HomeMy WebLinkAbout2014-102 Contract - WBCP Wendi Brown Creative Partners
Contract for PERSONAL SERVICES less than $35,000
CITY OF CONSULTANT: WBCP- Wendi Brown Creative Partners
ASHLAND CONTACT: Wendi Brown
20 East Main Street m
Ashland, Oregon 97520 ADDRESS: rvT d ordw0~ 501
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: 541.858.0378
DATE AGREEMENT PREPARED: 4/23/2014 FAX: 866.224.1423 II''BEGINNING DATE: 5/1/2014 COMPLETION DATE: $ 7D(T
COMPENSATION: The total fee for professional consulting for this search is $17,500. This includes all work outlined in Phases
I - IV in the proposal's scope of work, not including expenses. Consulting fees will be billed in thirds at the beginning, middle (short
list selection) and end of the recruitment process.
Expenses will be between $3,700 - $5,900 (not to exceed $5,900) and include advertising, brochure design, panel packet content,
delivery charges, fees for background checks, fee for one additional consultant to support the possible facilitation of multiple
interview panels (for day one), and consultant travel expenses. Expenses do not include print or postage for brochure, as it is
unlikely this will be needed as part of the advertising plan. Once we have conducted Phase I of the recruitment, WBCP will provide
an itemized list of advertising and marketing expenses for client approval.
SERVICES TO BE PROVIDED: WBCP will provide professional executive recruitment consulting services for the Ashland
Parks & Recreation Commission to find a qualified Parks & Recreation Director. A detailed recruitment strategy and timeline are
contained in the WBCP proposal submitted on April 2, 2014.
ADDITIONAL TERMS:
WBCP guarantees successful placement, and will provide continued consulting services (the City will be responsible for any
additional direct cost expenses) until successful.
If a candidate selected and appointed by the City terminates employment for any reason before the completion of the first year of
service, WBCP will provide the City with the necessary consulting services required to secure a replacement. Professional consulting
services will be provided at no cost to the City; however additional expenses will be covered by the Client.
FINDINGS:
Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and
determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor
resources to perform the services; (3) the statement of work represents the department's plan for utilization of such
personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient
to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints
provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein
is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specked
above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely
terminated, payments will be made for work completed and accepted to date of termination.
Contract for Personal Services, Revised 06/30/2013, Page 1 of 6
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City. '
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $19,825 or more, Consultant is required to comply with
chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees
performing work under this contract and to any Subcontractor who performs 50% or more of the service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not
limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services
attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations,
actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
C. For Cause. City may terminate or modify this contract, in whole or in part, 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:
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. 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 contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this contract. City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted
Contract for Personal Services, Revised 06/30/2013, Page 2 of 6
:against it.an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business
on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liabilitv insurance with a combined single limit, or the equivalent, of not less than:
$2,000.000, for each claim, incident or occurrence. This is to cover damages caused by error, omission or
negligent acts related to the professional services to be provided under this contract.
C. General Liabilitv insurance with a combined single limit, or the equivalent, of not less than: $2.000.000,
for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the
indemnity provided under this contract.
d. Automobile Liabilitv insurance: Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to
the City.
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and
non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish
acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of
the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further
liability to Consultant.
Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated by reference.
Contract for Personal Services, Revised 06/3012013, Page 3 of 6
Consultant: City of Ashl
By - % By G
ff AA II~ S~~igflnatu(ree Department Head
~/t/!G{'1Cif ~~Dc,f.yU ~tr~~u~i'(1Y~--
Print Name Print Name
Sam, ~IAnfi 01ghH
Title Date
W-9 One copy of a W-9 is to be submitted with LIP LIP 5;
the signed contract. Purchase Order No.
Contract for Personal Services, Revised 0 613 0/2 0 1 3, Page 4 of 6
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
X (1) 1 carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
_ L (2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
_ (5) Labor or services are performed for two or more different persons within a period of one
year.
(6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
C tractor (Date)
Contract for Personal Services, Revised 06/30/2013, Page 5 of 6
WBCP
W. BROWN CREATIVE PARTNERS
April 1, 2014
Tina Gray
Human Resources Manager
20 East Main Street
Ashland, OR 97520
Re: Parks Director, City of Ashland
Dear Cynthia:
It is our pleasure to submit this proposal for executive search services to secure your ideal
candidate to serve as Parks & Recreation Director.
Please see the proposed services that outline:
• Recommended search process
• Proposed timeline
• Consultant bios
• References
• Fee, expenses and guarantee
WBCP's has over 12 years of experience providing search services for organizations in California
and Oregon. We have successfully secured professionals for organizations in the valley such as,
Dogs for the Deaf, City of Grants Pass, Jackson County, and City of Central Point. In California we
have secured professionals from many diverse industries and clients, including: County of
Orange, County of Santa Barbara, County of Napa, City of Irvine and several national nonprofit
organizations.
We successfully filled several related positions for clients with similar community demographics
to Ashland:
• Parks Director, Santa Barbara County, CA
• Community Services Manager, City of Irvine, CA
• Community Development Director, Grants Pass, CA
It's been proven that great employees are looking for great employers; not just a paycheck. We
provide a broader perspective to recruitment services going beyond securing the ideal
candidate. We care how you are represented and brand your organization as an employer of
choice and boost your employer identification through eye catching marketing materials,
innovative and trending search practices and responsive and respectful communications with
your applicants and stakeholders.
Recrwtir:r 5011VZ 0n5; 8'~s+less Results.
Offices: Medford, 0regor, & Say to>,e, C2litor:?ita
541.858.0,'7' 3 8uG 929VOCP
WBCP has a 100% success rate securing candidates. In addition to our track record, we have
fantastic contacts that bring a network of resources including current, retired, and up-and-
coming leaders in public service. We also provide a two-part guarantee for our search services
(see details included in the proposal).
our references are solid and we highly recommend prospective clients contact our client list to
concur that WBCP provides one of the most affordable, world class services they have had the
pleasure of contracting. Attached to this email are work samples of recruitment brochures and
several testimonials from other clients.
I appreciate your consideration in retaining our services and hope to have an opportunity to
work with you in the future.
Best regards,
Wendi Brown
President, WBCP
Recruitipe? Soheeions, 9us(ness Results.
offices: Medford. Oregon h Sao Jose, California
541.858.0378 / 8GG, 929.WBCP
www. w brow! )creafi 9e. corn
PROPOSAL
0
WBCP
W. BROWN CREATIVE PARTNERS
Executive Search Services for
City of Ashland, Oregon
Human Resources Director
April 1, 2014
TABLE OF CONTENTS
SUBJECT PAGE
1. RECRUITMENT STRATEGY 1-2
II. CONSULTANT BIO 2-3
III. REFERENCES 3
IV. PROJECT TIMELINE 4
V. FEE, EXPENSES & GUARANTEE 5
Q
WB.CP
Recruiting Solutions, Business Results.
WBCP knows how to customize your search to meet your unique recruitment needs. We customize your
recruitment based on the specific needs, target audience and challenges for each recruitment.
1. RECRUITMENT STRATEGY
PHASEI
Client & Stakeholder Interviews
We require the Client and/or Search Committee, and others stakeholders identified by the Client, be
involved in the initial and final phases of the Parks and Recreation Director recruitment. These are critical
phases to ensure we obtain a clear sense of the priorities for this recruitment and the successful hire of the
right candidate. WBCP will meet with various stakeholders as warranted by the Client and the level of the
position in the organization. These meetings will allow us an opportunity to gather information, gain
knowledge about the organization, community and unique aspects of the recruitment to design the ideal
candidate professional profile, advertising materials, and strategic approach.
Feedback Outcome / Timeline Development
Following the Client/stakeholder meetings, we will develop a detailed timeline for the recruitment along
with a proposed advertising plan for approval.
Creative Development
immediately following the client feedback activities, we will draft the competencies for the recruitment and
advertising material/recruitment brochure copy for the Client's review. This information will summarize
what was learned from Client related interviews and be used to advertise the opening.
PHASE II
Marketing Strategy and Implementation
WBCP will execute a customized marketing/ad plan once the job announcement is created. An ad plan could
include the following (based on assumptions), and will be customized based on information gathered in
Phase I:
Online Advertising - Including local and statewide job boards, association, and other industry related
job postings targeting the ideal candidates, job boards that reach a desired geographic area and reach a
_ diverse ethnicity.
E-Direct Mail Advertising - including WBCP's current database of potential applicants, we have access
to other professional lists and will source other lists through associations, contacts, etc.
Sourcing/Head Hunting
WBCP will contact individuals targeted and generate new contacts through referrals made by respected
sources.
Communication with Client
Depending upon the wishes of the Client, we can provide regular updates on the progress of the search. We
tailor our communications in accordance with individual client needs.
PHASE III
Resume Assessment
WBCP will review resumes as they are received and/or at the close of the recruitment. Those candidates
determined to be the most highly qualified will be selected for a screening interview.
V j
WBCP
Screening Interviews/ Report to Client
WBCP does not restrict the number of applicants or candidates to be screened. Rather, we interview
candidates who meet our ideal candidate criteria; frequently this group amounts to 20 - 25 candidates, or on
average 20%ofthe applicant pool.
Following the completion of the phone screen interviews, we will develop a report of our recommended
short list candidates, which include: resumes, cover letters and a one-page profile summary of candidate's
professional history, including a brief overview of WBCP's assessment and the results of their phone
interview. We will meet with the selection committee/Client to review this report and select candidates for
interviews. In this meeting we will review the recruitment plan and discuss the final stages of the selection
process.
Communication with Candidates
WBCP will take responsibility for communicating with the applicants/candidates during each phase of the
search process and Client should refer any inquiries from potential or existing applicants directly to WBCP.
PHASE IV
Selection Process
WBCP will design and administer an appropriate final selection process based on the needs of the Client
(tailored to the need and recruitment). WBCP will facilitate the invitation and coordination of these
meetings/interviews and provide additional assessment tools/recommendations such as interview
questions, writing and presentation exercises, problem solving scenarios, etc.
Background & References
Following the interviews and the Client's top candidate(s) selection, we will assist the Client with facilitating
a thorough background and reference check. A typical approach includes a review of federal, state and
local criminal background check and academic verification by a licensed background agency. Reference
checks are conducted over the phone by a senior consultant and a final report is provided to the Client.
References are completed on candidate(s) being considered after initial/panel interviews.
Negotiations
Once the client reviews and is comfortable with the findings in the reports, and we are available to assist
with negotiations on compensation, benefits, start date and other transition details.
II. CONSULTANT'S BIO - WEND[ BROWN - Lead Consultant
I am the President of WBCP, an executive search, communications and strategy firm, serving clients in
Oregon, California and Texas. My team and I are passionate about helping organizations improve their
recruitment services, place great talent, redesign antiquated processes, and design and execute
communication campaigns.
I have 20 years of experience in marketing and advertising and combine this with my background in
recruiting to successfully place hard-to-fill, management, and executive positions. I have worked in various
industries advertising and public relations, national real estate franchisor, global manufacturing -and I
have worked with nonprofit and public sector organizations since 1999.
Formerly, I was an internal Human Resources Consultant for the County of Orange, California, providing
countywide communications, human resources, executive search and recruiter training services to the Chief
Executive/Human Resources Office and at that time 25 decentralized departments, with 17,000 employees,
serving a community of 300,000.
O 2
WBCP
I have a Bachelor's of Science in Business Administration with an emphasis in Marketing from Colorado
Technical University; earned several certificates in Project Management, Global Business, Marketing and
Human Resources; and working towards a Master's in Management at Southern Oregon University.
III. REFERENCES
Client Recruitments & Projects Contact Information
Santa Barbara County, Executive / Management Searches: Melissa Grisales, Assistant Human
California o Director of Social Services Resources Director
o Director of Planning and Dev. (805) 568-2819
o Director of Parks mgrisales@co.santa-barbara.ca.us
o Director First 5 (Executive)
o Deputy Director Community Services, Terri Maus-Nisich, Assistant County
Housing and Community Executive Officer (former Parks and
Development Recreation Director), County of Santa
o Medical Director Barbara
o County Surveyor tmaus@countvofsb.org
o Asst. CEO, SBCERS (Employees'
Retirement System) - current Jeri Muth, Human Resources Director
o Asst. Director, ADMHS 825-568-2816
o Asst. Human Resources Director imuth@co.santa-barbara.ca.us
o Chief Deputy, County Counsel and
County Counsel I, II, III, IV
o Fiscal and Policy Analyst - CEO
o Fire Division Chief, Admin. and
Support Services
o Many other positions
City of Grants Pass, o Community Development Director Karin Lange, Human Resources
Oregon Director
(541) 474-6360
klange(@Rrantspassoregon.gov
o Community Services Manager Jan Walden, Human Resources
City of Irvine, California (including parks and rec) Manager
o Public Communications Manager (949) 724-6277
o City Clerk !Walden@ci.iwine.ca.us
Edward James Olmos
Latino Public o Executive Director Chairman of the Board
Broadcasting Latino Public Broadcasting
Burbank, California laraza7@aol.com
Futures Without Violence o Chief Operating Officer/Chief Esta Solar, Founder/CEO
San Francisco, CA Financial Officer (41S) 252-8900 &
Formerly: Family Violence Laura Hogan, Former VP of
Prevention Fund Programs, The California
Endowment: 916-798-7265
Laura hogan 100@gmail.com
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WBCP
PROJECT TIMELINE
Below is a sample of an executive search timeline (may vary with client and position)
Timeline
Week of Recruitment Elements
• Secure services with search firm, W. Brown Creative Partners (WBCP)
Week 1 • WBCP: review search parameters and recruiting processes with Client
• Interview with hiring authority and other stakeholders for competencies
• Identification of advertising venues and ideal candidate prospects
• Calls, meetings, or coordination with other stakeholders for information gathering
Week 1- 2 • Develop and approvals: recruitment process, deadlines, ad plan and strategy, recruitment
timeline and brochure
• Print coordination (if applicable)
• OPEN RECRUITMENT: Implement marketing plan and direct mail (if applicable)
• Secure panel member calendars
Week 2 - 3
• Timeline may be extended if direct mail piece is included (i.e., print/postage)
• Finalize: panel members and interview logistics and invitations to panel members
Week 4 - 6 • Receive applications -Collect and source applicants will continue until recruitment closes
• CLOSE RECRUITMENT AND ADVERTISING
Week 7 - 8 • Conduct initial phone screen to identify short list of candidates
• Preliminary check on short list candidates (Google search)
• Candidate profiles developed and short list recommendations to client
MEETING - Client confirms selection of candidates to be advanced to panel interviews
Week 9 -10 • Finalize questions, presentation, in-basket (as determined)
• Coordinates invitations with selected top candidates (short list)
• Produce panel candidate interview packets
WBCP facilitates interview process - Interview process will be customized based on client
and community needs:
• Day 1: Panel Interviews Conducted;
Week 10 -11 • Day 2: 2nd Interviews with executive leaders;
• Yd interviews may be scheduled as needed with Boards/Commissions, etc.;
• As needed schedule staff and/or community discussions/meetings
• WBCP conducts background and reference checks (backgrounds may be conducted by
5 days Client if current contract exists)
• WBCP conducts full reference checks for candidate(s) selected for Board/Commission
interviews; or when Client is interested in making an offer
HIRE
Hire • Hire date to accommodate possible candidate relocation
Negotiations • Client (WBCP available to assist in process) conducts offer and facilitates salary
negotiations with preferred candidate
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WBCP
IV. PROFESSIONAL FEES & EXPENSES
The total fee for professional consulting for this search is $17,500. This includes all work outlined in Phases I
- IV in the proposal's scope of work, not including expenses. Consulting fees will be billed in thirds at the
beginning, middle (short list selection) and end of the recruitment process.
Expenses will be between $3,700 - $5,900 (not to exceed $5,900) and include advertising, brochure design,
panel packet content, delivery charges, fees for background checks, fee for one additional consultant to
support the possible facilitation of multiple interview panels (for day one), and consultant travel expenses.
These expenses do not include print or postage for brochure, as it is unlikely this will be needed as part of
the advertising plan. Once we have conducted Phase I of the recruitment, we will provide an itemized list of
advertising and marketing expenses for client approval.
NOTE: To date WBCP has never exceeded proposed expenses and regularly come well within the maximum
proposed amount. We are mindful and good stewards of our client's funds and use affordable options
whenever available during all phases of the recruitment process.
Guarantee
(1) We guarantee successful placement, and will provide continued consulting services (however, client will
pay for any additional direct cost expenses) until we are successful.
(2) If a candidate selected and appointed by the Client terminates employment for any reason before the
completion of the first year of service, WBCP will provide the Client with the necessary consulting
services required to secure a replacement. Professional consulting services will be provided at no cost
to the Client; however additional expenses will be covered by the Client.
CLIENT APPROVAL
SIGNATURE DATE
O 5
WBCP
CITY RECORDER Page 1 /A
ASHLAND PARK COMMISSION
20 E MAIN ST. =PO NUMBER,
ASHLAND, OR 97520 5/28/2014 00352
(541)488-5300
VENDOR: 004480 SHIP TO:
WBCP, W BROWN CREATIVE PARTNERS
2691 ELLIOTTAVE
MEDFORD, OR 97501
FOB Point: Req. No.:
Terms: net Dept:
Req. Del. Date: Contact: Tina Gray
Special Inst: Confirming? NO
QuantIty4 ~~Umt
fa UnitPrice ~ ,'~',Ext Price
Professional Recruitment Services for 23,400.00
Parks Director
Fee $17,500
Expenses NTE $5,900
Contract for Personal Services
Beqinninq date: 05/01/2014
Completion date: September 1, 2014
SUBTOTAL 23400.00
BILL TO: TAX 0.00
FREIGHT 0.00
TOTAL 23,400.00
Account Number.' Project Number'. " i. `Amount - Account Number Project Number' ' Amount
E 211.12.02.01.60410 23 400.00
A orized Signature VENDOR COPY
F0 RM#3 CITY OF
ASHLAND
REQUISITION Date of request: ffl-
Vendor Required date for delivery:
Name WBCP - Wendi Brown Crantiva Partners
Address, City, State, Zip 2691 Elliott Ave. Medford. OR 97501
Contact Name & Telephone Number Wend! Brown 541-858-0378
Fax Number Fax: 866-224-1423
SOURCING METHOD
❑ Exemot from Competitive Biddinq ❑ Emeroencv
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ VerballWritten quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement / 't/11 ❑ Sole Source Contract #
GOODS & SERVICES -o ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100,006 ❑ Written quote or proposal ait~d Agency
❑~("dtten quotes and solicitation ttache ~ El Form #4, krsonal Services $5K to $75K Contract #
PERSONAL SERVICES p~ 4c--7 Er Special Prourement/ Intergovernmental Agreement
55,000 to $75.000 ❑ Form #9, Req ` t fo Approval ❑ Agency
❑ Less than $35,000, by direct appointment Date original contract approved by Council:
j Written quote or oposaLattache , Date
(3) Written proposals/written solicitation/ Date approved by CC hR ( )
Form #4, Personal Services $5K to-$75K Valid until: !1 1 Date
Description-of-SEJVICES Total Cost
,$17,500 feeti+ exp NTE $5,900
Professional Recruitment Consulting for Parks Director $23,400 ;
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
<SO!TACdoST' ;
❑ Per attached quotelproposal $_2
r
Project Number______•___ AccountNumber'7//- /;Z '21 O 0~x'p e>
-
Account Number Account Number
'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
i irector Date Support-Yes/No
By signing this requis lign form, I c rt' that the City's public contracting requirements have been satisfied.
Employee: Department Head*
(E arfo-or greater than $5,000)
Department Manager/Supervisor: City Administrator. c c
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year: YES / NO
Finance Director- (Equalto orgreater than $5,000) Date
Comments:
Form 93 - Requisi0on