HomeMy WebLinkAbout10-22-18 City Commission Packet Materials - C2. PSA with CPS HR Consulting for HR Director Recruitment
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Bethany Jorgenson, Human Resources Director
SUBJECT: Authorize the City Manager’s Signature on a Professional Services
Agreement between City of Bozeman and CPS HR Consulting
MEETING DATE: October 22, 2018
AGENDA ITEM TYPE: Consent
RECOMMENDATION: City Commission authorizes the City Manager’s signature on the
Professional Services Agreement and Scope of Services between the City of Bozeman and CPS
HR Consulting.
BACKGROUND: As a result of the current Human Resources Director’s resignation, the
City needs to hire a Human Resources Director. We would like to move forward with CPS HR
Consulting, a professional recruitment firm, to provide services to help the City fill this position
with a qualified candidate in a timely manner.
UNRESOLVED ISSUES: No unresolved issues.
ALTERNATIVES: As suggested by the City Commission
FISCAL EFFECTS: This recruitment will have a fiscal effect of approximately $21,000, which
will be charged to Human Resources.
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Attached Documents: Professional Services Agreement
Scope of Services
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Professional Services Agreement CPS HR Consulting – HR Director
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this _____ day of ____________, 2017, by
and between the CITY OF BOZEMAN, MONTANA, a self-governing municipal corporation
organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse Street,
Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter
referred to as “City,” and CPS HR Consulting, with offices located at 241 Lathrop Way, Sacramento,
California 95815, hereinafter referred to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City
services described in the Scope of Services attached hereto as Attachment “A” and by this reference
made a part hereof.
2. Term/Effective Date: This Agreement is effective upon the date of its execution and
will terminate pursuant to Sections 8 or 9, upon successful placement of a Human Resources Director.
In no case shall this agreement be effective beyond March 15, 2019, unless agreed to by the parties
pursuant to Section 16.
3. Scope of Work: Contractor will perform the work and provide the full recruitment
services in accordance with the letter dated October, 2018, to Bethany Jorgenson from Melissa Asher,
Senior Practice Leader, Products and Services (the “Scope of Services”). For conflicts between this
Agreement and the Scope of Services, unless specifically provided otherwise, the Agreement governs.
4. Payment: City agrees to pay Contractor the amount specified in the Scope of
Services. Any alteration or deviation from the described services that involves additional costs above
the Agreement amount will be performed by Contractor after written request by the City, and will
become an additional charge over and above the amount listed in the Scope of Services. The City
must agree in writing upon any additional charges.
5. Contractor’s Representations: To induce City to enter into this Agreement,
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Contractor makes the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules,
and regulations that in any manner may affect cost, progress or performance of the Scope of Services.
b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform said services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal,
state and municipal laws. The City will not determine or exercise control as to general procedures or
formats necessary to have these services meet this warranty.
6. Independent Contractor Status/Labor Relations: The parties agree that Contractor
is an independent contractor for purposes of this Agreement and is not to be considered an employee
of the City for any purpose. Contractor is not subject to the terms and provisions of the City’s
personnel policies handbook and may not be considered a City employee for workers’ compensation
or any other purpose. Contractor is not authorized to represent the City or otherwise bind the City in
any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation Act,
Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71,
MCA. Contractor shall maintain workers’ compensation coverage for all members and employees of
Contractor’s business, except for those members who are exempted by law.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims,
demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in
connection with any labor problems or disputes or any delays or stoppages of work associated with
such problems or disputes and for any claims regarding underpaid prevailing wages.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services
rendered, to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and
hold harmless the City, its agents, representatives, employees, and officers (collectively referred to
for purposes of this Section as the City) from and against any and all claims, demands, actions, fees
and costs (including attorney’s fees and the costs and fees of and expert witness and consultants),
losses, expenses, liabilities (including liability where activity is inherently or intrinsically dangerous)
or damages of whatever kind or nature connected therewith and without limit and without regard to
the cause or causes thereof or the negligence of any party or parties that may be asserted against,
recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or
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in any way related to: (i) the negligent, reckless, or intentional misconduct of the Contractor; (ii) or
the any negligent, reckless, or intentional misconduct of any of the Contractor’s agents.
For the professional services rendered, to the fullest extent permitted by law, Contractor
agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and
expenses, including reasonable defense attorney fees, to the extent caused by the negligence or willful
misconduct of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations
of indemnity that would otherwise exist. The indemnification obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s)
which would otherwise exist as to such indemnitee(s).
Contractor’s indemnity under this Section shall be without regard to and without any right to
contribution from any insurance maintained by City.
Should any indemnitee described herein be required to bring an action against the Contractor
to assert its right to defense or indemnification under this Agreement or under the Contractor’s
applicable insurance policies required below the indemnitee shall be entitled to recover reasonable
costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court
of competent jurisdiction determines the Contractor was obligated to defend the claim(s) or was
obligated to indemnify the indemnitee for a claim(s) or any portion(s) thereof.
In the event of an action filed against City resulting from the City’s performance under this
Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City or its officers, agents
or employees, including the right of contribution for loss or damage to person or property arising
from, growing out of, or in any way connected with or incident to the performance of this Agreement
except “responsibility for his own fraud, for willful injury to the person or property of another, or for
violation of law, whether willful or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed
hereunder.
In addition to and independent from the above, Contractor shall at Contractor’s expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to
conduct insurance business in Montana which insures the liabilities and obligations specifically
assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion
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for liabilities specifically assumed by the Contractor in subsection (a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City without
limit and without regard to the cause therefore and which is acceptable to the City and Contractor
shall furnish to the City an accompanying certificate of insurance and accompanying endorsements
in amounts not less than as follows:
• Workers’ Compensation – statutory;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate;
• Automobile Liability - $1,000,000 property damage/bodily injury; $2,000,000 annual
aggregate; and
• Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers,
agents, and employees, shall be endorsed as an additional or named insured on a primary non-
contributory basis on both the Commercial General and Automobile Liability policies. The insurance
and required endorsements must be in a form suitable to City and shall include no less than a thirty
(30) day notice of cancellation or non-renewal. The City must approve all insurance coverage and
endorsements prior to the Contractor commencing work. Contractor shall notify City within two (2)
business days of Contractor’s receipt of notice that any required insurance coverage will be terminated
or Contractor’s decision to terminate any required insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
8. Termination for Contractor’s Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails
to perform any of its obligations under this Agreement, or otherwise breaches any terms or
conditions of this Agreement, the City may, by written notice, terminate this Agreement and
the Contractor’s right to proceed with all or any part of the work (“Termination Notice Due
to Contractor’s Fault”). The City may then take over the work and complete it, either with its
own resources or by re-letting the contract to any other third party.
b. In the event of a termination pursuant to this Section 8, Contractor shall be
entitled to payment only for those services Contractor actually rendered.
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c. Any termination provided for by this Section 8 shall be in addition to any other
remedies to which the City may be entitled under the law or at equity.
d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
9. Termination for City’s Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the City,
make it advisable to the City to cease performance under this Agreement City may terminate
this Agreement by written notice to Contractor (“Notice of Termination for City’s
Convenience”). The termination shall be effective in the manner specified in the Notice of
Termination for City’s Convenience and shall be without prejudice to any claims that the City
may otherwise have against Contractor.
b. Upon receipt of the Notice of Termination for City’s Convenience, unless
otherwise directed in the Notice, the Contractor shall immediately cease performance under
this Agreement and make every reasonable effort to refrain from continuing work, incurring
additional expenses or costs under this Agreement and shall immediately cancel all existing
orders or contracts upon terms satisfactory to the City. Contractor shall do only such work as
may be necessary to preserve, protect, and maintain work already completed or immediately
in progress.
c. In the event of a termination pursuant to this Section 13, Contractor is entitled
to payment only for those services Contractor actually rendered on or before the receipt of the
Notice of Termination for City’s Convenience.
d. The compensation described in Section 13(c) is the sole compensation due to
Contractor for its performance of this Agreement. Contractor shall, under no circumstances,
be entitled to claim or recover consequential, special, punitive, lost business opportunity, lost
productivity, field office overhead, general conditions costs, or lost profits damages of any
nature arising, or claimed to have arisen, as a result of the termination.
10. Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement,
Contractor’s damages shall be limited to contract damages and Contractor hereby expressly
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waives any right to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or
nature, Contractor shall provide City with written notice of its claim, the facts and
circumstances surrounding and giving rise to the claim, and the total amount of damages
sought by the claim, within ten (10) days of the facts and circumstances giving rise to the
claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights
to assert such claim.
11. Representatives:
a. City’s Representative: The City’s Representative for the purpose of this
Agreement shall be Anna Rosenberry, Assistant City, or such other individual as City shall
designate in writing. Whenever approval or authorization from or communication or
submission to City is required by this Agreement, such communication or submission shall be
directed to Bethany Jorgenson as the City’s Representative and approvals or authorizations
shall be issued only by such Representative; provided, however, that in exigent circumstances
when City’s Representative is not available, Contractor may direct its communication or
submission to other designated City personnel or agents as listed above and may receive
approvals or authorization from such persons.
b. Contractor’s Representative: The Contractor’s Representative for the
purpose of this Agreement shall be Teresa Webster or such other individual as Contractor
shall designate in writing. Whenever direction to or communication with Contractor is
required by this Agreement, such direction or communication shall be directed to Contractor’s
Representative; provided, however, that in exigent circumstances when Contractor’s
Representative is not available, City may direct its direction or communication to other
designated Contractor personnel or agents.
12. Permits: Contractor shall provide all notices, comply with all applicable laws,
ordinances, rules, and regulations, obtain all necessary permits, licenses, including a City of Bozeman
business license, and inspections from applicable governmental authorities, and pay all fees and
charges in connection therewith.
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13 Laws and Regulations: Contractor shall comply fully with all applicable state and
federal laws, regulations, and municipal ordinances including, but not limited to, all workers’
compensation laws, all environmental laws including, but not limited to, the generation and disposal
of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and
provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City, County, and
State building and electrical codes, the Americans with Disabilities Act, and all non-discrimination,
affirmative action, and utilization of minority and small business statutes and regulations.
14. Nondiscrimination: The Contractor agrees that all hiring by Contractor of persons
performing this Agreement shall be on the basis of merit and qualifications. The Contractor will have
a policy to provide equal employment opportunity in accordance with all applicable state and federal
anti-discrimination laws, regulations, and contracts. The Contractor will not refuse employment to a
person, bar a person from employment, or discriminate against a person in compensation or in a term,
condition, or privilege of employment because of race, color, religion, creed, political ideas, sex, age,
marital status, national origin, actual or perceived sexual orientation, gender identity, physical or
mental disability, except when the reasonable demands of the position require an age, physical or
mental disability, marital status or sex distinction. The Contractor shall be subject to and comply
with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all
regulations promulgated thereunder. The Contractor shall require these nondiscrimination terms of
its sub-Contractors providing services under this agreement.
15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor
shall not permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs,
by any employee or agent engaged in services to the City under this Agreement while on City property
or in the performance of any activities under this Agreement. Contractor acknowledges it is aware of
and shall comply with its responsibilities and obligations under the U.S. Department of Transportation
(DOT) regulations governing anti-drug and alcohol misuse prevention plans and related testing. City
shall have the right to request proof of such compliance and Contractor shall be obligated to furnish
such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees
and agents in proper and specified work methods and procedures. The Contractor shall provide
continuous inspection and supervision of the work performed. The Contractor is responsible for
instructing his employees and agents in safe work practices.
16. Modification and Assignability: This Agreement may not be enlarged, modified or
altered except by written agreement signed by both parties hereto. The Contractor may not
subcontract or assign Contractor’s rights, including the right to compensation or duties arising
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hereunder, without the prior written consent of City. Any subcontractor or assignee will be bound by
all of the terms and conditions of this Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or
provide documentation as requested by the City demonstrating Contractor’s compliance with the
requirements of this Agreement. Contractor shall allow the City, its auditors, and other persons
authorized by the City to inspect and copy its books and records for the purpose of verifying that the
reimbursement of monies distributed to Contractor pursuant to this Agreement was used in
compliance with this Agreement and all applicable provisions of federal, state, and local law. The
Contractor shall not issue any statements, releases or information for public dissemination without
prior approval of the City.
18. Non-Waiver: A waiver by either party any default or breach by the other party of any
terms or conditions of this Agreement does not limit the other party’s right to enforce such term or
conditions or to pursue any available legal or equitable rights in the event of any subsequent default
or breach.
19. Attorney’s Fees and Costs: That in the event it becomes necessary for either Party of
this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to
give any notice required herein, then the prevailing Party or the Party giving notice shall be entitled
to reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel to include
City Attorney.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents,
employees, or representatives shall be resolved first by negotiation between senior-level
personnel from each party duly authorized to execute settlement agreements. Upon mutual
agreement of the parties, the parties may invite an independent, disinterested mediator to assist
in the negotiated settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the
date the dispute was first raised, then such dispute may only be resolved in a court of
competent jurisdiction in compliance with the Applicable Law provisions of this Agreement.
22. Survival: Contractor’s indemnification shall survive the termination or expiration of
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this Agreement for the maximum period allowed under applicable law.
23. Headings: The headings used in this Agreement are for convenience only and are not
be construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to
which they refer.
24. Severability: If any portion of this Agreement is held to be void or unenforceable, the
balance thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects by
the laws of the State of Montana.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs,
legal representatives, successors, and assigns of the parties.
27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the
parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or
enforced by a third party.
28. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained therein or made a part thereof
by reference, are not binding upon the parties. There are no understandings between the parties other
than as set forth in this Agreement. All communications, either verbal or written, made prior to the
date of this Agreement are hereby abrogated and withdrawn unless specifically made a part of this
Agreement by reference.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
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IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year
first above written.
CITY OF BOZEMAN, MONTANA ____________________________________
CPS HR Consulting
By________________________________ By__________________________________
Andrea Surratt, City Manager
Print Name:
Print Title: ____________________________
APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney
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PROPOSAL
City of Bozeman
Executive Recruitment Services for
Human Resources Director
October 4, 2018
Your Path to Performance
SUBMITTED BY:
MELISSA ASHER
Sr. Practice Leader, Products and Services
CPS HR Consulting
2450 Del Paso Road, Suite 220
Sacramento, CA 95834
P: 916-471-3358
masher@cpshr.us
Tax ID: 68-0067209
www.cpshr.us
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2450 Del Paso Road, Suite 220 Sacramento, CA 95834 www.cpshr.us Tax ID: 68-0067209
October 4, 2018
Bethany Jorgenson, Human Resources Director
City of Bozeman
121 N Rouse Avenue
Bozeman, MT 59715
Submitted via email to: bjorgenson@bozeman.net
Subject: Executive Recruitment Services for Human Resources Director
Dear Ms. Jorgenson:
CPS HR Consulting (CPS HR) is pleased to have the opportunity to submit a proposal to assist the
City of Bozeman (City) with the recruitment of a new Human Resources Director. We are uniquely
qualified to undertake this effort as we have vast experience in assisting public agencies with
executive search, screening, and placement.
We understand that each agency is unique, and our extensive experience allows us to tailor our
process to specifically meet your needs. Our work with local government agencies throughout
the United States gives us an in-depth understanding of government operations, programs, and
services.
Each recruitment is an opportunity to shape and prepare your organization for the future. We
understand how important this transition is for you and are perfectly placed to assist you in this
endeavor. Once this project begins, we will work with the City to tailor our process to highlight
this exciting opportunity and attract the best possible candidates.
It is our commitment to work in partnership with your organization to a successful result.
Thank you for the opportunity to be considered for this assignment. Should you have questions
or comments about the information presented in this proposal, please contact Melissa Asher at
masher@cpshr.us or (916) 471-3358.
Sincerely,
Melissa Asher
Senior Practice Leader, Products and Services
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Proposal to the City of Bozeman
Executive Recruitment Services for Human Resources Director
Page | i
Table of Contents
Our Approach ................................................................................................................................. 1
Key Stakeholder Involvement ..................................................................................................... 1
The City’s Needs .......................................................................................................................... 1
Commitment to Communication ................................................................................................ 1
Aggressive, Proactive, and Robust Recruitment ......................................................................... 1
Our Process ..................................................................................................................................... 2
Phase I - Develop Candidate Profile and Recruitment Strategy ................................................. 2
Phase II – Aggressive, Proactive, and Robust Recruitment ......................................................... 3
Phase III – Selection ..................................................................................................................... 5
Timeline .......................................................................................................................................... 6
Our Executive Recruitment Team .................................................................................................. 7
Team Biographies ........................................................................................................................ 7
References .................................................................................................................................... 10
Professional Fees, Expenses and Guarantee ............................................................................... 11
Professional Services ................................................................................................................. 11
Reimbursable Expenses ............................................................................................................. 11
Two-Year Guarantee ................................................................................................................. 12
Appendix A: Sample Brochure ..................................................................................................... 13
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Proposal to the City of Bozeman
Executive Recruitment Services for Human Resources Director
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Our Approach
Key Stakeholder Involvement
The Hiring Authority on behalf of City of Bozeman must be intimately involved in the search for
a new Human Resources Director. Our approach assumes his/her direct participation in key
phases of the search process. At the discretion of the Hiring Authority, other key stakeholders
may also be invited to provide input for the development of the candidate profile.
The City’s Needs
A critical first step in a successful executive search is for the Hiring Authority to define the
professional and personal qualities required of the Human Resources Director. CPS HR has
developed a very effective process that will permit the Hiring Authority to clarify the preferred
future direction for the City; the specific challenges the City is likely to face in achieving this future
direction; the working style and organizational climate the Hiring Authority wishes to establish
with the Human Resources Director; and ultimately, the professional and personal qualities
required of the Human Resources Director.
Commitment to Communication
Throughout the recruitment process, we are strongly committed to keeping you fully informed
of our progress. We will collaborate with you to provide updates on the status of the recruitment
via your preferred method of communication (phone conference, email, etc.).
We place the highest level of importance on customer service and responding in a timely manner
to all client and candidate inquiries. Our previous clients and candidates have expressed a sincere
appreciation for our level of service and responsiveness to the management of the recruitment
process. As a result, we have many long-term relationships with clients that have led to
opportunities to assist them with multiple recruitments.
CPS HR’s communication continues once you have selected the new Human Resources Director.
We will contact the Hiring Authority and the newly appointed Human Resources Director within
six months of appointment to ensure an effective transition has occurred.
Aggressive, Proactive, and Robust Recruitment
We take an aggressive approach in identifying and recruiting the best available candidates. There
are those candidates who would gladly rise to the professional challenge and apply for this
position; however, some of the best candidates are often not actively seeking a new position and
may only consider a change once we present them with your opportunity. Evoking the sense of
vision and opportunity in qualified persons is among the responsibilities of CPS HR, and we pride
ourselves in our efforts to reach the best available potential candidates.
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Proposal to the City of Bozeman
Executive Recruitment Services for Human Resources Director
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Our Process
Our proposed executive search process is designed to provide the City with the full range of
services required to ensure the ultimate selection of a new Human Resources Director uniquely
suited to the City's needs.
Phase I: Our consultant will meet with the Hiring Authority to ascertain the City’s needs and ideal
candidate attributes, to target our search efforts, and maximize candidate fit with the City.
Phase II: The recruitment process is tailored to fit the City’s specific wants and needs, with
targeted advertising, combined with contacts with qualified individuals from our extensive
database.
Phase III: The selection process is customized for the City. CPS HR will work with the Hiring
authority to determine the process best suited to the City of Bozeman.
The first step in this engagement is a thorough review of the City’s needs, culture and goals; the
executive search process; and the schedule. CPS HR is prepared to meet with key stakeholders
to obtain input in developing the ideal candidate profile and to assist us in understanding key
issues and challenges that will face a new Human Resources Director. Activities will include:
Identifying key priorities for the new Human Resources Director and the conditions and
challenges likely to be encountered in achieving these priorities.
Describing the type of working relationship the Hiring Authority wishes to establish with
the Human Resources Director.
Generating lists of specific competencies, experiences, and personal attributes needed
by the new Human Resources Director in light of the discussions above.
Develop Candidate Profile and Recruitment Strategy
Phase I Aggressive, Proactive, and RobustRecruitment
Phase II
Selection
Phase III
Phase I - Develop Candidate Profile and Recruitment Strategy
Task 1 - Review and Finalize Executive Search Process and Schedule
Task 2 - Key Stakeholder Meetings
Task 3 - Candidate Profile and Recruitment Strategy Development
Task 4 – Develop Recruitment Brochure
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Proposal to the City of Bozeman
Executive Recruitment Services for Human Resources Director
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Discussing recruitment and selection strategies for the Hiring Authority’s consideration
to best produce the intended results.
CPS HR will provide a summary to the City stemming from these activities as an additional source
of information for developing the candidate profile and selection criteria.
Following the completion of the workshop session, CPS HR will work with a professional graphic
artist to design a recruitment brochure and present it to the City for review prior to printing.
Please refer to Appendix A for a sample brochure. Additional brochure examples are available
on our website at www.cpshr.us/search.
The recruitment process is tailored to fit the City’s specific wants and needs, with targeted
advertising, combined with personal contacts with qualified individuals from our extensive
database. As a human resources consulting firm, we have broad contact with HR professionals
throughout the U.S.
CPS HR will prepare, submit for your approval, and publish advertisements in appropriate
magazines, journals, newsletters, job bulletins, and websites to attract candidates on a
nationwide, regional, local or targeted basis based on the recruitment strategy. Examples may
include:
City’s website
CPS HR website
NPELRA
IPMA-HR National
Careers in Government
LinkedIn
IPMA -HR Chapter websites (Idaho, Colorado, Oregon,
Washington)
Montana League of Cities and Towns
Careers in Government
Wyoming Association of Municipalities
Western Region IPMA-HR
Within the past five years, we have successfully placed
more than 170 minority and female candidates in executive level positions.
As a consulting firm that interacts with hundreds of public sector executives during engagements,
we have a cadre of individuals who we inform of recruitments, both to increase the visibility of
the opening and to attract appropriate individuals who fit the special needs of our client.
Communication with these professionals ensures that an accurate picture of the requirements
of the job is apparent and proliferated throughout their professional networks.
Phase II – Aggressive, Proactive, and Robust Recruitment
Task 1 – Place Advertisements
Task 2 - Identify and Contact Potential Candidates
Task 3 – Resume Review and Screening Interviews
Task 4 –Hiring Authority Selects Finalists
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Proposal to the City of Bozeman
Executive Recruitment Services for Human Resources Director
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CPS HR will prepare an email distribution list containing prospective candidates and referral
sources. These individuals will receive a link to the Human Resources Director brochure along
with a personal invitation to contact CPS HR should they have any questions about the position.
CPS HR maintains a comprehensive, up-to-date database of industry leaders and experienced
professionals; however, we do not rely solely upon our current database. We also conduct
research to target individuals relevant to your specific needs and expectations to ensure that we
are thorough in our efforts to market this position to the appropriate audience and to garner a
diverse and quality pool of candidates.
We will:
Convey a strong sense of the purpose and strategy of the City. For many talented
individuals, understanding these aspects is one of the key motivators to compete in such
an environment.
Provide guidance and resources to candidates regarding the area’s cost of living, mean
and median housing prices, higher education opportunities, K-12 education information,
and other aspects of interest to those who are considering relocating to the area.
Actively seek highly qualified candidates who may be attracted by the prospect of
collaboration with other departments, providing exceptional leadership to the City or
continuing to ensure the public confidence in the integrity of the City.
CPS HR will directly receive and initially screen all resumes. This screening process is specifically
designed to assess the personal and professional attributes the City is seeking and will include a
thorough review of each candidate's resume, and if applicable, supplemental questionnaire
responses and other supporting materials. CPS HR will spend extensive time ascertaining each
candidate’s long-term career goals and reasons why the candidate is seeking this opportunity, as
well as gaining a solid understanding of the candidate’s technical competence and management
philosophy. We will gather data on any other unique aspects specific to this recruitment based
upon the candidate profile, as well as conduct internet research on each candidate interviewed.
CPS HR will prepare a written report that summarizes the results of the recruitment process and
recommends candidates for further consideration by the Hiring Authority. Typically, the report
will recommend five to eight highly qualified candidates and will include resumes and a profile
on each interviewee's background. CPS HR will meet with the Hiring Authority to review this
report and to assist them in selecting a group of finalists for further evaluation.
Phase III – Selection
Task 1 - Design Selection Process
Task 2 - Administer Selection Process
Task 3 – Final Preparation for Appointment
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Proposal to the City of Bozeman
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CPS HR will design a draft selection process based on information gathered in Phase I. We will
meet with the City to review this process and discuss the City’s preferred approach in assessing
the final candidates. The selection process will typically include an in-depth interview with each
candidate but may also include other selection assessments such as an oral presentation,
preparation of written materials, and/or problem-solving exercises.
We will coordinate all aspects of the selection process for the City. This includes preparing
appropriate materials such as interview questions, evaluation manuals, and other assessment
exercises; facilitating the interviews; assisting the City with deliberation of the results; and
contacting both successful and unsuccessful candidates.
Following the completion of the selection process, CPS HR will be available to complete the
following components:
Arrange Follow-up Interviews/Final Assessment Process: Should the City wish to arrange
follow-up interviews and/or conduct a final assessment in order to make a selection, CPS
HR will coordinate this effort.
Conduct In-Depth Reference Checks: The in-depth reference checks are a comprehensive
360-degree evaluation process whereby we speak with current and previous supervisors,
peers, and direct reports. (It is our policy to not contact current supervisors until a job
offer is made, contingent upon that reference being successfully completed, so as not to
jeopardize the candidates’ current employment situation.) Candidates are requested to
provide a minimum of five references. CPS HR is able to ascertain significant, detailed
information from reference sources due to our commitment to each individual of
confidentiality, which leads to a willingness to have an open and candid discussion and
results in the best appointment for the City. A written (anonymous) summary of the
reference checks is provided to the City.
Conduct Background Checks: We will arrange for a background check of a candidate’s
records on driving, criminal and civil court, credit history, education, published news, and
other sensitive items. Should any negative or questionable content appear during these
checks, CPS HR will have a thorough discussion with the finalist(s) and will present a full
picture of the situation to the City for further review.
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Timeline
The project team CPS HR has selected is prepared to begin work upon receipt of a fully-executed
contractual agreement. All search activities up to and including the selection of a new Human
Resources Director can be completed in 14 to 16 weeks. The precise schedule will depend on the
placement of advertising in the appropriate professional journals, and the ability to schedule, as
quickly as possible, the initial meeting. A proposed schedule of major milestones is presented
below.
Task Name Month 1 Month 2 Month 3 Month 4
Weeks 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Initial Meeting/
Candidate Profile
Draft Brochure
Brochure Approved/
Printed & Place Ads
Aggressive Recruiting
Final Filing Date
Preliminary Screening
Present Leading
Candidates
Interviews
Reference/
Background Checks
Appointment
Weeks 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
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Proposal to the City of Bozeman
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Our Executive Recruitment Team
CPS HR has assembled a strong project team with each member possessing extensive recruiting
experience and a direct, in-depth understanding of local government. The specific project
manager will be determined based on our ability to meet all your customer service needs in a
timely and effective manner. We will not utilize subcontractors for these services. No staff
members will be removed or replaced without the prior written concurrence of the City.
Role/Project Assignment Name Phone Email
Senior Executive Recruiter Pamela Derby 916-471-3126 pderby@cpshr.us
Executive Recruiter Teresa Webster 916-471-3462 twebster@cpshr.us
Executive Recruiter Josh Jones 916-471-3301 jjones@cpshr.us
Executive Recruiter Jill Engelmann 916-471-3377 jengelmann@cpshr.us
Team Biographies
Pamela H. Derby
Since joining CPS HR Consulting in 2003, Pam Derby has conducted a wide range of recruitments
for county, city, special district and association executives including city attorney, executive
director, general manager, city manager, assistant and deputy city manager, police chief,
community and economic development director, human resource director, finance director, city
administrator, registrar of voters, library director, and director of information technology in
addition to specialized support positions.
Prior to joining CPS HR, Ms. Derby served as the Aide to the Yuba County Board of Supervisors
serving as the Board’s liaison to County Department Heads, the community, and the media. This
experience provided her with a unique perspective into the special circumstances that exist in a
Board/Council-Manager relationship and a keen awareness of the inner workings of local
government. She is sensitive to balance the wants of the community with the needs of the client
so as to tailor a recruitment process that reaches out to the most appropriate candidates and
ensures a diverse group of individuals from which to make a selection. She has successfully
employed these techniques in jurisdictions ranging from under 10,000 to 10 million. Moreover,
she employs a firmly-held personal philosophy that candidates must be treated with the same
respect and careful consideration as her client. Previous to her local government service, Ms.
Derby served in the private sector and with several non-profit lobbying associations where she
was responsible for the management of several large consumer groups.
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Teresa Webster
Ms. Webster has over 17 years of professional consulting and marketing experience in public
sector human resources, including experience in the areas of project management, marketing
communications, administration, and employee recruitment. She has worked as a CPS HR
consultant for more than ten years, where she has managed or completed a wide variety of
projects for CPS HR Consulting (CPS HR) subject matter experts and senior executive staff.
Ms. Webster conducts executive and mid management level recruitments for public sector
clients. She serves as a project manager and client liaison ensuring all phases of the recruitment
are progressing in a manner satisfactory to the client. As part of the CPS HR Executive Search
team, she writes advertisements, recruitment brochure text, does email outreach, builds target
candidate lists based on candidate requirements, researches other sources for outreach and
candidate pools, does screening interviews, helps facilitate candidate interviews, and conducts
candidate reference checks. Ms. Webster serves as liaison for business units collaborating on
recruitment marketing plans and strategies. She works closely with unit managers, coordinators,
and staff to support the organization’s mission and direction.
Josh Jones
Josh Jones brings nearly ten years of public sector experience to his role as Executive Recruiter
at CPS HR Consulting. He holds a Master’s degree in Public Administration from the University of
Kansas and has worked with both cities and counties in such high-level roles as City Manager and
Deputy CAO. With this direct professional experience, Mr. Jones brings a practitioner’s touch to
recruitments and understands the unique needs of clients whether they are elected officials or
management staff. Combining this knowledge with a sincere interest in the client’s success, he
ensures an exceptional level of service and satisfaction.
Utilizing his extensive professional network and data-driven recruiting techniques, Mr. Jones
successfully sources high-quality candidates for both urban and rural clients in a wide variety of
public sector fields including city and county management, housing, transit, social services,
emergency communications, public safety, utilities, finance, municipal law, and more. He fosters
genuine relationships and enjoys enriching the professional lives of clients and candidates alike
through his recruitment services.
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Jill Engelmann
Jill Engelmann has over thirty years of professional and management experience in public sector
Human Resources. Ms. Engelmann has extensive leadership experience in all areas of Human
Resources including recruitment and selection, classification and compensation, training,
employee relations, benefits, workers’ compensation, personnel policy development and job
analysis obtained through her recent work as Assistant Director of Human Resources for the
County of El Dorado, Principal/Project Consultant for CPS HR Consulting, Human Resources
Manager for El Dorado Hills Fire Department and Northern California Power Agency and Senior
Human Resources Consultant for the California Independent System Operator, to name a few.
As a Principal Consultant, Ms. Engelmann managed the Merit System Services unit of CPS HR
Consulting. Ms. Engelman led and directed a team of six Human Resources Consultants, a
Program Coordinator, and three Human Resources Technicians; responsible for providing
recruitment, selection, classification, and general guidance on HR related issues and policy/rule
interpretation services to the Social Services/Human Services Departments and Child Support
Services Departments in twenty-five counties throughout California. Her responsibilities
included team leadership, training, interviewing and hiring employees, work assignment and
review, completion of performance evaluations, project management, the establishment of unit
goals and strategic direction, and serving as the liaison with the California Department of Human
Resources, the California Welfare Director's Association, and the various counties served. While
in this position, she also led projects to significantly change recruitment materials and strategies,
revise the structure and rating of oral interview exams, and complete several system-wide job
analyses and develop new written exams.
As a Principal/Project Consultant, Ms. Engelmann also conducted and managed a broad variety
of human resources projects and assignments for public sector and non-profit organizations. In
this role she managed teams of professional, technical, and support staff on numerous
classification, total compensation, recruitment, selection, job analysis, personnel policy
development, and performance management system projects.
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References
Provided below is a partial list of clients we have recently worked with in providing similar
executive recruitment services. We are confident that these public-sector clients will tout our
responsiveness and ability to successfully place candidates that were a good fit for their
organization’s needs.
CLIENT/POSITIONS CONTACT(S)
Lake County
255 N. Forbes Street
Lakeport, CA 95433
Human Resources Director
Carol Huchingson, County Administrative Officer
(707) 263-2580
Carol.Huchingson@lakecountyca.gov
Sutter County
1160 Civic Center Blvd
Yuba City, CA 95993
Human Resources Manager
Scott Mitnick, County Administrative Officer
(530) 822-7100
smitnick@co.sutter.ca.us
County of Contra Costa
40 Douglas Drive
Martinez, CA 94553
Assistant Director of Human Resources
Kathy Ito, Human Resources
(925) 335-1754
Kathy.Ito@hrd.cccounty.us
City of Boulder
1777 Broadway Street
Boulder, CO 80302
Diversity Officer
Linda Rad, Learning & Organizational Manager
(303) 441-3046
radl@bouldercolorado.gov
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Professional Fees, Expenses and Guarantee
Professional Services
Our professional fixed fee covers all CPS HR services associated with Phases I, II, and III of the
recruitment process, including the necessary field visits (up to three) to develop the candidate
profile and recruitment strategy, assist the City with finalist selection, and facilitate candidate
interviews.
Reimbursable Expenses
Actual out-of-pocket expenses for such items as consultant travel, advertising, marketing,
printing/copying, and postage/delivery charges are reimbursable at cost. There is no mark-up on
expenses and we will work proactively with the City to ensure that dollars being spent for
expenses are in keeping with the City’s expectations. Travel expenses for candidates who are
invited forward in the interview process are not included under our reimbursable range. The
listed reimbursable expenses range includes a background check on the selected finalist candidate.
Professional Fixed Fee & Reimbursable Expenses*
Professional Services Full Recruitment (Fixed Flat Fee) $17,000
Reimbursable Expenses
Approximate recruitment costs include:
Brochure Design and Printing
Advertising
Background check for one candidate
Other recruitment expenses such as supplies, travel, and shipping
$4,000 - $4,500
Not-to-Exceed Total $21,500
*Professional fees and reimbursable expenses would be billed and paid monthly.
Optional: Recruitment Video
In addition to the standard recruitment brochure, CPS HR can develop a recruitment video to
attract a wider range of applicants. More than 63% of organizations are now using visual media
to attract the attention of job seekers, convey the culture of the organization, and effectively
expand the talent pool. For this approximately three-minute video, CPS HR will arrive onsite to
film footage of the work place and community, as well as conduct onsite interviews with
selected employees. This video is optional and costs $3,500.
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Two-Year Guarantee
If the employment of the candidate selected and appointed by the City as a result of a full
executive recruitment (Phases I, II, and III) comes to an end before the completion of the first
two years of service, CPS HR will provide the City with professional services to appoint a
replacement. Professional consulting services will be provided at no cost. The City would be
responsible only for reimbursable expenses. This guarantee does not apply to situations in
which the successful candidate is promoted or re-assigned within the organization during the
two-year period. Additionally, should the initial recruitment efforts not result in a successful
appointment, CPS HR will extend the aggressive recruiting efforts and screen qualified candidates
until an offer is made and accepted. CPS HR does not provide a guarantee for candidates placed
as a result of a partial recruitment effort.
We thank you for your consideration of our proposal. We are committed to
providing high quality and expert solutions and look forward to partnering with
the City of Bozeman in this important endeavor.
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Appendix A: Sample Brochure
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