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HomeMy WebLinkAbout26-060 - Contract - Beacon Hill Solutions Group - Temporary Recruiter: 2026 World Cup StaffingCity of Tukwila Contract Number: 26-060 Council Approval N/A 4,44011, 6200 Southcenter Boulevard, Tukwila WA 98188 PROFESSIONAL SERVICES AGREEMENT (Includes consultants, architects, engineers, accountants, and other professional services) THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as "the City", and Beacon Hi 11 solutions Gr ,qY*reinafter referred to as "'the Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Pro"ect Desianation. The Consultant is retained by the City to perform high-volume recruitment services in connection with the project titled seasonal surge of hiring within the City of Tukwila. 2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A"' attached hereto, including the provision of all labor, materials, equipment and supplies. 3. Duration of Aureement: Time for Performance. This Agreement shall be in full force and effect for a period commencing upon execution and ending June 30, 2026, unless sooner terminated under the provisions hereinafter specified. Work under this Agreement shall commence upon written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement no, later than June 30, 2026 unless an extension of such time is granted in writing by the City. 4. Payment. The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: A. Payment for the work provided by the Consultant shall be made as provided on Exhibit "B" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $30,000, without express written modification of the Agreement signed by the City. B. The Consultant may submit vouchers to the City for payment in accordance with Exhibit "B." Vouchers will be reviewed by the City and, upon approval, payment shall be made in the amount approved. C. Final payment of any balance due the Consultant of the total contract price earned will be made promptly upon verification and acceptance by the City. D. Payment as provided in this section shall be full compensation for work performed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. E. The Consultant's records and accounts pertaining to this Agreement shall be kept available for inspection by representatives of the City and the State of Washington for a period of three (3) years after final payment. F. All hours worked by Consultant -assigned contract employees or dedicated resources, as contract employees for the City of Tukwila ("City"), shall be for services performed on City premises unless otherwise directed by the City. Contract employees and dedicated resources shall submit weekly timesheets, to the City for approval, Authorized City representatives shall review timesheets for accuracy, verify the number of hours worked, and authorize weekly timesheets as acceptable for payment by signature. G. For any State or federal mandated legislation (including but not limited to paid sick leave, bereavement leave, or other legally required paid leave) that results in paid time taken by an assigned worker, the Consultant may bill the City for those hours taken in accordance with applicable law. H. The Consultant shall be responsible for paying contract employees and dedicated resources for hours worked. The City shall be responsible for processing and paying Consultant invoices in accordance with Exhibit "B." CA revised May 2020 Page 2 5. Ownership and Use of Documents. All documents, drawings, specifications and other materials produced by the Consultant in connection with the services rendered under this Agreement shall be the property of the City whether the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not be responsible for any use of the said documents, drawings, specifications or other materials by the City on any project other than the project specified in this Agreement. 6. Compliance with Laws. The Consultant shall, in performing the services contemplated by this Agreement, faithfully observe and complywith all federal, state, and local laws, ordinances and regulations, applicable to the services rendered under this Agreement. 7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance of insurance as required by the agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile Liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate. Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop -gap independent contractors and personal injury and advertising injury. The City shall be named as an additional insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO endorsement form CG 20 26. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. CA revised May 2020 Page 3 4. Professional Liability with limits no less than $2,000,000 per claim and $2,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Consultant's profession. B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Contractor. C. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respect to the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not be contributed or combined with it. D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. Upon request by the City, the Consultant shall furnish certified copies of all required insurance policies, including endorsements, required in this Agreement and evidence of all subcontractors' coverage. F. Notice of Cancellation. The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. G. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the Consultant nor any employee of the Consultant shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the Consultant, or any employee of the Consultant. 10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. CA revised May 2020 Page 4 11. Discrimination Prohibited. Contractor, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age, veteran status,, sex, sexual orientation, gender identity, marital status, political affiliation, the presence of any disability, or any other protected class status under state or federal law, in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. 13,. Non -Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this, Agreement at any time by giving ten (10) days written notice to the Consultant. 13. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terms of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the Consultant shall at all times comply with, all applicable federal, state and local laws, regulations, and rules, including the provisions of the! City of Tukwila Municipal Code and ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. Venue for any action arising from or related to this Agreement shall be exclusively in, King County Superior Court. 16. Severability and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. 17. Notices. Notices to the City of Tukwila shall be sent to the following address, City Clerk City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: Beacon Hill solutions Group 2'0 Ashburton Place Boston, MA 02108 18. Entire Agreement; Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between, the City and the Consultant and supersedes all prior negotiations, representations, or agreements written or oral. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. CA revised May 2020 Page 5 23-00 DATED this day of Feburary 20 26. CNC . CITY OF TUKWILA CONSULTANT: Signed by: Thomas McLeod, Mayor ATT ESTIAUTHEIST ICATE D* igne Andy Youn-Barnett, City Clerk Signed igned by - Office of the City Attorney �dG1Alled by:: By:—[ Rikki Denniston Printed Name., Tftle. Regional Director - 2/2 3'/202,6 CA revised May 2,020 Page 6 Scope of Work Contract Recruiter — Short -Term, High -Volume & Seasonal Recruitment Support Purpose The City seeks to engage a contract recruiter to provide short-term, high-volume recruitment support for World Cup—related staffing needs and concurrent seasonal hiring, particularly within Parks & Recreation and other operational departments. This engagement is intended to supplement internal Human Resources capacity and ensure timely, compliant, and coordinated hiring in support of aggressive operational timelines and event -driven demands. Term of Services, Work Hours & Compensation Cap Services will be provided on a temporary, project -based basis aligned with World Cup preparation and seasonal staffing timelines. The assignment is anticipated to conclude by July, but may end earlier at the City's discretion based on operational needs, staffing levels, or budget considerations. The contract recruiter shall work no more than 30 hours per week throughout the temporary assignment. Work schedules may include evenings or weekends as needed to support recruitment events, job fairs, or high-volume hiring periods, provided the weekly hour cap is not exceeded. Compensation for this assignment shall be not to exceed $30,000 for the full duration of the contract, inclusive of all hours worked, services performed, and reimbursable expenses, unless otherwise authorized in advance and in writing by the City. Scope of Services The contract recruiter will perform the following services under the direction of the Human Resources Department, in close coordination with Parks & Recreation leadership and other assigned departments. A. High -Volume & Time -Sensitive Recruitment Support • Support short-term, high-volume recruitment for World Cup—related and seasonal positions. • Prioritize time -sensitive recruitments to meet operational and event deadlines. • Collaborate with HR staff and hiring managers to understand staffing needs, minimum qualifications, schedules, and hiring targets. • Support continuous recruitment models where applicable. B. Candidate Sourcing, Outreach & Screening • Conduct proactive candidate sourcing, including cold calling, outreach, follow-up, and applicant engagement. • Utilize multiple recruitment channels, including community outreach, job fairs, workforce partners, and professional networks. • Conduct initial screening for minimum qualifications and suitability for fast -paced, public -facing, and seasonal roles. • Support applicant communications throughout the recruitment lifecycle. C. Job Fairs & Community Recruitment Events • Attend external job fairs and community recruitment events on behalf of the City. • Represent the City in alignment with approved branding, messaging, and recruitment standards. • Provide applicants with information regarding open positions, schedules, hiring timelines, and employment requirements. • Support outreach events occurring during evenings and weekends as needed. D. In -House Recruitment Fairs & Rapid Hiring Events • Coordinate and lead in-house recruitment fairs and high-volume hiring events. • Support planning logistics, scheduling, candidate flow, and interview coordination. • Facilitate on-site interviews with hiring managers and HR staff. • Support same-day or accelerated conditional offers of employment when authorized. • Ensure pre-employment steps are initiated promptly following interviews. E. Seasonal Staffing Support (Parks & Recreation Focus) The contract recruiter will support seasonal hiring efforts that integrate World Cup staffing with Parks & Recreation's regular summer seasonal hiring, including but not limited to: • Maintenance Workers (Seasonal / Extra Labor) • Recreation Leaders (World Cup and Summer Programming) • Facility Attendants / Ambassadors Support services may include: • Assisting with recruitment timelines aligned with department -provided hiring schedules • Supporting applicant screening and interview coordination • Assisting with all -day or block interview events • Coordinating with HR on pre-employment requirements (background checks, MVR review, required trainings) • Supporting onboarding coordination for large seasonal cohorts Parks & Recreation will retain responsibility for: • Drafting and refining job descriptions • Developing hiring schedules and milestones • Conducting secondary resume review • Participating in interview panels • Managing department -specific trainings outside of HR onboarding F. Hiring Process Coordination & Compliance • Coordinate closely with Human Resources to ensure compliance with applicable federal, state, and local laws; City policies; and collective bargaining agreements. • Support scheduling of interviews, interview panels, and hiring timelines. • Track applicant progress and hiring metrics. • Provide regular updates on recruitment status, applicant volume, and hiring outcomes • Maintain confidentiality and professionalism throughout the process. Recruitment Timeline, Milestones & Hiring Targets The contract recruiter will support recruitment efforts in accordance with the following timeline, milestones, and anticipated hiring quantities. Hiring volumes may increase or decrease based on operational need, and the recruiter is expected to maintain flexibility and readiness to adjust accordingly. Recruitment Timeline Early pipeline development and proactive sourcing Job postings open and active recruitment High-volume screening, interviews, and job fairs Completion of primary seasonal hiring Supplemental and contingency hiring Standby and surge support Position -'Specific Hiring Targets (Parks & Recreation) Timeline January — February February — March March —April By last week of April May—July As needed through, event period Position Anticipated # of Job Posting Target Start Offboarding Hires Opens Date Maintenance Worker 10 February 2 April 16 July 25 (Seasonal) Recreation Leader 8 February 23 April 27 August (World Cup) September Facility Attendant 6 March 9 May 9 August Ambassador I f discretiov. The contract recruiter shall proactively build and maintain ready -to -deploy candidate pipelines that exceed immediate hiring targets, enabling the City to respond quickly to changing staffing needs. This includes: • Maintaining pipelline capacity beyond planned hiring quantities • Continuing outreach and screening during periods of slowed hiring Keeping qualified candidates warm and available for rapid onboarding • Supporting immediate backfill for attrition, no-shows, or operational changes The recruiter must be prepared to scale recruitment activity up or down with minimal notice, pivot between active hiring and pipeline maintenance, and support accelerated or same -week hiring events when operational needs require. Deliverables • Timely sourcing and referral of qualified candidates • Successful execution of recruitment events and job fairs • Documentation of recruitment activity and hiring outcomes • Regular reporting on applicant volume, pipeline strength, and hiring progress Coordination & Oversight • The contract recruiter will report to the Human Resources Department or designee. • HR will establish priorities, approved positions, and hiring authority. • The recruiter will not make final hiring decisions but may support conditional offers when authorized. Recruiter Qualifications & Requirements The contract recruiter must meet the following minimum requirements: • Demonstrated experience supporting high-volume recruitment, including time -sensitive or surge hiring environments • Prior experience providing recruitment or staffing support within government or public - sector agencies • Proven experience building and maintaining candidate pipelines to support fluctuating staffing demands • Hands-on experience with cold calling, community outreach, job fairs, and hosting or supporting on-site interview and hiring events • Ability to operate in a metrics -driven environment, including tracking applicant flow, pipeline strength, and hiring outcomes • Availability to work non-traditional schedules as needed, including early mornings, evenings, weekends, and holidays, consistent with the weekly hour cap • Ability to commute to recruiting events and different locations as needed • Experience conducting or supporting skills -based and behavioral interviewing processes • Local presence required; this assignment is on-site only and not eligible for telecommuting or remote work Preferred Qualifications: Experience using NeoGov Insight or a comparable applicant tracking system (ATS) The contract recruiter is expected to: • Operate with urgency, professionalism, and discretion • Meet aggressive hiring timelines tied to World Cup and seasonal operations • Maintain positive relationships with candidates, hiring managers, and community partners • Adapt quickly to shifting priorities and high-volume workloads • Adhere to City policies, confidentiality requirements, and legal standards • Maintain candidate pipelines sufficient to support immediate hiring needs as well as contingency hiring exceeding planned staffing quantities when operational conditions require rapid scaling Optional / On -Call Support (As Requested) • Targeted recruitment campaigns for hard -to -fill roles • Evening and weekend recruitment event support • Large-scale onboarding coordination for seasonal cohorts • Applicant tracking and workflow support EXHIBIT B Compensation and Weekly Payment Terms 1. The City shall compensate the Consultant at the rates set forth below (or attached rate schedule). 2. Consultant shall submit invoices to the City on a weekly basis, supported by approved weekly timesheets signed by an authorized City representative. 3. Weekly invoices shall reflect actual hours worked during the applicable week, including any legally mandated paid leave as described in Section 4 of this Agreement. 4. The City shall review invoices for accuracy and process payment in accordance with the City's standard accounts payable procedures. S. Payment shall be made only for hours verified and approved through the City's timesheet authorization process. 6. The Consultant shall remain solely responsible for payroll processing, tax withholding, benefits administration, and compliance with all employment laws applicable to Consultant's employees. Invoicing and Payment Terms. 1. Invoice Submission. Consultant shall submit itemized invoices no more frequently than weekly, unless otherwise approved in writing by the City. Each invoice shall include sufficient detail to allow the City to verify hours worked, services performed, applicable rates, and total amount due. 2. Review and Approval. The City shall review submitted invoices for accuracy and compliance with the terms of this Agreement. Invoices determined to be accurate and complete will be approved for payment. If an invoice is incomplete or contains discrepancies, the City will notify Consultant, and the review period will resume upon receipt of a corrected invoice. 3. Payment Terms (Net 30). Approved invoices shall be paid within thirty (30) calendar days of the date the City receives a complete and accurate invoice ("Net 30"), subject to the City's standard accounts payable processing procedures. 4. Processing Timeline. Following approval by the City's authorized representative, payment shall be processed in accordance with the City's regular accounts payable cycle. The total time from receipt of a complete invoice to payment is anticipated to be approximately thirty (30) calendar days. 5. No Interest. The City shall not be obligated to pay interest on any invoice unless otherwise required by applicable law.