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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this�' day of -I— ,201q,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, GovHR USA LLC, 630 Dundee Road, Suite 130, Northbrook, IL 60062,
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 Exhibit A and by this reference made
a part hereof.
2. Scope of Services: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services.For conflicts between this Agreement and
the Scope of Services,unless specifically provided otherwise, the Agreement governs.
3. Payment: City agrees to pay Contractor$22,000. lst payment: 1/3 of the recruitment
fee upon execution of this Agreement,2nd Payment: 1/3 of the recruitment fee and expenses incurred
during Phases 1-IV (invoice sent following completion of Phase IV—Presentation of Recommended
Candidates), Final Payment: 1/3 of the recruitment fee and the remaining expenses (invoice sent
after completion of 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.
4. Contractor's Representations: To induce City to enter into this Agreement,
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.
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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.
S. 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 furnish the City with copies showing one of the following: (1) a binder for
workers' compensation coverage by an insurer licensed and authorized to provide workers'
compensation insurance in the State of Montana; or (2) proof of exemption from workers'
compensation granted by law for independent contractors.
In the event that, during the term of this Agreement, any labor problems or disputes of any
type arise or materialize which in tarn cause any services to cease for any period of time, Contractor
specifically agrees to take immediate steps, at its own expense and without expectation of
reimbursement from City, to alleviate or resolve all such labor problems or disputes. The specific
steps Contractor shall take shall be left to the discretion of Contractor; provided, however, that
Contractor shall bear all costs of any related legal action. Contractor shall provide immediate relief
to the City so as to permit the services to continue at no additional cost to City.
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.
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6. IndemnillMaiver 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 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
in any way related to: (i) the negligent, reckless, or intentional misconduct of the Contractor; or (ii)
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
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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
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;
• Employers' Liability- $1,000,000 per occurrence; $2,000,000 annual aggregate;
® Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate;
® Automobile Liability- $1,000,000 property damage/bodily injury per accident; 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 avvrove all insurance coverage and endorsements prior to the Contractor
commencing work.
7. Termination for Contractor's Fault:
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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.
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 Iaw 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.
S. 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 9, 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.
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d. The compensation described in Section 9(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.
9. 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
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 thirty(30) 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.
10. Representatives:
a. City's Representative: The City's Representative for the purpose of this
Agreement shall be James Henderson, HR Director, 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 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 Sarah Mckee, 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
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designated Contractor personnel or agents.
11. 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.
12. 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 Iimited 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.
13. 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 subcontractors providing services under this agreement.
14. 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
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continuous inspection and supervision of the work performed. The Contractor is responsible for
instructing his employees and agents in safe work practices.
15. 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
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.
lb. 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.
17, 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.
18. Attorney's Fees and Costs: In the event it becomes necessary for either Party 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.
19. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
20. 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.
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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.
21. Survival: Contractor's indemnification shall survive the termination or expiration of
this Agreement for the maximum period allowed under applicable law.
22. 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.
23. Severability: If any portion of this Agreement is held to be void or unenforceable,the
balance thereof shall continue in effect.
24. Applicable Law: The parties agree that this Agreement is governed in all respects by
the laws of the State of Montana.
25. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs,
legal representatives, successors, and assigns of the parties.
26. 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.
27. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
28. 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 x***
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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 GovHR USA LLC
CONTRACTOR
B L By
_ VVV\
Andrea Surratt, City Manager
Print Name: ' 1
Print Title: 11e1Q1 . Voorhees
APPROVED AS TO RM: 1 I
B
y
Greg Van,an, Bozeman City Attorney
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GovHR USA
GovTEMPS USA
June 18, 2019
Mr. James Henderson
Human Resources Director
City of Bozeman
121 N. Rouse Ave.
Bozeman, MT 59715
Dear Mr. Henderson:
Thank you for the opportunity to provide you with a proposal for the Superintendent of the Water
Reclamation Department recruitment and selection process for the City of Bozeman. GovHR USA
("GovHR") prides itself on a tailored, personal approach to executive recruitment and selection, able to
adapt to your specific requirements for the position.
Qualifications and Experience
GovHR is a public management consulting firm serving municipal clients and other public-sector entities on
a national basis. Our headquarters offices are in Northbrook, Illinois. We are a certified Female Business
Enterprise in the State of Illinois and work exclusively in the public sector. We have 11 full time and 8 part
time employees and 27 project consultants. GovHR offers customized executive recruitment services and
completes other management studies and consulting projects for communities. Please note the following
key qualifications of our firm:
Y Since our establishment in 2009, our consultants have conducted hundreds of recruitments in 29
states, with an increase in business of at least 30% each year. Twenty-eight (28%) of our clients
are repeat clients, the best indicator of satisfaction with our services.
Y Surveys of our clients show that 94% rate their overall experience with our firm as Outstanding and
indicate that they plan to use our services or highly recommend us in the future.
Y Our state of the art processes, including extensive use of social media for candidate outreach and
video interviews with potential finalist candidates, ensure a successful recruitment for your
organization.
Y Our high quality, thorough Recruitment Brochure reflects the knowledge we will have about your
community and your organization and will provide important information to potential candidates.
Y The firm has a total of twenty-seven consultants, both generalists and specialists (public safety,
public works, finance, parks, etc.), who are based in Arizona, Florida, Illinois, Indiana, Michigan,
and Wisconsin, as well as five reference specialists and eight support staff.
Our consultants are experienced executive recruiters who have conducted over 600 recruitments, working
with cities, counties, special districts and other governmental entities of all sizes throughout the country. In
addition, we have held leadership positions within local government, giving us an understanding of the
complexities and challenges facing today's public-sector leaders.
GovHR is led by Heidi Voorhees, President, and Joellen Cademartori, Chief Executive Officer. Ms.
Voorhees previously spent 8 years with the nationally recognized public-sector consulting firm, The PAR
630 Dundee Road,Suite 130, Northbrook, Illinois 60062
847.380.3240 GovHRUSA.com
EXECUTIVE RECRUITMENT • INTERIM STAFFING MANAGEMENT AND HUMAN RESOURCE CONSULTING
GovHR usa
v GovTEMPS USA
Page 2
Group, and was President of The PAR Group from 2006—2009. Ms. Voorhees has conducted more than
250 recruitments in her management consulting career, with many of her clients repeat clients, attesting to
the high quality of work performed for them. In addition to her 12 years of executive recruitment and
management consulting experience, Ms. Voorhees has 19 years of local government leadership and
management service,with ten years as the Village Manager for the Village of Wilmette, IL. Ms. Cademartori
is a seasoned manager, with expertise in public sector human resources management. She has held
positions from Human Resources Director and Administrative Services Director to Assistant Town Manager
and Assistant County Manager. Ms. Cademartori has worked in forms of government ranging from Open
Town Meeting to Council-Manager and has supervised all municipal and county departments ranging from
Public Safety and Public Works to Mental Health and Social Services.
Consultant Assigned
GovHR Vice President Sarah McKee will be responsible for your recruitment and selection process. Her
biography is attached to this Proposal and her contact information is:
Sarah McKee
Vice President
GovHR USA LLC
Telephone: (847) 867-5151
Facsimile 866,401.3100
SMcKee(cDGovHRusa.com
Ms. McKee has extensive experience as a local government manager and in non-profit management. She
is known for her ability to create a harmonious work environment and for inspiring people to reach beyond
their own preconceived expectations to achieve more. She has conducted recruitments for a variety of
positions including City Manager/Administrator, Public Works Director, Fire Chief, Human Resource
Director, Building Director, Bridge and Road Director and non-profit Executive Director in various states
including Colorado, Florida, Illinois, Indiana, North Carolina, South Carolina,Washington and West Virginia.
She has also been involved in studies related to organizational structure/development and strategic
planning.
A complete list of Ms. McKee's and GovHR's clients is available on our website at www.govhrusa.com
References
The following references can speak to the quality of service provided by GovHR:
Great Falls, MT(Director of Parks & Recreation) -Sarah McKee
Chuck Anderson
Deputy Manager
PO Box 5021
Great Falls, MT 59403
406-454-0495
canderson a( greatfallsmt.net
Waukegan, IL(Water Plant Superintendent, 2018) -Sarah McKee
Tameika Jones
Human Resources Director
100 N. Martin Lutheran King Jr.Avenue
City Hall-2nd Floor
Waukegan, IL 60085
847-599-2550
tam eika.iones(a)waukegani1.gov
MGovHR USA
GovTEMPs USA
Page 3
Commerce City, CO (Director of Public Works, 2018) -Sarah McKee
Catherine Blakeman
Director of Human Resources
7887 E. 60th Ave.
Commerce City, CO 80022
303-289-3624
cblakeman(a c3gov.com
Scope of Work
A typical recruitment and selection process takes approximately 175 hours to conduct. At least 50 hours of
this time is administrative, including advertisement placement, reference interviews, and due diligence on
candidates. We believe our experience and ability to professionally administer your recruitment will provide
you with a diverse pool of highly qualified candidates for your Superintendent of the Water Reclamation
Department search. GovHR clients are informed of the progress of a recruitment throughout the entire
process. We are always available by mobile phone or email should you have a question or need information
about the recruitment.
GovHR suggests the following approach to your recruitment, subject to your requests for modification:
Phase I—Position Assessment, Position Announcement and Brochure Development
Phase I will include the following steps:
i- One-on-one or group interviews will be conducted with elected officials, appointed officials, staff,
business community representatives and any other stakeholders identified by the client to develop
our Recruitment Brochure. The Proposal assumes up to two full days and one night depending
upon the client's needs. We can also utilize dedicated email and surveys to obtain feedback from
stakeholder groups. Previous clients have invited community leaders to meetings with our
consultants; other clients have developed surveys for the community or organization; and some
clients request we use a combination of these methods to fully understand community and
organizational needs and expectations for the next Superintendent of the Water Reclamation
Department.We will work closely with you on the format that best meets your needs.
Development of a Position Announcement.
Y Development of a detailed Recruitment Brochure for your review and approval.
;w Agreement on a detailed Recruitment Timetable —a typical recruitment takes 90 days from the
time you sign the contract until you are ready to appoint the finalist candidate.
Phase II—Advertising, Candidate Recruitment and Outreach
We make extensive use of social media as well as traditional outreach methods to ensure a diverse and
highly qualified pool of candidates. In addition, our website is well known in the local government industry
—we typically have 5,000 visits to our website each month. Finally, we develop a database customized to
your recruitment and can do an email blast to thousands of potential candidates.
Phase II will include the following steps:
➢ Placement of the Position Announcement in appropriate professional online publications. In
addition to public sector publications and websites, outreach will include Linkedln and other private
sector resources. We can provide the City with a list of where we intend to place the position
announcement, if requested.
GovHR USA
GovTEMPSUSA Page 4
y The development of a database of potential candidates from across the country unique to the
position and to the City, focusing on the leadership and management skills identified in Phase I as
well as size of organization, and experience in addressing challenges and opportunities also
outlined in Phase I. This database can range from several hundred to thousands of names
depending on the parameters established for the outreach. Outreach will be done in person, and
through e-mail and telephone contacts. GovHR consultants have extensive knowledge of the
municipal government industry and will personally identify and contact potential candidates. With
more than 600 collective years of municipal and consulting experience among our consultants, we
often have inside knowledge about candidates.
Phase III—Candidate Evaluation and Screening
Phase III will include the following steps:
Review and evaluation of candidates' credentials considering the criteria outlined in the
Recruitment Brochure.
Candidates will be interviewed by video to fully grasp their qualifications, experience and
interpersonal skills. The interviews include asking specific questions about their experiences and
skill sets as well as asking questions specific to the Superintendent of the Water Reclamation
Department.We will ask follow up questions and probe specific areas. By utilizing video interviews
we will have an assessment of their verbal skills and their level of energy for and interest in the
position.
➢ Formal and informal references and an internet/social media search of each candidate will be
conducted to further verify candidates' abilities, work ethic, management and leadership skills,
analytical skills, interpersonal skills, ability to interact with the media, and any areas identified for
improvement.
All resumes will be acknowledged and contacts and inquiries from candidates will be personally
handled by GovHR, ensuring that the City's process is professional and well regarded by all who
participate.
Phase IV— Presentation of Recommended Candidates
Phase IV will include the following steps:
➢ GovHR will prepare a Recruitment Report that presents the credentials of those candidates most
qualified for the position. You will advise us of the number of reports you will need for the individuals
involved in this phase of the recruitment and selection process.We provide a binder which contains
the candidate's cover letter and resume. In addition, we prepare a "mini" resume for each
candidate,so that each candidate's credentials are presented in a uniform way. GovHR will provide
you with a log of all candidates who applied. You may also review all the resumes, if requested.
➢ GovHR will meet with you on-site to review the Recruitment Report and expand upon the
information provided. The report will arrive two to three days in advance of the meeting, giving you
the opportunity to fully review it. In addition to the written report, we will spend 2 to 3 hours
discussing the candidates by reviewing their skype interviews and providing excerpts from the
references we will have conducted on the individuals.
Phase V—Interviewing Process
Phase V will include the following steps:
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➢ After the Recruitment Report is presented, the Interviewing Process will be finalized including the
discussion of any specific components you deem appropriate, such as a writing sample or oral
presentation.
➢ GovHR will develop the first and second round interview questions for your review and comment.
GovHR will provide you with interview books that include the credentials each candidate submits,
a set of questions with room for interviewers to make notes, and evaluation sheets to assist
interviewers in assessing the candidate's skills and abilities.
➢ GovHR will work with you to develop an interview schedule for the candidates, coordinating travel
and accommodations, In addition to a structured interview with the City, the schedule will
incorporate a tour of Bozeman's facilities and interviews with senior staff, if the City so desires.
➢ Once candidates for interview are selected, additional references will be contacted, along with
verification of educational credentials, criminal court, credit, and motor vehicle and records checks.
➢ GovHR recommends a two-step interviewing process with (typically) five or six candidates
interviewed in the first round. Following this round,we strongly suggest that two or three candidates
are selected for second round interviews. Again, we will prepare a second round of interview
questions and an evaluation sheet.
GovHR consultants will be present for all the interviews, serving as a resource and facilitator.
Phase VI —Appointment of Candidate
➢ GovHR will assist you as much as you request with the salary and benefit negotiations and drafting
of an employment agreement, if appropriate.
➢ GovHR will notify all applicants of the final appointment, providing professional background
information on the successful candidate.
Leadership/Personality Assessments
GovHR has experience working with a wide variety of leadership and personality assessment tools,
depending on the qualities and experiences the client is seeking in their candidates. These include but are
not limited to Luminaspark, Caliper, DISC and others. Typically these tools cost $300 per candidate to
administer. This fee is not included in our proposal.
One-Way Video Interviews
Candidates we recommend for your consideration can complete a one-way video interview with 3 to 5
questions that will be recorded for an additional fee. The City can then review these interviews at your
convenience prior to make a decision on which candidates to invite for interview.
Optional 360' Evaluation
As a service to the City,we offer the option to provide you with a proposal for a 360'performance evaluation
for the appointed Superintendent of the Water Reclamation Department at about six months into his or her
employment. This evaluation will include seeking feedback from both Elected Officials and Department
Directors, along with any other constituent the City feels would be relevant and beneficial. This input will be
obtained on a confidential basis with comments known only to the consultant. If you are interested in this
option, GovHR USA will prepare a proposal for this service.
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Recruitment Schedule
A detailed recruitment schedule will be provided in Phase I. The recruitment and selection process typically
takes 90 days from the time the contract is signed until the candidate is appointed. We can work with you
on a shorter process, should you so desire.
Our typical recruitment process includes the following milestones and deliverables:
Weeks 1 -2 On-site interviews of City officials and staff, development and approval of
recruitment brochure
Deliverable: recruitment brochure
Y Weeks 3-8 Placement of professional announcements; candidate identification,
screening, interview and evaluation by consultant
y Week 9 Consultant recommendation to the City of qualified candidates
Deliverable: recruitment report
➢ Week 10 Selection of candidate finalists by the City; additional
background and reference checks, report preparation and presentation
Deliverable: interview reports including suggested questions
and evaluation sheets
➢ Weeks 11-12 Interviews of selected finalist candidates; recommendation of final candidate;
negotiation, offer, acceptance and appointment
Summary of Costs Price
Recruitment Fee: $14,000
Recruitment Expenses: (not to exceed) 6,600
�e Expenses include consultant travel, postage/shipping, telephone,
support services, candidate due diligence efforts. copying etc.
Advertising: 2,500*
"Advertising costs over $2,500 will be placed only with client
approval. If less than $2,500, Client is billed only for actual cost.
"This fee does not include travel and accommodations for candidates interviewed.
The above cost proposal is predicated on four consultant visits to the City;the first for the recruitment brochure
interview process (up to two full days and one night, depending upon the client's needs; if additional days are
needed they will be billed at$500 per half day and$950 for a full day, plus additional hotel charges, if required);
the second to present recommended candidates; and the third and fourth for the candidate interview process
(second round interviews are often scheduled a week or so following the first round interviews). Any additional
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consultant visits requested by the City will be billed at $125/hour; $500 for a half day and $950 for a full
day. The additional visits may also result in an increase in the travel expenses and those expenses will be
billed to the client.
Payment for Fees and Services
Professional fees and expenses will be invoiced as follows:
V Payment: 1/3 of the Recruitment Fee (invoice sent upon acceptance of our proposal).
2"d Payment: 1/3 of the Recruitment Fee and expenses incurred to date (invoice sent following the
recommendation of candidates).
Final Payment: 1/3 of the Recruitment Fee and all remaining expenses (invoice sent after recruitment is
completed).
Recruitment expenses and the costs for printing the Recruitment Brochure will be itemized in detail.
Payment of invoices is due within thirty (30) days of receipt (unless the client advises that its normal
payment procedures require 60 days.)
Philosophy
Executive search is an important decision-making process for an organization and our primary goal is to
provide our client with the information to make the best hiring decision. Our firm's executive recruitment
philosophy embraces a professional process of integrity, trust, and respect toward all parties involved, and
complete commitment toward meeting the expressed needs and desires of our client. All of our services
are handled by principals of the firm who have established and well-regarded reputations in the search
field, as well as actual operating experience in the public management fields in which they now consult.
Each has impeccable professional credentials and unblemished personal reputations. Keeping both our
client and prospective candidates informed on the status of the recruitment on a regular basis is also an
important part of our recruitment process.Ourwork is carried out in an open manner with particular attention
given toward seeking out critical factors of a client's organization and governance, and utilizing such
information respectfully and discreetly in seeking out candidates who truly have the ability to meet the
expectations and needs of the client—working strenuously in developing a fully qualified, "best match"
candidate pool for client consideration. Our process includes assistance in the critical final interview and
selection phases of the recruitment, and availability to both client and candidate for months following the
appointment. Our process was developed and refined over the years to meet the special, and often unique,
needs and circumstances facing our local government, public management, and related not-for-profit
clients.
GovHR Guarantee
It is the policy of GovHR to assist our clients until an acceptable candidate is appointed to the position.
Therefore, no additional professional fee would be incurred should the City not make a selection from the
initial group of recommended candidates and request additional candidates be developed for interview
consideration. Additional reimbursable expenses may be incurred should the situation require consultant
travel to Bozeman beyond the planned four visits.
Upon appointment of a candidate, GovHR provides the following guarantee: should the selected and
appointed candidate, at the request of the City or the employee's own determination, leave the employ of
the City within the first 12 months of appointment,we will, if desired, conduct one additional recruitment for
the cost of expenses and announcements only, if requested to do so within six months of the employee's
departure.
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In addition, in accordance with the policy of our firm as well as established ethics in the executive search
industry, we will not actively recruit the placed employees for a period of five years.
Why Choose GovHR?
We ask you to consider the following as you deliberate:
➢ We are a leader in the field of local government recruitment and selection with experience in more
than 29 states, in communities ranging in population from 1,000 to 1,000,000. More than 28% of
our clients are repeat clients showing a high level of satisfaction with our work. We encourage you
to call any of our previous clients.
➢ We are committed to bringing a diverse pool of candidates to your recruitment process.We network
extensively with state,city and county management associations, attending more than 20 state and
national conferences each year. In addition, we support and attend the meetings of Women
Leading Government, the Local Government Hispanic Network, the California Network of Asian
Public Administrators, and the National Forum for Black Public Administrators.
➢ We conduct comprehensive due diligence on candidates. Before we recommend a candidate to
you, we will have video interviewed them, conducted reference calls, and media and social media
searches. Our knowledge of local government ensures that we can ask probing questions that will
verify their expertise.
We are your partners in this important process. You are welcome to review all the resumes we
receive, and we will share our honest assessment of the candidates.
Our goal is your complete satisfaction. We are committed to working with you until you find the
candidate that is the best fit for your position.
We believe we have provided you with a comprehensive proposal; however, if you would like a service that
you do not see in our proposal, please let us know. We can most likely accommodate your request.
This proposal will remain in effect for a period of six months from the date of the proposal.We look forward
to working with you on this recruitment and selection process!
Sincerely,
9,' �
Heidi J. Voorhees
President
GovHR USA
Attachment: Consultant Biography
ACCEPTED BY E CITYMl-
TITLE:
BOZEMAN, MONTANA
BY:
DATE: �! IT)6
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CONSULTANT BIOGRAPHY
Sarah McKee
Vice President
Sarah McKee is a Vice President with GovHR USA and has extensive experience as a local government
manager and in non-profit management. She has conducted recruitments for a variety of positions
including, City Manager/Administrator, Public Works Director, Fire Chief, Human Resource Director,
Director of Development Services, Park and Recreation Director, Building Director, Bridge and Road
Director, Court Services Director, 911 Center Director, Community and Economic Development Director
and non-profit Executive Director in various states including Illinois, Indiana, North Carolina, South Carolina,
Florida, Texas, Washington, Montana, West Virginia and Colorado. She has also been involved in studies
related to organizational structure/development and strategic planning.
Sarah was a city manager in Johnstown, OH (5,500) and Rolling Meadows, IL (25,000). While managing
in Johnstown, the community saw a 20 percent growth in residential and commercial and Sarah was
instrumental in establishing their first comprehensive plan as well as a downtown revitalization plan. She
was also expanded their industrial park after the park experienced maximum capacity. During her
administration, she successfully acquired various grants for community park renovations and led the
community through the Main Street application process.
During the recession of 2008, she led Rolling Meadows through a workforce reduction which also included
an early incentive retirement program as well as a successful re-negotiation of police and fire contracts for
additional cost savings to the City. Additionally, she developed a retention and expansion program for the
community's commercial and industrial businesses and attracted additional employers to their corporate
centers. During her tenure, she was influential in attracting several new businesses to the area including
expansion of several large employers.
Sarah also has extensive experience in Public Works Administration. Having served as a solid waste and
fleet superintendent prior to being a public works director, she is known for several innovative ideas that
have saved millions of dollars in local governments. While serving as the solid waste superintendent in
Paducah, KY, she created the first biosolids waste composting facility in the state. In its first year of
operation, the City saved approximately$1 M dollars in landfill costs through the diversion of biosolids and
yard waste.
Through ICMA's international program and their cooperation with USAID, Sarah was asked to assist the
country of Bulgaria in developing their solid waste management program as they transitioned to the
European Union. She spent over seven years developing their program and training their environmental
experts as well as assisting in the development of their landfills and composting sites. In addition to
Bulgaria, Sarah has also worked in Beirut, Lebanon in the development of the Economic Development plan.
Recently, Sarah expanded her experience into non-profit management. She served as the first Executive
Director of the Issaquah Highlands Community Association. Issaquah Highlands is an award winning, large
scale master planned, built green urban village located just east of Seattle,WA. The community association
is responsible for the governance and management of over 4,000 housing units as well as commercial
(including a hospital campus)and retail spaces with 1500 acres of open spaces with 22 parks,soccer fields,
dog parks, sport courts and play areas. The Association is charged with maintaining all streetscape, storm
water systems including its use as irrigation in streetscapes and parks, management of 9 neighborhoods
and 13 supplemental neighborhoods including z-Homes (zero based energy homes).
Professional Education
o Master's degree in Public Administration with emphasis in Organizational Communications, Murray
State University, KY
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• Bachelor of Science degree in Business Administration with emphasis in management, Murray
State University, KY
Training and Instruction
Sarah has spoken/presented at various conferences including ICMA's Women's luncheon, Illinois
Government Finance Officers Association, Indiana Municipal Managers Association, Illinois City/County
Management Association and various other entities related to municipal government. She also serves as
a coach for ICMA.
Local Government Professional Background
Extensive experience as a local government manager and in non-profit management
• Executive Director, Issaquah Highlands Community Association,
Issaquah, WA 2012-2014
• City Manager, Rolling Meadows, IL 2008-2010
• Village Manager, Johnstown, OH 2O03-2008
• Public Works Director, Paducah, KY 1999-2003
• Solid Waste Superintendent/Fleet Superintendent, Paducah, KY 1994-1999