HomeMy WebLinkAbout2006-124 Contract - Peckham & McKenney
Contract for PERSONAL SERVICES Less than $25,000
CITY OF
ASHLAND
20 East Main Street
Ashland, Oregon 97520
Telephone: 541/488-6002
Fax: 541/488-5311
CONSULTANT: Peckham & McKenney Executive Search and Consulting
CONTACT: Bobbi Peckham
ADDRESS: 6700 Freeport Blvd, Suite 203A, Sacramento, CA 95822
TELEPHONE: 916.391.2233
DATE AGREEMENT PREPARED: 7/05/2006
BEGINNING DATE: 7/5/2006
FAX: 916.391.2255
COMPLETION DATE: 11/30/2006
COMPENSATION: The City Agrees to pay a professional fee for the recruitment of a Community Development Director in the
amount of $12,000. A retainer amount of one third of the fee will be paid up-front, and the remainder of the fee will be divided and
paid in two separate monthly invoices. Full payment of the professional fee will be paid within 3 months of execution of this agreement
or when a candidate has accepted an offer of employment, whichever comes first. The City agrees to reimburse for out-of-pocket
expenses associated with consultant travel, advertising, printing and binding, postage and delivery, clerical, background checks, and
long-distance telephone charges. Expenses will be pre-approved and billed back at cost. Expenses not to exceed $6,500.
SERVICES TO BE PROVIDED: Consultant agrees to provide Executive recruitment and placement services for the position of
Community Development Director. Bobbi Peckham and Phil McKenney as partners will provide professional recruitment services and
support according to proposal submitted by Peckham & McKenney.
ADDITIONAL TERMS: The consultant will provide a placement guarantee for a period of one year from date of hire. If the I
candidate recruited and recommended by the Consultant leaves employment with the City of Ashland for any reason during their first
year, Consultant will provide a one-time replacement at no additional charge, except expenses.
CITY AND CONSULTANT AGREE:
1. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor,
equipment and materials required for the proper performance of such service.
2. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully
qualified to perform the service to which they will be assigned in a skilled and workerlike manner and, if required to be registered, licensed or bonded by the State of Oregon, are so
registered, licensed and bonded.
3. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date
indicated above.
4. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Once work commences, invoices shall be prepared and
submitted by the tenth of the month for work completed in the prior month. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely
terminated, payments will be made for work completed and accepted to date of termination.
5. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City.
6. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
7. Living Wage Requirements: If the amount of this contract is $16,936 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living
wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor who performs 50% or more of the service work under this contract.
Consultant is also required to post the attached notice predominantly in areas where it will be seen by all employees.
8. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses,
judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever
nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultanfs employees, agents, and others designated by Consultant to
perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other
damages, directly, solely, and proximately caused by the negligence of City.
9. Termination: This contract may be terminated by City by giving ten days written notice to Consultant and may be terminated by Consultant should City fail substantially to perform
its obligations through no fault of Consultant.
10. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance
of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant
is a subject employer that will comply with ORS 656.017.
11. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or
subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed
by them, and the aDDroval bv City of anv assianment or subcontract shall not create any contractual relation between the assiQnee or subcontractor and City.
CONSULTANT
BY ~.C.~
~~ I ~s.ignat?5~k~
Print Name
TITLE ~AIJ.:itv~
DATE 7!d.'f I O~
FederallD# ;J. O-II? (p ~~ <(
*Completed W9 form must be submitted with contract
Revised 6-02-05
CITY OF ASHLAND:
BY
.A< ~ECTOR
DATE
I r/y~ c.
CONTENT REVIEW:
By: h/')-
City Department Head Date: ~~
ACCOUNT # .r; /,?J c:7 8 ,y: f 1ft cJ ,r;:; c/ ~. /' 0-0
(Forj;.!ty purposes only)
PURCHASE ORDER # Cf/? c:r q ;:L.'-
Amlca Mqtqllnlumta! Conrpany
ARID Pna,.rty and c.u.ttyhlUfHCe eo._,
_tal'" ........c.pany
AatD GeMrll.InlurnceApKy
NORTHElN CAlIFORllIA OFFICI
1650 Corporate Cirde. Suite uo
Petaluma, California 94954.0963
Mall: PO BOll 4~39. Petatuma. CA 94955 -4439
f\ntical
MICA MUTUAL INSURANCE COMPANY
COVERAGE CONFIRMATION
May 31, 2006
NAME:
Roberta C. Peckh.. and
Dean J. Peckham
POLICY NUMBER: 970104-21MZ
VEHICLE: 2003 Acura Mcix Touring
VEHICLE IDENTIFICATION NUMBER: 2HNYD18783H503204
VEHICLE USE: Business
PARKING: IN GARAGE
EFFECTIVE DATE OF COVERAGE: May 10, 2006
COVERAGES
************.*..*****************
LIMITS
*.*******...********.......****..*******
Liability
Medical Payments
Collision Loes
$
$
500,000
10,000
Each Accident
Each Person
ACV Less
$
500 Dec1uct1ble
Uninsured Motorists
$
300,000
ACV Less
Each Acc1dent
Other than Collision Losa
$
250 Deductible
Towinq and Labor coats
Nor COVERED
**********************************************************.........**......*._.*
Waiver of Colliaion Deductible
OSA8
Robert. BrBdy Hansen
Agent License No. 0069389
Toll Free: 1-S88-846-6422, Web Site; www_amici.com
Claims Fax; (707) 766-8612, Underwriting Fall: UW) 766-8482
FAX NO. : ~ ::>4b (':jj':J
FROM : PHIL l'K'J<EH'lEY
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8AFECO INSURANCE COMPANY OF AMERICA
AUTOMOBILE POUCY DEClARATION.
pguCY NUMBER; AZ240031
INSURED:
Nft ROIERT P MCtCEHHEY
PO lOX 7757
TAHOE CITY eA 9'145-7751
POl.ICY PERIOD IIROIII: MAY 14 ZOD6
TO: . NOY. 14 :lOD'
at 12:01 A.M. standard time at
the address of the InSUre(l 8S
stated h8..in.
ACENT:
HILI ROGAL & HOBIS INSURANCE
SElVICES OF CAUFORfUA INC
10875 PIONEER TRAIL STE 102
TRUClEf CA '~1'1~4964
t!IN-~~
AL.L DRIVElS
nt HOUSEHaLD
RATED DRIVIRS,
1WO NtSSAIII
fIR ROteRT r MCUNHEY
MIl ROIERT P fl'laUlIIEY
300ZX 2+2 2 DOOR
IDI JNIRZZ6AXLXDDI663
1M NAUIA2412MM053S77
~ DOUR SEDAN
1998 AUDE A6 QUATTRD
LDSS PAYEE IAMK OF THE NEST
Insurance is aftIDrdecl OlAV 'fOr 'the c:overages ftlr IIIh1ch 1J.mi.ts of UAlbili't7 or
pM!Id.\D ~ ere ind&eiIhCI~ . .
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l...~2~-::;;:;'::'.'~.~'~--':~1,:..I~:~~;__b~..~~f~~l:)~4~~~~~
CGKIlMED SIMILE L.1MIT:
IDDILY INJURY a .500,000 $ 129.40
PROPBTY '''''AGE eac.h OCnlr,...nCB
LIABILITY
MEDICAL (EXCESS) 'A~I~ $5,000 1.'0
UNIMURiD AlGI UNDfRlHS&aD MOTORISTS:
IDDIlY INJURY .500,000 Z&.!O
Eaoh p~"
UOD.ODO
Each Aedchln't
~1 c..h Value
Less $500 Deductible
.508.060 . 167.40
Each Occu"f"ftnoe
$5.000 9.90
'500,000 45.4D
f,Qeh Porson
$.500,00D
Each Acddent
caHPUHlNltIVE
25.60 Act:ual Cash Value
LCSG $500 Dedu~blft
29.1D
eo&.&.hlON
"riwal Caeh V.l_
Less $1000 Dedu~~ibl.
74.50 Ae~ual Cach V~lu6
less '1000 Dadue~ible
113.00
TOTAL. 264.30
TOTAL. 362.80
TOTAL Deft V!H!CLE!
1990 HISS $ 264.30
1991 AUDI 3'2.'0
TOTAL PRlMlUM 'DR ALL VEHICLES ..........._......__._-_....~........._.... 627_10
COIIGRATULATlOXSr YOUR PREJUUII INCLUDES JISCUUltTS AND ADJU3Tl1fHTS FOlh
Good Dri~.r, LDnDcvi~~t Multi-Car, Anti-The~, q-Doo~, Boit. ~ida Air Da9
p u aox 34920, SEATTLE. HA 91124
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FRa'I : PHIL MCl<EMEY
FFIX I'll. : ~ 546 1959
May. 07 2S06 e4: 23PM Pl
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ACORD.. CERTIFIC ~ TE OF LIABIUTY INSURANCE I-~
O1ttom&
f'Rl:lllVCER I BIIIUED ASIl MAneR OF 1ftFOIIIA'ftON
1<1"","" ~ Agenoy I ONLY AND CONFGR$ NO RIGHtS UPON THE CiRTlFlCA1E
MOLDER. 11IS~ ll-.A1E DOEI!J NOT AIIE!ND, !)trEND OR
MD InaunII'IC8. PI~" .b.. Al.'YERnE CXMRAGEAFI'CMIIO aYlHi PClUCtiS 8EUJW.
P.O. ..1178
TahM CIty, CA t6i.ti INSURERS AR'CliRIMIG <;OvSfAGE NAIC ,
- ...,...'" Zurich.......... 38870
Pectbam &McKenney; Peckt1am &~nay IMIIIl&lI: Markel Insurance CcImpmy
PO Box TTSI IMMISl C;
Tahoe Ctiy. CA 9&146 ~It
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COVERAGES
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MAY I'S{tAIN, 1'H!: IN~ AFJI'ONl!f)JN 'nIE!iICIJC:I!S ~ HINlN Ie ew.IECTTO AL THE 1'I!NM.I!lt'CUISlOtGNlD Q:IHD01DH.'I OF stICH
fIGU:Ilit. MGA&GA1EUIIIN tMOMIfIA"*\lEIEJ!N~fNlWD ~
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ACORD as (2001/01) 1 of 2
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f'R[J1 :PHtL I1CKB+EY
FA)( t<<J. : 538 546 79159
May. .,f icMtIb t:JQ; .c!:qm r'':;
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WOllKBU' COMPENSATION WAIVDl
"COKIUI,T~DOJ!INOf BAVB.AMYIINJIIDYDI AND DmII"NOT
WllllTOcxma TIIDItIP-VIII'Olt WOP~' COMRIIIA'IJOIf. 'DI8
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DO NOT WISH roOBTAIN 01.11 COVElBl) UNDIaAW
woaa.'~'lUIN INItJLUlCICOVBRAGB; AND.
~AM.0MIH0'l1ll8 WAMiDlJN UBU OF
ftOVIDINO WOJa-.st OOIIPDiIADON, AS 0lmINBD
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CITY OF CITYR~rOR~ .
ASHLAND -v ~I
20 E MAIN ST. 8/412006
ASHLAND, OR 97520
(541) 488-5300
06992 --,
VENDOR: 010336
PECKHAM & MCKENNEY
6700 FREEPORT BLVD SUITE 203A
SACRAMENTO,CA95822
SHIP TO: City of Ashland
(541) 488-6002
20 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Tenns: Net
Req. Del. Date:
Speclallnst:
Req. No.:
Depl: ADMINISTRATIVE SERVICES
Contact: Tina Gray
Conflnnlng? No
Recruitment of Community Development
Director (2nd Process - Ori~inally bid
in 2005) Professional fees $12,000,
with expenses limited to $6,500
18,500.00
Contract for Personal Services
Date of a~reement: 07/0512006
Be~innin~ date: 07/0512006
Completion date: 11/30/2006
* Advance payment of $4,000 is required
per attached contract.
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
~ ~--- ~,.(
""-- --A~ Signature
VENDOR COPY
A request for a Purchase Order
REQUISITION FORM
CITY Of
?\.SHLAND
THIS REQUEST IS A:
o Change Order(existing PO #
Date of Request: I Jut~ 28, 20061
Required Date of Delivery/Service: rJ~S,!J)t)6 I
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
p'Ar.khllm It UI'I<Annp.v ~yl>t'lItivA RpClI>llrm It r.nnlll dting
6700 Freeoort Blvd. Suite 203A
Sacramento, CA 95822
916-391-2233
916-391-2255
Sobol t"ecKI1am
.
SOLICITATION PROCESS
Small Procurement
o Less than $5,000
o Quotes (Optional)
Intermediate Procurement
o (3) Written Quotes
(Copies attached)
Sole Source
o Written findings attached
o Quote or P attached
CooDerative Procurement
o State of ORIWA contract
o Other government agency contract
o Copy of contract attached
o Contract #
Invitation to BId
(Copies on file)
Description of SERVICES
~ ~ wi v h \ ;L.e (.;fi)\IL tl.~ e...tt...Ul 'rrlo\..... tU 1""
-"'T i 1'2..,00'0 IN I T\C '->,t.NSIl-S 1.-,....., ~~
*'0/2.1 c-t,v4-(.,c..y ~ I 0 IIV
( 't ~ f;o,x;-.s,)
.0 ~" >'"'.
~
D Per attached PROPOSAL
Item # Quantity Unit
Description of MATERIALS
Unit Price
Total Coat
Project Number ______. ___
Account Number 11 p. ~ 1. ~ J. M. ~~'I.. U>J~.
, Items and services must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately.
. D Per attached QUOTE
By signing this requisition form, / certify that the information provided above meets the City of Ash/and public contracting requirements,
and the documentation can be provided upon request.
Employee Signature:
Supervisor/Dept. Head Signature: ~ ;J........- ?-
G: FinallC8lProcedu~\AP\FOIlTlS\8_Requisilion fonn revised
Updated on: 7/2812006
CITY OF
ASHLAND
Memo
DATE:
TO:
FROM:
RE:
July 28, 2006
Lee Tuneberg, Administrative Services/Finance Director
Tina Gray, Human Resource Director 1')1(l
Second Search for Community Development director
Lee
I wanted to provide some background into the process used to conduct our second search for a
Community Development Director as we did not go out to bid because it is under $25,000. As you
know, Peckham & McKenney conducted a search for the City in 2005 for a Community Development
Director and the City's candidate choice declined the job when offered.
Rather than going right back out with another recruitment, we put it on hold awaiting Martha Bennett's
arrival as the new City Administrator. Once on board, Martha's focus has been to get the position filled
as quickly as possible. With Council support, we determined it would be most efficient to allow the
same firm to conduct the second recruitment since all of the preliminary profile work was complete.
Even though it is not a sole-source, it made more fiscal sense not to go out to bid when Y2 of the work
was already complete. I have attached a new contract for your approval authorizing payment for the
second search in the amount of$12,000 + expenses NTE $6,500.
ADMINISTRATIVE SERVICES/FINANCE Tel: 541-488-6002
20 E. Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
'A'