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HomeMy WebLinkAbout26-131 - Contract - Beacon Hill Solutions Group - Recruiter ServicesC,'Vty of Tukwila Contract Number 26-131 Council Approval N/A 6200,Southcenter Boulevard, Tukwila WA 98188 PROFESSIONAL SERVICES AGREEMENT' (Includes consultants, architects, engineers, accountants, and other professional seivices) 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 comply with 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 2 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 3 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. B. 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 20 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 4 DATED this 15th day of May , 2026 CITY OF TUKWILA CONSULTANT: DS Signed by: bwtaS hGtu,k Thomas McLeod, Mayor ATTEST/AUTHENTICATED: Signed by: : Jennifer Marshall, Deputy City Clerk APPROVED AS TO FORM: L by:((l�� 9-• JCIAA Office of the City Attorney �EDuouSigned by'. A_E4DS63FGF-Wa g...... Printed Name: Rikki Denniston Title: Regional Director CA revised May 2020 Page 5 ENSAMEE Exhibit A, LUUNAL& "# Purpose The City seeks to engage a Temporary Recruitment & Project Coordinator to support citywide, full -cycle recruitment efforts, across all departments. This role expands beyond seasonal hiring to include ongoing recruitment, strategic sourcing, and workforce pipeline development, ensuring timely, coordinated, and compliant hiring aligned with, City operational needs. This assignment is intended to supplement Human Resources capacity during a period of increased demand and ongoing workforce needs. Term of Services, Work Hours & Compensation Cap Services will be provided on a temporary, project -based basis from May I through, December 4, unless ended earlier at the City's discretion based on operational needs, staffing levels, or budget considerations. The Temporary Recruitment & Project Coordinator shall work up to 30 hours per week, with flexibility based on operational demands. Work schedules may include evenings and weekends to support recruitment events, job fairs, and hiring initiatives, provided the weekly hour cap is not exceeded. Scope of Services The Temporary Recruitment & Project Coordinator will perform the following services under the direction of the Chief People Officer. A. CitVwide Recruitment (Expanded Scope) Support full -cycle recruitment across all City departments, including: 0 Full-time, part-time, seasonal, and extra labor roles o Hard -to -fill and critical positions identified by HR and leadership • Partner with HR and hiring managers to: o Understand workforce needs, timelines, and priorities o Support recruitment strategies and hiring plans • Perform recruitment functions including: o Job posting support and coordination o Screening applicants for minimum qualifications o Coordinating interviews and candidate communications o Supporting continuous and proactive recruitment pipelines B. Strategic Sourcing & Outreach Expand recruitment efforts beyond seasonal hiring to ongoing citywide talent pipelines Conduct outreach through: o Job fairs o Community partnerships o Professional networks • Support diversity -focused and community-based recruitment strategies • Build and maintain active candidate pipelines for current and future vacancies C. Recruitment Events & Hiring Coordination Attend and support job fairs and recruitment events Assist with department -specific hiring initiatives • Coordinate: o Interview scheduling and logistics o Candidate flow and communications • Support accelerated and high-volume hiring processes, including same-day or rapid hiring efforts when needed D. Deliverables Goal 1: Citywide Recruitment Support • Support full -cycle recruitment across departments • Support 80% or more of assigned recruitments (job posting through interview coordination) Maintain candidate response times within two (2) business days Goal 2: Candidate Pipeline & Outreach Expansion • Build and maintain active candidate pipelines for priority roles Maintain qualified candidate pools for 100% of identified critical roles Participate in and support recruitment events and outreach efforts Goal 3: NeoGov Data Integrity & Data Entry • Improve accuracy and completeness of HR data across: o Insight --) OHC --> Onboard --) Learn • Complete data cleanup for 2026 recruitment records • Maintain less than 2% data error rate in reviewed records Process ongoing data entry and system updates Coordination & Oversight • The Temporary Recruitment & Project Coordinator will report to the Chief People Officer or designee • Work cross -functionally with departments, Finance, and City leadership • The Coordinator will not make final hiring decisions, but may support conditional offers when authorized Recruiter Qualifications & Requirements Minimum Qualifications • Experience in full -cycle recruitment, including high-volume and professional roles • Strong organizational and project coordination skills • Experience working with applicant tracking systems (preferably NeoGov) • Ability to manage competing priorities and shifting timelines Preferred Qualifications • Experience in public sector or municipal recruitment • Experience supporting diversity recruitment and community outreach initiatives Performance Expectations The Temporary Recruitment & Project Coordinator is expected to: • Operate with urgency, professionalism, and discretion • Maintain strong relationships with candidates, hiring managers, and community partners • Adapt to changing priorities and operational demands • Ensure compliance with City policies, applicable laws, and collective bargaining agreements • Maintain recruitment pipelines sufficient to support both immediate hiring needs and future workforce planning 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. 5. 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.