HomeMy WebLinkAboutProthman Company - Professional Service AgreementPERSONAL SERVICES AGREEMENT
PROTHMAN COMPANY
THIS AGREEMENT is made and entered into between the City of Pasco, a Washington
Municipal Corporation, hereinafter referred to as "City", and Prothman Company, hereinafter
referred to as "Consultant", on the ') day of 92023
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 December 31, 2023.
3. Compensation and Payment.
3.1 Payment for services provided hereunder shall be made following the performance
of such services. Such payment shall be full compensation for work performed or
services rendered, and for all labor, materials, supplies, equipment, and incidentals
necessary to complete the Project.
3.2 No payment shall be made for any services rendered by the Consultant except for
services identified and set forth in this Agreement except as may be authorized by
a written supplemental agreement approved by the City.
3.3 The City shall pay the Consultant for work performed under this Agreement upon
timely submitted invoices detailing work performed and expenses for which
reimbursement is sought. The City shall approve all invoices before payment is
issued. Payment shall occur within thirty (30) days of receipt and approval of an
invoice.
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3.4 The City shall pay the Consultant for all work performed and expenses incurred
under this Agreement, as follows.
❑ Hourly (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 [Exhibit 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
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 for the performance of its work and for the
execution of services at its own expense, and shall maintain its validity. Upon
request, the Consultant shall deliver to the City copies of these licenses, registration
documents, and permits or proof of their issuance or renewal.
4.4 Consultant shall maintain books, records and documents, which sufficiently and
properly reflect all direct and indirect costs related to the performance of this
Agreement, and shall maintain such accounting procedures and practices as may be
necessary to assure proper accounting of all funds paid pursuant to this Agreement.
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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 if this Agreement is terminated prior to its
completion, the work product of the Consultant, along with a summary of the
services performed to date of default or termination, shall become the property of
the City, and tender of the work product and summary shall be a prerequisite to
final payment under this Agreement. The summary of services provided shall be
prepared at no additional cost, if the Agreement is terminated through default by
the Consultant. If the Agreement is terminated through convenience by the City,
the City agrees to pay Consultant for the preparation of the summary of services
provided.
6. Public Records.
6.1 Consultant acknowledges that the City is an agency subject to 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
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records with a description of the reasons why additional time is needed. Such
additional time shall not exceed twenty (20) business days unless extraordinary
good cause is shown.
6.3 In the event the City receives a public records request for protected work product
of the Consultant within its possession, the City shall, prior to the release of any
protected work product or as a result of a public records request or subpoena,
provide Consultant at least ten (10) business days prior written notice of the pending
release and to reasonably cooperate with any legal action which may be initiated
by the Consultant to enjoin or otherwise prevent such release.
7. Independent Contractor Relationship.
7.1 The parties intend that an independent contractor relationship is created by this
Agreement. The City is interested primarily in the results to be achieved; subject
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.
7.5 Consultant as an independent contractor and not an employee shall not be entitled
to any employee benefits including but not limited to vacation time, sick leave, paid
time off, or paid holidays.
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8. Indemnification.
8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers,
officials, employees, and volunteers harmless from any and all claims, injuries,
damages, losses or suits including attorney fees, arising out of or resulting from the
acts, errors or omissions of the Consultant in performance of this Agreement,
except for injuries and damages caused by the sole negligence of the City.
8.2 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 caused by
Consultant's delayed or failed performance of Section 6 above.
9. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise
from or in connection with the performance of the work hereunder by the Consultant, its
agents, representatives, employees, or subcontractors. The Consultant's maintenance of
insurance as required by the Agreement shall not be construed to limit the liability of the
Consultant to the coverage provided by such insurance, or otherwise limit the City's
recourse to any remedy available at law or in equity.
9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types and
coverage described below:
9.1.1 Automobile Liability insurance covering all owned, non -owned, hired and
leased vehicles. Coverage shall be at least as broad as Insurance Services
Office (ISO) form CA 00 01.
9.1.2 Commercial General Liability insurance shall be at least as broad as ISO
occurrence form CG 00 01 and shall cover liability arising from premises,
operations, stop -gap independent contractors and personal injury and
advertising injury. The City shall be named as an additional insured under
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the Consultant's Commercial General Liability insurance policy with
respect to the work performed for the City using an additional insured
endorsement at least as broad as ISO endorsement form CG 20 26.
9.1.3 Workers' Compensation coverage 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;
9.3 Other Insurance Provision. The Consultant's Automobile Liability and
Commercial General Liability insurance policies are to contain, or be endorsed to
contain that they shall be primary insurance as respect the City. Any insurance, self-
insurance, or self -insured pool coverage maintained by the City shall be 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 Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A: VII.
9.5 Verification of Coveraae. 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.
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9.6 Notice of Cancellation. The Consultant shall provide the City with written notice
of any policy cancellation within two (2) business days of their receipt of such
notice.
9.7 City Full Availability of Consultant Limits. If the Consultant maintains higher
insurance limits than the minimums shown above, the City shall be insured for the
full available limits of Commercial General and Excess or Umbrella liability
maintained by the Consultant, irrespective of whether such limits maintained by the
Consultant are greater than those required by this Agreement or whether any
certificate of insurance furnished to the City evidences limits of liability lower than
those maintained by the Consultant.
9.8 Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract, upon which the
City may, after giving five (5) business days notice to the Consultant to correct the
breach, immediately terminate the Agreement or, at its discretion, procure or renew
such insurance and pay any and all premiums in connection therewith, with any
sums so expended to be repaid to the City on demand, or at the sole discretion of
the City, offset against funds due the Consultant from the City.
10. Nondiscrimination. In the performance of this Agreement, the Consultant will not
discriminate against any employee or applicant for employment on the grounds of race,
creed, color, national origin, sex, marital status, age or the presence of any sensory, mental
or physical handicap; provided that the prohibition against discrimination in employment
because of handicap shall not apply if the particular disability prevents the proper
performance of the particular worker involved. The Consultant shall ensure that applicants
are employed, and that employees are treated during employment in the performance of
this Agreement without discrimination because of their race, creed, color, national origin,
sex, marital status, age or the presence of any sensory, mental or physical handicap. The
Consultant shall take such action with respect to this Agreement as may be required to
ensure full compliance with local, State and Federal laws prohibiting discrimination in
employment.
11. Covenant Against Continp-ent Fees. The Consultant warrants that it has not employed
nor retained any company, firm, or person, other than a bona fide employee working
exclusively for the Consultant, to solicit or secure this Agreement; and that it has not paid
or agreed to pay any company, person or firm, other than a bona fide employee working
exclusively for the Consultant, any fee, commission, percentage, brokerage fee, gift, or
other consideration contingent upon or resulting from the award or making of this
Agreement. For breach or violation of this warranty, the City shall have the right to
terminate this Agreement.
12. Assignment and Subcontractin .
12.1 The City has awarded this Agreement to the Consultant due to its unique
qualifications to perform these services. The Consultant shall not assign (or
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subcontract other than as specifically identified in Exhibit A) its performance under
this Agreement or any portions of this Agreement without the prior written consent
of the City, which consent must be sought at least thirty (30) days prior to the date
of any proposed assignment.
12.2 Any work or services assigned or subcontracted hereunder shall be subject to each
Provision of this Agreement including Section 6, Public Records; Section 10,
Nondiscrimination; proper bidding procedures where applicable; and all local, State
and Federal statutes, ordinances, and guidelines.
12.3 Any technical or professional service subcontract not listed in this Agreement, must
have prior written approval by the City.
13. Termination.
13.1 Termination for Convenience. Either party may terminate this Agreement for any
reason upon giving the other party no less than ten (10) business days written notice
in advance of the effective date of such termination.
13.2 Termination for Cause. If the Consultant fails to perform in the manner called for
in this Agreement, or if the Consultant fails to comply with any other provisions of
this Agreement and fails to correct such noncompliance within five (5) business
days of written notice thereof, the City may terminate this Agreement for cause.
Termination shall be affected by serving a notice of termination on the Consultant
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:
Personal Services Agreement — Prothman Company
Executive Recruitment Services
Angela Pashon, or his/her designee
525 N 3rd Ave
Pasco, WA 99301
509-545-3458
pashona ,nasco-wa.gov (e-mail address)
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14.3.2 For the Consultant: Barry Gaskins, or his/her designee
371 NE Gilman Blvd., Suite 310
Issaquah, WA 98027
barry(41prothman.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.
lb. 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. Inteuration. 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 P SCO, WA INGTON
Adam Lincoln, City Manager
ATTEST:
CONSULTANT
�rr,La P4_ 4/27/2023
Sonja Prothman, Owner & CEO
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Debra C. Barham, City Clerk
APPROVED AS TO FORM:
PLLC, City Attorney
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Exhibit A
April 18, 2023
City of Pasco
Human Resources Director
Recruitment Services
Scope of Work
1. Develop a Tailored Recruitment Strategy
Project Review
The first step will be to:
♦ Review the scope of work and project schedule
♦ Review compensation and decide if a salary survey is needed
Information Gathering and Research
We will meet via Zoom/phone or travel to Pasco and spend as much time as it takes to
learn about your organization and the position we are recruiting for. We will:
♦ Meet with the City Manager, Assistant City Manager
♦ Meet with HR staff
♦ Meet with City Staff, as directed
♦ Meet with Stakeholders, as directed
Position Profile Development
We will develop a profile of your ideal candidate. Once the Position Profile is written and
approved, it will serve as the foundation for our determination of a candidate's "fit" within the
organization and community. Profiles include the following:
♦ A description of the ideal candidate's qualifications
• Years of related experience and ideal personality traits
♦ Organization -specific information
• Description of the organization, position, and key responsibilities
• Priorities and challenges facing the organization
♦ Community -specific information
♦ Compensation package details
♦ Information on how to apply
2. Identify, Target, and Recruit Viable Candidates
Outreach and Advertising Strategy
We recognize that often the best candidates are not actively looking for a new position
- this is the person we want to reach and recruit. We have an aggressive recruitment
strategy which involves the following:
♦ Print and Internet -based Ads placed nationally in professional publications,
journals, and related websites.
♦ Targeted Direct Mail Recruitment Brochures sent directly to hundreds of
city/county management professionals who are not actively searching for a new
position.
♦ Focused Candidate Outreach via thousands of emails and personal networking
from our database of city/county management professionals.
♦ Posting the Position Profile on Prothman's Facebook and Linkedln pages,
and on the Prothman website, which receives over five thousand visits per week
from potential candidates.
www.prothman.com 9 371 NE Gilman Blvd, Suite 310, Issaquah, WA 98027 4 206.368.0050
3. Conduct Preliminary Screening
Candidate Screening
Once the application deadline has passed, we will conduct an extensive candidate review
designed to gather detailed information on the leading candidates. The screening process
has 3 key steps:
1) Application Review: Using the Position Profile as our guide, we will screen the
candidates for qualifications based on the resumes, applications, and
supplemental question responses (to determine a candidate's writing skills,
analytical abilities and communication style). After the initial screening, we take the
yes's and maybe's and complete a second screening where we take a much
deeper look into the training, work history and qualifications of each candidate.
2) Internet Publication Background Search: We conduct an internet publication
search on all semifinalist candidates prior to their interviews. If we find anything
out of the ordinary, we discuss this during the initial interview and bring this
information to you.
3) Personal Interviews: We will conduct in-depth videoconference or in -person
interviews with the top 6 to 10 candidates. During the interviews, we ask the
technical questions to gauge their competency, and just as importantly, we design
our interviews to measure the candidate's fit within your organization.
Candidate Presentation
We will prepare and send to you candidate packets which include each candidate's
application materials and the results of the personal interviews and publication search.
We will meet via Zoom or travel to Pasco and advise you of the candidates meeting the
qualifications, our knowledge of them, and their strengths and weaknesses relative to fit within
your organization. We will give you our recommendations and then work with you to identify
the top 3 to 6 candidates to invite to the final interviews. We will discuss the planning and
design of the final interview process during this meeting.
4. Prepare Materials and Process for Final Interviews
Final Interview Process
The design of the final interviews is an integral component towards making sure that all
stakeholders have the opportunity to learn as much as possible about each candidate.
♦ Elements of the design process include:
• Deciding on the Structure of the Interviews
• Deciding on Candidate Travel Expenses
♦ Background Checks
Background checks include the following:
• References
• Education Verification, Criminal History, Driving Record and Sex
Offender Check
♦ Candidate Travel Coordination
After you have identified the travel expenses you wish to cover, we work with the
candidates to organize the most cost-effective travel arrangements.
♦ Final Interview Packets
The Final Interview Packets include the candidates' application materials and
sample interview questions and are the tool that keeps the final interview process
organized.
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♦ Final Interviews with Candidates
We will travel to Pasco and facilitate the interviews. The interview process
usually begins with a morning briefing where schedule and process will be
discussed with all those involved in the interviews. Each candidate will then go
through a series of one -hour interview sessions, with an hour break for lunch.
♦ Candidate Evaluation Session: After the interviews are complete, we will
facilitate the evaluation process, help the decision makers come to consensus,
discuss next steps, and organize any additional candidate referencing or interview
sessions if needed.
♦ Facilitate Employment Agreement: Once the top candidate has been selected,
we offer any assistance needed in developing a letter of offer and negotiating terms
of the employment agreement.
5: Warranty
Repeat the Recruitment
If you follow the major elements of our process and a top candidate is not chosen, we will
repeat the recruitment with no additional professional fee, the only cost to you would be for
the expenses.
6. Guarantee
Replacement Recruitment
Prothman will guarantee with a full recruitment that if the selected finalist is terminated or
resigns within one year from the employment date, we will conduct one replacement search
with no additional professional fee, the only cost to you would be for the expenses.
FEE & EXPENSES
Professional Fee
The fee for conducting a full recruitment with a one-year guarantee is $17,500. The
professional fee covers all Prothman consultant and staff time required to conduct the recruitment.
This includes all correspondence and three on -site meetings with the client, writing and placing
the recruitment ads, development of the candidate profile, creating and sending invitation letters,
reviewing resumes, coordinating and conducting semifinalist interviews, coordinating and
attending finalist interviews, coordinating candidate travel, professional reference checks on the
finalist candidates and all other search related tasks required to successfully complete the
recruitment.
Professional fees are billed in three equal installments throughout the recruitment, one at the
beginning, halfway point and after the final interviews.
Expenses
Expenses vary depending on the design and geographical scope of the recruitment. We do not
mark up expenses and we work diligently to keep expenses at a minimum and keep records of
all expenditures. The City of Pasco will be responsible for reimbursing expenses Prothman incurs
on your behalf. Expenses include:
• Trade journal, websites, Linkedln Boost, and other advertising ($1,400 - $1,900)
• Direct mail announcements ($1,800)
• Consultant travel: mileage at IRS rate, travel time at $45 per hour, lodging if required (approx.
$400 - $700 per trip)
• Background checks performed by Sterling (approx. $175 per candidate)
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Other Expenses
Candidate travel: We cannot approximate candidate travel expenses because they vary
depending on the number of candidates, how far the candidates travel, length of stay, if spouses
are included, etc. We will coordinate and reimburse the candidates' travel receipts and invoice
the City of Pasco for the expenditures.
Cancellation
You have the right to cancel the search at any time. Your only obligation would be the fees and
expenses incurred prior to cancellation.
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