HomeMy WebLinkAbout2024-171 AGRMT Ralph Andersen & Associates A � T V OFPersonal Services Agreement
SHLAND
City Information Consultant Information
City of Ashland Firm Name: Ralph Andersen &Associates
Attn: Molly Taylor Contact: Heather Renschler
20 E. Main St. Address: 5800 Stanford Ranch Rd, Ste 410
Ashland, Oregon 97520 Rocklin, CA 95765
Phone: (541) 552-2060 Phone: 916-630-4900
Email: molly.taylor@ashland.or.us Email: heather@ralphandersen.com
Contract Summary
Procurement Method: Direct Appointment
Completion Date:
Contract Amount: $ 50,000.00 not to exceed
Description of Services: City Attorney Recruitment
Supporting Documents: Scope of Work Dated: 9/5/24
Recruiting Firm Questionnaire Dated: 7/12/24
Dated:
Dated:
This Personal Services Agreement (hereinafter "Agreement") is entered into by and between the
City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Consultant listed
under Consultant Information above, ("hereinafter "Consultant"), for the services listed under
Description of Services and Supporting Documents as noted in the Contract Summary above. In
the event of conflict between provisions of the Supporting Documents, the Supporting Documents
shall be given precedence in the order listed above.
This Agreement, the Exhibits and the Supporting Documents shall be construed to be mutually
complementary and supplementary wherever possible. In the event of a conflict which cannot be
so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in
any of the exhibits or supporting documents. The Consultant's initials [ ] herein signify
acknowledgment and agreement to this provision, if applicable, or if not sign 'N/A".
Consultant's services are collectively referred to in this Agreement as the "Work."
Page 1 of 8 Personal Services Agreement Between the City of Ashland and
NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and
Consultant hereby agree as follows:
1. Effective Date and Duration: This Agreement shall become effective on the date of
execution on behalf of the City, as set forth below (the "Effective Date"), and unless sooner
terminated as specifically provided herein, shall terminate upon the City's affirmative
acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final
payment therefore, but not later than the Completion Date listed under the Contract
Summary in the table one page one of this agreement.
1.1. Time is of the essence. Time is of the essence for Consultant's performance of each
and every obligation and duty under this Agreement. City, by written notice to Consultant
of default or breach, may at any time terminate the whole or any part of this Agreement if
Consultant fails to provide the Work called for by this Agreement within the time specified
herein or within any extension thereof.
2. Compensation: City shall pay Consultant the sum listed as the"Contract Amount" under the
Contract Summary on page one of this document as full compensation for Consultant's
performance of all Work under this Agreement. In no event shall Consultant's total of all
compensation and reimbursement under this Agreement exceed the Contract Amount without
the express, written approval from the appropriate Department Head or City Manager.
Payments shall be made within thirty(30)days of the date of receipt by the City of Consultant's
invoice. Should this Agreement be terminated prior to completion of all Work, payments will
be made for any phase of the Work completed and accepted as of the date of termination.
3. Consultant Obligations:
3.1. Independent Contractor Status. Consultant is an independent contractor and not an
employee of the City for any purpose. Consultant shall have the complete responsibility
for the performance of this Agreement. Consultant shall provide workers' compensation
coverage as required in ORS Chapter 656 for all persons employed to perform Work
pursuant to this Agreement. Consultant is a subject employer that will comply with ORS
656.017.
3.2. Qualified Work. Consultant has represented, and by entering into this Agreement now
represents,that all personnel assigned to the Work to be performed under this Agreement
are fully qualified to perform the services to which they will be assigned in a skilled manner
and, if required to be registered, licensed, or bonded by the State of Oregon, are so
registered, licensed, or bonded.
3.3. Assignment. Consultant shall not assign this Agreement 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 of the Work shall not
create any contractual relation between the assignee or subcontractor and City.
Page 2 of 8 Personal Services Agreement Between the City of Ashland and
3.4. Work Performance Obligation. Consultant shall, at its own risk, perform the Work
described in the Description of Services and in the Supporting Documents and, unless
otherwise specified in this Agreement, furnish all labor, equipment, and materials required
for the proper performance of such Work.
3.5. Certification. Consultant agrees to and shall sign the certification attached hereto as
"Exhibit C" and incorporated herein by this reference.
4. Insurance: Consultant shall, at its own expense, maintain the following insurance:
4.1. Worker's Compensation. 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.
4.2. Workers' Compensation Exemption. If applicable, Consultant affirms and certifies that
it is exempt from providing Workers' Compensation per ORS 656.027.
Exemption criteria: Enter criteria here or delete if not applicable
Consultant initials if exempt: Date:
4.3. Professional Liability insurance with a combined single limit, or the equivalent, of not
less than $2,000,000 (two million dollars) per occurrence. This is to cover any damage
caused by error, omission or negligent acts related to the Work to be provided under this
Agreement.
4.4. General Liability insurance with a combined single limit, or the equivalent, of not less
than$2,000,000(two million dollars) per occurrence for Bodily Injury, Death, and Property
Damage.
4.5. Automobile Liability insurance with a combined single limit, or the equivalent, of not
less than $2,000,000 (two million dollars) for each accident for Bodily Injury and Property
Damage, including coverage for owned, hired or non-owned vehicles, as applicable.
4.6. 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 thirty(30)days'
prior written notice from the Consultant or its insurer(s) to the City.
4.7. 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, excluding Professional Liability and Workers' Compensation,
required herein, but only with respect to Consultant's services to be provided under this
Agreement. The consultant's insurance is primary and non-contributory. As evidence of
the insurance coverages required by this Agreement, the Consultant shall furnish
acceptable insurance certificates prior to commencing the Work under this Agreement.
The certificate will specify all of the parties who are Additional Insureds. Insuring
Page 3 of 8 Personal Services Agreement Between the City of Ashland and
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.
5. Termination:
5.1. Mutual Consent. This Agreement may be terminated at any time by the mutual consent
of both parties.
5.2. City's Convenience. This Agreement may be terminated by City at any time upon not
less than thirty (30) days' prior written notice delivered by certified mail or in person.
5.3. For Cause. City may terminate or modify this Agreement, 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:
• 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; or
• If federal or state regulations or guidelines are modified, changed, or interpreted
in such a way that the services are no longer allowable or appropriate for
purchase under this Agreement or are no longer eligible for the funding
proposed for payments authorized by this Agreement; or
• If any license or certificate required by law or regulation to be held by Consultant
to provide the services required by this Agreement is for any reason denied,
revoked, suspended, or not renewed.
5.4. For Default or Breach. Either City or Consultant may terminate this Agreement in the
event of a breach of the Agreement by the other. Prior to such termination the party
seeking termination shall give to the other party written notice of the breach and its intent
to terminate. If the party committing the breach has not entirely cured the breach within
fifteen (15) days of the date of the notice, or within such other period as the party giving
the notice may authorize in writing, then the Agreement may be terminated at any time
thereafter by a written notice of termination by the party giving notice.
5.4.1. 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 under the Agreement; institutes an action for relief in bankruptcy or has
instituted 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 Agreement; or attempts to assign rights in, or
delegate duties under, this Agreement.
Page 4 of 8 Personal Services Agreement Between the City of Ashland and
5.5. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant
to subsections 5.1, 5.2, or 5.3 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 of whether such notice
is given pursuant to subsection 5.1, 5.2, 5.3, or 5.4 of this section, Consultant
shall immediately cease all activities under this Agreement, unless expressly
directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all documents, information, works-in-progress and other
property that are or would be deliverables had the Agreement been completed. City
shall pay Consultant for Work performed prior to the termination date if such
Work was performed in accordance with this Agreement.
5.6. The rights and remedies of City provided in this subsection are not exclusive and are in
addition to any other rights and remedies provided by law or under this Agreement.
6. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City, its
officers, employees, and agents harmless from any and all losses, claims, actions, costs,
expenses, judgments, 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 Agreement by Consultant
(including but not limited to, Consultant's employees, agents, and others designated by
Consultant to perform Work or services attendant to this Agreement). However, Consultant
shall not be held responsible for any losses, expenses, claims, costs, judgments, or other
damages, caused solely by the gross negligence of City.
7. Consultant's Compliance with Tax Laws: Consultant represents and warrants to the City
that: Consultant shall comply with all Oregon tax laws, including but not limited to ORS
305.620, ORS 305.380(4), and ORS Chapters 316, 317, 318, in addition to any rules,
regulations, charter provisions, or ordinances that implement or enforce any of the foregoing
tax laws or provisions and any tax provisions imposed by a political subdivisions of the State
of Oregon.
8. Living Wage Requirements: If the amount of this Agreement is $26,429.65 or more,
Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in that chapter, to all employees performing Work under this
Agreement and to any Subcontractor who performs 50% or more of the Work under this
Agreement. 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. Notice: Whenever notice is required or permitted to be given under this Agreement, such
notice shall be given in writing to the other party by personal delivery, by sending via a
reputable commercial overnight courier, by mailing using registered or certified United States
mail, return receipt requested, postage prepaid, or by electronically confirmed at the
addresses set forth on page one of this agreement with a copy to:
Page 5 of Personal Services Agreement Between the City of Ashland and
City of Ashland — Legal Department
20 E. Main Street
Ashland, Oregon 97520
Phone: (541) 488-5350
10. General Provisions:
10.1. Ownership of Work/Documents: All Work, work product, or other documents
produced in furtherance of this Agreement belong to the City, and any copyright, patent,
trademark proprietary or any other protected intellectual property right shall vest in and is
hereby assigned to the City.
10.2. Non-appropriations Clause - Funds Available and Authorized: City has
sufficient funds currently available and authorized for expenditure to finance the costs of
this Agreement within the City's fiscal year budget. Consultant understands and agrees
that City's payment of amounts under this Agreement 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 Agreement. In the
event City has insufficient appropriations, limitations or other expenditure authority, City
may terminate this Agreement without penalty or liability to City, effective upon the
delivery of written notice to Consultant, with no further liability to Consultant.
10.3. Statutory Requirements: The following laws of the State of Oregon are hereby
incorporated by reference into this Agreement: ORS 27913.220, 27913.230 and
27913.235.
10.4. Nondiscrimination: Consultant agrees that no person shall, on the grounds of
race, color, religion, creed, sex, marital status, familial status or domestic partnership,
national origin, age, mental or physical disability, sexual orientation, gender identity or
source of income, suffer discrimination in the performance of any Work under this
Agreement when employed by Consultant. Consultant agrees to comply with all
applicable requirements of federal and state civil rights and rehabilitation statutes, rules
and regulations. Further, Consultant agrees not to discriminate against a
disadvantaged business enterprise, minority-owned business, woman-owned business,
a business that a service-disabled veteran owns or an emerging small business
enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS
279A.110.
10.5. Governing Law: This Agreement shall be governed by the laws of the State of
Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any
action arising under this Agreement shall be in the Circuit Court of the State of Oregon
for Jackson County unless exclusive jurisdiction is in federal court, in which case
exclusive venue shall be in the federal district court for the district of Oregon. Each party
expressly waives any and all rights to maintain an action under this Agreement in any
Page 6 of Personal Services Agreement Between the City of Ashland and
other venue, and expressly consents that, upon motion of the other party, any case may
be dismissed, or its venue transferred, as appropriate, so as to effectuate this choice of
venue.
11. Merger: This agreement and the attached exhibits constitute the entire understanding and
agreement between the parties. No waiver, consent, modification or change of terms of this
agreement 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 agreement. Consultant, by signature of its
authorized representative, hereby acknowledges that he/she has read this agreement,
understands it, and agrees to be bound by its terms and conditions.
Page 7 of 8 Personal Services Agreement Between the City of Ashland and
WITNESS WHEREOF, the parties have executed this Agreement in their respective names by
their duly authorized representatives as of the dates indicated below. This Agreement may be
executed in two counterparts, each of which shall be deemed an original, with equal force and
effect as if executed in a single document.
City of Ashland: (Consultant)
By:
September 12, 2024 Signature
Heather Renschler
Date
Printed Name
President/CEO
Title
Purchase Order No.
September 11, 2024
Date
(W--9 is to be submitted with this signed Agreement)
APPROVED AS TO FORM:
City Attorney
9.9.24
Date
Page 8 of 8 Personal Services Agreement Between the City of Ashland and
CITY OF OREGON
City of Ashland
LIVING
WAGE
per hour, effective June 30, 2024.
��. The Living Wage is adjusted annually every
June 30 by the Consumer Price Index.
portion of the business of of health care, retirement,
their employer, if the 401 K, and IRS eligible
employer has ten or more cafeteria plans (including
employees, and has received childcare) benefits to the
➢ For all hours worked under a financial assistance for the employee's amount of wages.
service contract between their project or business from the
employer and the City of City of Ashland over ➢ Note: For temporary and
Ashland if the contract $26,429.65; part-time employees, the
exceeds$26,429.65 or more. Living Wage does not apply
➢ If their employer is the City of to the first 1040 hours worked
➢ For all hours worked in a Ashland, including the Parks in any calendar year. For
month, if the employee and Recreation Department. more details, please see
o Ashland Municipal Code
spends 50/o or more of the ➢employee's time in that month In calculating the living wage, Section 3.12.020.
working on a project or employers may add the value
For additional information:
Call the Ashland City Manager's office at 541-488-6002 or write to the City Manager,
City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website at www.ashland.or.us.
Notice to Employers: This notice must be posted in areas where it can be seen by all employees.
A IT OF
Exhibit C
Certifications/Representations: Consultant, by and through its authorized
representative, 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) Consultant 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. Consultant further represents and warrants to City that: (a)
it has the power and authority to enter into this Agreement and perform the Work, (b) the
Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant
enforceable in accordance with its terms, (c) the work under the Agreement shall be performed in
accordance with the highest professional standards, and (d) Consultant is qualified, professionally
competent, and duly licensed (if applicable) to perform the Work. Consultant also certifies under
penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent
contractor as defined in the Agreement, it is authorized to do business in the State of Oregon,
and Consultant has checked four or more of the following criteria that apply to its business.
y (1) Consultant carries out the work or services at a location separate from a private
residence or is in a specific portion of a private 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.
y (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.
V (5) Labor or services are performed for two or more different persons within a period
of one year.
V (6) Consultant assumes financial responsibility for defective workmanship or for
service not provided as evidenced by the ownership of performance bonds,
warranties, errors and omission (professional liability) insurance or liability insurance
relating to the Work or services to be provided.
, sue
Consultant's signature
September 11, 2024
Date
Page 1 of 1: Exhibit C
Ralph Andersen
Associates
Scope of Work
Search Work Plan
This section describes the usual steps in the search for a new City Attorney for the City of Ashland.
This recruitment will be under the direction of Ms. Heather Renschler, Project Director/Search
Consultant.
Task 1 — Review Project Management Approach
The Project Director, Ms. Renschler, will begin work on this project within 10 days (or sooner) after
the City provides a contract or, alternatively an official notice to proceed. The first task will include
established individual and/or group meetings with the hiring manager and others, as appropriate, to
finalize the recruiting and selection process. This will include discussion of the project management
for this search,review of the work plan,confirmation of timing,and communication methods.Working
collaboratively with the hiring manager and key City staff, this task will result in a more definitive
timetable.
As part of our overall approach to this project, the Project Director will deliver regular status reports
at each stage of the search.In addition,Ms. Renschler will be highly accessible and responsive to client
requests and inquiries.
Task 2 — Develop Position Profile
The position profile for the City Attorney is the guide for the entire search process. The development
of the profile includes the collection of technical information and recruitment criteria.
Technical Information
Ms. Renschler will conduct video meetings with the hiring manager, key staff members, and
others as directed by the City to gain an understanding of the experience and professional
background requirements desired in the City Attorney. These meetings will also help the
Search Consultant gain an understanding of the work environment and the issues facing the
City of Ashland.
Recruitment Criteria
The recruitment criteria are those personal and professional characteristics and experiences
desired in the City Attorney. The criteria should reflect the goals and priorities of the City of
Ashland.
Subsequent to the development and adoption of the candidate profile,the technical information
and recruitment criteria will be documented in an information brochure prepared by Ralph
Andersen& Associates. The brochure will be reviewed by the City in draft format, revised as
appropriate, and published for use throughout the search.
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City of Ashland
Page 2
Task 3 — Outreach and Recruiting
This task is among the most important of the entire search. It is the focus of the activities of the Search
Consultant and includes specific outreach and recruiting activities briefly described below.
Outreach
An accelerated outreach and advertising campaign will be developed. It will include the
placement of ads in publications such as League of Oregon Cities, Oregon State Bar
Association, and other professional publications. Specific Internet sites related to government
will be used as a method of extending the specific outreach in a short period of time.
Additionally, the advertisement and the full text of the position profile (the recruitment
brochure) will be placed on Ralph Andersen & Associates' website, which is accessed by a
large number of qualified candidates. This method of outreach to potential applicants provides
a confidential source that is monitored by many key level executives on an on-going basis.
Candidate Identification
Ralph Andersen&Associates will use their extensive contacts to focus the recruiting effort. In
making these contacts,the Search Consultant will target those individuals who meet the criteria
set by the City. Each of the candidates identified through the recruiting efforts will be sent an
information brochure. Candidates will also be contacted directly to discuss the position and to
solicit their interest in being considered.
Both the outreach and recruiting activities will result in applications and resumes from
interested candidates. As they are received,resumes will be acknowledged and candidates will
be advised of the general timing of the search process. The following tasks involve the actual
selection process, once all resumes have been received.
Task 4 — Candidate Evaluation
This task will be conducted following the application closing date. It includes the following specific
activities:
Screening
All of the applications will be carefully reviewed. Those that meet the recruitment criteria and
minimum qualifications will be identified and subject to a more detailed evaluation. This
evaluation will include consideration of such factors as professional experience, and size and
complexity of the candidate's current organization as compared to the candidate profile.
Preliminary Research and Internet Review
The research staff of Ralph Andersen&Associates,under the direction of the Project Director,
will conduct preliminary research and internet review for those candidates identified as the
most qualified as a result of the screening process. This level of research will be done on a
limited number of candidates to learn more about each candidate's public profile and related
information that is available on the internet.
Preliminary Interviews via Video Technology
The Search Consultant will conduct preliminary interviews with the top group of candidates
identified through the screening and preliminary research and Internet review processes. The
interviews are extensive and designed to gain additional information about the candidates'
City of Ashland
Page 3
experience, management style, and "fit" with the recruitment criteria. Interviews will be
conducted using video technology.
The screening portion of the candidate evaluation process typically reduces a field of applicants
to approximately four (4) to six (6) individuals. Those individuals will be reviewed with the
hiring manager prior to proceeding with the individual interviews.
Task 5 — Search Report
After completing Task 4, all documentation will be supplied to the City electronically. No hard copies
will be supplied to the City for any phase of this search engagement. Ms. Renschler will prepare
detailed information for review including resumes uploaded to a file sharing system(i.e., OneDrive or
ShareFile). Ms. Renschler will conduct a video conference call or in-person meeting with the hiring
manager or other designated representative to review the search report on the top candidates. The report
divides all of the candidates into four groups including 1) the top group of candidates that are
recommended to be interviewed via video by the City; 2) a backup group to the first group; 3) no
further consideration group; and 4) lacks minimum qualifications. The search report will include
candidate resumes and cover letters. The results of preliminary media research will be included. This
video meeting will result in a confirmed group of top candidates for the City to further consider.
Important to note, we do not conduct references on finalist candidates. We typically do so on only the
selected top candidate. Periodically, we may recommend conducting references on the top two
candidates to assist the governing body in the final selection and is done in the final stages of the search
process. Verifications such as credit check, DMV Report, and civil/criminal are typically conducted
once a contingent offer is made to the selected candidate unless the finalist candidate(s) give explicit
approval and sign a release to proceed. Verifications are not conducted on all finalists other than the
more standard education check before interviewing with the City.
The results of the Search Report will be a confirmed group of finalist candidates that the City will
interview.
Task 6 — Selection
The final selection process will vary depending upon the desires of the City. The typical services
provided by Ralph Andersen& Associates in the selection process are described briefly below:
• Ms. Renschler will coordinate the selection process for the finalist group of candidates. This
includes handling the logistical matters with candidates and with the City.
• Ralph Andersen & Associates will prepare an electronic interview booklet(uploaded to a file
sharing program such as OneDrive or ShareFile) that includes the resume, cover letter, and
preliminary media research for each candidate. In addition, this electronic information will
contain suggested questions and areas for discussion based upon the recruitment criteria.
Electronic copies of the interview booklet will be provided in advance of the candidate
interviews. No hard copies of material will be provided. Should the City desire hard copies,
that will be to responsibility of the City to produce and distribute.
• Ms. Renschler will facilitate the Interviews to assist the City through the selection process.
This assistance will include an initial orientation, candidate introductions, and facilitation of
discussion of candidates after all interviews have been completed.
• Additionally, verifications will be made on the top two candidates and will include education
verifications, Department of Motor Vehicle check, and credit check. Due to legislation,
criminal checks ("Ban the Box") are only permissible when a contingent offer of employment
City of Ashland
Page 4
is made. The results of these verifications will be discussed with the City at the appropriate
time.
• Reference checks will be conducted on the top candidate. The results of these reference checks
will be discussed with the City at the appropriate time.
• As needed, the Search Consultant is available to provide assistance to the City in the final
selection as may be desired. This assistance may include providing or obtaining any additional
information desired to assist in making the final selection decision.
Task 7— Negotiation
The Project Director is available to assist the City in negotiating a compensation package with the
selected candidate. This includes recommendations on setting compensation levels.
--,,,CITY OF
HLAND
July 12, 2024
Response Submitted by:
Ralph Andersen &Associates
The City of Ashland's City Council is looking to hire a recruiting firm to conduct a
national search for 2 vacant positions: City Manager and City Attorney.
City Manager: This position has been vacant since February 2024. Our Deputy City
Manager is currently holding the position as Interim City Manager until the
recruitment process is completed.
City Attorney: This position has been vacant since July 2022. With the help of the
Assistant City Attorney, we have contracted out this position until we can fill this
position. We have recruited for this position in 2023 and were unsuccessful. To help
the City Council make an informed decision in selecting a recruiting firm, please
include the following information:
1. Do you have experience providing this service in Oregon?
IRallph Andersen & Associates has conducted the follllowing irecent ireciru ftrrnent in Oregon:
• IKeizeir, CIS .-. 0ty Attorney (2024) .-. iHeatheir IRen chlleir, Project Nirectoir
• Lake Owego, CIS ._. 0ty Attorney (2022) ._. IHeatheir IRen chlleir, Project Nirectoir
2. What are your qualifications?
IRallph Andersen & Associates, a Callii oirNa Coirpoirc flon, has been piroviidMg execu. flve
search and rrnanagerrnent con ullfing seirvices sMce 1072. As such, the execu. flve ireciru ftrnent
techNques used by IRallph Andersen & Associates have been develloped and used
successfully Wth hundireds of clients for rrnoire than 52 years.
We irou flnelly conduct city rrnanageir and city attorney searches can a nc flonall Revell. We airs
well.-known M lloc ill goveirnrrnent as being a leader in fts field. Ouir fiiirrrn takes a rrnullfli
d sclipfiined, tearn approach to execu. flve search. Su. ccessfull ou breach refies heaviilly can
pear on-to,_peir on contact to idenflfy outstanding potenflall candidates and, in the
evallucflon phase, to g6n a corrnpllete undeir tanding of the background, expeirience, and
rr'nanagerr'nent stylle of the top candidates. 0y dirawing can the corrnUned expeirt:se of ouir
associates and ouir network of pirofessionall contacts, we addiress ou breach firorrn a Wde
vairiety of peirspecflves and find uNqu e ways to idenflfy and ireciru ft the best and biJghte t.
HUMAN RESOURCES DEPARTMENT
20 East Main Street Tel: 541.488.2110
Ashland,Oregon 97520 Fax: 541.552.2089 �
hunnan.resources(a ashland.or.us TTY: 800.735.2900
--,,,CITY OF
HLAND
The Oty of Ashland woulld have Ms. IHeatheir I en~'nschlleir,
Piresiden~'nt/CEO of I alp ph Andersen & Associates, as the Project
Nirectoir. Ms. I en~'n chlleir has been with iRalI h Andersen
Associates fair rrnoire than 39 years and its the firm's Piresident/CEO. o
Ms. I en~'nschlleir has oveirseen the ireciru. trr'nent piracflce of iRalI h
Andersen & Associates fir the llast 27 years and, as a ire ullt, its
often invollved with reciruftments can a naflonall sculls and those of
a Nghlly sensffive and ciriflcall natuire. She its ex eirienced at
worlk ing with boards, city councH , staff membeir , and selection commfttees M the
ireciruftment and selection process. Ms. I en~'n chlleir has extensive ex eirience in
condu cflncg pubfic sector reciruftments and, as a ire ullt, has developed a network of
contacts and potenflall candiidates can a naflonall basis. Ms. iRen~'n chlleir has had
ignffiicant involvement M cfty marr ageir and city attorney irellated searches oveir can
extended peiJod of flme, and as a ire ullt, has can extensive network firom wNch to
Pirioir to joiNn I alp ph Andersen & Associates, Ms. I en~'n chlleir had extensive piJvate
sector ex eirience M the aireas of constirucflon management, health caire, and pubfic
accou nflncg. Ms. I en~'n chlleir at-tended the uJNveir fty of Toned' and ma'j sired in
Accou nflncg and ,Jou.�irnalii m and obta ed a Bachelor's degiree in Puy liic
Ad'miNstiraflon firom the uJNveir fty of San iranc� sco.
. I en~'n chlleir may be ireached at ( 15) 5301 4900 oir d irectlly can heir cell at ( 15) 804-
2885 oir via emaH at hec their D Ira 1l ha ndeir en.corn.
I alp ph Andersen & Associates has conducted the follllowing Oty Manager and Oty Attorney
i I i sir irIN'�
• Airtesia, CA ._. Oty Manager (Cuirirent Search)
• Cair inteiria, CA _ Oty Manager (2023)
• Cave Greek, AZ _ Town Manager (2024)
• Ceiririto , CA ._. Oty Manager (2023)
• Coronado, CA Oty Manager (2021)
• Cottonwood, AZ .-- Oty Manager (2023)
• III Segundo, CA ._. Oty Manager (2022)
HUMAN RESOURCES DEPARTMENT
20 East Main Street Tel: 541.488.2110
Ashland,Oregon97520 Fax: 541.552.2089
human.resources(a ashland.or.us TTY: 800.735.2900
--,,,CITY OF
HLAND
• Emeiryvulllle, CA - duty Manager (2022)
0 Endnftas, CA .-- Oty Manager (2020)
• Fdirfax, CA ._. Town Manager (2021)
• Florence, AZ ._. Town Manager (Cu. nrent Seairch.-On iHolld uJnt ll affair INovembeir
lecdon)
0 Foster Oty, CA .-- Oty Manager (2022)
Goodyear, AZ ._. Deputy ty Oty Manager (2022)
Grand Terrace, CA ._. Oty Manager (2021)
0 Gusflne, CA .-- Oty Manager (2022)
0 La Palma, CA Oty Manager (2020)
0 La Verne, CA Oty Manager (2022)
0 Laguna Beach, CA .-- Oty Manager (2024)
• Los Altos, CA ._. Oty Manager (2021)
• 011 Valley, CA ._. Oty Manager (2020 & 2022)
0 Montebello, CA .-- Oty manager (2023)
0 INevada Oty, CA .-- Oty Manager (2022)
0 INoirco, CA .-- Oty Manager (2022)
• Oiro Valley, AZ ._. Town Manager (2023)
• Palos Veirdes Estates, CA ._. Oty Manager (2023)
0 Nsrno Beach, CA .-- Oty Manager (2023)
• Powellll, 0IH ._. Oty Manager (2020)
• Nveir ide, CA ._. Oty Manager (2022)
0 Santa MoNca, CA .-- Oty Manager (2021)
• Sieirira Madire, CA ._. Oty Manager (2021)
HUMAN RESOURCES DEPARTMENT
20 East Main Street Tel: 541.488.2110
Ashland,Oregon97520 Fax: 541.552.2089
human.resources(a ashland.or.us TTY: 800.735.2900
--,,,CITY OF
HLAND
• Fremont, CA ._. Deputy Oty Attorney _ Employment Law Focus (2024)
• IKeizeir, OIL ._. Oty Attorney (2024)
• Lake Owego, OIL ._. Oty Attorney (2022)
• INapa, CA
✓ Assistant Oty Attorney (Current Search)
✓ Oty Attorney (Current Search)
• Page, AZ ._. Assistant Oty At'Loirney.-Piro ecutcir (Current Search)
• Mchrrncnd, CA ._. Assistant Oty Attorney and Deputy Oty At'Loirney(2021)
• Rocklin, CA ._. Oty Attorney (2024)
• Santa IRo a, CA
✓ CNef Assistant Oty Attorney (Current Search)
✓ Assistant/Deputy Oty Attorney ._. Lffiigaflon Focus and Tiran acflonall
(inclludes Water Ut lliity) (Two Current Searches)
• Upper Arlington, OIH ._. Oty Attorney (2020)
• Vancouver, WA
✓ Assistant Oty Attorney ._. Land Use (2021)
✓ CNef Assistant Oty Attorney (2021)
• Ventura, CA ._. Oty Attorney (2022)
3. What services would be included? Do you have different packages?
Approach to lExecutive Search
The successfull search process refies heaviilly on peir cn-tc._peir cn contact to idenflfy
cu tstand ng pctenflall canddates and, M the evalluaflon phase, to gaM a complete
undeir Landing of the background, expeirience, and management stylle of the top
candidates. The execu. flve ireciruftment techNques used by IRallph Andersen & Associates
have been devellcped and used successfully with hundireds of cHents for moire than 52
years.
• Devellcping a compirehen ive posffiicn pirofiille based upon Mfoirmaflon cb tined in
vairious meeflngs Wth the Oty CcuncH and ctheir designated Oty staff and
stakeholders.
• (Reviewing current compen aflon and ireccrnrnendMg changes based upon mairlket
and competffiive ccndffiicn , if de fired by the Oty.
• Extensive personal outreach, visa telephone and through Mteirnet technology, to
quallffiied candidates pir4nairiilly fin Oregon and selecflvely beyond, if de fired by the
Oty CcuncH.
HUMAN RESOURCES DEPARTMENT
20 East Main Street Tel: 541.488.2110
Ashland,Oregon97520 Fax: 541.552.2089
human.resources(a ashland.or.us TTY: 800.735.2900
--,,,CITY OF
HLAND
• A mairkeflng strategy that uses sellected adveirt: sl lll"g to supplement t the extell""hsIve
cand'ildate identfficafllon process, uses the Internet et and socall meld a, and allso uses
ouir already established pirofesslonall contacts throughout t the Iregg on.
• A scireeNng process that narrows the fiend of cand'ildate to these that most closely
match the mood's of the silty and it based one scireeNng inteiMews with the top
candidates. Candidate ` edu. cafllon, ex eirien ce, and ciredenflals acre matched to the
ciriteiria establlil hed M the posffion piroffle.
• DeHveirin g a product M the form of a search Irepoirt that recommends a top giroup of
candidates and pirovides the siltywfth detallled in foirmafllon about th61r background
and ex eirien ce.
• Conduct fin all background and veirfficafllon , in clludin g Irefeiren" ce , one the top
candidate.
• A it t M negofllafllon of offelr of employment.
t.
• Close out the search and n ofllfy all candidates not selected.
IRall h Andersen & Assoc c to has any outstanding g Ire u. tafllon for b6ng thorough and
Irofesslon all in the approach ilk takes in Ireciru tr'nen t . Each candidate's match Wth the
osffion it based one the indMdual's own set of pirofesslonall ex eirien ce , management
style, edu.,cafllon and cireden fllall , and oveirallll hilt with the oircgaNzafllon and execu fllve
4. What are your rates? Do you have a rate sheet?
Bath of the Ireciruftmen t efforts for a new silty Manager and silty Attorney for the silty of
Ashland willlll be a n afllon all search processes Wth a focus one Oregon and the Western
iRegg one. The Ireview of iresurnes and qualfficaflons willlll be conducted one all candidates that
u bmft cgilviln g the silty the aUllilty to select firom a broad fiend of qu. allffied candidates. The
fixed fee (wNch inclludes PIrofesslon all SeiMces and all Irellated expenses*)see*) to perform these
searches it as follows:
• silty Manager $40,000
• silty Attorney $3 ,000
.*I Note Expenses in clluded M the fixed fee inclludes such ftems as adveirtil iln g, consultant
t
it teiracfllon (an fllcipated to be done piJmairfly through videocon feiren ch n g except for fin allil t
MteiMew ), clleiricall, cglrapNc deslgn, (research, and lon gh distan ce telephone charges. On
top candidates, Internet et and LeAs/NeAs searcheswilllll be conducted. Addffion alllly, edu.,cafllon
veirfficafllon , D V check, wants and warrants,, civilll and cirilnniln all Ilffig fllon search, and ciredit
check willlll be conducted one the top two candidates. Detallled Irefeiren" ce checks willlll be
conducted one the top candidate.
HUMAN RESOURCES DEPARTMENT
20 East Main Street Tel: 541.488.2110
Ashland,Oregon97520 Fax: 541.552.2089
human.resources(a ashland.or.us TTY: 800.735.2900
--,,,CITY OF
HLAND
Ili i iii it it ii - IRall h Andersen & Associates wiillll biillll the Mixed fee for each search
to the Oty in fouir in tallllrrnent as follows:
• FolloWng Idck.-off and fiinaHzc flon of ireciruii tent brochure .-. Payment #1
• after the cllosiing date ._. Payment #2
• after fiinallii t inteiMew ._. Payment #3
Progress payments wiillll be due upon irec6pt.
_ir huir .-. A full color electiroNc brochure wiillll be developed for the Oty Manager and the
Oty Attorney ireciruii tent . All pictuires wiillll be the responsibflfty of the Oty. The Oty Mlll allso
be iresponsiblle for en uiring that there are no co yiright restiJctons can the photographs
supplied to iRall h Andersen & Assoc c to and that the Oty Mlll agree to pay any and all
irellated charges oir dines if a co yiright viollc flon its incuirired eftheir duirMg the search ftsellf oir
ub equ entlly.
_ ii i _. Any candidate tiravell its the full responsibflfty of the Oty.
Guairaintee
-----------------
IRall h Andersen & Associates offers the indu stiry standaird guarantee on cuir full search
eiMce . If wiftn a one-yeair eiriicd afteir appointrrnent, the Oty Manager oir the Oty
Attorney iresigns oir its di rrnii ed for cause, we wiillll conduct anctheir search free of all
charges for ircfe iicnall seiMces. The Oty of Ashland wculld be expected to pay for the
ir6mbuir ement of all incuirired expenses. If a placement its not made in the first outreach
effort, the Consultant Mlll conduct a second outreach effort Wth no charge for Pircfe iicnall
SeiMce . The Oty wculld be expected to pay for all incuirired expenses.
5. When would you be able to begin?
Based on cu nrent engagements and client corn mii tent , and all so sorne wellll-needed
vacaflon flme by Ms. IRen chlleir, work on fts project wculld not be ablle to begun unt ll hate
August oir early September.
The first task wiillll incllude established iindiiviidu. all and/oir group rr eefling with the Oty CcuncH
and ctheir , cis appiropmate, to fiinaHze the ireciru ffiing and selecflon process (preference to be
done a s, ng Zoom V✓ dec Techncllcgie a lliicaflon). Thies wiillll incllude di cu ss� on of the project
management for fts search, ireview of the work pllan, ccnfiirmaflon of flrrnMg, and
ccmmu., Ncaflon methods. Wcirldng ccllllaboiraflvely Wth the defy CcuncH and key defy staff,
fts task wiillll ire ullt in a more defiinffiive flrr etablle.
As pairt of cuir oveirallll approach to fts project, the PiroJect Nirectcir wiillll deHveir iregullair
updates (ty icalIlly done orally) throughout each stage of the search. In addffiicn, Ms.
iRen chlleir Mlll be Nghlly acce iiblle and iresponseve to client requests and inqu. irie .
HUMAN RESOURCES DEPARTMENT
20 East Main Street Tel: 541.488.2110
Ashland,Oregon97520 Fax: 541.552.2089 1q ,,
human.resources(a ashland.or.us TTY: 800.735.2900
--,,,CITY OF
HLAND
6. What is your typical recruitment timeline?
We anflcipate appiroArrnatelly a 90,_120-day Hine firarrne for fts enflire ireciru ftrr'nent process.
Ilrr'npcirtantlly, theire its the cab llfty to begM fts process effecflvelly with the use of video
technology and dills shairing rnethods that support a veiry stirategic approach under Ms.
iRenschlleir's d irecflon, although rrnc t if not all rneeflngs Mlll be done M person, if posy lblle.
A sarnplle flrrneHne its pircvided bellow:
Task Estimated Week of Completion
Task l .-_ Review Project Management week One
Approach
Task 2 .-_ Develop Position Profile and week One .-_ week Two
Recruitment Brochure
Task 3 Outreach and Recruiting week Two .-_ Seven
Ongoing Throughout Process
Task 4 Candidate Evaluation (typically more focused grating wool( Six
and weal( Seven)
Task 5 Search Report weal( Eight weal( Nina
Task 6 Selection weal( Nina weal(Tau?
Task 7 Negotiation weal(Tau? .-_ weal( Eleven
Task 8 Close Out weal(Twelve
Thank you for your time. Please let me know what questions you may have.
HUMAN RESOURCES DEPARTMENT
20 East Main Street Tel: 541.488.2110
Ashland,Oregon97520 Fax: 541.552.2089
human.resources(a ashland.or.us TTY: 800.735.2900