HomeMy WebLinkAbout2016-287 Contract - WBCP - Wendi Brown Creative Partners
Contract for GOODS AND SERVICES less than $25.000
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CONTRACTOR:
WB(-'P - V'Vendi Brown Crea ive, cr
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ASHLAND
Wendi Brown
I T e T:
2 East Main Street
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Ashland, Oregon 97520 69t8 Lynn Lane
Telephone: 54`t/ 8-6002 ADDRESS: Central Point, OR 97502
Fax: 41/488-531 TELEPHONE: 5411 _85841376
1 1 41 -224-14231
IFAK
DATE ACRE MPJ RRERA= ELi:
BEGINNING DATE: 0 10 1,12 016 COMPLET 10IN DA-rE: 01/01!20
COMPE NATION- 'rof9 ssiona fey of 4fi17,~stJo ponses nat to exceed $5,900.
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GOODS AND SERVICES TO BE PROVIDED: Professional recruitr-a-entf£or.Administrative Services,/Finance Director
Recruitment methods and process outlined in WBCP proposal. Note: City change Job Title. from ACA to ,,drnin Services/Financ ' Dir,
ADDITIONAL TERMS:
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in the event o?`+confi:uts or aiisscrepnancie5 among the contfct°ci' dwctJn'3' nts the if of Ashland Gor€42C't far Goods wnd Serv:re5 evil) be prirrlar and take
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precedence, and any exhibits or ancillary a,nt3a~..,t. ~ or agreernc.ntr ~ ha~`ina rect;.n..~arr3r . or contrary provisions ;vi! be subordinate to and interpreted in, a
r am r that will not conflict with the s:lci i r, kmarr City of Ash,Ian 22r acawt-
NOW THEREFORE, pursuant to ANI 2.50,09 and after consideration of the rnutual covenants contained herein the
ITS' AND CONTRACTOR AGREE as follows-,
t. All Costs by Contractor, Contractor shall, provide all good's as so.eci>fed above and shall a. its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, of-lUi went and
materials required for the proper performance of such work.
. Qualified Work.: Contractor has represented, and by entering into this contract no.~,~ .repr`e~sentsr any N'
that ar~y personnel
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€[J assigned to the work required under this contract are fully qualified to perform tare work 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. Contractor must also maintain a current amity business license.
3. Completion Date: Contractor shall provide: all goods in accordance with the standards and specifications, no later.
than the date indicated agave, and start performing the pork Linder this contract by the beginning date indicated
above and complete the work by the com lefkon date indicated above,
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4. Compensation- City shall pay Contractor for the specified goods and fey, ariv work i:ier f need, irt$ gu~trr3 :post,; ar,d
expenses, the sum specified above. Payments shall be made within 30 days of the {Nate of the invoice. Should the
contract be preniata.rrely terminated, payments will be made for work completed and accepted to date of termination.
i Compensation randier this contract, including all costs and expenses of Contractor, is limited to $25,000,00, unless 0
separate written contract is entered into by the City. ~
i 5. Ownership of Documents, All docurnents prepared by Gontra ,tor PUrsuant to this contract shall he the property of
city.
. Statutory Requirements: ORS 27913220, 279B.226, 27 913,23(], 27913,235, ORS Chapter 244 and ORS 670.600, ar are
made part of this contract,
7. Living rage Requirements: If contractor is providing services under this contract and the arnount of this contract
is $20,283.20 or more, Contractor 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 vdork under this contract and to any subcontractor,
who performs 50':4 or more of the work under this contract. Contractor is also required to post the notice attached
i hereto as Exhibit B predominantly in areas where it will be searby all employees.
. Indemnification: Contractor- agrees to defend, indemnify and save City, its officers, employees and agents harmiess
fror-r-r any and all losses, claims, actions, costs, expenses. jr_rdginents, 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 contractor (including but not limited
j to, Contractor's employees, agents, and others- designated by Contractor to perform work or services :attendant to this
contract). Contractor shall not be held responsible for any losses, expenses clairn s, subrogations, actions, costs,
judgments. or other damages, directly, solely, and proximately caused by the negligence of City,
. Termination:
. Mutual inatior:
Consent. y ye b j ~^y'1 1
f Thi~:5 3,.t~X 1, b£G'.A~ be ~ contrtl Sti aa•'f' yypp.ay terminated '°kt a S.7E a'~241:1t.L. 14 consent oq~..(~1,.~ \ Lat time by t9 £L.2 CiI 1X1 £+:Y'~4
:~i of both ~'GSEa,ti .~e..3, r
b, CLt's,,Convenience. This contract may be tern-ninated at an tune b City upon 0 days' notice 'In. writing
and delivered by certified mail or in person.
G, For Cause. City may terminate: or modify this contrac=t, in vhoie or in part, effective upon delivery of
! written notice to Ontractor, Of- at sUch later date as may be established ~;r pity ~rnder airy of the followin
l_ _
Contract for Goods and Services Less than $15,noo, 06/30,_016, Pare 9 Of 5
conditions:
i. If City funding from federal, state, county or other sources is riot obtained and :continued at leve s
sufficient to allow for the purchase of the indicated quantity of sewices; 4
ii. If federal or state regulations or guidelines are modified, changed, or interpreted it such a way I
that the services are no longer alloviable 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 Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
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d. For Default or Breach..
i. Either City or Contractor may terminate this contract in the event of breach of the contract by
'oltrand irtior tlLe 1?r seeking te6rr~yrirtiorshall give
1~c tho oter"lr=
written tlreratlreyr(yris~r tosrtprclt
notice of t the breach intent to e,,rn3gS-1(.Are. If the party aQY:y c o.mi-nisgS. ing tS9e 101-each has riot
entirely cured the breach within 15 day of he ate of the InC)tice, or within Such fJther period <S j
the party giving the notice. may authorize w re gUire, then the contract may be terminated al
Wly
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time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Contractor°s performance of each and every obligation and duty under ~
this contract. City by,written notice to CY.cintr actor of default or breach. rr"azry at any firers terr?iinate
the whole or any part of this contract if Contractor fails to provide ser"Aces called fof by this
contract within the time specified herein or in any extension thereof,
iii. The rights and remedies of City provided irr this subsection (d) are not eXCIr.rsive and are in
addition to any other rights and fernedies provided by law o under this contract.
e. bli ationlLiabilit t of Parties. Termination or modification of this contract pursuant to subsections a, b; or
c above dull be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving 4a notice of termination (regardless whether such notice is
givers pursuant to subsections a, b, c or d of this section,, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of terrrrination, Further, upon termination,
Contractor shall deliver to City all contract docLiments, in orination, works-in-progress aril otb:er property tl,ar ne
would tg),e deliverables had 8y- ~ tii.~ii n'{ . cI.lJf
for ~fp AA be the i.+X,3i y~.on d~: C~\+Q ~w2retper, completed. City ~:I t ~~E3,~. ~ ~.yE,}f i'€jf~al~ work o`srk r~ i~4 pe[lou'r£.`ed pi1 tloF i. 4}
the termination date if such work was peiforrned in accordance with *e Contract.
10. Independent Contma for Status: Contractor is an independent Contractor and not an employee of the amity.
Contractor dull have the complete responsibility fat the performance of this contract.
11, Non-discrimination Certification: The Undersigned certifies that the undersigned Conti actor has not discriminated
against minoifty, women or ernerging small businesses eraterpri ses in obtaining any re wired subcontracts.
Contractor further cer.ifies that it shall not discriminate in the award of such subcontracts, if any, -rJhc Contractor
understands and acknowledges that it may be disqualified frorr bidding on this contract, including but riot limited to
City discovery of a misrepresentation of sham regarding a sorb :ontract or that the Bidde.f has violated any
requirement of ORS 279A, 110 or the adr-ninistrative rules ir~al,lf r 3e~atir-r the S,atUte. ~
12, Asbestos Abatement License: If seriuwe;d cinder ORS 468, 4,7 0. -ontractor or &IJbcarri.f ac-tor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts; Contractor, shall not assign this contract or subcontract any portion oi the work
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without the written consent of City. Any attempted assignment or suibc;ontract without ~~vritter consent of City shalfl; be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or SUbcontractors and of all
persons ernployed by therri, and the approval by City of any assigntnent err- subcontract shall not create any
E contractual relation between the assignee or subcontractor and City.
34. Use of Recyclable roduct : Contractor shall use recyclable products to the maxdn-rt.rr,a extent economically feasible
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in the performance of the contract work set forth in this document.
15, fault. The Contractor shall be in default of this agreement if Contractor_ co.minits any material breach or default of
any covenant, warranty, certification, or obligation if owes under the Contract; if it loses its RF status pursuant to ~
the R Rules or, loses any license, certtficate or Aeriific:ation that ;s required to perform the vv;c;: or to qualify as a
QRF if Contractor has qualified as aR R1 for this a` i-eer ens institutes an action for relief in anka"r,.E•p tu'g' or has ~
instituted against it an action for insolvency; makes a general assignment for the benefit of cieYditors, or ceases doing
r business on a regular basis of the type identified in its otalig.rtiONS r. nkie;r the, Coritr=-act; OF atterripts to aSS-Jgra rights ire,
or delegate duties cinder, the Contract.
3 16. Insurance. Contractor shall at its own expense provide the fo,IIowing insurance:
a. Worker's Compensation insurance in compliance with S 656.0 IT whic1h re i_rir es subject emploVers t.s 1
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provide Oregon workers' compensation coverage for all their scrbject workers
b. General Liabili insurance with a combined single limit, or the equivalent, of € of less than Enter one:
$200,000, $500,000., 1, 0 ,0000 or Not Applicable fo: each occurrences fc)r Bodily )njiury and Property
Damage.
c:. Automobile-Liability insurance with a cornbinc d ;jingle lirrait, or the equivalent, of not less th era Eraser Otte.
00,000, $500,000, `i-,0 0,000, or Not Applicable or each accident for Bodily Injury and Property Damage,
including co~~erac e Ior ca~~rne d hired of, non-ovoied vehicles,, as apfalicabie.
Contract for Goods and Services Less than $251,ono, 061301", '016, Page -t 5
d. Notice of cancellation or chan,ge~ There shall be no cancellation, material change, reduction of limits on
intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to
the City.
e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds can any insurance policies, excluding Workers'
Compensation, required herein but only with respect to Contractor's services to be provided under this Contract.
As evidence of the insurance coverages required by this Contrast, the Contractor shall furnish acceptable
insurance certificates prior to commencing work. under this contract. The contractor's insurance is primary and
non-contributory. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or ~
I entities are subject to the City's acceptance. If requested, complete copies of insurance polities, trust
j agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent
l deductibles, self-insured retentions and/or self-insurance.
17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without restart to any jurisdiction's conflict of laves, 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 Contractor 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 Mates District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personarn 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.
18. 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 'RIVER, CONSENT,
MODIFICATION OR CHANGE; IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THEME ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS MEAD THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. Nonappropriationr.s 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. Contractor
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 rather expenditure authority sufficient to allow j
City in the exercise of its reasonable administrative discretion, to continue to make payments Linder this contract. In 3
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
I contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further
' liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public; Contracting Officer is
required before any work may begin under this contract.
21. Certificatiop. Contractor shall sign the certification attached hereto as Exhibit,'A and herein incorporated by
reference:
Contracto " Cit"f Ashland ~ .
Y By
Department Head
Signature
4?Wt,t... :L..3.:.:`L,../Ee°..',_ ~._~;,Jii i~•"'f ^...1 j-..) u
Print Name Print carne
Title Date
-9 One copy of a -9 is to be submitted with
the signed contract. Purchase Order No.
Contract for Goods and Services Less than $25,000, 0613012016, 'age 3 of 5
,EXHIBIT A
T CERTIFICATIONSIREPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 farm 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 o 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:
'1) l 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.
(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) tabor 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.
X'
(6) l 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 o services to be provided.
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Contractor (Cate)
Contract for Goods and Services Less than $25,000; 06,30 2016, Page 4 of 5
EXHIBIT B
City of #4shsano,
~f
effective ingaging;
3MPer hour June 30, 2016
increases annually every June 30 by the
Consumer x
m o rticn of bcisiness c f their 401K .-,n(. lRS eligible
employer, i the rnp,o ler has cafete,;8 plans (inciludin
tell or more tEmployc-es, and c1ilVotare) benefits to the
tla received financial G1 .t1i l wages, received by
r
assistance for the r oja t or l the eniployee.
For all hoLtrs worked under a
Ld Vif 1 fro an F lJ;ty S,.,ia
service contract between their
em loyer are the City of <2 12 .
Ashland if the contract
exceeds $20,283.20 or € ore, if their employer is the City f
Ashland 1`1101r din rile: Pal kS
For all hours worked in a
month if the employee spends
50% or more, of the lr, calc~~la;in~~ the 1M.),
e mP1ov ee s tirnP. in tfi2d t m oE.fn add '
r ~n on ~rc~ject or emp~loyers may
1 of he lih Clare, retire MOni,
lain:
won= mom=
Cali the Ashland City ministr t `s office at 541-488-6002 o write to the CJty Administrator, City Hall,
0 East Min Street, Ashland, 97520 or visit the city's we i3e at
Notice to Employers- Th s notice must be pasted re ornin ntly in afeas iere it can be spin by all
CITE -0 F
7_ H L. A N D
Contract Tor Goods and Seri,=ices Leas than $25,000,06/3012016, _ :sae 5 of 5
August 29, 2016
Tina Gray
Human Resources Manager
20 East Main Street
Ashland, OR 97520
Re: Assistant City Administrator/Finance Director, City of Ashland
It is our pleasure to submit this proposal for executive search services to secure your ideal
candidate to serve as Assistant City Administrator/Finance Director.
Please see the proposed services that outline:
• Recommended search process
• Proposed timeline
• Consultant bios
• References
• Fee, expenses and guarantee
WBCP's has over 15 years of experience providing search services for organizations in California
and Oregon. We have successfully secured professionals and provided other consulting services
for organizations in the valley such as Cities of: Ashland (Parks Director), Grants Pass, Central
Point, Phoenix, and Medford. We have also secured several positions for Jackson County,
Community Works and Dogs for the Deaf.
In California we have secured professionals for many diverse industries and clients, including
Counties of Orange, Humboldt, Contra Costa, Marin, Santa Barbara, Napa, Stanislaus, Solano
and the Cities of Irvine, San Rafael and Calistoga; not to mention several national nonprofit
organizations.
We successfully filled several related positions for clients with similar community demographics
to Ashland:
• Assistant County Administrative Officer, Santa Barbara County, CA
• Chief Financial Officer, Marin County Employees Retirement Agency, CA
• Director of Finance, Jackson County, OR
• Chief Financial Officer / Chief Operations Officer, Futures Without Violence (formerly
Family Violence Prevention Fund), CA
• Finance and Contracts Managers, County of Santa Barbara, CA
• Assistant Chief Financial Officer, HHS, Marin County, CA
• Chief Financial Officer, Employment and Human Services, Contra Costa County, CA
• Assistant Director (fiscal oversight focus), Health and Human Services, Solano County,
CA
It's been proven that great employees are looking for great employers; not just a paycheck. We
market what is great about our clients beyond the paycheck. We brand your organization as an
employer of choice and boost your employer identification through eye catching marketing
materials, innovative search practices and responsive and respectful communications with your
applicants and stakeholders.
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).
We provide a fair and equal recruitment process that promotes diversity. In fact, because of our
ability to attract diverse audiences we were selected to fill several positions in two national
nonprofit Latino organizations.
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 again on this recruitment.
Best regards,
Wendi Brown
President, WBCP
PROPOSAL
Executive Search Services for
Assistant City Administrator /
Finance Director
August 29, 2016
I. RECRUITMENT STRATEGY 1-2
II. CONSULTANT BIO 2-3
III. REFERENCES 3
IV. PROJECT TIMELINE 4
V. FEE, EXPENSES & GUARANTEE 5
Recruiting Solutions Business saints.
WBC 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
PHASE I
We require the Client and/or Search Committee, and others stakeholders identified by the Client, be
involved in the initial and final phases of this recruitment. These are critical phases to ensure we obtain a
clear sense of the priorities 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.
Following the Client/stakeholder meetings, we will develop a detailed timeline for the recruitment along
with a proposed advertising plan for approval.
Immediately following the client feedback activities, we will draft the competencies for the recruitment and
advertising material/recruitment brochure 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
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:
- Including local and national 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.
- including WBCP's current database of potential applicants, we have
access to other professional lists and will source other lists through associations, contacts, etc.
WBCP will contact individuals targeted and generate new contacts
through referrals made by respected sources. WBCP is a linked in recruiter and we have access to over
350 million profiles via linked in to assist us in targeting ideal candidates.
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.
f .k
PHASE III
RESUPVIE ASJL. N
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.
CREENU
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% of the applicant pool. Following the completion of the phone screen interviews, we will
develop a report/recommended short list of 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 screen. 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.
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
f ; CT 5- E 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.
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.
Once the client reviews and is comfortable with the findings in the background and reference report, we are
available to assist with negotiations on compensation, benefits, start date and other transition details.
11. CONSULTANT'S BIO -
I am the President of WBCP, an executive search and human resources consultancy, serving clients in
Oregon and California. My team and I are passionate about helping organizations improve their recruitment
services, place great talent, conduct department assessments, redesign antiquated processes, revise job
descriptions, conduct salary and benchmark studies, etc. I have over 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.
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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
Assistant Chief Executive Office/Human Resources Director and at that time 25 decentralized departments,
with 17,000 employees, serving a community of 300,000. 1 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
Santa Barbara CoLint y, Executive / Management Searches: Terri Maus-Nisich, Assistant County
California o Director of Social Services Executive Officer (former Parks and
o Director of Planning and Dev. Recreation Director), County of Santa
o Director of Parks Barbara
o Director, Behavioral Wellness trnauscountyofsb.org,
o Director First 5 (Executive)
o Deputy Director Community Services, Jeri Muth
Housing and Community Dev Human Resources Director (retired
o Sr. Financial Analyst, CEO 12/2015)
o Medical Director ierrae99(-broad runner.com
o County Surveyor
o Asst. CEO, SBCERS (Employees' Melissa Grisales, Assistant Human
Retirement System) - current Resources Director
o Asst. Human Resources Director (805) 568-2819
o Chief Deputy, County Counsel and rrErisalesCc~a larbara,ca.us
County Counsel I, 11, III, IV
o Fiscal and Policy Analyst -CEO
o Many other positions
City of San Rafael Stacey Peterson
California o Public Works Director
o Economic Development and Human Resources Director
Innovation Director (assist) Stare .Peterson cit ofsanrafael.or
916-934-9453
Stanislaus County
California Cindy Thomlison
o Director of Behavioral Health and Deputy Executive Officer
Recovery Services Stanislaus County
o Public Health Official thorrflis22i~~y.cony
209-652-3357
City of Calistoga
Dylan Feik
California o Building Official (assist) dfeik @d.calisto a.r..a.us
707-942-2806
Latino Public Broadcasting Edward James 01mos
California o Executive Director Chairman of the Board
Latino Public Broadcasting
laraza7(@aol.com
3
Marin County, California o Director, Health and Human Services Dianne Omms
o Assistant Chief Financial Officer, HHS DOoms m.arincounty.org
o Assistant Chief, Information Services (415) 473-3045
& Technology
o CFO, MCERA Vicki Martinez; Health & Human Services
(HHS); Human Resources
415-473-2670
vmar'tir2ez n rin coon g
Jeff Wickman
Retirement Administrator
Marin County Employees' Retirement
Association One McInnis Parkway, Suite
100 San Rafael, CA. 94903
wickman ~nsarincount .or
415-473-3733 Office
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)
• WBCP: review search parameters and recruiting processes with Client
Week 1 • 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
• Develop and approvals: recruitment process, deadlines, ad plan and strategy, recruitment
Week 1- 2 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
4
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;
• 3rd 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
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 $4,500 - $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 one day panel facilitation and consultant travel expenses. These expenses could include an
affordable direct mail piece including postage and mailing. 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.
f 5
3 y...my,..,.k
Purchase Order
FAa Fiscal Year 2017 Page: 1 of: 1
- - = - - = = _ ? ~ -ACS
- _ - = = Pte:
B City of Ashland
L ATTN: Accounts Payable Purchase
L 20 E. Main Order # 402
Ashland, OR 97520
T Phone: 541/552-2010
0 Email: payable@ashland.or.us
V WBCP, W BROWN CREATIVE PARTNERS H C/O Human Resources Division
E 2691 ELLIOTT AVE 1 20 East Main Street
N MEDFORD, OR 97501 P Ashland, OR 97520
0 Phone: 541/552-2110
R TT Fax: 541/488-5311
al~n - OT Pfi n J um~b =fns- ~ nm n ~ = - - -
541 858-0378 Tina Gray
11/02/2016 2087 FOB ASHLAND OR Cit Accounts Payable
Professional Recruitment
1 Professional Recruitment Services 1 $17,500.0000 $17,500.00
2 Expenses NTE $5,900 1 $5,900.0000 $5,900.00
Contract for Goods and Services
Beginning date: 09/01/2016
Completion date: 01/01/2017
GL SUMMARY
L 014900 - 604100 $23,400.00
P
YAuthorized ~ignature _ RIF $23,400.00
FORM #3 CITY OF
ASHLAND
REQUISITION Date of request:
Required date for delivery:
Vendor Name ) , a; N (I i % s 'v-e F4 E~ C26
City, State, Zip 0
Contact Name & Telephone Number a ' l v r4,6 A r~2 ` N_ Wt/ Po I NT Fax Number 1, 0 91 V
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ 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 Attach co of council communication If council approval required, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
t(ONAL to 100,000 ❑ Written quote or proposal attached Agency
Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
SERVICES Intergovernmental Agreement
❑ Special Procurement ❑ Agency
$5,000 to $75,000 ❑ Form #9, Request for Approval Date original contract approved by Council:
Less than $35,000, by direct appointment ❑ Written quote or proposal attaches (Date)
- (3) Written proposals/written solicitation Date approved by Council: _ (Attach copy of council communication)
❑ Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
P -lift"
5W PC4
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
f SS.9✓
TOTAL COST
❑ Per attached quotelproposal $
9:5 14 G
Project Number _ _ _ _ _ _ - _ _ _ Account Number - - _i- LU
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:
IT Director Date Support -Yes / No
By signing this regquiition form, l certify that the City's public contracting requirements have been satisfied.
I ,
Employee: , /'Lv ~ Department Head: '
(Equal to or greater than $5,000)
Department Manager/Supervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year: YES / NO a, 6: ~ - 3 ;
Finance Direcf~' (Equal to or greater than 55,000) Date
Comments:
Form #3 - Requisition
ow 11
was
The City of Ashland i requesting proposals for
PROFESSIONAL RECR iT E T SERVICES
The City of Ashland, Oregon is requesting proposals from qualified firms or individuals with experience in the
development, design and implementation of a customized recruitment process for the position of Assistant
City Administrator/Finance Director.
PROJECT STATEMENT - Ashland's current Administrative Services/Finance Director will be retiring
September 30, 2016, and the City has determined the organization needs an Executive Manager to oversee
multiple City Departments with a strong emphasis on fiscal management. The City wishes to conduct a
national search to appoint a new Assistant City Administrator/Finance Director, and we hope to have a new
candidate in place by January 2017. The City is pursuing an interim Finance Director to assist in some complex
financing and assist with the upcoming budget process ensuring a smooth transition. The City is requesting
professional assistance to develop a recruitment strategy and selection process. The project scope will
include: Development of a candidate profile, creating a detailed recruitment schedule and a final screening
process to determine the best fit for Ashland. Consideration should be given to the methods necessary to
promote diversity and attract qualified candidates from varying Administrative and Financial backgrounds.
The successful proposer will work under the direction of the City Administrator with the assistance of the
City's Human Resources Department to create and develop a strategic recruitment process. The key
personnel assigned to the recruitment process must be available to manage and oversee the recruitment
process from inception to completion. A thorough professional reference check will be conducted on the
potential candidates being considered for interviews. A thorough background investigation on the finalist will
also be conducted and provided to the City. The successful proposer will also assist in the development of
interview questions that will enable the City to successfully choose the best "fit" for the organization.
The successful proposer will be selected based upon the proposed costs, experience of key personnel
assigned to this project, and a proven track record of successful recruitments for senior level staff with similar
community demographics to Ashland.
REQUIREMENTS - Please submit a proposal for providing recruitment services no later than 5:001PM,
Monday, August 29, 2016.
Proposals can be submitted by mail or email to:
Attn: Tina Gray, Human Resource Manager
20 E. Main Street
Ashland, OR 97520
Phone: (541) 552-2101
RFP - Recruitment Services, August 9, 2016, Page 1 of 2
Proposals should not exceed 5 pages and should include:
• Any details relevant to convey specialized experience in the area of recruitment services for an
Assistant City Administrator, Administrative Services Director or Finance Director.
• A brief summary of the consultant(s) who will be assigned to this project, including their individual
qualifications and professional record.
• A minimum of three references
• Outline your firm's approach to the recruitment for an Assistant City Administrator/Finance Director.
• The anticipated project schedule and timeline
• A fee schedule, including but not limited to the firm's hourly rates for the key personnel that will be
assigned to this project and an estimated maximum fee range that will apply to this project. In
addition, provide an outline of the anticipated reimbursable expense costs that will be incurred
during the recruitment. Billing terms and procedures should also be clearly defined.
EVALUATION PROCESS - The City's intent is to award the contract to the proposer who will best serve the
interests of the City of Ashland, taking into account price as well as considerations including, but not limited
to, experience, expertise, suitability and responsibility in the areas of professional recruitment services.
The City may elect to negotiate with a proposer to clarify its proposal or to effect modifications that will make
the proposal more acceptable or advantageous to the City of Ashland.
The City's intent is to make a final selection no later than September 13, 2016. Upon a successful contract
award, the City will enter into a contract with the successful proposer for professional recruitment services
with the understanding that work will commence immediately.
RFP - Recruitment Services, August 9, 2016, Page 2 of 2
August 29, 2016
Tina Gray
Human Resources Manager
20 East Main Street
Ashland, OR 97520
Re: Assistant City Administrator/Finance Director, City of Ashland
It is our pleasure to submit this proposal for executive search services to secure your ideal
candidate to serve as Assistant City Administrator/Finance Director.
Please see the proposed services that outline:
• Recommended search process
• Proposed timeline
• Consultant bios
• References
• Fee, expenses and guarantee
WBCP's has over 15 years of experience providing search services for organizations in California
and Oregon. We have successfully secured professionals and provided other consulting services
for organizations in the valley such as Cities of: Ashland (Parks Director), Grants Pass, Central
Point, Phoenix, and Medford. We have also secured several positions for Jackson County,
Community Works and Dogs for the Deaf.
In California we have secured professionals for many diverse industries and clients, including
Counties of Orange, Humboldt, Contra Costa, Marin, Santa Barbara, Napa, Stanislaus, Solano
and the Cities of Irvine, San Rafael and Calistoga; not to mention several national nonprofit
organizations.
We successfully filled several related positions for clients with similar community demographics
to Ashland:
• Assistant County Administrative Officer, Santa Barbara County, CA
• Chief Financial Officer, Marin County Employees Retirement Agency, CA
• Director of Finance, Jackson County, OR
• Chief Financial Officer / Chief Operations Officer, Futures Without Violence (formerly
Family Violence Prevention Fund), CA
• Finance and Contracts Managers, County of Santa Barbara, CA
• Assistant Chief Financial Officer, HHS, Marin County, CA
• Chief Financial Officer, Employment and Human Services, Contra Costa County, CA
• Assistant Director (fiscal oversight focus), Health and Human Services, Solano County,
CA
It's been proven that great employees are looking for great employers; not just a paycheck. We
market what is great about our clients beyond the paycheck. We brand your organization as an
employer of choice and boost your employer identification through eye catching marketing
materials, innovative search practices and responsive and respectful communications with your
applicants and stakeholders.
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).
We provide a fair and equal recruitment process that promotes diversity. In fact, because of our
ability to attract diverse audiences we were selected to fill several positions in two national
nonprofit Latino organizations.
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 again on this recruitment.
Best regards,
Wendi Brown
President, WBCP
PROPOSAL
Executive Search Services for
Assistant City Administrator /
Finance Director
August 29, 2016
SUBJECI.
I. RECRUITMENT STRATEGY 1-2
II. CONSULTANT BIO 2-3
III. REFERENCES 3
IV. PROJECT TIMELINE 4
V. FEE, EXPENSES & GUARANTEE 5
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
PHASE I
We require the Client and/or Search Committee, and others stakeholders identified by the Client, be
involved in the initial and final phases of this recruitment. These are critical phases to ensure we obtain a
clear sense of the priorities 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.
Following the Client/stakeholder meetings, we will develop a detailed timeline for the recruitment along
with a proposed advertising plan for approval.
Immediately following the client feedback activities, we will draft the competencies for the recruitment and
advertising material/recruitment brochure 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
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:
- Including local and national 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.
- including WBCP's current database of potential applicants, we have
access to other professional lists and will source other lists through associations, contacts, etc.
y. WBCP will contact individuals targeted and generate new contacts
through referrals made by respected sources. WBCP is a linked in recruiter and we have access to over
350 million profiles via linked in to assist us in targeting ideal candidates.
aka .FYr .
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.
,:1
PHASE III
k sy x~~-NT
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.
-0 T,
SCREENING IN- z-,-r,
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% of the applicant pool. Following the completion of the phone screen interviews, we will
develop a report/recommended short list of 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 screen. 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.
WBCP will Ytake 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
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.
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.
~~:G OT I I 3
Once the client reviews and is comfortable with the findings in the background and reference report, we are
available to assist with negotiations on compensation, benefits, start date and other transition details.
II. CONSULTANT'S BIO -
I am the President of WBCP, an executive search and human resources consultancy, serving clients in
Oregon and California. My team and I are passionate about helping organizations improve their recruitment
services, place great talent, conduct department assessments, redesign antiquated processes, revise job
descriptions, conduct salary and benchmark studies, etc. I have over 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.
2
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
Assistant Chief Executive Office/Human Resources Director and at that time 25 decentralized departments,
with 17,000 employees, serving a community of 300,000. 1 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
# gp
Santa Barbara County, Executive / Management Searches: Terri Maus-Nisich, Assistant County
California o Director of Social Services Executive Officer (former Parks and
o Director of Planning and Dev. Recreation Director), County of Santa
o Director of Parks Barbara
o Director, Behavioral Wellness tmaus countyofsb.org
o Director First 5 (Executive)
o Deputy Director Community Services, Jeri Muth
Housing and Community Dev Human Resources Director (retired
o Sr. Financial Analyst, CEO 12/2015)
o Medical Director ierrae99@roadrunner.c01r)
o County Surveyor
o Asst. CEO, SBCERS (Employees' Melissa Grisales, Assistant Human
Retirement System) - current Resources Director
o Asst. Human Resources Director (805) 568-2819
o Chief Deputy, County Counsel and mErisals(@co.santa-barbara.ca.us
County Counsel I, II, III, IV
o Fiscal and Policy Analyst -CEO
o Many other positions
City of San Rafael Stacey Peterson
California o Public Works Director
o Economic Development and Human Resources Director
Stacey. Pete rso n cit ofsanrafael.or
Innovation Director (assist) 916-934-9453
Stanislaus Count
California Cindy Thomlison
o Director of Behavioral Health and Deputy Executive Officer
Recovery Services Stanislaus County
o Public Health Official thory)lisoric@staiicoui)tv.com
209-652-3357
City of Calista a Dylan Feik
California o Building Official (assist) dfeik ~Pci.calisto a.ca.us
707-942-2806
Latino Public Broadcasting Edward Janes Olmos
California o Executive Director Chairman of the Board
Latino Public Broadcasting
laraza7 aol.com
3
Marin County, California o Director, Health and Human Services Dianne Omms
o Assistant Chief Financial Officer, HHS DOoms@niarincoutitV.org
o Assistant Chief, Information Services (415) 473-3045
& Technology
o CFO, MCERA Vicki Martinez; Health & Human Services
(HHS); Human Resources
415-473-2670
vmartinez marincount.or=
Jeff Wickman
Retirement Administrator
Marin County Employees' Retirement
Association One McInnis Parkway, Suite
100 San Rafael, CA. 94903
'wickrnan marincount or.
415-473-3733 Office
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)
• WBCP: review search parameters and recruiting processes with Client
Week 1 • 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
• Develop and approvals: recruitment process, deadlines, ad plan and strategy, recruitment
Week 1- 2 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
4
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;
• 3rd 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
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 $4,500 - $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 one day panel facilitation and consultant travel expenses. These expenses could include an
affordable direct mail piece including postage and mailing. 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.
10220 SW Greenburg Road phone: 503.620.1106
wal drop Suite 380 fax: w503.244.7431
ww.waldronbr.com
www.~dom
Portland, OR 97223
August 29, 2016
Tina Gray
Human Resources Manager
City of Ashland
20 E Main Street
Ashland, OR 97520
Dear Ms. Gray,
Waldron is pleased to submit this proposal to assist in the selection of a new Assistant City
Administrator/ Finance Director for the City of Ashland. We have been working within the public
sector for nearly 30 years and are well positioned to partner with you on this critical search.
We have provided services to many local communities and will leverage our knowledge and
expertise to bring forward a diverse pool of qualified candidates for consideration. Waldron
excels in the recruitment of candidates who share our client's vision and values. Collaboration,
transparency and stakeholder participation are key elements of our recruiting. We firmly believe
that this attention to our clients' needs and desires has been a major contributing factor to our
success.
We have a proven track record of recruiting and screening high quality, ethical, and
accomplished executive-level candidates for our clients to choose from that have demonstrated
long tenures. This is a testament of our ability to conduct a thorough organizational assessment,
provide sound judgment, and specifically match candidates to the needs of the organizations we
serve.
Our Portland Office would take the lead on this important search and I would serve as the Search
Lead. We have the team in place and the ability to focus on the City's needs.
Thank you once again for the opportunity. We look forward to partnering with the City of
Ashland.
Sincerely,
Heather Gantz
Branch Director
0
waldron
s
ova
CITY OF
ASHLAND
CITY OF ASHLAND
Heather Gantz
Branch Director
Executive Search
heathg~r@wa[dronhr.com
Seattle I Portland I San Francisco
503.620.1106
We are proud to be a C"
Waldron specializes in finding leaders who make transformative contributions to our clients' organizations,
preserve the best of their cultures and who stay committed for the long term. As a dedicated partner to
the public sector, we help to create impact by identifying, attracting and integrating effective leaders who
drive success in their communities.
Waldron has earned a strong reputation for success in conducting executive searches for key leaders and
board members, helping organizations fulfill their missions and mandates. We work closely with councils,
governing boards, staff leadership, financial sponsors and other key stakeholders to understand the context
in which our client organizations operate, as well as the culture into which a new leader must integrate. We
are known for our discretion, judgment, care and sound strategic counsel, combined with our state-of-the-
art candidate research and national networks across a number of relevant sectors. We have demonstrated
high efficacy with important projects where diligent use of sound process is critical.
In addition to our experience and the relevant networks that we can immediately access based on our current
and past search work, Waldron has invested heavily in developing a leading-edge research team which uses
the latest search methods in digital media, affinity groups, and other tactics to scan and target a broad and
diverse array of prospects. Of the leadership searches we have successfully completed locally in the past
five years, 57% of selected candidates were female, 18% were people of color, and 96% still remain with the
organization today. We are proud that our track record exceeds the national average, but also recognize the
need to continually strive for more inclusion. We proactively seek new venues for advice, partners, tools,
and approaches to advance this work across all of our searches.
y
z
Heather Gantz Robert Colichio Matt Jennings
Branch Manager Senior Consultant Research Associate
A human resource professional Robert will be actively involved As a research associate, Matt
with over 20 years of experience, in sourcing and research. He supports the executive search and
Heather successfully leads is a poised and self-assured conducts customized research for
executive searches for public professional with strong cultural candidate sourcing and outreach.
sector agencies, non-profit competence and hands-on He also provides data analysis
organizations, foundations, and experience partnering with of past research strategies to
select private sector clients. She business and community leaders. improve in-house efficiency.
is known for her thoroughness Robert has over five years of Before Waldron, Matt handled
as well as engendering trusting experience in human resources special analysis for several
relationships with both the client and public relations consulting. environmental organizations and
and candidate while providing He holds a BS from the University nonprofits. He holds a BA from
exceptional customer service of Oregon and an MBA from the University of North Carolina,
throughout the entire process. Portland State University.
City of Ashland - Assistant City Administrator/ Finance Director 1
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A distinctive part of our delivery model is our in-depth background discovery work. We interview
key stakeholders, including City leadership, staff members, Budget Committee members, and key
stakeholders, to ensure that we have a comprehensive understanding of the culture and operating
environment, selection criteria, geographical preferences, key issues and any concerns relating to the
position and organization.
What you can expect from us:
• Waldron representatives will meet with the City of Ashland's leadership to outline the project
plan and timeline.
• Waldron representatives will speak confidentially to anyone who will be included in the process
to gain input for the position profile (City leadership, City staff, and others as directed).
• Waldron will review documents related to the position such as strategic plans, marketing/
communications collateral, annual reports, budget documents, job descriptions and goals, among
others.
• Waldron will create a comprehensive position profile that addresses the priorities, responsibilities,
operational issues, education, training, competencies and other factors relevant to the position.
Another differentiating feature of Waldron's approach is our engagement with potential candidates
proactively, frequently and personally, using a variety of methods. Our background information gathering
informs the development of a custom database of targeted candidates for the position. We design a
recruiting strategy incorporating the organization type, position/title, and geographic parameters that
have surfaced in the discovery phase.
What you can expect from us:
• An open dialogue with you to guide and refine our outreach to ensure that we target the right
level and type of domain expertise.
• A targeted visibility campaign for position postings.
• A customized recruitment strategy and a target list developed using leading-edge research
technology, contemporary social networking techniques and engagement of our full-time,
dedicated in-house research team.
• Networking, collaboration and direct inquiries to prospects, with targeted distribution of the
position profile to high-potential candidates.
• Our approach is heavily recruitment driven and our success in bringing the best candidates forward
relies on our ability to discretely and directly solicit known, desirable candidates, in-person, by
phone, email and social media.
• Preliminary phone, video and in-person interviews with candidates.
• Initial backgrounding on candidates (online media searches, network contacts, etc.).
• Weekly confidential dashboard progress reports detailing our outreach efforts, titles and employers
of applicants and a list of high-potential candidates. No other firm offers this level of reporting
detail and transparency.
City of Ashland - Assistant City Administrator/ Finance Director 2
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Extensive recruitment, refinement, screening interviews, peer reviews and background research allows
us to bring the best prospects forward for your consideration. We use the position profile as our roadmap
to establish the assessment criteria for evaluating each candidate to ensure we bring forward leaders
with the skills and attributes required for success. Waldron uses a unique internal peer review process to
ensure the candidates presented to you meet or exceed qualifying standards. ALL candidates presented
will have had at least one interview with Waldron, whether they are internal or external candidates.
What you can expect from us:
• Waldron conducts interviews with high potential candidates and performs competency evaluations.
• Waldron will deliver weekly dashboards of all active candidates and their status.
• Candidate materials are compiled, delivered and presented.
• Waldron provides an assessment of each candidate's key strengths and potential weaknesses.
• Waldron representatives facilitate a discussion with you concerning the relative merits of each
high potential candidate.
• Finalists are identified during a work session with the City of Ashland's Leadership.
• All candidates are notified about their continuing status on a timely basis.
Waldron will work with the City of Ashland's leadership to select the top candidates as finalists.
We facilitate the involvement of the City leadership, staff members, and other stakeholders in the
interview process and drive completion by ensuring excellent project management through the
extension of an offer and acceptance.
What you can expect from us:
• Working with your team, an appropriate interview process is designed.
• Communication with all candidates about their continuing status, including respectful
notifications to unsuccessful candidates.
• All logistical arrangements for interviews and any desired follow-up such as on-site visits or
special additional meetings to close the process.
• Candidate materials are compiled and distributed to all interviewers and panelists.
• Orchestrate debriefing sessions to ensure all voices are heard.
• In depth reference checks are conducted with individuals who are or have been in a position to
evaluate each candidates' performance and behaviors in past professional roles.
• Waldron will facilitate formal background checks from a third party provider.
• Facilitation of the offer and negotiation process with selected candidates.
• Should you elect to not hire any candidates from the initial pool of finalists, Waldron will re-
open recruiting until an acceptable candidate is engaged.
City of Ashland - Assistant City Administrator/ Finance Director 3
Professional Services Fee: Our typical fee is one-third (33 1/3 percent) of the starting salary for each
position. In the interest of partnering with the City of Ashland, and our knowledge of the public sector,
Waldron proposes a flat fee of $30,000 for the Assistant City Administrator/ Finance Director search.
Expenses: Costs incurred by Waldron in the course of conducting the search are at the expense of the client.
Waldron will pre-approve expenditures over $1,500 and maintain accurate records at all times. Relevant
expenses include, but may not be limited to advertising the position, candidate travel, consultant travel,
and background checks.
Invoicing: Professional fees are invoiced in three equal installments during the course of the search. The
initial installment is invoiced at the time Waldron is engaged. The second installment is invoiced following
the Candidate Presentation. The final installment is invoiced at the conclusion of the search. Expenses may
be billed monthly. All invoices are due upon receipt by the client.
Early Termination: You have the right to cancel the search at any time, with 15 days notice to allow for an
orderly disengagement. Your only obligation to Waldron would be the fees incurred pro-rata and expenses
actually incurred through the search termination date. The fee is pro rated over a 90-day schedule for these
purposes. Cancellation must be in writing; via email is acceptable.
Guarantee: Waldron guarantees placement of a qualified candidate. Waldron will provide a one year search
guarantee of the selected individual. If the selected individual leaves the position for any reason other than
death, physical or mental incapacity or separation initiated by the client without cause, we will conduct
a replacement search on a cost-sharing basis at one third of the original search fee. Within the guarantee
period, Waldron must be notified in writing of a separation within 30-days of its occurrence.
Follow-Up: Waldron continues its involvement throughout the first year following the completion of the
search by conducting check-in meetings with the board and the candidate at the three months, six months,
and one-year marks.
N
Michael Brown, City Manager Bryan Cosgrove, City Manager WILSONVILLE
"I'll,
City of Hillsboro, OR City of Wilsonville, OR
503.681.6139, 503.570.1504
michael.brown@hillsboro-oregon.gov Hillsbo cosgrove@ci.wilsonvitte.or.us
Mina Hanssen, Mary Beth Altmann Hughes,
Human Resources Director
Human Resources Director f
City of Salem, OR City of Corvallis, OR C(JVA.T.S
503.588.6162 x7250 Y0' s t = 541.766.6902
mhanssen@cityofsalem. net marybeth.altmannhughes@corvatlisoregon.gov
Additional references available upon request.
City of Ashland - Assistant City Administrator/ Finance Director 4
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Week 1 Kick-Off
Kick-off meeting q
Gather input from leadership, staff and other key stakeholders
Discuss position profile
Refine research strategy
Week 4 Position Profile Development
Deliver draft position profile
Develop visibility campaign strategy
Week 5 outreach/Recruitment Phase
Launch visibility and outreach campaign
Targeted recruitment, networking and sourcing for referrals
Week 8 Mid-point status report and first dashboard; dashboards thereafter until presentation V
of candidates; continue screening and interviewing of potential candidates
Complete active recruitment phase. Interested candidates should provide materials
(cover letter and resume) by this time
Screening and interviewing in progress
Week 12 Candidate Presentation and Review
Deliver materials for candidates Waldron has shortlisted
Waldron presents candidates to City leadership and facilitates round table discussion
to determine which candidates will proceed for interviews
Week 13 Interview Phase
Final in-person interviews and candidate visits, with a debriefing sessions facilitated by
Waldron
Successful candidate selection; background check
Waldron assists with offer and negotiations as needed; notifies unsuccessful
candidates
City of Ashland - Assistant City Administrator/ Finance Director 5
BOB MURRAY
saocI ,T
August 24, 2016
Mr. Dave Kanner, City Administrator
City of Ashland
20 East Main Street
Ashland, OR 97520
Via email only to: dave.kanner@ashland.or.us; grayt@ashland.or.us
This letter is to express Bob Murray & Associates' interest in conducting the Assistant City
Administrator/ Finance Director recruitment on behalf of the City of Ashland, should the City decide
to retain an executive recruitment firm. Since the firm's founding in 2000, we have brought a results-
oriented approach to executive search. With a focus on providing quality service to public agencies in
the Western United States, Bob Murray & Associates emphasizes personal contact with clients and
candidates to ensure successful recruitments.
With a national network of contacts and unparalleled experience conducting successful recruitments,
Bob Murray & Associates is the West's premier executive search firm in terms of placing quality
candidates. We have also conducted numerous searches in the state of Oregon, which gives us a unique
understanding of your area that would be a tremendous asset when recruiting candidates on your
behalf.
Our firm has extensive experience in recruiting local government finance professionals. We are
currently conducting the City Controller search on behalf of the City of Inglewood, CA and the
Administrative Services Director search on behalf of the Metro Wastewater Reclamation District, CO;
we have recently completed the Assistant Director of Administration (Finance) recruitment on behalf
of the Santa Clara Valley Water District, CA; the Director of Finance recruitment on behalf of the
County of Sacramento, CA; the Financial Services Manager recruitment for the City of San Carlos;
and the Controller-Treasurer recruitment on behalf of the Bay Area Rapid Transit District (BART).
Other recruitments completed in the last 3 years include the Finance and Administrative Services
Director recruitments on behalf of the cities of Cotati and West Covina, CA; the Finance Director
recruitments on behalf of the cities of Alameda, Fairfield, Pico Rivera, and San Mateo, CA; the Chief
Financial Officer/ Financial Director and Assistant Chief Financial Officer recruitment on behalf of
the Las Vegas Valley Water District, NV; the Chief Financial Officer recruitment for the Recreation
Centers of Sun City West, AZ; the Director of Administration and Finance recruitment on behalf of
the El Dorado Hills Community Services District, CA; and the Administrative Services Director
recruitment on behalf of the City of Lincoln, CA. For a complete list of our previous recruitments for
finance executives, please refer to the attached Client List. Our extensive contacts and knowledge of
outstanding candidates will ensure you have a quality group of finalists from which to select the City
of Ashland's next Assistant City Administrator/ Finance Director.
Bob Murray & Associates' experience in the State of Oregon is diverse and will be an asset when
presenting opportunities to prospective candidates. We recently completed the recruitment for City
Manager on behalf of the City of Newberg. Our other most recent searches include the Police Chief
for the City of Klamath Falls, the Police Chief for the City of Lake Oswego, and the CEO/Executive
Director on behalf of Home Forward; we also conducted outreach efforts for the Police Chief
recruitment on behalf of the University of Oregon. In the past, we have conducted recruitments on
behalf of the cities of Albany, Ashland, Coos Bay, Eugene, Grants Pass, Gresham, Hillsboro, Lake
Oswego, Milwaukie, Roseburg, Salem, Springfield, and Tualatin; the counties of Benton, Deschutes,
Clackamas, Marion, and Washington; METRO, North Clackamas County Park and Recreation
District, Oregon Cascades West Council of Governments, Tualatin Valley Fire & Rescue, the
University of Oregon, and the Washington County Consolidated Communication Agency. Our
knowledge of your state, its issues, and its outstanding quality of life will be an asset in presenting this
opportunity to prospective candidates.
A significant portion of our process focuses on conducting thorough and confidential background
investigations of candidates to ensure that nothing about them is left undiscovered. We have candid
discussions with references who have insight into the candidate's experience, style and ethics; conduct
a search of newspaper articles; and later, run credit, crinunal and civil records reports on the top 2-3
individuals under consideration. This ensures that the chosen candidate will not only be an excellent
fit with the City of Ashland, but also that the selection will reflect positively upon your organization.
The consulting fee for conducting the Assistant City Administrator/ Finance Director recruitment
on behalf of the City of Ashland is $17,500 plus expenses. Services provided for in the fee consist of
all steps outlined below, including three (3) days of meetings on site:
Step 1 Developing the Candidate Profile
Step 2 Advertising Campaign and Recruitment Brochure
Step 3 Recruiting Candidates
Step 4 Screening Candidates
Step 5 Personal Interviews
Step 6 Public Record Search
Step 7 Recommendation
Step 8 Final Interviews
Step 9 Background Checks & Detailed Reference Checks
Step 10 Negotiations
Step 11 Complete Administrative Assistance
The City of Ashland will be responsible for reimbursing expenses Bob Murray & Associates incurs on
your behalf. We estimate expenses for this project not to exceed $6,900. Reimbursable expenses
include such items as the cost of travel; recruitment brochures; express mail delivery; clerical support;
placement of ads; education, credit, criminal and civil checks; and newspaper searches. Postage,
printing, photocopying and telephone charges are allocated charges included in the not-to-exceed
expense estimate.
We are prepared to start work on this assignment immediately and anticipate that we will be prepared
to make our recommendation regarding finalists within seventy-five to ninety days from the start of
the search.
Task: Week:
Contract Start Date: TBD
Initial Meeting(s): 1 week from contract start date
Our firm develops recruitment brochure: 2 weeks from contract start date
City approves brochure: 4 weeks from contract start date
job advertising and candidate sourcing: 8 weeks from contract start date
Our firm reviews application packets: 9 weeks from contract start date
Our firm conducts screening process: 10 weeks from contract start date
City approves candidates: 12 weeks from contract start date
City's interview panel convenes: 13 weeks from contract start date
Reference /Background Checks: 14 weeks from contract start date
Second Interviews by City, if necessary: 15 weeks from contract start date
Offer of Employment: 16 weeks from contract start date
Our process, our contacts, and our experience will ensure you have a quality group of finalists from
which to select your new Assistant City Administrator/ Finance Director. Should you have any
questions, please do not hesitate to call me at (916) 784-9080.
Sincerely,
1/a"~X
Valerie Gaeta Phillips
President
Bob Murray & Associates
REFERENCES
Clients and candidates are the best testament to our ability to conduct quality searches. Clients for
whom Bob Murray & Associates has recently conducted searches are listed below.
CLIENT.' City of Newberg, OR
POSITION.' City Manager
REFERENCE: Mayor Bob Andrews, (503) 537-1726
CLIENT.' Home Forward, OR
POSITION.' CEO/Executive Director
REFERENCE: Ms. Rebecca Gabriel, Director of Business Services, (503) 802-8502
CLIENT.' City of Cotati, CA
POSITION.' Finance and Administrative Services Director
REFERENCE: Mr. Damien O'Bid, City Manager, (707) 665-3620
CLIENT.' City of Gridley, CA
POSITION.' City Administrator
REFERENCE: Police Chief (former Interim City Administrator) Dean Price, (530) 846-5670
CLIENT' City of Pico Rivera, CA
POSITION.' Director of Finance
REFERENCE.' Mayor David Armenta, (562) 801-4371
Bob ~Mu.rni or ("iia