HomeMy WebLinkAbout20-104 - Human Resources Systems - 2020 Captain Assessment CenterCity of
Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
Contract Number: 20-104
Council Approval N/A
This Agreement is entered into by and between the City of Tukwila, Washington, a non -charter
optional municipal code city hereinafter referred to as 'the City," and Human Resources Systems,
hereinafter referred to as "the Contractor," whose principal office is
located at5410Claremont Avenue 8..Seattle, Washington 9O144.
WHEREAS, the City has determined the need to have certain services performed for its citizens but
does not have the manpower or expertise to perform such services; and
WHEREAS, the City desires to have the Contractor perform such services pursuant to certain
terms and conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto
agree as follows:
1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform
those services described on Exhibit A attached hereto and incorporated herein by this reference as if
fully set forth. In performing such services, the Contractor shall at all times comply with all Federal,
State, and ocaI statutes, rules and ordinances applicable to the performance of such services and
the handting of any funds used in connection therewith. The Contractor shall request and obtain
prior written approval from the City if the scope or schedule is to be modified in any way.
2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by
this reference. The total amount to be paid shall not exceed $0.000.00.
J. Contractor Budqet. The Contractor shati apply the funds received under this Agreement within the
maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City
whenever the Contractor desires to amend its budget in any way.
4. Duration of Aqreement. This Agreement shall be in full force and effect for a period
commencing August 1, 2020, and ending December 31, 2020, unless sooner terminated under the
provisions hereinafter specified.
5. Independent Contractor. Contractor and City agree that Contractor 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
Contractor nor any employee of Contractor 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 contributing to the State
Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the
Contractor, or any employee of the Contractor.
6. Indemnification. The Contractor shall defend, indemnify and hold the Public Entity, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, danne0eo.|000eaor
suits including attorney fees, arising out of or in connection with the performance of this Agreement,
except for ijuries and damages caused by the sole negligence of the Public Entity.
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Should a court of connpetent'urisdicUnn determine that this Agreement b9subject to RCVV4.24.115.
then, in the event of Ilability for damages arisng out af bodHy injurytopensonsordannegemtn
property caused by or resulting from the concurrent negligence of the Contractor and the Public
Entitv, its uMicero, offiu(e|s, arnp|oyees, and volunteers, the Contractor's liability hereunder shall be
only to the extent of the Contractor's negligence. It is further specifically and expressly understood
that the indemnification provided herein constitutes the Contractor's waiver of immunity under
Industrial Insurance, Title 51 RCW, sofey for the purposes af this indemnification. This waiver has
been mutually negotiated by the parties. The provisions of this section shall survive the expration ar
termination ofthis Agreement.
7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries toperaonmordamaQetopropertvvvh[chnneyorisehnnnorinconnecUoD
with the performance of the work hereunder by the Contractor, their agents, representatives,
employees or subcontractors. Contractor's maintenance of insurance, its scope of coverage and
Iirnits as required herein shall not be construed to limit the Iiability of the Contractor to the ccverage
provided by such insurance, or otherwise limit the City's recourse to any remedy available at Iaw or
in equity.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits
described below.
1. Automobile Liability insurance with a minimum combined single limit for bodily injuryand
property damage of $300,000 per accident. Automobile Iiability insurance shaI cover a!I
owned, non -owned, hired and leased vehicles. Coverage shall be written an 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. Professional Liability with limits no less than $1.000.000 per claim and $1.000,000 policy
aggregate limit. Professional Liability insurance shall be appropriate to the Contractor's
profession.
3. Workers' Compensation coverage arequired by the Industrial Insurance laws of the State of
Washington.
B. Public Entity Full Availability ofContractor Limits. |fthe 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
urwhether any certifioateofinsurance furnished tothe Public Entity evidences limits ofliability lower
than those maintained by the Contractor.
C. Other Insurance Provision. The Contractor's Automobile Liability and Professional 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 Contractor's insurance and shall not contribute with it.
O. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
not less than A: VII.
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E. Verification of Coverage. Contractor 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 requrements of the Contractor before commencement of
the work. Upon request by the City, the Contractor shall furnish certified copies of all required
insurance policies, including endorsements, required in this Agreement and evidence of all
subcontractors' coverage.
F. Subcontractors. The Contractor shall cause each and every Subcontractor to provide insurance
coverage that complies with all applicabre requirements of the Contractor-provded insurance as set
forth herein exceptthe Contractorshall have sole responsibility for determining the limits ufcoverage
required to be obtained by Subcontractors. The Contractor shall ensure that the Public Entity is an
additional insured on each and every Subcontractor's Commercial General liability insurance policy
using an endorsement as least as broad as ISO CG 20 10 10 01 for ongoing operations and CG 20
37 10 01 for completed operations.
G. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds ior this work
with written notice of any policy cancellation, within two business days of their receipt of such notice.
H. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as
required shall constitute a material breach of cuntnaut, upon which the City may, after giving five
business days notice to the Contractor 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 dernand, or atthe sole discretion ofthe City,
offset agatnst funds due the Contractor from the City.
8. Record Keeping and Reporting.
A. The Contractor shall maintain accounts and records, including personnel, property, financial and
programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature
expended and services performed in the performance of ths Agreement and other such records as
may be deemed necessary by the City to ensure the performance of this Agreement.
B. These records shall be maintained for a period of seven (7) years after termination hereof unless
permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter
40.14 and by the City.
9. Audits and InspecUons. The records and documents with respect to aV matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance of
this Agreement.
10. Tmmm|nat|on' This Agreement may at any time be terminated by the City giving to the Contractor
thirty (30) days written notice of the City's intention to terminate the same. Failure to provide products
on schedule may result in contract termination. If the Contractor's insurance coverage is canceled for
any reason, the City shaf 1 have the right to terminate this Agreement imniediately.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, nahg|on, creed, co|or, national ongin, age,
veteran status, sex, sexual odentaUon, gender identity, marital status, political aMiUaUon, the presence
of any disability, or any other protected class status under state or federal Iaw, in the selectfon and
retention of employees or procurement of materials or supplies.
12. Assqnment and Subcontract. The Contractor shall not assign or subcontract any portion ofthe
services contemplated by this Agreement without the written consent of the City.
13. Entire Aqreement; Modification. This Agreement, together withi attachments or addenda,
represents the entire and integrated Agreement between the City and the Contractor and supersedes
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all prior negohoUonm, representations, or agreements written or oralNo amendment or modification
of this Agreement shall be of any force or effect unless it is in writing and signed by the parties.
14. Severability arid Survival. ftany term, condition or provisionof this Agreement is deciared 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 provsions of this Agreement,
vvh/ohbvdheiroeneo@ndoonte/tmnareeounablyintmndodb»munvivathecomp|aDom.ex iration or
cancellation of this Agreement, shall survive termination of this Agreement.
15. Notices. Notices to the City of Tukwira shafl be sent to the foliowing address:
City Clerk, City of Tukwil
O2O8SouthmenborBlvd,
Tukwiia, Washington 96188
Notices to the Contractor shall be sent to the address provided by the Contractor upon the
signature line below.
16. Applicable LawVenue; Attorney's Fees. ThJsAgreementsharl be governed by and construed in
accordance withthe laws of the State ofWashngton. In the eventanysuit, arbitration, urother
proceeding is instftuteci to enforce any term of this Agreement, the parties apec|fica||yunderstand
and agree that venue shall be properly laid in King County, Washington. The prevailing party in any
such action shall be enttled to its attorney's fees and costs of suit.
DATED this 1st day ofAugust 202D.
CITY OF TUKWILA
CONTRACTOR
Juan Padilla, HR Director
APPROVED AS TO FORM:
Office of the City Attorney
Printed Name and TitIe: Ronald Hiraki, Sole Proprietor
Address: 3410 Claremont Avenue S.
Seattle, VVAg8144
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EXHIBIT A:
SCOPE OF WORK
Human Resources Systems (HRS) will design and administer one assessment center for the position of
Fire Captain for the Tukwila Fire Department. The Assessment Center:
• Will follow recognized guidelines for a true and proper assessment center process.
• Will evaluate candidates in the dimensions applicable to the job as identified by the City's Fire
Department staff.
� Will be comprised of standard elernents and procedures.
�
Will evaluate all candidates in the dimensJons and rank them according to their score.
� Does not include a traditional written examnation.
• Does not include the Tactical Exercse
(To be designed and administered by the City's Fire Department Staff)
Does not include an interview by the Fire Chief ar designee.
ASSESSMENT CENTER DESIGNJ PROCESS
HRS will work cooperatively with members of a Development Committee to design the assessment
center exercises. The leadership of the City's Fire Department will select two to four people to serve as
Subject Matter Experts (SMEs) on the Development Committee with Ron Hiraki of HRS. The SMEs
would include fire department line officers and fire department senior managers. The Development
Committee may also include the City's or Fire Departments Human Resources Professional. The
development work will be conducted in a series of meetings. Committee members will provide verbal
input and required background or reference material. HRS will produce all instructions, written
documents, and score sheets.
The series ofdeveropment committee meetings, takFng placeover a ten week period,is typically
comprised of five half-day meetings. Additional time may be necessary based on the complexity of the
▪ Meeting #1: Brainstorni or draft exercises.
• Meeting #2: Review exercise instructions and draft desired behaviors (scoring criteria).
�
Meeting #3: Revise instructions and review desired behaviors.
g Meeting #4: Finaf review af all documents. If necessary, practice test runs of the exercises using
committee ar nonaftgned fire department members.
• Meeting #5: Train role player.
PROPOSED ASSESSMEWT CENTER EXERCISES
HRS proposes three exercises for the City's Fire Department, Fire Captain Assessment Center. They
are Role Play, Take Home Problem Solving, and Presentation. A description of these exercises follows.
ROLE PLAY: The candidate wiU assume the role of Fire Captain andwN||nbanactvvithapenson/ro|e
player) trained to play designated role. The designated role is one with which the Fire Captain would
have a business relationship. The candidate will be required to resolve issues using interpersonaf,
management, and Ieadershp skills.
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HRS is focused an conducting a proper roe play using a separate role player who is trained prior to the
assessment cen1ec The role player's sole job is to concentrate on playing the role according to the
instructions, and not to evaluate. Assessors observe and evaluate the role play as it is conducted.
PROBLEM SOLVING: The candidate will assume the role of Fire Captain. The candidate will be directed
to conduct research and/or analysis to identify the problem and propose solutions during a designated
period of time. The proposed solutions should include multiple options, both short term and long term.
The candidate should be able to identify the pros and cons of each option. The proposed solutions will
be presented in oral, and possibly written, form at the assessment center. This could be a "take home"
assignment that the candidates could receive at the Candidate Orientation.
PRESENTATION: The candidate wifl assume the role of Fire Captain. The candidate willbe given a
scenario, audience, and topic. The candidate will be directed to prepare a presentation' during a
designated period of time. The presentation will be delivered orally to the assessors as the audience.
The cancfldates could be directed to submit a written outline and handouts of their presentat]on. This
could be a "take home" assignment that the candidates could receive at the Candidate Orientation.
HRS SERVICES
HRS will:
� Work with the City's Development Committee to design the assessment center exercises.
" Develop and produce approprate assessrnent center materials.
• Conduct a candidate orientation.
• Develop and produce the assessment center schedule.
• Train role payers and assessors,
▪ Serve as administrator for the assessment canbar, and as faciUtator for the assessors in the
consensus process.
HRS will ask the City's Fire Department or Human Resources Department to:
• Provide a jb description for the position.
• Be responsible for the job announcement, application, and alI notificatJons to the candidates.
• Provide all study or reference materials for the candidates.
• Provde appropriate management representatives for the following:
-
Orientation of the organization and job analysis
- Candidate Orientation
-
Role Player Training
- Assessor Training
-
Debriefing at the conclusion of the assessment center
• Recruit, schedule, and provide qualified personnel to serve as assessors, role players or
faciItators no later than two weeks prior to the assessment center.
• Be responsible for all notifications to the assessors, role players or facilitators.
�
Provide and serve all food and beverages for assessors and related personnel during the
assessor training and the assessment center.
�
When necessary, provide all lodging for out of area assessors and role players.
• Frovide facities for the candidate orientation, assessor training, and the assessrnent center.
�
Provide audiovisual equipment and visual aid equipment required for the assessment center.
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SCHEDULING
The number of candidates and the number of assessors determines the amount of time required to
conduct the assessment center. Two days are normally required to conduct an assessment center. The
first day is reserved for assessor training and any medium-term candidate preparation. The second day
is reserved for the exercises. Generally, up to eight candidates can be assessed in one day if the
exercises are conducted concurrentry. The client may elect to use twa or three assessors per exercise.
The assessment center has been tentatively scheduled for October 15th, and October 16th, 2020.
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EXHIBIT
PAYMENT
The fee for the 2O28Captain Assessment Center im$7,QDD.00for three exercises (one of whJch is a role
play), and up to eight candidates. If the Tukwila Fire Department has 9, 10, 11, or 12 candidates, the fee
will be $7,500.00. If the Tukwila Fire Department has 13, 14, 15, or 16 oomd|detee, the fee will be
58,000.00
This fee incudes all materials, photocopying,ing, and travel expenses.
Noother fees orcharges will beinvoiced unless opeo|fiedand agreed (obvboth parties inwriting hn
advance.
The City will be invoiced two weeks after the assessment center. Payment is due within 90 days.
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