found by a court of law or any administrative agency to be an employee of City for any purpose, City is entitled to offset compensation due, or to demand repayment of any amounts paid to Contractor under the terms of this Agreement, to the full extent of any benefits or other remuneration Contractor receives (from City or third party) as a result of said finding and to the full extent of any payments that City is required to make (to Consultant or to a third party) as a result of said finding. B. Consultant is not an officer,employee,or agent of the City as those terms are used in ORS 30.265. 7. CONFLICT OF INTEREST The undersigned Consultant hereby represents that no employee of the City, or any partnership or corporation in which a City employee has an interest, has or will receive any remuneration of any description from Consultant, either directly or indirectly, in connection with the letting or performance of this Agreement, except as specifically declared in writing. If this payment is to be charged against Federal funds, Consultant certifies that he/she is not currently employed by the Federal Government and the amount charged does not exceed their normal charge for the type of service provided. 8. INDEMNIFICATION City has relied upon the professional ability and training of Consultant as a material inducement to enter into this Agreement. Consultant represents that all of its work will be performed in accordance with generally accepted professional practices and standards as well as the requirements of applicable federal, state, and local laws, it being understood that acceptance of a Consultant's work by City will not operate as a waiver or release. Consultant agrees to indemnify and defend the City, its officers, employees, agents, and representatives and hold them harmless from any and all liability, causes of action, claims, losses, damages, judgments, or other costs or expenses, including attorney's fees and witness costs (at both trial and appeal level,whether or not a trial or appeal ever takes place including Tigard City Manager Recruitment 32600089 3 Page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE any hearing before federal or state administrative agencies),that may be asserted by any person or entity which in any way arise from, during, or in connection with the performance of the work described in this Agreement,except liability arising out of the sole negligence of the City and its employees. Such indemnification will also cover claims brought against the City under state or federal worker's compensation laws. If any aspect of this indemnity is found to be illegal or invalid for any reason whatsoever, such illegality or invalidity does not affect the validity of the remainder of this indemnification. 9. INSURANCE Consultant and its subcontractors must maintain insurance acceptable to City in full force and effect throughout the term of this Agreement. Such insurance must cover risks arising directly or indirectly out of Contractor's activities or work hereunder, including the operations of its subcontractors of any tier. The policy or policies of insurance maintained by the Consultant must provide at least the following limits and coverages: A. Commercial General Liability Insurance Consultant will obtain,at Contractor's expense, and keep in effect during the term of this Agreement, Comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an "occurrence" form (CG 2010 1185 or equivalent). The policy must be endorsed with Additional Insured, Per Project Aggregate, Products and Completed Operations, and Personal &Advertising Injury endorsements. This coverage must include Contractual Liability insurance for the indemnity provided under this Agreement. The following insurance will be carried: Coverage Limit General Aggregate $2,000,000 Each Occurrence $1,000,000 Products-Completed Operations Aggregate $1,000,000 Personal&Advertising Injury $1,000,000 B. Commercial Automobile Insurance Consultant must also obtain, at Consultant's expense, and keep in effect during the term of the contract, Commercial Automobile Liability coverage including coverage for all owned, hired, and non-owned vehicles on an "occurrence" form. The Combined Single Limit per occurrence may not be less than$2,000,000. If Consultant uses a personally owned vehicle for business use under this Agreement, the Consultant will obtain, at Consultant's expense, and keep in effect during the term of the contract,business automobile liability coverage for all owned vehicles on an"occurrence" form. The Combined Single Limit per occurrence may not be less than$2,000,000. C. Workers' Compensation Insurance All employers, including Consultant, that employ subject workers who work under this Agreement in the State of Oregon must comply with ORS 656.017 and provide the required Workers'Compensation coverage,unless such employers are exempt under ORS Tigard City Manager Recruitment 32600089 4 Page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE 656.126. Consultant will ensure that each of its sub-contractors complies with these requirements. D. Additional Insured Provision All required insurance policies, other than Workers' Compensation and Professional Liability, must name the City its officers, employees, agents, and representatives as additional insureds with respect to this Agreement. E. Insurance Carrier Rating Coverages provided by the Consultant must be underwritten by an insurance company deemed acceptable by the City. All policies of insurance must be written by companies having an A.M.Best rating of"A-VII" or better, or equivalent.The City reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating. F. Self-Insurance The City understands that some contractors may self-insure for business risks and the City will consider whether such self-insurance is acceptable if it meets the minimum insurance requirements for the type of coverage required. If Consultant is self-insured for commercial general liability or automobile liability insurance, Consultant must provide evidence of such self-insurance. Consultant must provide a Certificate of Insurance showing evidence of the coverage amounts on a form acceptable to the City. The City reserves the right in its sole discretion to determine whether self-insurance is adequate. G. Certificates of Insurance As evidence of the insurance coverage required by the Agreement,Consultant will furnish a Certificate of Insurance to the City.No contract is effective until the required Certificates of Insurance have been received and approved by the City.The certificate will specify and document all provisions within this Agreement and include a copy of Additional Insured Endorsement. A renewal certificate will be sent to the below address prior to coverage expiration. H. Primary Coverage Clarification The parties agree that Consultant's coverage is primary to the extent permitted by law.The parties further agree that other insurance maintained by the City is excess and not contributory insurance with the insurance required in this section. I. Cross-Liability Clause A cross-liability clause or separation of insureds clause will be included in all general liability policies required by this Agreement. A certificate in form satisfactory to the City certifying to the issuance of such insurance will be forwarded to: City of Tigard Attn: Contracts and Purchasing Office contractspurchasing@tigard-or.gov Tigard City Manager Recruitment 32600089 5 Page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE At the discretion of the City, a copy of each insurance policy, certified as a true copy by an authorized representative of the issuing insurance company, may be required to be forwarded to the above address. Such policies or certificates must be delivered prior to commencement of the work. The procuring of such required insurance will not be construed to limit Consultant s liability hereunder. Notwithstanding said insurance, Consultant is obligated for the total amount of any damage, injury, or loss caused by negligence or neglect connected with this Agreement. 10. METHOD & PLACE OF SUBMITTING NOTICE, BILLS AND PAYMENTS All notices, bills and payments will be made in writing and may be given by personal delivery, mail,email,or by fax.Payments may be made by personal delivery,mail,or electronic transfer. The following addresses will be used to transmit notices, bills, payments, and other information: ITY OF TIGARD PROTHMAN COMP• Attn: Laura Gomez Attn: Sonja Prothman Address: 13125 SW Hall Blvd Address 700 NW Gilman Blvd.,Suite E103-433 Tigard, OR 97223 Issaquah,WA 98027 Phone: (503) 896-1911 Phone: 206-368-0050 Email: laura.gomez(atigard-or.gov Email: sonja@prothman.com Notice will be deemed given upon deposit in the United States mail,postage prepaid, or when so faxed,upon successful fax.In all other instances,notices,bills and payments will be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to who notices, bills, and payments are to be given by giving written notice pursuant to this paragraph. 11. SURVIVAL The terms, conditions, representations, and warranties contained in this Agreement survive the termination or expiration of this Agreement. 12. MERGER This writing is intended both as a final expression of the Agreement between the parties with respect to the included terms and as a complete and exclusive statement of the terms of the Agreement. No modification of this Agreement will be effective unless and until it is made in writing and signed by both parties. 13. TERMINATION WITHOUT CAUSE At any time and without cause, City has the right in its sole discretion to terminate this Agreement by giving notice to Contractor. If City terminates this Agreement pursuant to this paragraph, City will pay Consultant for services rendered to the date of termination. 14. TERMINATION WITH CAUSE A. City may terminate this Agreement effective upon delivery of written notice to Consultant, or at such later date as may be established by City, under any of the following conditions: Tigard City Manager Recruitment 32600089 6 page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE 1) If City funding from federal, state, local, or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services.This Agreement may be modified to accommodate a reduction in funds. 2) If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement. 3) If any license or certificate required by law or regulation to be held by Consultant, its subcontractors, agents, and employees to provide the services required by this Agreement is for any reason denied,revoked, or not renewed. 4) If Consultant becomes insolvent,if voluntary or involuntary petition in bankruptcy is filed by or against Consultant,if a receiver or trustee is appointed for Consultant, or if there is an assignment for the benefit of creditors of Consultant. Any such termination of this agreement under paragraph (A) will be without prejudice to any obligations or liabilities of either party already accrued prior to such termination. B. City, by written notice of default (including breach of contract) to Consultant, may terminate the whole or any part of this Agreement: 1) If Consultant fails to provide services called for by this Agreement within the time specified, or 2) If Consultant fails to perform any of the other provisions of this Agreement or fails to pursue the work as to endanger performance of this Agreement in accordance with its terms, and after receipt of written notice from City, fails to correct such failures within ten (10) days or such other period as City may authorize. The rights and remedies of City provided above related to defaults (including breach of contract) by Consultant are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. If City terminates this Agreement under paragraph (B), Consultant will be entitled to receive as full payment for all services satisfactorily rendered and expenses incurred, provided that the City may deduct the amount of damages, if any, sustained by City due to breach of contract by Consultant.Damages for breach of contract include those allowed by Oregon law,reasonable and necessary attorney fees,and other costs of litigation at trial and upon appeal. 15. REMEDIES Any violation or default entitles the City to terminate this Agreement, to pursue and recover any and all damages that arise from the breach and the termination of this Agreement, and to pursue any or all of the remedies available under this Agreement, at law, or in equity, including but not limited to: 1) Termination of this Agreement,in whole or in part; Tigard City Manager Recruitment 32600089 7 Page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE 2) Exercise of the right of setoff, and withholding of amounts otherwise due and owing to Consultant,in an amount equal to City's setoff right,including but not limited to City's cost to cure; and 3) Initiation of an action or proceeding for damages, specific performance, declaratory or injunctive relief. 16. ACCESS TO RECORDS City will have access to such books, documents, papers and records of Consultant as are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts. 17. HAZARDOUS MATERIALS Consultant will comply with all federal Occupational Safety and Health Administration (OSHA) requirements and all Oregon safety and health requirements. In accordance with OSHA and Oregon OSHA Hazard Communication Rules,if any goods or services provided under this Agreement may release,or otherwise result in an exposure to,a hazardous chemical under normal conditions of use (for example,employees of a construction contractor working on-site), it is the responsibility of Consultant to provide the City with the following information: all applicable Safety Data Sheets,the identity of the chemical/s,how Consultant will inform employees about any precautions necessary,an explanation of any labeling system, and the safe work practices to prevent exposure. In addition, Consultant must label, tag, or mark such goods. 18. FORCE MAJEURE Neither City nor Consultant will be considered in default because of any delays in completion and responsibilities hereunder due to causes beyond the control and without fault or negligence on the part of the parties so disenabled, including but not restricted to, an act of God or of a public enemy, civil unrest,volcano, earthquake, fire, flood, epidemic, quarantine restriction, area-wide strike, freight embargo, unusually severe weather or delay of subcontractor or supplies due to such cause;provided that the parties so disenabled will within ten (10) days from the beginning of such delay, notify the other party in writing of the cause of delay and its probable extent.Such notification will not be the basis for a claim for additional compensation. Each party will, however, make all reasonable efforts to remove or eliminate such a cause of delay or default and will, upon cessation of the cause, diligently pursue performance of its obligation under the Agreement. 19. NON-WAIVER The failure of City to insist upon or enforce strict performance by Consultant of any of the terms of this Agreement or to exercise any rights hereunder should not be construed as a waiver or relinquishment to any extent of its rights to assert or rely upon such terms or rights on any future occasion. 20. HOURS OF LABOR, PAY EQUITY In accordance with ORS 279B.235, the following are hereby incorporated in full by this reference: Tigard City Manager Recruitment 32600089 8 page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE A. Consultant may not employ an individual for more than 10 hours in any one day, or 40 hours in any one week, except as provided by law. For contracts for personal services, as defined in ORS 279A.055,Consultant must pay employees at least time and a half pay for all overtime the employees work in excess of 40 hours in any one week, except for employees who are excluded under ORS 653.010 to 653.261 or under 29 U.S.C. 201 to 209 from receiving overtime. B. Consultant must give notice in writing to employees who work on a public contract,either at the time of hire or before commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day and days per week that the employees may be required to work. C. Consultant may not prohibit any of Consultant's employees from discussing the employee's rate of wage, salary,benefits or other compensation with another employee or another person and may not retaliate against an employee who discusses the employee's rate of wage, salary, benefits or other compensation with another employee or another person. D. Consultant must comply with the pay equity provisions in ORS 652.220. Compliance is a material element of this Agreement and failure to comply will be deemed a breach that entitles City to terminate this Agreement for cause. 21. NON-DISCRIMINATION Consultant will comply with all federal,state,and local laws,codes,regulations,and ordinances applicable to the provision of services under this Agreement,including,without limitation: A. Title VI of the Civil Rights Act of 1964; B. Section V of the Rehabilitation Act of 1973; C. The Americans with Disabilities Act of 1990, as amended by the ADA Amendments Act (ADAAA) of 2008 (Pub L No 101- 336); and D. ORS 659A.142,including all amendments of and regulations and administrative rules,and all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. 22. ERRORS Consultant will perform such additional work as may be necessary to correct errors in the work required under this Agreement without undue delays and without additional cost. 23. EXTRA(CHANGES) WORK Only the City's Project Manager for this Agreement may change or authorize additional work. Failure of Consultant to secure authorization for extra work constitutes a waiver of all right to adjust the contract price or contract time due to such unauthorized extra work and Consultant will not be entitled to compensation for the performance of unauthorized work. Tigard City Manager Recruitment 32600089 9 Page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE 24. STANDARD OF CARE Consultant will perform all work under this Agreement with the care and skill used by members of Contractor's profession practicing under similar circumstances at the same time and in the same locale (the "Standard of Care"). Should Consultant not meet the Standard of Care,it must correct its work at its cost. Any intellectual property rights delivered to the City under this Agreement and Consultant's services rendered in the performance of Consultant's obligations under this Agreement,will be provided to the City free and clear of any and all restrictions on or conditions of use, transfer,modification, or assignment, and be free and clear of any and all liens, claims, mortgages, security interests,liabilities, charges, and encumbrances of any kind. 25. ATTORNEY'S FEES In the event an action, suit of proceeding, including appeal, is brought for failure to observe any of the terms of this Agreement, each party is responsible for that party's own attorney fees, expenses, costs and disbursements for the action, suit,proceeding, or appeal. 26. CHOICE OF LAW,VENUE The provisions of this Agreement are governed by Oregon law. Venue will be the State of Oregon Circuit Court in Washington County or the U.S.District Court for Oregon,Portland. 27. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES Consultant will comply with all applicable federal, state and local laws, rules and regulations applicable to the work in this Agreement. 28. CONFLICT BETWEEN TERMS In the event of a conflict between the terms of this Agreement and Consultant's proposal or terms, this Agreement will control. In the event of conflict between a provision in the main body of the Agreement and a provision in the Exhibits, the provision in the main body of the Agreement will control. In the event of an inconsistency between Exhibit A and Exhibit B, Exhibit A will control. 29. AUDIT Consultant will maintain records to assure conformance with the terms and conditions of this Agreement and to assure adequate performance and accurate expenditures within the contract period.Consultant agrees to permit City,the State of Oregon,the federal government,or their duly authorized representatives to audit all records pertaining to this Agreement to assure the accurate expenditure of funds. 30. SEVERABILITY In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any court of competent jurisdiction, the validity of the remaining terms and provisions will not be impaired unless the illegal or unenforceable provision affects a significant right or responsibility,in which case the adversely affected party may request renegotiation of the Agreement and,if negotiations fail, may terminate the Agreement. Tigard City Manager Recruitment 32600089 10 Page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE 31. COMPLIANCE WITH TAX LAWS Consultant represents and warrants that Consultant is, to the best of the undersigned's knowledge,not in violation of any Oregon tax laws including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318. Consultant's failure to comply with the tax laws of this state or a political subdivision of this state before the Consultant executed this Agreement or during the term of this Agreement is a default for which the City may terminate this Agreement and seek damages and other relief available under the terms of this Agreement or applicable law. IN WITNESS WHEREOF, City and Consultant have caused this Agreement to be executed by their duly authorized officials. CITY OF TIGARD PROTHMAN COMPANY e—Signed by: ,—DocuSigned by: By: C% '_ By; S�N�Q POO-kg I:Awn DDimEaBr_. Laura Gomez SONJA PROTHMAN Name: Name: HR Director CEO Title: Title: 3/24/2026 3/19/2026 Date: Date: x Tigard City Manager Recruitment 32600089 11 ' Page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE EXHIBIT A SERVICES TO BE PROVIDED The scope of this project will include a full-service recruitment process. Consultant will work with City staff and Council on an organizational analysis, advertising the recruitment to prospective candidates, screening and evaluating Tigard's City Manager position. The following tasks will be performed by Consultant. Task 1. Develop a Tailored Recruitment Strategy 1.1 Information Gathering and Research • Consultant will meet with City at the outset of the project to finalize the recruitment plan and timeline. 1.2 Individual Interviews with Key Stakeholders • Consultant will develop a list of individuals to meet with about the position. • Consultant will interview key stakeholders to identify issues that may affect the dynamics of the recruitment, as well as develop a composite understanding of the organization's preferences. 1.3 Position Profile Development • Consultant will develop ideal candidate's qualifications • Priorities and challenges facing the organization • Consultant will develop a draft position profile brochure for review and revision by City as needed. Task 2. Identify,Target, and Recruit Viable Candidates 2.1 Outreach and Advertising • Consultant will advertise and recruit for the position through regionally and nationally professional publications,journals, and related websites. • Consultant will target Direct Mail Brochures directly to city/county management professionals. • Consultant Focused Candidate Outreach via personal contacts and personal emails sent directly to city and count management professionals. • Consultant will provide a comprehensive social media campaign that includes posting the position profile on Consultant's Website,Facebook, and Linkedln. Task 3. Conduct Preliminary Screening 3.1 Candidate Screening • Consultant conducts extensive candidate review designed to gather detailed information on the leading candidates. • Application Review: Screen candidate for qualifications based on the applications, resumes,and supplemental question responses. • Internet Publication Background Search: Conduct an internet publication search on all semifinalist candidates prior to their interviews. • Personal Interviews: Conduct in-depth videoconference or in-person interviews with the top 6 to 12 candidates. Tigard City Manager Recruitment 32600089 12 page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE 3.2 Candidate Presentation • Consultant will prepare and send candidate packets which include each candidate's application materials and results from personal interviews and publication search. • Consultant will meet with the City to review each candidate's qualifications, relevant experience, and overall fit for the organization,including strengths and areas for consideration.The top 2-5 candidates will then be selected to participate in virtual interviews with the City Council. Following this stage, the top two candidates will advance to the final interview process. Task 4. Prepare Materials and Process for Final Interviews 4.1 Final Interview Process • Consultant will provide the design of the final interviews entailing key elements that include: • Deciding on the Structure of the Interviews • Deciding on an Evening Reception • Deciding on Candidate Travel Expenses Background Checks • Background checks including the following: • References from 8— 12 current and past employers and colleagues • Education Verification, Criminal History,Driving Record and Sex Offender Check Candidate Travel Coordination • Consultant will work with the City to determine and identify travel expenses. Consultant will work with the candidates to organize the most cost-effective travel arrangements. Final Interview Packets • Consultant will prepare and provide Final Interview Packets that will include sample interview questions and the candidate's application materials. • Consultant will travel to Tigard and facilitate the interviews. The interview process typically begins with a briefing of the schedule and outlines the process with everyone involved. Each candidate will participate in a series of one-hour interview sessions,with a one-hour break. Candidate Evaluation Session • Consultant will facilitate the evaluation process. • At the request of the City, Consultant will aid in developing a employment letter of offer. • Consultant will assist City in conducting negotiations with the chosen candidate upon request. 5. Service Guarantee Prothman Consultants guarantees that if the selected finalist is terminated for cause or resigns within one year from the employment date,we will conduct one replacement search with no additional professional fee, the only cost to the City would be for the expenses. Tigard City Manager Recruitment 32600089 13 Page Docusign Envelope ID: 14E021 FB-1 FE6-4126-9D5F-58C9F078E0EE FEE SCHEDULE Consultant will provide all services described in Exhibit A for a fixed fee of$18,500.00. Professional services fee is $18,500. Payments will be made upon each completed milestone phase as follows: Expenses Per Recruitment Item Expense Trade journal, LinkedIn, and associated website advertising $1,600.00 - $2,100.00 (approx.) Direct mail announcements $1900.00 Consultant travel:Mileage at IRS rate,travel time at$45 per hour, $450 - $650 lodging when needed (approx. -per trip) If needed,background checks performed by Sterling (approx.) $170 per candidate Printing and shipping of Interview Packets (approx.) $200 - $350 Recruiter Onsite Visit (up to 2) Tigard City Manager Recruitment 32600089 14 1 Page