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HomeMy WebLinkAboutTripepi Smith & Associates, Inc. - PSA for Executive Recruitments PROFESSIONAL SERVICES AGREEMENT Tripepi Smith and Associates, Inc. THIS AGREEMENT is made and entered into between the City of Pasco, a Washington Municipal Corporation, hereinafter referred to as "City", and Tripepi Smith and Associates, Inc., hereinafter referred to as "Consultant,"on the�_day of IiJ�,U,+('C� , 2023. 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. Scope 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 September 30, 2023. 3. Compensation and Pavment. 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 ageement 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. Professional Services Agreement—Tripepi Smith and Associates, Inc. Executive Recruitment Services Page 1 of 10 3.4 The City shall pay the Consultant for all work performed and expenses incurred under this Agreement, as follows. ❑ Hourly(Single Rate): $ per hour plus actual expenses incurred as provided under this Agreement, but not to exceed a total of $ without prior written authorization by the City; or ❑ Hourly (Multiple Rate): Such rates as identified on [E�chibit No./Letter], plus actual expenses incurred as provided under this Agreement, but not to exceed a total of$ without the prior written authorization by the City; or ❑ Fixed Sum: A total of$ � Other: Per Exhibit A (Scope of Work) 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 Washington 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 far 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. Professional Services Agreement—Tripepi Smith and Associdtes, InC. Executive Recruitment Services Page 2 of 10 These records shall be subject, at all reasonable times, to inspection, review, or audit as provided above. 4.5 The Consultant shall retain all books,records, documents or other material relevant to this Agreement for three(3)years after its expiration. Consultant agrees that the City, or its designee, shall have full access and right to examine any of said materials at all reasonable times during this period. 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 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 in the event that 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. 61 Consultant acknowledges that the City is an agency subject to Chapter 42.56 RCW "Public Records Act." 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 Professional Services Agreement—Tripepi Smith and Associates, Inc. Executive Recruitment Services Page 3 of 10 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 Relationshin. 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 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 including, but not limited to: 7.3.1 The definition requirements of RCW 50.04.140 (Employment Security). 7.3.2 RCW 51.08.195 (Industrial Insurance). 7.3.3 Obtain a City of Pasco business license. 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. 8. Indemnification. Professional Services Agreement—Tripepi Smith and Associates, Inc. Executive Recruitment Services Page 4 of 10 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 However, should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant, and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend,hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8.3 No liability shall attach to the City by reason of entering into this Agreement except as expressly provided herein. 8.4 This indemnification shall include damages, penalties and attorney fees sustained as a result of 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. 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 Ol. 9.1.2 Commercial General Liability insurance shall be at least as broad as ISO occurrence form GG 00 O1 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. Professional Services Agreement—Tripepi Smith and Associates, Inc. Executive Recruitment Services Page 5 of 10 9.1.3 Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 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 Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of$1,000,000 per accident. 9.2.2 Commercial General Liability insurance shall be written with limits no less than: � $2,000,000 each occurrence; and � $2,000,000 general aggregate; 9.2.3 Professional Liability insurance shall be written with limits no less than: � $2,000,000 per claim; and � $2,000,000 policy aggregate limit; 93 Other Insurance Provision. The Consultant's Automobile Liability, Professional 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 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. 9.4 Acceptabilitv 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 Covera�e. 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. Professional Services Agreement—Tripepi Smith and Associates, Inc. Executive Recruitment Services Page 6 of 10 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 effected by serving a notice of termination on the Consultant 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: Angela Pashon, or his/her designee 509-545-3458 525 N 3rd Ave Pasco,Washington 99301 G>ashona`ii; asco-wa.,�ov (e-mail address) 14.3.2 For the Consultant: Ryder Todd Smith, or his/her designee 626-536-2173 PO Box 52152 Professional Services Agreement—Tripepi Smith and AssoCidtes, Inc. Executive Recruitment Services Page 8 of 10 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 effected by serving a notice of termination on the Consultant 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: Angela Pashon, or hislher designee 509-545-3458 525 N 3`d Ave Pasco, Washington 99301 pashona cr��asco-wa.�ov (e-mail address) I 4.3.2 For the Consultant: Ryder Todd Smith, or his/her designee 626-536-2173 PO Box 52152 Professional Services Agreement—Tripepi Smith and Associates, Inc. Executive Recruitment Services Page 8 of 10 Irvine, CA 92619 �,��derrr�;tri}�e��7ismith.com (e-mail address) 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 Washington and it is agreed by each party hereto that this Agreement shall be governed by the laws of the State of Washington. 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 pursuant to RCW 7.04A,as amended,with both parties waiving the right of a jury trial upon trial de novo, with venue placed in Pasco, Franklin County, Washington. The substantially prevailing party shall be entitled to its reasonable attorney fees and costs as 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. 17. Inte�ration. 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 PASCO,WAS GTON CONSULTANT �- � �� :� Adam Lincoln, City Manager Ryder Tod Smith, President ATTEST: �( Debra C. Barham, City Clerk APPROVED AS TO FORM: Professional Services Agreement—Tripepi Smith and Associates, Inc. Executive Recruitment Services Page 9 of 10 . Kerr Ferguson , LC, City Attorney Professional Services Agreement—Tripepi Smith and Associates, Inc. Executive Recruitment Services Page 10 of 10 �x��.���-� � (� TRIPEPI SNilTH •••TALENT SOI.UTlf3NS� Exhibit A: Scope of Work City� Washi ngton EXECUTIVE RECRUITMENTS Economic Development Director Deputy City Manager � TRIPEPI SMiTH � City of Pasco/Scope of Wark TABLE OF CONTENTS A) SCOPE OF WORK...................................................................................3 B) COSTS .....................................................................................................6 C} REPORT/RESPONSE TIME....................................................................8 D}AVAILABILITY..........................................................................................9 E) PROJECT TEAM....................................................................................10 � - CREATIVE SERVICES•Communication•Web•Social Media•Photography•Video•Design 2 TRIPEPI SMiTH � City of Pasco of Vl�ork A) SCOPE OF WORK Talent Quest Our Talent Quest option provides the most comprehensive level of traditional search services, with our TS Talent Solutions flair. Each Talent Quest is a dedicated journey to fill a specific executive or professional position. We will spearhead the entire process, with the City being as involved or hands-off as they like. Our work will include job description development, position brochure content development and graphic design, marketing the position, fielding candidate questions, evaluating and filtering down the candidates, facilitating interviews, completing background checks and negotiating compensation. p w. � r , Tripepi Smith will execute the following steps for the recruitment process: 1. Develop a Position Profile: TS Talent Solutions (TSTS)will meet with the City and appropriate stakeholders and to develop information regarding specific issues and opportunities facing the City, to determine the desired education, experience, and background of the sought-after candidate, and to identify the management skills and style desired in each candidate. From there, TSTS will develop a position profile that will act as the backbone to the recruitment. a. In positions that require City Council engagement, TSTS will act as the primary contact to the Pasco City Council; guide and advise them through the recruitment and selection process; and collaborate with the City Council, community, and key stakeholders (if requested) to obtain desired characteristics and develop an ideal candidate profile. 2. Outreach: TSTS will develop an advertising plan based on previous successes and will execute outreach and solicitation of individuals with superior qualifications to encourage them to become part of the pool of candidates. It is anticipated that this activity will range from the circulation of announcements in professional journals to extensive personal contacts with prospective candidates. a. TSTS will develop a recruitment brochure (see samples in Appendix C), timelines and related materials and conduct a comprehensive outreach and advertising campaign aimed at producing a diverse pool of the highest quality candidates. We will advertise the availability of each position to appropriate and diverse professional organizations, membership agencies, and publications. We will source job candidates through a number of different channels including proactively reaching out to candidates in the marketplace that may not be actively seeking the position and accessing the firm's network of qualified candidates and other best practice recruitment strategies utilized in the industry. CREATIVE SERVICES•Communication•Web•Social Media•Photography•Video•Design 3 TRIPEPI SMITH � City of Pasco/Scope of Work b. TSTS will execute outreach on national, regional, in-state or local elements as determined during the initial meeting with the City. c. TSTS, if requested as an add-on, will execute a community outreach and engagement project to assist with gathering community feedback on the selection of the open position. 3. Evaluate and Screen: TSTS will accept all applications and review, acknowledge and evaluate all resumes received based upon established criteria. a. TSTS will screen applicant resumes for conformance to required and desired qualifications and rate each accordingly. We will then conduct virtual interviews with the most qualified candidates and deliver a list of the top candidates to be interviewed for each recruitment. b. We will conduct background, criminal, credit, media and reference checks on select candidate(s) prior to consideration of extending an offer of employment. TSTS agrees to conduct third-party background checks on the final three to five candidates that advance to the council interview phase of the process. c. We will maintain appropriate communications and update applicants at each phase of the recruitment. 4. Interview: TSTS will complete personal interviews with top candidates, which will focus on an assessment of the candidate's skills, background, and experience as well as an assessment of the candidate's interpersonal skills. Additionally, we will develop recommended interview questions and rating criteria and forms for City review and editing, if needed. a. TSTS will coordinate the selection process and related materials to include a comprehensive oral panel interview with Pasco staff. We will also make arrangements to schedule interview activities and travel arrangements for top candidates per the City of Pasco specifications. b. Depending on the position, TSTS will provide recommendations for community stakeholder involvement to elicit diversity in the process (i.e. interview panel participants). 5. Notification: TSTS will notify all candidates who are not selected of the results. The City will make the job offer to the final candidate. a. TSTS will n�tify all candidates not selected of the City's decision to not move forward. b. TSTS will assist in contract negotiation making recommendations regarding the terms of employment. Throughout the recruiting process, TS Talent Solutions will provide a bi-weekly update to the appropriate staff noting the status of the work, the number of candidates, and expectations for the next two weeks. CREATIVE SERVICES•Communication•Web•Social Media•Photography•Video•Design 4 TRIPEPI SMITH � Ciiy of Pasco Scope Work Optional Add-On: Community Outreach The City may desire to conduct community outreach and public involvement in the selection process. The options can range from a simple survey form on a website to an in-person community forum to discuss the role and the kind of criteria the City should consider for the selection process. Options include: • Survey and Support for Marketing of Survey Participation • Zoom-Hosted Focus Group with City-Identified Participants • In-Person Focus Group with City-Identified Participants • 1.5-hour In-Person Community Town Hall Forum Facilitation Optional Add-On: Culture Curation Defining and curating talent is critical to building strong teams. Culture is the management that exists when managers are not around. Cities need to define their work culture and wear it on their sleeves during the recruitment process. Doing so reduces turnover and helps the agency stand out from the crowd of competing public agencies seeking talent. TS Talent Solutions works with organizational leadership to define the culture, identify culture-building moments, and document cultural icons within the city staff ranks. Research & Planning 1. Staff Meeting: TSTS will host a staff meeting to define key performance indicators (metrics, goals and timelines), review project management processes and tools and ensure each team member has a full understanding of their responsibilities. 2. Department Interviews: TSTS will meet with each City department to inquire about recruiting needs and determine what"sells"for the professions within each department. 3. Employee Survey: TSTS will conduct an employee survey to determine unique branding attributes and key marketing messages. Brandirt�g 4. Concept Development of Cohesive Brand Strategy: Based on observations found through research and planning, TSTS will develop a cohesive brand strategy that is consistent with the City and different from surrounding communities, then hone it specific to recruiting at the City. 5. Branding Design: TSTS will develop five brand pillars, a general brand statement and a tagline. Digital content will be available for use in a variety of inethods such as print and social media. 6. Linkedln Re-Vamp: TSTS will review and analyze the City's current Linkedln efforts. Based on observations, TSTS will make recommendations on how to improve efforts and execute as needed. 7. Website: TSTS will review and analyze the City's HR landing page and execute on improvements. CREATIVE SERVICES•Communication•Web•Social Media•Photography•Video•Design �J TRI PEPI SM ITH � City of Pasco 1 Scope of B) COSTS Each Talent Quest level recruitment will be a complete and comprehensive search to present the City of Pasco with the most capable, talented candidates available. The fee to perform each search will be $19,50U (plus expenses), for an of$29,500. Top candidates will be subject to education verifications, DMV, civil and criminal background checks and credit checks. Fees will be collected in three installments as follows: 1. Upon execution of the Agreement - $6,000 2. Following Presentation of Candidates - $6,000 plus expenses 3. Upon Acceptance of Offer- $7,500 plus any remaining expenses �► . . Executive/Professional Recruitment $19,500 Fixed Cost Estimated Job Advertisement Expenses $3,000 Estimated Estimated Candidate Travel/Accommodation Expenses $5,000 Estimated Estimated TSTS Travel/Accommodation Expenses $2,000 Estimated PROJECT TOTAI $29,500 Expenses are expected to be about $10,000 for posting to various digital job boards and hotspots popular with local government agencies, third-party services related to background checks and expenses related to travel and accommodations for TSTS' Cathy Thompson and candidates. TSTS will bill the City for the cost of applicant travel and accommodations. If expenses appear to exceed this budget, TSTS will discuss that budget risk with the appropriate City staff and seek authorization before exceeding the budget. Add-On Options (Optional) Community Outreach Survey $1,000 Fixed Cost* (Optional) Community Outreach Zoom Focus Group $2,250 Fixed Cost* (Optional) Community Outreach In-Person Focus Group $4,000 Fixed Cost* (Optional) In-Person Community Town Hall $4,750 Fixed Cost* (�ptional) Culture Curation Package $17,500 Fixed Cost CREATIVE SERVICES•Communication�Web•Social Media•Photography•Video•Design $ TRIPEPI SMITH � City Pasco Scope of Work Fees for the Community Outreach options will be billed upon completion. Feed for the Culture Curation package will be collected in three installments as follows: 1. Upon execution of the Agreement- $5,000 2. Following execution of Research & Planning-$5,000 3. Upon completian of Branding &Website Re-Vamp -$7,500 *P/ease note, any fees paid to market, push or promote with online or print advertising shal!be paid by the City. Tripepi Smith Talent Solutians' Guarantee The TSTS team guarantees industry-standard services. If within one year following the appointment, the selected candidate resigns or is terminated for cause, our team will conduct another search free of professional services charges. However, the City of Pasco will cover expenses related to the recruitment, including advertising fees, background check fees and travel costs. Secondary Placement Costs The City may source additional talent from the pool of candidates that TSTS identified in the course of our search process. Should one of these professionals subsequently be hired by the City within a one-year period of the hiring of the original position, TSTS will be paid $2,500 once that person begins with the City. Time 8 Materials (Ad Hoc) Work Tripepi Smith will use the following information and rates to price additional work outside of the scope of services outlined above. Time at Tripepi Smith is billed in 15- minute increments— i.e. we invoice our time in the following examples: 1.25, 0.75, 4.0 or 6.5 hours. . - . Principal '� � �� Director/Art Director � �� Senior Business Analyst '� �� Business Analyst '� � �� Junior Business Analyst '�' �� Senior Graphic Designer '� •� �� Graphic Designer '� � �� Junior Graphic Designer ' ' �� CREATIVE SERVICES•Communication•Web•Social Media•Photography•Video•Design 7 TRIPEP! SM1TH � of Pasco/Scope of Work C) REPORT/RESPONSE TIME TS Talent Solutions' proposed schedule for each recruitment is below. The proposed schedule includes approximately twenty (20)weeks of recruitment activity; however, this can be adjusted if the City would prefer a different process. The final schedule will be developed upon finalization of an Agreement between Tripepi Smith and the City of Pasco. Talent Quest Recruitments Durativn: �20 weeks Weeks 1-2 Kickoff meeting with City staff& key stakeholders Week 3 Development of Position Profile Weeks 4-6 Development of Advertising Plan & Recruitment Brochure Weeks 7-10 Outreach, Recruiting & Networking Campaign Weeks 11-13 Candidate Assessment & Preliminary Candidate Interviews Week 14 Selection and Presentation of Top Candidates Weeks 15-20 Candidate Interviews/Negotiations CREA7IVE SERVICES•Communication•Web•Social Media•Photography•Video•Design 8 TRIPEPI SM1TH � City a Pasc�/Sct�pe of Work D) AVAILABILITY TS Talent Solutions is available and ready to commence this work immediately. Communication Plan Tripepi Smith begins all engagements with a kickoff meeting with the client to: introduce personnel to one another, define Key Performance Indicators (metrics, goals and timelines); review project management processes and tools; and ensure each team member has a full understanding of their responsibilities. Tripepi Smith primarily uses the following tools to manage projects: • Google Suite for email, creating real-time collaborative documents, and instant messaging; • Zoom for conference calls; • Sprout Social for social media management; • Meltwater for social media and media monitoring; • Mavenlink for project/task management, internal project status updates, and time entry. These project management tools enable project manager(s)to quickly determine a projecYs budget status, review the schedule of tasks and send rapid notifications to the whole team if issues arise. The City may contact Kylie Sun, lead project manager, with any questions, requests or issues. Kylie will then swiftly relay instructions to the rest of the team. Should a serious issue arise that could impact a deliverable, she will arrange a meeting with all team members to discuss potential solutions. CREATIVE SERVICES•Communication•Web•Social Media•Photography•Video•Design 9 TRIPEPI SMITH � City of Pasco/ Sco�e oi Work E) PROJECT TEAM It is anticipated that Kylie Sun, Business Analyst at Tripepi Smith and TSTS lead, will be the project lead. Kylie will handle logistics, coordination and project management. Principal Ryder Todd Smith will be tapped for strategy on positioning the opportunities and leveraging his extensive network and relationships in the local government community. Director Cathy Thompson will be the lead and face of all executive recruitments. Cathy's years of experience and approachable personality make her a strong partner for the City of Pasco. Senior Graphic Artist Sara Madsen will design all the visual assets. Tripepi Smith is a collaborative firm, with many available skill sets. Resources will be brought to the table when necessary to aid the City of Pasco in attracting qualified candidates. � �� � ` i � � Ryder Todd Smith Cathy Thompson Principal Director& Lead Recruiter � � ' �� .�, , . . � /�'�+r �I- i � � ' .` I E � �■ Kylie Sun Sara Madsen Business Analyst Senior Graphic Artist CREATIVE SERVICES•Communication•Web•Social Media•Photogiaphy•Video•Design �� TRIPEPI SMiTH � Pasco I Scope of Work Team Details Ryder Todd Smith, Principal 7('. �II rI _j y/ Ryder has a mixed background in the worlds of government relations, technology and marketing. He served as the SVP of Operations and Chief Information Officer for a software- as-a-service startup in the financial services sector. Prior to that, he was the technology manager for a regional staffing firm. Ryder leads Tripepi Smith and is the ultimate project owner on all work handled by the firm. He is the creator of the City Internet Strategies Study, publisher of the Civic Business Journal, publisher of PublicCE4 and a frequent speaker on the local government circuit. His insights have been published in Western City and PM magazines. He volunteers his time as vice chair of the Rose Institute of State and Local Government Board of Governors and previously served as a Planning Commission for the City of Tustin. Ryder graduated from Claremont McKenna College with a Bachelor of Arts in Philosophy, Politics, Economics and a dual degree in Economics. Cathy Thompson, Lead Recruiter �O�C=- �'EGl��Jftl)?Cflf St1"c"�I[.'�V. �l'tE,'f�L'JE'4N11)C�. �..�1/1C�1C�E.7�6' f�'�VIE'V�f Cathy is a Human Resources Executive with over 27 years of experience in the public sector. She has served as Director of Human Resources and Risk Manager for the City of Norwalk, Interim Director of Human Resources/Risk Management for the City of Westminster and Interim Human Resources Consultant with the City of Pinole. While working in local government, Cathy has worked on challenging sta�ng issues including recruitment, labor negotiations and employee relations. She has been responsible for risk management, training and benefits administration and has served on City Budget Teams involved in the difficult task of right-sizing staff and balancing budgets. She has also directed multiple class and compensation studies during her tenure. Cathy has supported the following recruitments: • City of La Canada Flintridge, City Manager(current) • City of Bell, Community Services Director(current) � City of Manteca, Development of Recruitment Videos (current) • City of Fairfield, Parks & Recreation Superintendent (11/2022) • City of Fairfield, Finance Director(7/2022} • City of San Luis Obispo, Deputy Building Official (11/2021) Kylie Sun, Business Analyst _ >r�t. R�� iit���ei�f Su��j�o��t Kylie brings a diverse skillset to the team from her experience in several industries, such as litigation services, academic administration and music marketing. She graduated fram Biola University with a Bachelor of Science in Business Administration with a concentration in Business Management. She has a strong background in social media strategy, website development, writing and scheduling and high-volume operations due to her experiences as CREATIVE SERVICES•Communication•Web•Social Media•Photography•Video•Design 11 TRIPEPI SMITH � of�asco/Scope of Work Administrative Assistant at Biola University, Marketing Intern at Transparent Productions, Social Media Marketing Manager at TSE Worldwide Press and Operations Associate at TSG Reporting. Kylie has supported the following recruitments: • City of La Canada Flintridge, City Manager(current) • City of Bell, Community Services Director(current) • City of Morro Bay, Harbor Director(01/2023) • City of American Canyon, Finance Director (01/2023) • City of Fairfield, Parks & Recreation Superintendent (11/2022) • West County Wastewater District, Records Program Coordinator(06/2022) • City of Fairfield, Finance Director (02/2022) � City of San Luis Obispo, Deputy Building Official (11/2021) • City of San Luis Obispo, Diversity, Equity and Inclusion Manager(10/2021) � City of American Canyon, Parks & Recreation Director(10/2021) Sara Madsen, Senior Graphic Artist Rolc: Le�d De�i��a�.�r Sara is a talented graphic artist with a background in marketing and environmental sustainability, in which she earned her degree from San Diego State University. Her formal education in Visual Communications and passion for the environment led her to complete a Creative Design internship with ECOLIFE Conservation. During her time with the non-profit, she advanced her strategic approach to graphic design. As a continuation of her interest in non-profits, NGOs, and the public sector, Sara tackles graphic design, digital marketing and web development projects for clients and Tripepi Smith. Sara has supported the following recruitments: • City of Morro Bay, Harbor Director (01/2023) � City of American Canyon, Finance Director (01/2023) • City of Fairfield, Parks & Recreation Superintendent (11/2022) • West County Wastewater District, Records Program Coordinator(06/2022) CREATIVE SERVICES•Communication•Web•Social Media•Photography•Video•Design 12